1. What is the Accessible Information ?
14/10/2018
What is the Accessible Information ?

2. Everyday Accessibility Training Day Topics
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Everyday Accessibility Training Day Topics
The need for Accessible information
What is the Accessible info policy – major areas – Word, PDF, PowerPoint, & Web,
Online resources & help
TIC evaluation tool
Everyday accessibility: using Microsoft® Word and PowerPoint,
and PDFs, to maximise accessibility
Andrew Costello
Trinity College Dublin

3. Being accessible is being smart:
14/10/2018
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.
I can make my documents
Easier to navigate
Easier to read
Easier to transform
More engaging and user-friendly
I can make my presentations
Easier to revise from – by using the Notes field
Suitable for mobiles.
More interactive and collaborative

4. The Need - Being accessible is being smart.
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The Need - Being accessible is being smart.
Number of students registered with the Disability Service attending College from 2001 – 2002 to present
01.02
02.03
03.04
04.05
05.06
06.07
07.08
08.09
09.10
10.11
11.12
12.13
13.14
222
285
345
365
421
420
434
585
685
818
911
1058
1186
1.50%
1.9%
2.3%
2.4%
2.8%
3.2%
3.6%
4.2%
4.9%
5.4%
6.4%
7.1%

5. Accessible Information Policy?
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Accessible Information Policy?
Trinity College Accessible Information Policy – link

6. What the Policy covers ? Print communication – Word / PowerPoint /PDF
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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

7. Accessible tips in Microsoft Word.
14/10/2018
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.
Ideally when creating materials online allow users to select according to their own preferences.
The chosen font (for on-screen) should be Sans Serif and be no smaller than 12 point.
Avoid large amounts of underlining, capitalising or italicising.
Ensure all text is left aligned, not justified as justified text can lead to users focusing on the 'rivers of white space' between the words

8. Accessible tips in Microsoft Word
14/10/2018
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.
Ideally when creating materials online allow users to select according to their own preferences.
The chosen font (for on-screen) should be Sans Serif and be no smaller than 12 point.
Avoid large amounts of underlining, capitalising or italicising.
Ensure all text is left aligned, not justified as justified text can lead to users focusing on the 'rivers of white space' between the words

9. Accessible tips in Microsoft Word.
14/10/2018
Accessible tips in Microsoft Word.
Left align text: justified text can lead to 'rivers of white space’
River effect:
Here is an example of the text that has just been justified only and not aligned to the left leading the river effect

10. Accessible tips in Microsoft Word.
14/10/2018
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.
Most asked question :
If a document is created without the proper use of good style and structure the document can become hard navigate and access.
The use of headings and style structures can enable the user (especially users with low vision or vision impairment) to effectively navigate any document and as such, be directed to the appropriate information with ease

11. Use of Styles and Formatting.
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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.
Unstructured / document view / table of contents /

12. 14/10/2018
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
Alternative text is to give a textual description of an image and is placed into a word document / website.
This tag can enable a screen reader user to read relevant information from the image
Please note it is also best practice to ensure (where appropriate) the relevant information relating to the image is provided within the text of the document.
i.e ‘This information is provided graphically in figure 1’

13. 14/10/2018
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
No recommendations here will be universal to all people; individual requirements must still be taken into consideration. Some of these considerations affect the view of the document on-screen, others are issues which should be considered when printing a document.
Visual impaired student – plain layout
Dyslexic / Learning difficulty - the more visually the better
Michelle powerpoint / later

14. Screen tips for images:
14/10/2018
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
Learning difficulty – makes the graph more engaging and easier to view.

15. Line spacing. 1.5 spacing is recommended.
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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.
For some people the letters of the text can appear too close together and some of the letters can merge, making it difficult to read words. A recommended line spacing is 1.5 point

16. Accessibility tips for PDFs.
14/10/2018
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:
Basic requirements :
Adobe Acrobat Professional version 8.0 must be installed on your computer in order to properly convert Word documents to PDF format. 
If you have version 7.0, you must upgrade to version 8.0.  Acrobat no long supports Adobe version 7.0. 

17. Accessibility tips for PDFs.
14/10/2018
Accessibility tips for PDFs.
Basic requirements : From Word to Pdf
Select the PDF format.
Click the Options button to open a new window:
Basic requirements :
Adobe Acrobat Professional version 8.0 must be installed on your computer in order to properly convert Word documents to PDF format. 
If you have version 7.0, you must upgrade to version 8.0.  Acrobat no long supports Adobe version 7.0. 

18. Accessibility tips for PDFs.
14/10/2018
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.
Basic requirements :
Adobe Acrobat Professional version 8.0 must be installed on your computer in order to properly convert Word documents to PDF format. 
If you have version 7.0, you must upgrade to version 8.0.  Acrobat no long supports Adobe version 7.0. 

19. 14/10/2018
Adding Tags and Structure to PDFs : Navigate to Advanced > Accessibility > Touch-up Reading Order
How to add tags & structure

20. Accessibility tips of PDFs.
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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.
Bookmarks
Similar to Document Map in Word – allows faster navigation through the document. Reader is able to jump to specific sections etc.
View > Navigation Panels> Bookmarks
Using the 'Select Tool' select
the appropriate text within
the PDF and click on the New Book mark icon.

21. 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

22. E-mails Accessibility.
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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'

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

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

25. Web Accessibility.
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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:

26. Web Accessibility - Meet WCAG 2.0 – 4 main principles
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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
Headings
Captions
Colour contrast

27. Web Accessibility - Meet WCAG 2.0 – 4 main principles
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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.
Keyboard use

28. Web Accessibility - Meet WCAG 2.0 – 4 main principles
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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.
Online forms interact

29. Web Accessibility - Meet WCAG 2.0 – 4 main principles
14/10/2018
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.
Aria

30. Web Accessibility - Meet WCAG 2.0 – 4 main principles
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Web Accessibility - Meet WCAG 2.0 – 4 main principles
Aria

31. Accessible tips in MS PowerPoint.

32. Ensure font size is appropriate for the room.
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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.
Appropriate use of PowerPoint
Ensure font size is appropriate for the room. 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
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.
If using a dark background ensure weight of text is larger (e.g. bold).

33. 14/10/2018
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.
Appropriate use of PowerPoint
Ensure font size is appropriate for the room. 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
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.
If using a dark background ensure weight of text is larger (e.g. bold).

34. Word Art can be difficult to read!
Crowded page, lost students!

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

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

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

38. 14/10/2018
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.
Notes
Notes Field can also act as an aide memoir for presenters if they forget the detail of a specific part of the presentation. Please note that this function can only be used if you are presenting using more than one monitor (for example, if the audience are viewing the presentation on a projector screen while the presenter controls a PC or laptop with its own monitor).

39. 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.

40. Procurement Policy Be technically accessible Be equally usable
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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

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

42. 14/10/2018
Online Tools & help create Accessible Content 1. Reference the TIC website :
Questions & feedback.

43. 14/10/2018
2. Use to TIC tool to evaluate you present content :
Questions & feedback.

44. Legislative need for the policy
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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

45. 14/10/2018 .
Please try to use the features provided in this workshop, they are a good base for insuring information is provided in an accessible format

46. For further feedback please contact
14/10/2018
For further feedback please contact
: Andrew Costello – Disability Service –
Questions & feedback.