We’ve received a lot of questions about the EARP Funding and how publishers can participate. Here are some frequently asked questions we’ve received and answers
Filling out the submission template
How recent do the titles need to be that I can submit for this project?
You can submit both frontlist and backlist for this project. You can also submit titles that you are releasing in the next year, as this project takes place over 3 years.
Do the titles I submit need to be in an accessible format already?
No. You can only submit titles that have not been made into an accessible format already.
Do I need to have the alt-text ready when I submit my list?
No. The alt text doesn’t need to be submitted until we get grant approval and we’ll give you the deadline then, as stated in the last newsletter. There will probably be multiple deadlines for alt-text as we spread out the conversions over the next two years.
What’s the difference between Simple, Medium and Complex?
Simple = Straight forward layout, mostly text, cover and author images only.
Medium = Still mostly text but with images that are required to understand the text (as opposed to decorative images) and some slightly more complex design features.
Complex = Lots of images and/or charts, graphs and complex, specific layouts. Think academic texts.
What formats will I need to submit?
We need a PDF (print or web). InDesign files and older EPUBs are helpful backups, but the PDF is required.
How do I provide alt-text?
In a spreadsheet, list all of the images and their page numbers (one image per row). Add alt text to the corresponding row.
How do I provide language shifts?
Ideally, you go through your PDF and add a comment for each word or phrase in a language other than the main language of the text. Remember, “It is not necessary to indicate a language change for terms and phrases that have become part of the default language, however. Words like “café” and “coup d’état”, although French in origin, are now considered common English phrases. Text-to-speech engines can typically handle these words as English.” (from the Daisy Knowledge Base).
When will I need ISBNs?
If your submissions are accepted, we’ll ask for ISBNs within one month of acceptance.
Do illustrators fall under the specification of “works that are written by and/or reflect the experiences of”?
Illustrators may be included under works that are written by and/or reflect the experiences of women, Black and racialized Canadians, First Nations, Métis, Inuit, immigrants, persons with disabilities, the 2SLGBTQI+ community provided that the program’s other mandatory activities are met.
Do the creators need to be Canadian or are works eligible if published by Canadian publishing companies?
Alternative format reading materials do not need to be created or published by Canadians. Rather materials must be available to all Canadians with print disabilities, to improve equitable access to persons with a variety of print disabilities.
How should we deal with anthologies/collection (if there are some authors in an anthology that meet the criteria)
Anthologies are eligible so long as they meet at least two of the mandatory activities.
How should we deal with translation? Written by a man but translated by a woman?
Within the parameters of this call for proposals, “published works written by and/or reflect the experiences of women, Black and racialized Canadians, First Nations, Métis, Inuit, immigrants, persons with disabilities, the 2SLGBTQI+ community” refers to the original author of the work.
Submitting files
How do I send files?
If your submission is accepted, we’ll ask you to upload files. You can do so in 2 ways:
- If you’re an eBOUND CoreSource publisher, you can give us permission to download covers and PDFs from CoreSource to use for this project.
- You can submit to our submission portal (more information to come).
The process
How long will it take for my finished titles to be sent back to me?
Titles will be batched and grouped according to complexity in order to manage the workload for our conversion partners. If you are sending frontlist titles, please be sure to make the pub date in the spreadsheet and will prioritize them.
How will the titles be distributed after the conversion work is done?
The converted titles will be returned to the publisher using DropBox. CoreSource publishers will be asked to upload the returned files within two months for distribution to CELA, NNELS, and retailers. Non-CoreSource publishers will follow their own typical processes for distributed files and we will send those files to NNELS and CELA as part of the agreement.