Accessible Formats Directory

Accessible formats directory Updated January 2014 INDEX Contents Page

Introduction 2 Making information accessible Guidance and recommendations 2 Written information Presentations Website Requests for accessible information Using plain English Strap lines 1. Audio tape transcription 4 2. Braille 5 3. British Sign Language interpreters (BSL) 6 4. Directions / signs / symbols 7 5. Makaton 8 6. Easy English 9 7. Induction loops 10 8. Large print format 11 9. Lip reading 12 10. Minicom / Textphone 13 11. Moon 14 12. Typetalk / text direct 14 13. Other aids to communication 15 14. Sign supported English 16 15. Speed text 16 16. Translation and interpreting services (other languages) 17 Introduction This Directory has lots of useful tips and contacts to ensure that any information you produce is accessible for everyone. It provides a description of each format, who may benefit from using different formats, how to use any equipment plus cost and time factors. Making information accessible It is the responsibility of the person, team or department issuing information to make it available in accessible and alternative formats. Consideration should 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: Written Information:  Minimum font size is 12, and a sans serif font such as Arial should be used  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.  Text should be printed on a solid background. Ensure that there is contrast between the text and the paper (preferably black on white or cream).  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.

of 18 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 is 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).

Using plain English  Good customer care  Quicker to follow  Target your audience  Don’t artificially shorten words and phrases i.e. date of birth as opposed to DOB. Only use abbreviations if they are explained  Using nouns instead of verbs can complicate sentences (i.e. ‘the Communications and Marketing Manager edits Council News’ is better than ‘the editing of Council News is undertaken by the Communications and Marketing Manager)  Keep it short and simple  No padding  Use lists and bullet points  Use positive language  Avoid jargon and always explain what abbreviations mean the first time they are used For good practice it is necessary to insert the following strap line visibly on each document. This means that the person responsible for producing the information should ensure that they will discuss with any individual an appropriate way to make it accessible.

Publishing availability of various formats; strap line The Council has adopted a strap line for use on all published information (including circular letters), which reads:

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).

of 18 1. Audio Tape Transcription Providing text in a spoken format which is recorded by readers onto cassettes Who may benefit from using this format: - People with visual impairment - People whose spoken language is different to their written one - People with learning difficulty - People with dyslexia - An alternative to Braille - Others who prefer to access information on tape

Contact RNIB Transcription Centre South West, 2 Whiteoaks Court, David's Lane, Ivybridge, Devon, PL21 0DW 01752 690092 Fax: 01752 698329 [email protected] www.rnib.org.uk/

All the reading is undertaken in one of our six sound-proofed recording studios to a high, professional standard. All recordings include a contents list and navigational information to make them easy to access and are thoroughly checked before dispatch. Many users will be members of the RNIB Talking Book Library and own a DAISY machine so this may be their preferred format for audio. Other people will want to play the recordings on either a general CD player, an MP3 player or even a tape cassette machine. We can provide any of these outputs although tapes are becoming increasingly difficult to source.

CDs or tapes will be clearly identified and the sleeve will include a large print and Braille label. Company logos can be included.

If you think you may need further copies of a particular leaflet or only small changes at a later date, we can keep the information on our archive in case there is a future request. Cost Reading of print page: (approx. 400 words of text) £4.10 per page; to copy down to cassette £5.00; copy cassettes or CDs £2.50 each; all prices quoted exclude VAT. Quick turn round, Electronic format not supplied and complex text, 10% surcharge Production of Braille and/or large print £6.30 per 400 words. Binding of Braille and Large print with labels £2.50 per copy. Handling charge of £2.50 per order. Minimum invoice charge £25

of 18 2. Braille Description Tactile method of reading and writing using raised dots to enable a person to read with their fingertips Grades of Braille: a. Grade 1 uses letters, punctuation, and numbers with each letter usually being spelt out b. Grade 2 is more advanced and uses an abbreviated system like shorthand Please note for an alternative tactile method of reading please see Moon Who may benefit from using this format: People with visual impairment Alternative to audio tape People with visual and hearing impairment

Contact XL Braille Limited Jenni Fortescue 3 King Dicks Lane St George Bristol BS5 8HN 0117 955 7992 [email protected]

Cost: £15 per hour to produce a Braille Source File Printing costs - 20 pence per double sided Braille page From Print or Disk – We also now can work from documents in Word, sometimes PDF as well as WordPerfect and ASCII. Good to provide hard copy for indication of layout of document Turn around time between 24-48 hours for small documents, larger texts 5 – 7 working days. Some material may need to be re-formatted, therefore affecting cost and time. Please note always allow for postal time

Contact RNIB Transcription Centre South West, 2 Whiteoaks Court, David's Lane, Ivybridge, Devon, PL21 0DW Tel: 01752 690092 Fax: 01752 698329 Email: [email protected] www.rnib.org.uk/ Cost Production of master £6.30 per page, copies: £0.25 per page Note: Braille pages are three times the number of standard print pages. Modified print pages are two and a half times the number of standard print pages. Braille can be produced on either standard Braille paper (300mm x 280mm or 12" x 11") or A4 paper. It may also be produced as single sided or double sided, grade one or two. Please let us know which you require. All prices quoted exclude VAT. Quick turn round, Electronic format not supplied and complex text, 10% surcharge Binding of Braille and Large print with labels £2.50 per copy. Handling charge of £2.50 per order. Minimum invoice charge £25

of 18 3. British Sign Language Interpreters Description British Sign Language (BSL) is a language of hand gestures and facial expressions It can only be used face to face, on video or using electronic media such as a CDI. It does not translate into English exactly so you will need to plan out carefully which information will be translated into BSL. A fully qualified translator will need to be employed. Who may benefit from using this format: People with hearing impairment who use BSL benefit from using this format

Contact The National Register of Communication Professionals working with Deaf and Deafblind people (NRCPD) http://www.nrcpd.org.uk

Sign Solutions Ltd Bordesley Hall, The Holloway, Alvechurch, Birmingham, B48 7QA Tel. 0845-077 0041 www.signsolutions.uk.com

Costs – 3 hour minimum session - £145 Travel expenses - 49p per mile

Contact RNID Communication Services South West, The Plaza, 100 Old Hall Street, Liverpool, L3 9QJ Telephone: 01792 324477 Textphone: 0845 685 8001 Fax: 01792 324422

Costs – 2 hour minimum per booking - £103 plus travel (no VAT)

Contact Atlas Translations 14A Goodwin’s Court Covent Garden London WC2N 4LL [email protected]. Tel: 020 7240 6666 Fax: 020 7240 6996 www.atlas-translations.co.uk Cost: Daily rate of £410 + travel expenses + VAT Note: Need to book Interpreter well in advance plus an admin fee may be charged for finding an interpreter:

of 18 4. Directions/Signs/Symbols Description Signs, posters, notices, and maps help people to navigate independently through their environment. This is especially relevant in service delivery or for meetings. Directions should provide a clear and consistent sequence of information. Signs can be the first point of contact that a person has with an organisation, so can create a lasting impression

Signs can be provided in different formats, as listed in this directory i.e. Visual signs (Text, symbols, pictograms) They need to be: Easy to see - it is generally recommended that wall signs, should be positioned within a 300mm wide band along the walls, with the top height being no higher than 1700mm and bottom height 1400mm - Easy to read - Easy to understand - In consistent and logical places - Well lit - Easily identified - Different languages Tactile signs Can be both tactile i.e. Braille and symbols so they are readable by touch and sight Tactile labelling i.e. top/bottom of stairs, doors, lift buttons They can increase awareness of sighted people to needs of people with visual impairment. Audible signs Audible announcements i.e. transport timetables, lift floors, entrances to buildings Audio tapes provide useful information to visitors Who may benefit from using these formats: People with hearing or visual impairment People with learning disability People whose first language is not English Older people

Contact RNIB Transcription Centre South West, 2 Whiteoaks Court, David's Lane, Ivybridge, Devon, PL21 0DW Tel: 01752 690092 Fax: 01752 698329 Email: [email protected] www.rnib.org.uk/

of 18 5 Makaton Makaton is a unique language programme offering a structured, multi-modal approach for the teaching of communication, language and literacy skills for people with communication and learning disability.

Contact The Makaton Charity Manor House, 46 London Road, Blackwater, Surrey, GU17 0AA Tel: 01276 606760 Fax: 01276 36725 Email: [email protected] Web: www.makaton.org

Examples This is not an exclusive list - but merely an example of the kinds of signs that can assist people to find their way around. See the website

Wheelchair Access - for people with limited mobility, including wheelchair users

Parking for Disabled People NB - When arranging a meeting ensure there are suitable parking facilities for Disabled People

Wheel Chair access with ramped entrance - NB a ramp is only accessible if it has curb cuts

Access to low vision - access or assistance for people with visual impairment

Assisted learning systems - There are systems available for transmitting sound via hearing aids, headsets and infrared or loop systems

of 18 6. Easy English Description Simplifying or reducing use of text helps to overcome communication and language barriers. Information can be made easier to understand by using either text or spoken form in conjunction with: - Symbols - Spoken word using Sign Language i.e. Sign Supported English using either: (i) Pictorial symbols or sign language (ii) Photographs, flashcards, cassettes, CDs, videos, websites can be also used to assist communication (iii) When text is used, it should be presented in large print format Who may benefit from using this format: People with learning difficulty People who have difficulty reading

Contact Easy Read Online Limited PO Box 181 Liverpool L17 7AA Tel 0845 094 6051 [email protected] www.easy-read-online.co.uk;

of 18 7. Induction loops Description - Amplifies sound and reduces background noise - Works by either placing a coil of wire around a room or by an infrared system - Can be either permanently installed or portable - Please note : Hearing Aids need to be switched to the ‘T’ setting to receive transmission Who may benefit from using this format: People with hearing impairment who use hearing aids How to use the equipment: Induction loop systems require the wire to be placed around the group of people meeting, as amplification is most effective within the wire cable circle Infra red systems operate by plugging in a transmitter, which then beams a red light out across the room. People requiring amplified sound wear a necklace, which picks up the infrared. Sound is only amplified within infra red beam

Contact Bristol Sound Systems Ltd Tel: 0117 9690699 Fax: 0117 9690744

Cost: Hire of an Induction Loop where you use your own PA system costs £20.00 + VAT per day Hire of an induction loop including microphone costs £25.00 + VAT per day Delivery and collection charge to Bath Area costs £50.00 + VAT Charges beyond one day are:- 1 extra day = 1 day plus 50%; 2 extra days = 1 day x 2; 3 - 6 days = 1 day x 2.5

of 18 8. Large print format Points to consider when producing 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 80gms 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. Who may benefit from using this format: Older people, people with visual impairment and people with learning disability

Contact XL Braille Limited Jenni Fortescue 3 King Dicks Lane, St George, Bristol BS5 8HN 0117 955 7992 [email protected]

Cost: £15 per hour to produce a Braille Source File Printing costs - 20 pence + VAT per page Turn around time between 24-48 hours for small documents, larger texts 5 – 7 working days. Some material may need to be re-formatted, therefore affecting cost and time Please note always allow for postal time

of 18 9. Lip Reading Description A valuable means by which people can receive spoken information by Lip-reading or a lip speaking interpreter (especially assists in larger forums where a person is unable to lip read individual speakers). Who may benefit from using this format: People with hearing impairment

Contact RNID Communication Services South West, The Plaza, 100 Old Hall Street, Telephone: 01792 324477 Textphone: 0845 685 8001 Fax: 01792 324422 Email: [email protected]

Contact Atlas Translations 14A Goodwin’s Court Covent Garden London WC2N 4LL [email protected]. Tel: 020 7240 6666 Fax: 020 7240 6996 www.atlas-translations.co.uk Cost: Daily rate of £410 + travel expenses + VAT Note: Need to book Interpreter well in advance plus an admin fee may be charged for finding an interpreter:

of 18 10. Minicom/Text Phone A way of communicating via the phone using text. A phone is linked to a keyboard and enables a person to type a message in which appears on a small screen at the other end of the line. When communicating using a textphone the other person to whom you are communicating also needs a text phone

How to Use Answering the textphone: 1. Turn on the phone using the TTY On/Off key and type a greeting 2. Continue typed conversation 3. Wait for signal light to go red and then hold down Shift Key and press TTY On/Off key to hang up

Making a telephone call with text:

1. Turn on the textphone using the TTY On/Off key then press the Dial key (the off hook and signal lights will come on) 2. Type the telephone number (phone dials as you phone) 3. Watch the signal light and display for ring signal. When you see an answer on the display, type a greeting 4. Wait for the signal light to go red then hold down Shift key and press TTY On/Off key to hang up

Abbreviations for use during textphone calls: GA means Go Ahead and indicates that it is the other person’s turn to talk SK means Stop Keying and is used at the end of the call to indicate it is time to hang up

Cost: As per normal phone call

of 18 11. Moon Description A tactile language based on letter shapes and is a simpler alternative to Braille. Please note for an alternative tactile method of reading please see under Braille. Who may benefit from using this format: - People with visual impairment - People with visual and hearing impairment - Where someone may not use Braille

Contact Transcription Centre South West, 2 Whiteoaks Court, David's Lane, Ivybridge, Devon, PL21 0DW Tel: 01752 690092 Fax: 01752 698329 Email: [email protected] www.rnib.org.uk/

12. Text Relay (formerly TextDirect)

Text Relay connects people using a textphone with people using a telephone or another textphone. It lets deaf, hard of hearing and speech impaired people stay in touch with friends and family, and call businesses over the telephone

The service lets deaf, hard of hearing and speech impaired people call friends, family and businesses – from ordering takeaways and booking taxis to telephone banking and ordering goods from a catalogue.

Text Relay is available 24 hours a day, 365 days a year. Calls are charged at your telecommunications provider's standard rate.

For information on how to use Text Relay see www.Textrelay.org

of 18 13. Other aids to communication Description Some people may have both visual and hearing impairment and may need more individualistic access requirements.

Signature (http://www.signature.org.uk) is a regulatory body who cover this area of communication and provide training courses to enable people to interpret for people with visual and hearing impairment

The degree of access required will depend on the needs of the person involved

Other formats that could be used, depending on degree of impairment could also include; Braille, moon, large print, audio tape, signed communication on video and Easy English.

Who may benefit from using these formats - People with hearing impairment - People with visual impairment

Contact RNID Communication Services South West, The Plaza, 100 Old Hall Street, Liverpool, L3 9QJ Telephone: 01792 324477 Textphone: 0845 685 8001 Fax: 01792 324422 Email: [email protected] www.rnib.org.uk/

of 18 14. Sign Supported English

Description Some signing systems have developed which incorporate elements of British Sign Language, finger spelling and English combined, these systems typically follow the grammatical structure and word order of spoken English. Sign Supported English can be used as an element of Easy English communication

Who may benefit from using this format - People with hearing impairment - People who do not use British Sign Language - People with learning disability - People who are Deaf/Blind

15. Speed Text

Description

Text is typed into a laptop by an Operator, which is then received on a laptop by the person requiring this format to access information.

Who may benefit from using this format - People with hearing impairment - People who do not use British Sign Language

Contact RNID Communication Services South West, The Plaza, 100 Old Hall Street, Liverpool, L3 9QJ Telephone: 01792 324477 Textphone: 0845 685 8001 Fax: 01792 324422 Email: [email protected]

of 18 16. Translation and Interpreting Services

Description A Translator works with written material, translating documents from one language to another An Interpreter works ‘in person’ orally interpreting back and forth between two or more individuals

What to translate or when to use an Interpreter All Divisional Directors and service leads should be clear about which materials to translate or when to use an interpreter.

Who may benefit from using this format People whose first language is not English

Please note: There is no central budget for interpreting and translation cost – costs have to be met by individual services. Please ensure invoices are addressed to individual services.

Contact

1. Bristol City Council – Interpreting services (NB Translation not available) Third Floor (Brandon Wing), Brunel House St. Georges Road Bristol, BS1 5UY Email: TIS @bristol.gov.uk Telephone 0117 903 6400 Office hours are 9am - 4pm Monday to Friday

Bristol City Council can provide telephone and face to face interpretation in more than 40 languages. Interpreters are language assessed in English and their mother tongue. All interpreters are CRB checked.

BCC try to use local interpreters – thereby reducing travel expenses – so try them first.

Costs:

Spoken word languages and British Sign Language - £45 per hour (pre-booked) or £55 per hour (emergency)

Court / Police / Probation interpreting (Nationally-registered interpreters) £45 per hour (minimum booking 3 hours) £14 per hour travel time

Travel expenses 48p per mile (petrol & cycling) £10 per hour travel time (charged by the ¼ hour) Train/bus tickets as necessary

Telephone interpreting £1 per minute (at all times).

of 18 2. Language is Everything EITI House Bridgegate Howden DN14 7AE

Language Is Everything provides face to face interpreting, telephone interpreting and written translation services. There is no central budget for interpreting and translation cost – costs have to be met by individual services. Please ensure invoices are addressed to individual services.

Telephone 01430 435300 Freephone: 0800 731 7878 (24 hours all services) Fax: 01430 435301 Email : [email protected] www.languageiseverything.com;

Costs: Face to face £65 first hour, £35 for subsequent hours. Travel only included if interpreter lives nearby. Telephone - £1 per minute for a standard two way call £1.50 for a three way call where an additional line is contacted

Translations - European languages £10 per 100 words, Asian languages £16 per 100 words, African Languages £20 per 100 words. These costs are for standard materials – technical documents may incur an additional charge.