2. Topics for Submitters and Proofreaders

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2.  Topics for Submitters and Proofreaders

           2.1  Overview of Submitting and Proofreading books

           2.2  Bookshare policy changes in 2010
                  Aug. 17:  Sharing files when doing volunteer work for Bookshare
                  Sep. 23:  Communicating with authors

           2.3  Credits for Bookshare Members

           2.4  To add or not to add:  Criteria that make a book eligible for Bookshare.org
                  A.  Must contain both copyright holder and copyright date
                  B.  Cannot be copyrighted dramatic works
                  C.  Cannot be proprietary digital books, or obtained in breach of contract, or illegally
                  D.  Cannot be standardized testing materials

                  E.  Must not already be in the library, or must be of higher quality than the current version
                  F.  Must contain Page Breaks that correspond as closely as possible to the print edition
                  G.  Must contain Page Numbers that correspond as closely as possible to the print edition
                  H.  Books must be complete
                  I.  Must be submitted in a single file
                  J.  Cannot be exams, Teachers' Editions, course packets, or sample course materials

           2.5  The Bookshare spellchecker


2.1  Overview of Submitting and Proofreading books

         Bookshare terminology

         *  When you scan a book and upload it to Bookshare, you are referred to as a Submitter.
             When you upload this scan, we say you are submitting your scan.

         *  If you proofread a book someone else has scanned, of course you are a Proofreader.

         *  A book is often referred to as a title.


         At Bookshare, teams of virtual volunteers around the country work together at their own pace
         and on their own time to grow the number of titles in this unique accessible online library.  Fueled
         by a passion for books and their own generosity, they participate in a streamlined process that
         involves three major steps in adding a book to the library:

         1)  Scanning a book.                                              (done by a volunteer)
         2)  Proofreading a book.                                         (done by a volunteer)
         3)  Approving a book that has been proofread.         (done by a Bookshare administrator)


         You decide whether you prefer to scan or proofread.  Some volunteers enjoy doing both!
         The choice is entirely up to you.

         The only condition is that you can't proofread your own scans.  Review by more than one
         person ensures that books are of high quality when they enter the library.

         This means that books that are scanned will not appear in the library immediately after they have
         been submitted (uploaded).  These "scanned submissions" must be proofread by another
         volunteer and then approved by a Bookshare administrator.


         1)  If you choose to be a Submitter, you would scan a book, and then:

      - check that there is one section break or page break per page
              -  check for missing and/or duplicate pages
              -  check for large blocks of garbled text, common scanning errors, jumbled characters, etc.
              -  enter metadata about the book (title, author, publisher, etc.)
              -  submit the corrected file to Bookshare.org in the format RTF (Rich Text Format).

              Your scan will then be added to a list of books waiting to be proofread!


         2)  If you choose to be a Proofreader, you would Check out (download) a scan for proofreading,
              carry out a set of proofreading procedures, and when finished Check in (upload) the file for
              administrative approval.

              Because current OCR technologies are not perfect, even careful, high quality scans often
              introduce a number of scanning errors which must be caught and corrected before the book
              enters the library.


         3)  In the last stage, an administrator verifies that the book meets Bookshare's legal obligations
              and policies.  Typically they will either add it to the library or "Return it for more editing".



2.2  Bookshare policy changes in 2010

        Aug. 17, 2010:  Sharing files when doing volunteer work for Bookshare

        Bookshare exists because of the privileges available to nonprofits like Benetech to serve people with
        print disabilities as they are outlined in the Chafee Amendment to the US Copyright Act.  While
        Bookshare may produce copies of print materials for its members it must do so in a manner that
        is carefully circumscribed in order to protect the intellectual property rights of authors and publishers
        and meet the requirements of the copyright exception.  Such practices include controlling access
        to copyrighted materials, requiring contractual agreements for all users and volunteers, and
        fingerprinting content.

        During the production process Bookshare also takes great care to prevent the unauthorized release
        of copyrighted material.  This includes a strict prohibition on volunteers emailing or otherwise
        exchanging Bookshare content directly with each other.  In most cases, where an exchange of
        document content is necessary between two volunteers the complete document must first be
        returned to Bookshare and checked out by the second volunteer.

        Occasionally, there is a need for portions of books to be exchanged between volunteers.  This most
        often occurs when a scan contains numerous errors and the proofreader does not have access to the physical
        book.  We are changing our policy slightly to permit a limited exchange of material directly between
        two Bookshare volunteers (both in good standing:  current, having agreed to the Volunteer
        Agreement) in order to produce more accurate digital documents for Bookshare.  This exchange is
        limited to a single chapter or up to 10% of the content at a time, whichever is larger.  In the case of
        graphic elements such as genealogical charts or illustrations, up to one chapter's worth of these
        elements may be sent in one communication if these elements are separated from the book.  If
        neither of these exceptions applies, content must continue to only be shared by the existing process
        of returning the content to Bookshare and the second volunteer checking it out.


        Sep. 23, 2010:  Communicating with authors

        Bookshare volunteers play an important role in making books available as well as publicizing
        Bookshare’s mission and accomplishments.  In all of these roles, volunteers become an agent of
        Bookshare.  At the same time, Bookshare volunteers have a passion for books and literacy, and
        are avid readers who are in touch with authors and the broader community as individuals.

        Sometimes authors and publishers may be unaware of or misinterpret Bookshare’s rights under the
        Chafee Amendment and lodge complaints with Bookshare, which we are then obligated to respond to
        in a timely fashion.  In an effort to insure such complaints aren’t lodged against our volunteers as
        individuals, it’s important to separate individual conversations from the role as agent of Bookshare,
        and maintain some limits on that role.

        The best way to do that is to make sure that policy conversations are routed to Bookshare staff
        immediately.  Should a volunteer receive questions from an author or publisher about Bookshare
        procedures or policy, please direct them to Bookshare’s Volunteer Coordinator.  At the same time,
        the volunteer should contact the Coordinator, alerting him/her.  The Coordinator will respond promptly
        and has full access to Bookshare staff to resolve or refer any issues that may arise.

        If there is ever any question about these areas, please feel free to reach out to the Volunteer
        Coordinator.  We want the Bookshare volunteer experience to be rewarding!



2.3  Credits for Bookshare Members

        After a book has been accepted into the live collection, a credit of $2.50 is automatically added to
        the accounts of both volunteers who worked on the book:  the Submitter of the book, and its
        Proofreader.

        Volunteers who are also Bookshare Members can apply these credits towards their yearly
        subscription fees.

        Non-member volunteers also accrue credits, and at the same rate.

        Any volunteer may request to donate any or all of the credits they have accumulated, to a potential
        Bookshare Member who is not able to afford a membership.  To do this, follow the link below and
        please provide:
              1)  the exact name  of the Bookshare member you wish to donate to, and
              2)  the exact amount, in dollars and cents, you wish to donate

              Bookshare Volunteer Coordinator


        Please note that:
              -  credits for a title will be awarded only after that title has been approved by a Bookshare
                 administrator and has entered the live collection, not directly after the scan was submitted,
                 nor directly after the finished proof was checked in
              -  approval of your request to make a donation of credits is up to the Volunteer Coordinator



Top of   2. Topics for Submitters and Proofreaders



2.4  To add or not to add:  Criteria that make a book eligible for Bookshare.org

        In order to comply with copyright law, books must meet the following requirements before they can
        be added to the library:

        A.  Must contain both copyright holder and copyright date
        B.  Cannot be copyrighted dramatic works
        C.  Cannot be proprietary digital books, Ebooks, or obtained in breach of contract, or illegally
        D.  Cannot be standardized testing materials


        It is Bookshare's policy that books also meet the following requirements in order for them to be
        added to the library:

        E.  Must not already be in the library, or must be of higher quality than the current version
        F.  Must contain Page Breaks that correspond to the print edition
        G.  Must contain Page Numbers that correspond to the print edition
        H.  Books must be complete
        I.  Must be submitted in a single file
        J.  Cannot be exams, Teachers' Editions of textbooks, course packets, or sample course materials


        A.  Must contain both copyright holder and copyright date

             All scans must contain complete copyright information, including the copyright holder and
             copyright date.  Even if you are sure the book is in the Public Domain, the original copyright
             information must be included.  This is required by the amendment to copyright law which
             makes Bookshare possible.


        B.  Cannot be copyrighted dramatic works

             Copyright law does not permit Bookshare to distribute copyrighted dramatic literary works.
             Dramatic works include the following:

                 *  Plays
                 *  Screenplays

             Any books which fall in the above categories should be recommended for rejection.
             Note that this only applies to copyrighted dramatic works.  Bookshare can accept dramatic
             works which are no longer copyrighted.


        C.  Cannot be proprietary digital books, or obtained in breach of contract, or illegally

             Bookshare cannot accept any materials that are proprietary, or that were obtained in breach
             of any contract, or illegally.

             This includes the following:

                 *  Commercially available e-books
                 *  Accessible digital books received by schools directly from a publisher
                 *  Digital books from other accessible book providers, such as an RFB&D digital book or a
                    Library of Congress (NLS) Web-Braille book


             In other words, a book must be scanned by the submitter in order for it to be
             acceptable by Bookshare.

             If you have reason to believe that the submitter did not scan the book, then the book should be
             recommended for rejection.  Select "Other" as the reason for rejection and include any
             passage from the book on which you are basing your decision to recommend the book for
             rejection.


             Note that RFB&D and Web-Braille books may include passages like the following:

             "PLEASE KEEP IN MIND THAT THESE BOOKS ARE INTENDED FOR RFB&D CONSUMERS
             ONLY.  DISTRIBUTION OF THE BOOK IS NOT ALLOWED."

             "PRODUCED IN BRAILLE FOR THE LIBRARY OF CONGRESS, NATIONAL LIBRARY SERVICE
             FOR THE BLIND AND PHYSICALLY HANDICAPPED, BY ASSOCIATED SERVICES FOR
             THE BLIND."

             If you encounter either of these messages, or messages similar to them, then the book should
             be recommended for rejection.


        D.  Cannot be standardized testing materials

             Bookshare is not authorized to distribute standardized, secure, or norm-referenced tests and
             related testing material.  Copyright law specifically states that these materials are not included
             in the material which can be distributed to blind or other persons with print disabilities by
             nonprofit organizations and specialized government agencies.


        E.  Must not already be in the library, or must be of higher quality than the current version

             Bookshare does not accept books which are already in the library, unless the new copy is of
             higher quality than the copy already available for download. If this is the case, it should be submitted with the letters "BSO" before the title (Better Scan Of) so that both the person proofreading the book and the person approving the book know not to reject it.


        F.  Must contain Page Breaks that correspond as closely as possible to the print edition

             Bookshare cannot accept books without page breaks.  This is part of Bookshare's on-going
             effort to raise the quality of books in the library.

             However, Bookshare does not wish that a book be rejected because only a few page breaks
             are missing.  As a guideline, a book must have at least 90% of its page breaks.  These page
             breaks also need to be in the correct places, identical to the original.  In other words, if there
             are problems with more than approximately 10% of a book's page breaks, and the
             proofreader is unable to fix the problems, then the book should be recommended for
             rejection.

             Please do not convert books to TXT file format when proofreading.  This can result in
             the loss of all page breaks, in which case the book will be returned by Bookshare
             administration to the Checkout list.

             Scans of books should not only contain page breaks but should also be paginated
             the same as the original books.  In classrooms, neither teachers nor pupils with print
             disabilities should need to worry that their copy of a book has a different set of page
             numbers.  Correct pagination will also facilitate reader discussions, searches, and indexing.


        G.  Must contain Page Numbers that correspond as closely as possible to the print edition

             To better navigate books through the use of the Table of Contents and Page Numbers at
             the beginnings of chapters, all text books, educational books, non-fiction and best sellers
             submitted to Bookshare are required to have page numbers on at least 90% of their pages.
             Page numbers are not required for books that do not have page numbers in the original text,
             which often is the case with children's books, for example.  For books in other categories, we
             will make exceptions to this rule on a case by case basis as necessary.

             Note:  When editing with KES (Kurzweil Educational Systems software), proofreaders will often
             inadvertently strip out page numbers in the process of removing unwanted text in Running
             Headers.  Please ensure that page numbers are left intact.

             What if the page numbers don't scan?

             First, try adjusting your scanner settings.  If this doesn't work, please number the pages manually
             where possible.  If you are unable to number the pages for some reason, please include a note
             to a Bookshare administrator regarding this, in the Comments box that is found either when
             submitting the scan of the book, or when checking in the finished proof of the book.


        H.  Books must be complete

             For practical and legal reasons, Bookshare does not accept books which are not complete.
             The following material is required for a book to be considered complete:

                 *  Title/author page
                 *  Copyright page
                 *  Table of Contents
                 *  Dedication
                 *  Acknowledgments
                 *  Main text of the book


             The following material is not required but should be included whenever possible:

                 *  List of books written by the author(s)
                 *  Appendices
                 *  Glossaries


             The following are examples of material that is not required:

                 *  Book jacket
                 *  Book cover
                 *  Summary of books for a book's series
                 *  Excerpts from upcoming or previous books written by the author(s)
                 *  Indices


             Make sure the book is complete!  Some volunteers may accidentally submit a partial scan
             of a book, or individual chapters.  Check that all chapters are present, and scroll to the very
             end of the file to make sure it ends with a complete sentence.

             While volunteers are not required to check each book word by word, if any single page of
             required material is found to be missing or garbled, the book should be recommended for
             rejection.

             Although information from the inside flaps or back cover of the book is not core material, if
             this material is scanned it should be placed at the beginning of the file.  To insure that
             this additional material does not affect the book's page numbering, please do not include
             page numbers for these pages.


        I.  Must be submitted as a single file

             Bookshare's tools are not designed to process books which are split into multiple files, so
             books must be submitted in a single file.


        J.  Cannot be exams, Teachers' Edition's of textbooks, course packets or sample materials

             Bookshare has made it a matter of policy not to accept exams, teachers' editions of textbooks,
             course packets, or sample course materials, based on a request from the textbook division of
             the Association of American Publishers (AAP).



2.5  The Bookshare spellchecker

        Contributed by Bookshare volunteer  Christina Nixon


        The Bookshare spellchecker is efficient and thorough but it differs slightly from the spellchecker
        found in most word processors.

        The Bookshare spellchecker can be accessed during both the submission and check-in processes.
        It appears after you select your RTF file and upload it.

        The screen will say for example, "The current book has 345 unique misspelled words, occurring a
        total of 6,196 times out of 86,889 total words (proper nouns, acronyms and jargon are counted as
        misspellings by the spell checker.)"  (Of course the numbers will vary from book to book.)

        The number of unique misspelled words (345 in our example) is a link.  Clicking on that link
        brings up a list of the misspelled words.

        This list appears in a new window.  Basic Bookshare links are at the top of this window.  The
        Spellchecker portion begins with the following:  "Book Spellchecker Review"

        This page has opened in a new browser window.  To return to the previous page, click here to
        close this browser window, exit this browser window by pressing Alt + F4, or use a Alt-Tab to return
        to the first browser window."

        Below is a list of alphabetized misspelled words.  Below each word is a number.  This is the number
        of occurrences of this misspelled word in the document.  Bookshare's spellchecker gives you a list
        of words; it does not give you suggestions on what the correct spellings might be or allow you to
        change them.  If you wish to make any corrections, you must make them in your RTF document.

        Even after you make corrections, the spell checker will indicate misspelled words because many
        names of places and people (proper nouns), slang, as well as made-up words will be not be
        recognized as legitimate words.

        Once you have used the spellchecker to become aware of words in your document that are
        actually misspelled words, close the window by either hitting the Alt key and f4, or by clicking on
        the link at the top of the Spellchecker Review part of the screen.  You must then hit the "Back"
        button, save your changes in your document, and upload your file again.

        Even after making the changes yourself and uploading the RTF file again, Bookshare's Spellchecker
        is much faster than using the spellchecker tool in Microsoft Word.  You can simply arrow past
        any words you know are correct and focus on the ones that need to be changed.



Top of   2. Topics for Submitters and Proofreaders
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