What is the Accessible Information ?

Everyday Accessibility Training Day Topics 1.The need for Accessible information 2.What is the Accessible info policy – major areas – Word, PDF, PowerPoint, & Web, 3.Online resources & help 4.TIC evaluation tool

Being accessible is being smart: I can make my documents Easier to navigate, Easier to read, Easier to transform, More engaging and user-friendly. I can make my presentations A more effective learning resource. Suitable for a variety of media platforms. More interactive and collaborative.

The Need - Being accessible is being smart. Number of students registered with the Disability Service attending College from 2001 – 2002 to present %1.9%2.3%2.4%2.8%3.2%2.8%3.6%4.2%4.9%5.4%6.4%7.1%

Trinity College Accessible Information PolicyTrinity College Accessible Information Policy – link Accessible Information Policy?

What the Policy covers ? Print communication – Word / PowerPoint /PDF College web accessibility e-Learning accessibility Person to person communication Information Technology procurement College organised events Legislative context for creating accessible information

Accessible tips in Microsoft Word. Font Style & Size: Your font should have clearly defined letters and spacing between letters. Research found a majority of users prefer a san- serif font over a serif font. Sans-serif fonts look good at most sizes, unlike serif fonts.

Accessible tips in Microsoft Word Font Style & Size: Use Sans Serif fonts (e.g.. Verdana, Arial, Calibri). Use at least 12 point. Avoid: underlining, italics, BLOCK CAPITALS; Use bold for emphasis.

Accessible tips in Microsoft Word. Left align text: justified text can lead to 'rivers of white space’ River effect:

Accessible tips in Microsoft Word. Styles & structure: Why ? Ease of navigation and access (especially users with low vision or vision impairment). The use of headings and style structures enable effective navigation.

Use of Styles and Formatting. Demo: Open both of the attached word documents Unstructured document Structured document If you take away just One thing today –use heading styles in all Word documents!! This one action could make a vast difference.

Alternative text : Alternative text is to give a textual description of an image used in a word document / website. This text/tag allows visually impaired users to read relevant information from the image. Example of Alternative Text

Color Contrast : No universal ‘best practice’. Depends on user preferences. Colour contrast settings may affect the view of the document on-screen. Also consider black and white printers. Example of Color Contrast issues

Screen tips for images: Screen tips can provide 'pop-up' information on different parts of an image allowing more specific information to be presented without cluttering the image. These can be very useful when annotating a diagram. Example of Screen Tips enabling interpretation

Line spacing. 1.5 spacing is recommended. For some people text can appear too close together. Letters can merge, making it difficult to read words.

Accessibility tips for PDFs. Basic requirements : From Word to Pdf From the File menu, select Save As... Select the Computer option, then select your specified directory:

Accessibility tips for PDFs. Basic requirements : From Word to Pdf Select the PDF format. Click the Options button to open a new window:

Accessibility tips for PDFs. Ensure that the "Document structure tags for accessibility" option is checked. Check the option for "Create bookmarks using:“ Select the Headings option.

Adding Tags and Structure to PDFs : Navigate to Advanced > Accessibility > Touch- up Reading Order

Accessibility tips of PDFs. Bookmarks Allows faster navigation through the document. View > Navigation Panels > Bookmarks Use the 'Select Tool' to select text within the PDF and click on the New Book mark icon.

Use on In-Built accessibility checkers All MS office application and Abobe apps come with a in-built accessibility checker Good at a first point of reference Tool gives feedback on how to make adjustments to content

s Accessibility. s should be in plain text format and use a sans serif font of 12pt. Defaulting for Accessible s: Select ‘File‘, 'Options' and then the 'Mail Format' tab / select 'Plain Text'

Defaulting s for Accessibility. In the ‘Stationery and Fonts’ section click on ‘Fonts’ and select 12pt Arial or Verdana for all three boxes.

Web Accessibility. Good practice for MS Word is good practice for the Web. For example: Use of Alt Text Heading styles.

Web Accessibility. The Web Office ensures style sheets are accessible (e.g.. fonts, colours). Leaving you to look after content. Avoid using ‘click here’ on hyperlinks. Make hyperlinks descriptive. e.g. from the Web Office:

Web Accessibility - Meet WCAG 2.0 – 4 main principles 1. Perceivable – “must be presentable to users in ways they can perceive." E.g. Visually impaired users must be able to receive information via sound or touch - Hearing impaired users must be able to receive information via sight Colour deficient users must be able to receive information without use of colour

Web Accessibility - Meet WCAG 2.0 – 4 main principles 2. Operable – “User interface components and navigation must be operable." E.g. All users are given sufficient time to read and use content. Users are given mechanisms to skip repetitive content. Multiple paths are provided to navigate Web site structure.

Web Accessibility - Meet WCAG 2.0 – 4 main principles 3. Understandable– “User interface components and navigation must be operable." E.g. Site is free of unannounced pop up windows. Navigation and labels are consistent across a Web site or application.

Web Accessibility - Meet WCAG 2.0 – 4 main principles 4. Robust – “Maximize compatibility with current and future user agents, including assistive technologies." E.g. Use validated mark-up Label the name and role of all user interface components.

Web Accessibility - Meet WCAG 2.0 – 4 main principles

Accessible tips in MS PowerPoint.

Ensure font size is appropriate for the room. Example A: This is Times New Roman, size 14. Smaller font sizes, and serif fonts are harder to read. Fully justified text removes the shape of the text and can create a river effect. FINALLY, BLOCK CAPITALS CAN BE DIFFICULT TO FOLLOW AS BLOCK CAPITALS REMOVE THE NATURAL SHAPE OF WORDS, TURNING THEM INTO BLOCKS. Example B: This is Arial, size 24 with 1.5 spacing. Larger font sizes and sans serif fonts are easier to read. Left aligned text gives the body of the text a specific shape and avoids the river effect. Using colour on PowerPoint allows information to stand out.

Avoid Over cluttering. As a rule avoid over cluttering the slide by only adding as much information as you would have on a postcard. (hint – this slide overdoes it by about a third!) In a dark room use a dark background with light text. Embolden this text for enhanced accessibility. In a light room use a light coloured background with dark text. Ensure there is a decent contrast between background colour and text colour. Dark Blue and cream have been shown to be a good combination. Ensure images and animations are not distracting from the messages of the text.

Unlocking Potential ART!

Example One Low Contrast This is hard to read as the words and background blend in!

Example Two Red and Green These are the same if you are colour blind!

Example Three Black on White Can cause glare, eyestrain and headaches

Notes in MS PowerPoint Notes Field can also act as an aide memoir for presenters. This function can only be used if you are presenting using more than one monitor. The notes field can also act as a useful resource when your presentation doubles up as a hand-outs for students.

Person to Person comm – Loops systems College will ensure that information will be provided in an accessible manner when speaking to a person with a hearing impairment. Location of induction loops in public buildings will be indicated to those who require such assistance.

Procurement Policy Be technically accessible Be equally usable Be capable of being adapted or configured by individual users to meet their specific needs and preferences; All RFT must now include reference to the accessibility of the goods or service Procurement Website

Organised Events Ensures a physical area is fully accessible where possible Checklist & building checker available off the Disability website

Online Tools & help create Accessible Content 1. Reference the TIC website : info/

2. Use to TIC tool to evaluate you present content :

Legislative need for the policy Because its law The Disability Act (2005) requires public bodies such as College to ensure, over time, that buildings and services are accessible to people with disabilities. It places an obligation on College to integrate disability service provision with mainstream services

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: Andrew Costello – Disability Service – For further feedback please contact