NCADEMI: National Center on Accessible Digital Educational Materials & Instruction

AF2: Guidelines for State and Local Coordination with the National Instructional Materials Access Center (NIMAC)

Home > Quality Indicators for Systems Change > Quality Indicators for the Provision and Use of Accessible Formats  > AF2: Guidelines for State and Local Coordination with the National Instructional Materials Access Center (NIMAC)

Statement

The state and local educational agencies (SEA and LEAs) coordinate with the NIMAC to facilitate the production and distribution of high-quality accessible formats in a timely manner.  

Intent

SEAs understand the requirement to adopt the National Instructional Materials Accessibility Standard (NIMAS). Both SEAs and LEAs understand the process for opting in to the NIMAC. Procedures are established requiring publishers to send NIMAS files to the NIMAC as part of all instructional materials purchase agreements and adoption contracts. SEAs and LEAs also establish and uphold procedures to ensure NIMAS source files are effectively utilized to provide accessible formats to eligible students in a timely manner. 

Critical Components

To effectively address Quality Indicator AF2, the following components should be present: 

AF2.1 Opt in to NIMAC Coordination

On an annual basis, both the SEA and all LEAs opt in to coordinating with the NIMAC. 

  • The SEA adopts NIMAS and chooses to opt in to coordinating with the NIMAC under the assurances section of the IDEA Part B State Application. 
  • As part of the LEA’s assurances to the SEA for eligibility to receive IDEA funds, the LEA chooses to opt in to coordinating with the NIMAC. 
  • SEAs that coordinate with the NIMAC keep a signed NIMAC Coordination Agreement on file with the NIMAC, submitting a new agreement only when the NIMAC State Coordinator changes.  
  • LEAs do not submit a NIMAC Coordination Agreement to the NIMAC.

AF2.1 Self-Assessment Scoring Matrix

Not StartedEmergingOperationalizingScaling & Sustainability
The agency (SEA or LEA) is not yet aware of what it means to coordinate with the NIMAC.The SEA and LEAs (“the agency”) are reviewing the NIMAS and NIMAC provisions of IDEA, including the benefits of opting into coordination with the NIMAC. The SEA is exploring how to communicate the NIMAS- and NIMAC-related requirements to LEAs for guiding opt-in decisions.The SEA has adopted NIMAS and opted into coordinating with the NIMAC, as reflected in the IDEA Part B State Application. The SEA is actively providing guidance to LEAs, helping them understand the benefits and requirements of coordinating with the NIMAC, but full participation from all LEAs may not yet be achieved.The SEA is in an annual routine of adopting NIMAS and opting into the NIMAC when completing the IDEA Part B State Application. All LEAs are in an annual routine of opting into coordinating with the NIMAC as part of their assurances for eligibility to receive IDEA funds.

The scoring matrix is part of the Quality Indicator Self-Assessment Tools. 

AF2.2 Definition of “Timely Manner”

The SEA provides a definition of “timely manner.” 

  • The widely adopted definition of “timely manner” is a variation of “at the same time” (i.e., a student who requires an educational material in an accessible format receives that format at the same time students without disabilities receive the same educational material). 

AF2.2 Self-Assessment Scoring Matrix

Not StartedEmergingOperationalizingScaling & Sustainability
The SEA is not aware of the requirement under IDEA for a state definition of “timely manner.”The SEA is reviewing the requirement of a state definition of “timely manner” under IDEA. Staff are researching definitions adopted by other SEAs.The SEA adopts a definition of “timely manner” consistent with IDEA. A plan to systematically communicate and provide guidance to LEAs on the definition of timely manner is being developed.The SEA definition of “timely manner” is widely adopted and understood by all LEAs. The definition is integrated into state and local policies, procedures, and practices, and all LEAs have adopted this understanding consistently.

AF2.3 Direct Publishers to Submit NIMAS Files

The SEA and all LEAs direct publishers to submit NIMAS source files to the NIMAC.  

  • The SEA provides recommended language for LEA contracts and purchase orders. 

AF2.3 Self-Assessment Scoring Matrix

Not StartedEmergingOperationalizingScaling & Sustainability
The agency (SEA or LEA) is not aware of whether it directs publishers to submit NIMAS source files to the NIMAC.The SEA and LEAs (“the agency”) are reviewing contract and purchase order documents for language requiring publishers to submit NIMAS source files to the NIMAC. LEAs that don’t currently include this language reach out to the SEA for guidance.The SEA has developed recommended language for contracts and purchase orders to require that publishers submit NIMAS source files to NIMAC. The language is included in all SEA contracts and purchase orders with publishers. The SEA is beginning to systematically communicate the recommended language to LEAs. Some LEAs are using the SEA-recommended language in contracts and purchase orders. The SEA-recommended language for requiring publishers to submit NIMAS source files to the NIMAC is widely adopted and understood by LEAs. The SEA and all LEAs have a consistent understanding of the requirement and hold publishers accountable by confirming NIMAS source files have been deposited in the NIMAC under the conditions of the contract or purchase order, including the specified timeline.

AF2.4 Identify State NIMAC Coordinator

The SEA identifies a NIMAC State Coordinator.  

  • The State Coordinator is the individual that formally opts into the NIMAC on behalf of the SEA and serves as the primary contact for NIMAC-related assistance for the state. 
  • The State Coordinator is responsible for designating and managing the state’s Authorized Users of the NIMAC, adding and deleting accounts as needed. 

AF2.4 Self-Assessment Scoring Matrix

Not StartedEmergingOperationalizingScaling & Sustainability
The SEA and LEAs are not aware of whether a NIMAC State Coordinator has been named.The SEA is learning about its IDEA responsibilities related to the identification of a NIMAC State Coordinator. The SEA contacts the NIMAC State Coordinator identified on the NIMAC’s website to confirm the information is up to date. If needed, the SEA contacts the NIMAC for assistance at nimac@aph.org.The SEA has an actively appointed NIMAC State Coordinator. Both the SEA and the Coordinator understand the role and responsibilities of the NIMAC State Coordinator. The SEA has ensured that an appropriate number of Authorized Users of the NIMAC are designated. The SEA has informed all LEAs of the purpose, name, and contact information of the NIMAC State Coordinator.The SEA monitors changes to the NIMAC State Coordinator and ensures that both the NIMAC and LEAs are informed of updates.