AccessMU CARES FAQ

Frequently Asked Questions

What is AccessMU CARES?

CARES (Conversion and Remediation Express Services), powered by SensusAccess, is a self-service document conversion tool. Miami community members can use the tool to convert pre-existing documents into more accessible formats, create audio files, and convert static documents to editable text, among other things. CARES is available to all Miami University students, staff, and faculty.

Which browsers are supported by CARES?

CARES can be used with all modern browsers. There are known issues with older versions of Microsoft Internet Explorer.

When using Google Chrome or after upgrading an older version of Google Chrome, you may experience that the CARES webform does not work. This is because later versions of Google Chrome block third-party cookies. The CARES webform uses cookies only to manage session data such as the selected language and target format. Enabling third-party cookies in Google Chrome will likely resolve the issue. CARES does not use cookies to collect user information.

How can I use CARES?

Use this web form to upload files for conversion. Submission of the file sends the document to SensusAccess for remediation. The converted file is then returned to the user via their Miami University email address. Typically the converted file will be attached to the email; in some cases the email will contain a link to download the converted file.

What kind of files can I upload? 

The following filetypes can be submitted to CARES: .DOC, .DOCX, .PDF, .PPT, .PPTX, .TXT, .XML, .HTML, .HTM, .RTF, .EPUB, .MOBI, .TIFF, .TIF, .GIF, .JPG, .JPEG, .BMP, .PNG, .PCX, .DCX, .J2K, .JP2, .JPX, .DJV, and .ASC

What types of files can I convert to?

Users may choose from a range of formats including tagged PDF, DOC, DOCX, Word XML, XLS, XLSX, CSV, Text, RTF, and HTML. CARES can also produce audio files in MP3 and DAISY, EPUB and EPUB3 e-books, and digital Braille.

How many files can I convert?

Miami University students, staff, and faculty can submit as many files as they like for conversion.

How will I know that the file has been successfully submitted?

After submitting your file, a receipt will display informing you that your file was successfully submitted.

Who will the email from CARES be from?

The email will be sent from the SensusAccess service. The subject will note that the message is from SensusAccess, and it will include the name of the file that was processed. 

How long is the average turnaround time for conversion using CARES?

Turn-around time ranges between a few minutes to a few hours depending on the size and type of the source document and the requested conversion. Smaller documents are processed within minutes. Large documents - for example, textbooks in image-only PDF - may take several hours to convert into a Microsoft Word document or MP3 audio file. 

Is there a limit to the size of the files you can upload to the service?

Yes. The file size is limited to approximately 64 MB) MB. For files larger than 64 MB, if possible, reduce the file size (e.g., divide it into smaller sections). 

Can I send multiple documents to the CARES at the same time?

Yes, you can submit multiple files for conversion with a single request. Note that all files must be of the same file type and all files will be converted to the same target format. 

To send multiple documents, after clicking Choose Files, select all of the files you want to send then click Upload. 

Does CARES convert from language to language?

No. CARES does not currently support language-to-language translation, although the vendor is considering this functionality as translation software matures and improves in quality.

I tried to send a document for conversion but I got nothing back. What's wrong?

Several things may have gone wrong. 

  • Did you enter your email address correctly? If you aren’t sure, resubmit your document, being careful while typing your email address. 
  • Did the email from SensusAccess (pony@sensusaccess.com) get caught in your spam filter? Check to see if it is in your junk-mail folder. If it is, mark it as not junk and/or add it to your Safe Senders list. 
  • Did you allow enough time? Turn-around time ranges between a few minutes to a few hours depending on the size and type of the source document and the requested conversion. Smaller documents are processed within minutes. Large documents - for example, textbooks in image-only PDF - may take several hours to convert into a Microsoft Word document or MP3 audio file. 

Can I submit an MP3 file and get a textual document back?

No. CARES does not currently support voice recognition from audio files, although the vendor is considering this functionality in the future as voice recognition software matures and improves in quality.

How is the privacy of the user protected using CARES?

The CARES workflow is entirely automated and no humans are involved in the conversion process. Documents and conversion requests can be uploaded on encrypted connections and once a conversion is completed, all traces of it are deleted except for a few anonymous details used by CARES for statistical purposes (e.g., file type). 

What happens with documents after they are processed with CARES?

Documents submitted for conversion by CARES are deleted immediately after the conversion has been completed. 

Is it possible to have CARES send converted files to multiple email addresses?

No, you can only specify one email address as the recipient of the result of a conversion. However, the service can send to distribution lists, if several people need to receive copies. 

How can CARES be used to create tagged PDF documents?

CARES has several options for converting documents into tagged or coded PDF. The best-tagged PDF files are usually created from accessible source documents, for example, from a well-structured and fully tagged Word document. However, with CARES you can also create tagged PDF files from other source documents. The list below explains the main options for creating tagged PDF files using CARES:

  • Word and PowerPoint to tagged PDF. In this case, the semantic structure of the source documents is used to create the document structure in a tagged PDF document. This feature is especially useful for Mac users using Office for Mac, as this does not support the creation of tagged PDF. However, it is also useful for users on other platforms. Accessibility features in the source document (semantic structure, alternative texts, etc.) are retained in the resulting tagged PDF document.
  • Untagged PDF to tagged PDF: CARES always assumes that a submitted PDF document is untagged and uses its OCR engine to recognize the text, identify images and other elements, and reproduce the reading order of the document. The quality of the tagged PDF depends highly on the quality of the incoming document.
  • Image file (TIFF, GIF, JPG, BMP, etc.) to tagged PDF. The process is similar to the one described for Untagged PDF to tagged PDF. The OCR engine is used to recognize the text, identify images and other elements, and reproduce the reading order of the document. The quality of the tagged PDF depends highly on the quality of the incoming document.
For more information and troubleshooting help, please contact the AccessMU Center at AccessMU@MiamiOH.edu or 513-529-0200.