1. Accessible Information Viki Galt, Disability Information Officer University of Edinburgh

2. Why bother to produce accessible documents? Accessible documents are useable documents Ethical considerations Legal requirement Time and cost?

3. Word Documents Font size – at least 12, best to be 14 Font type – sans serif, best is Arial Avoid italics and underlining – use bold Ensure good contrast/text colour Ensure left alignment Increase spacing to 1.5 between lines Use plain English and avoid long sentences

4. Word documents 2 Do not use ambiguous statements Avoid glossy paper Don’t laminate documents Use paper of at least 90gsm thickness If folding, ensure lines do not cross text Ensure all pages are numbered Provide contents page for longer documents

5. Email Plain text best rather than HTML or Rich text (most compatible with assistive technology) If using HTML or Rich text use font 14, Ariel All attachments should also be accessible Avoid use of italics and underlining Give all abbreviations in full Give contact number, address and email

6. PDF Documents Keep a copy of the document in an alternative format e.g. Word Keep text layout simple -avoid text boxes Use headings and use bookmarks Add text descriptions for graphics Use bullets to create lists not TAB key

7. PDF documents 2 Acrobat professional can perform a full accessibility check Text should follow guidelines already covered for Word Ensure security settings on document do not exclude those using assistive technologies

8. PowerPoint Presentations Limit information on each slide and use a sans serif typeface (Ariel is best) of font size 28 or above. Avoid long sentences. Bullet points assist in making slides easier to follow. Handouts of slides should be available before the lecture, where possible. Provision of handouts in alternative formats - Braille, printed on coloured paper, or made available in an online format, etc.

9. PowerPoint 2 Printing handouts – print no more than 2 slides per page Black writing/clear background = good contrast Avoid PowerPoint backgrounds which are overly “fussy” Use plain English and avoid abbreviations Do not use colour only to make points Provide text descriptions for pictorial elements or graphs

10. Signage Permanent or temporary? Positioning – height, distance from reader To Braille or not to Braille? – raised letters? Font size, type and format as for word Colour contrast clear No abbreviations Icons Method of display/lamination

11. Websites WCAG (2.0) Guidelines New BS 8878 standard on website accessibility coming soon Customisable by user? – font, colour No information conveyed by colour or sound alone Contact to get help and assistance, site map, navigation Compatible with assistive technology Works with scripts, frames and style sheets turned off Moving and flashing text Text alternative for images Keyboard navigation

12. Alternative Format Tagline Add at end of documents “If you require this document in an alternative format please contact ….(give name, and 2 modes of contact) How do you provide this service? Cost, time? Not excuse for inaccessible documents

13. How does this work in Practice? Training Guidance documents – online, printed Liaison with Communications, Estates and Buildings etc Editing branding guidelines Discussion with printing, design departments General document templates Looking and addressing individual documents Specialist group Individual good practice

14. Where to get more information JISC Tech Dis www.techdis.ac.uk or call 01904 717580www.techdis.ac.uk Commission for Equality and Human Rights - www.equalityhumanrights.comwww.equalityhumanrights.com Royal National Institute for the Blind - www.rnib.org.uk www.rnib.org.uk