This guidance was approved by Directors' Group in July 2003

This paper offers general guidance about published information, which, if used, should reduce the number of requests for alternative accessible information.  Further work needs to be done in this area, and this guidance should only be viewed as an interim measure.

Background

The Disability Discrimination Act 1995 part III creates rights for any person defined by the Act as a disabled person not to be discriminated against in the provision of goods, facilities and services.  It should not be “impossible or unreasonably difficult” for disabled people to use services.

The Race Relations Amendment Act 2000 states that services must be made accessible to all community groups – this includes language provision.

The Council’s Access policy, Race Equality policy and current Disability policy each identify the need to provide information to staff and the public in appropriate and accessible formats.

It is the responsibility of the person, team or department issuing information to make it available in accessible and alternative formats.  Consideration should also be given to the target audience for the information (i.e. a manager may take a regular audit of the information access needs of their team, and consequently will be aware of requirements for any information distributed).  This does not necessarily mean that every piece of information published must be, for example, translated into every community language.  However, it does place a responsibility on the issuer to make alternatives available on request.  This may mean that an interpreter is used to explain the information on a one to one basis with a member of the public, rather than undertaking an expensive published translation exercise.

Guidance and Recommendations:

This guidance is collated from recognised national organisations representing and researching into the needs of disabled people (such as the RNIB).

Straplines

The Council should adopt a consistent strapline for use on all published information (including circular letters), which should read:

This document about (subject title) can be made available in a range of languages, large print, Braille, on tape, electronic and accessible formats from (responsible officer/s) tel (aaaaa) Fax (bbbbb) Mincom/textphone (ccccc).

Written Information:

·        Minimum font size is 12 and a sans serif font such as Arial should be used (these do not have curly bits on like this).
·        Text should not overlay graphics or watermarks.
·        The content should be written in plain language as simply as possible, avoiding use of jargon and unexplained abbreviations.
-        Text should be aligned to the left side of the page only.
·        Block capitals, italics or underlining should not be used.
·        Ensure that there is contrast between the text and the paper (preferably black on white or cream).  Text should be printed on a solid background.
·        Paper should be matt, not shiny, and at least 80gsm in weight (so that text on the other side doesn’t show through).
·        Forms which require boxes to be filled in should allow a generous space (many people with visual impairment have larger than usual handwriting).  Tick boxes also need to be enlarged.

Presentations:

Presentations (either using overheads of powerpoint) should be presented using similar principles.

·        Always check if the audience may need alternative formats, so that these can be available at the time of the presentation.
·        Projected presentations should use a sans serif font of at least 20 font size.  The background should be plain and a contrasting colour to the text (preferably a light background and dark text – never use red and green).
·        Hand outs should be provided which cover points of the presentation using the guidance for written information.

Website

·        All web pages should be available in text only versions.
·        The council should work towards achieving a recognised web accessibility award.
·        Where forms and other documents are designed to be downloaded from the website, ensure that only black and white are used (colours are printed in grey shades on standard printers).

Requests for Accessible Information

The best advice in preparing alternative formats it to ask the person who is requesting it what they actually require, and then work to those specifications.

The most frequently requested format is large print.  Basic guidance follows. 

·        A sans serif font (such as Arial) of at least size 18 (20 is preferable) should be used). 
·        Line spacing should be wider than in standard print. 
·        It can be useful to reverse headings (so that white print is on a black background).

All staff and members must ensure that all written information provided by Bath & North East Somerset Council to members of the public is accessible within a reasonable period of time (two weeks).