Ordering Policies and Procedures

March 1, 2018


Dear Special Education Directors, TVIs, and Itinerants:


We have recently updated our step-by-step process for ordering alternate format materials from the USIMAC. These processes will help ensure that all orders are submitted accurately, completely, and are ready for procurement/production for your students with print disabilities.

Policies and Procedures for
Ordering Alternate Format Materials from USIMAC

  1. TVI/Itinerant teachers determine which books their student needs and which formats are required.

  2. Each ordering TVI/Itinerant fills out the Chafee Eligible Referral Form and the USIMAC Order Form for each student. (Both forms can be located on this website in the Forms tab) They are available in a fillable .pdf format.

  3. For security purposes, please remember to encrypt both forms and attach them in an email to usimacorders@usdb.org. Instructions on encrypting files can be found on this website in the Forms tab directly under the Order Form SY 2018-19.

  4. Once the order is received, USIMAC will immediately send an automated email confirmation to the ordering patron. If you don’t receive this confirmation, please contact the: USIMAC Customer Service line at (801) 629-4706 or (801) 629-4783.

  5. Orders will not be placed in the production que until USIMAC has received a complete order form, updated Chafee form, and clean hard copy. All fields marked with an asterisk (*) are required. Incomplete orders will automatically be canceled 60 days after receipt.

  6. Please send in a clean hard copy with EACH item ordered. A shipping label has been included. Additional copies can be made as needed. If the materials are not legible they will be returned and the order will be placed on hold until a usable copy is received. We can no longer accept duplicated hard copies as we can't produce quality materials. Hard copies will be returned after the entire order is complete. If needed, hard copies will be rebound. Please see USIMAC Re-binding Limitations found on our website under the Guidelines tab.

  7. With the braille industry moving from EBAE to UEB, USIMAC now requires a DETAILED SYLLABUS to be included with all braille orders. Please including chapters/units that will be used and the dates the student will begin each section. If a syllabus cannot be obtained when the order is submitted we will produce the first 3 chapters until one is provided. If any modifications are made to the syllabus after it's submitted the new materials will take a minimum of 6-8 weeks to produce. You may need to discuss alternate arrangements for your student in the interim.

  8. In addition, due to the transition from EBAE to UEB, USIMAC will no longer be able to provide braille in customized formats if the book can be purchased from an outside vendor. If the materials need to be produced USIMAC will accept limited customization requests for braille. Please note this doesn't apply to tactile graphics. USIMAC adheres to all BANA guidelines regarding tactile graphics. These guidelines can be found at http://www.brailleauthority.org/tg/ Please read through the BANA guidelines including sections: 11.1.2 and 11.1.3 prior to requesting materials in tactile graphics. As outlined in the document, we are unable to produce all visual graphics in a tactile format.

  9. To ensure prompt delivery of your order, please verify the address you have selected on the order form. Make contact with the student's school office to ensure they are aware of order arrivals as we ship year-round. Please note arrangements will need to be made to pick up any returned shipment(s) from USIMAC. If you plan to pick up your items directly from USIMAC, please schedule an appointment 1 week in advance with Jody Nelson in shipping/receiving (801-629-4729 or jodyn@usdb.org). Items not picked up within 30 days will be forfeited and made available to other students.

  10. Canceling orders and student changes. Please notify us ASAP when you need to cancel a book or your student schedule changes. All materials received prior to the cancelation/change must be returned within 30 days. This will keep our production efficient and focuses our time, materials and resources on books that are actually needed.

  11. USIMAC is a subscription program therefore all materials received throughout the school year must be returned no later than June 30th. We are no longer able to renew items. Courtesy end-of-year pick-ups will take place at designated dates and locations. If an item is damaged or lost during the school year, please indicate via email prior to the June 30th return deadline. An invoice for the replacement will be sent to all Special Education Directors for any non-consumable items not returned by June 30th.

If you have additional questions or concerns, please don’t hesitate to reach out to us. We want to make this process as smooth as possible for everyone involved. We recognize the great need of our students for accessible educational materials and will continue to do our best to provide all the materials requested of us as quickly as possible. Thank you for your continued support of all students with print disabilities. Much of their success is a direct result of your hard work and dedication. Thank you for all you do.


We have had several individuals ask similar questions regarding the ordering process; therefore we have provided answers to a few “Frequently Asked Questions” to help resolve any concerns you may have. If your question is not answered in our procedure above, please don’t hesitate to email or call. We would be more than happy to help in any way we can.

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