Guide for Creating Accessible Documents (Word
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LEADERSHIP & EMPLOYEE DEVELOPMENT A Guide for Creating Accessible Documents 2012 This document is available in alternate formats upon request. LEADERSHIP & EMPLOYEE DEVELOPMENT Copyright/Acknowledgements Thank you for your interest in Seneca College: A Guide for Creating Accessible Documents. This guide has been adapted for use within the Seneca community from the original work created by George Brown College. We gratefully acknowledge George Brown’s original work and support. © 2012 Creative Commons Attribution license (reuse allowed). Credits: Olga Dosis, AODA Coordinator, George Brown College Karen McCall, Karlen Communications Guide to Creating Accessible Documents-2012 Page 2 of 30 LEADERSHIP & EMPLOYEE DEVELOPMENT Table of Contents Background/Introduction 4 Bulleted and Numbered lists 17 Seneca College Accessibility 4 Word 2010 18 Legal and Policy Background 5 Templates 18 Ontario Human Rights Code 5 Styles 18 Reasonable and Appropriate Accommodations 5 Creating a New Heading Style 19 Accessibility for Ontarians with Disabilities Act 5 Alt Text and Captions for Images 19 Plain Language Definition and Guidelines 6 Captions for Images, Tables and Equations 20 Design 7 Tables 21 Organizing the document 7 Header Rows Repeat 22 Sentences 8 Text Boxes and Single Cell Tables 22 Words 8 Bulleted and Numbered lists 24 Fonts and Font Sizes 9 Outlook 25 Colour Contrast 9 PowerPoint 26 Creating Accessible Documents 9 PDF Document Accessibility 27 Word 2007 10 Course Packs 27 Templates 10 Copyright Compliance & Course packs 28 Styles 11 Resources 28 Creating a New Heading Style 12 General Document Accessibility 28 Alt Text and Captions for Images 13 Accessible Course Packs 28 Captions for Images, Tables and Equations 13 Word 2003 28 Tables 14 Word 2007 29 Header Rows Repeat 15 Word 2010 29 Text Boxes and Single Cell Tables 15 Web Addresses for Cited References 30 To create the paragraph style for important information: 15 Guide to Creating Accessible Documents-2012 Page 3 of 30 LEADERSHIP & EMPLOYEE DEVELOPMENT The standards apply to Seneca College and as such we are Background/Introduction obligated to meet the requirements of these standards. Seneca College embraces the requirements of the Accessibility for Ontarians with Disabilities Act (AODA) and is committed to To find out about what is a ‘disability’, what is a ‘barrier’, and expanding access and support to all students, employees and what an ‘accessibility standard’ is, and much more – go to the visitors with disabilities, by having as its goal a barrier-free Accessibility for Ontarians with Disabilities Act website (Ministry learning and working environment to enable academic and and Community and Social Services). employment success. Seneca has provided a number of resources to assist faculty In 2005, Ontario introduced its first legislation, designed to and staff in developing accessible materials. These resources create a province of inclusion for people with disabilities - the are available through Seneca Human Resources at Accessibility for Ontarians with Disabilities Act (AODA). The https://inside.senecac.on.ca/hr/aoda/ AODA sets out the structure by which we can make Ontario accessible to all people by 2025. Seneca College Accessibility The purpose of the AODA is to develop, implement and enforce Seneca College has processes and offices established to accessibility standards so businesses and organizations that provide services to persons with disabilities. The office of provide goods and services will have rules to meet to identify, Diversity and Equity within the Human Resources department remove and prevent barriers to accessibility. The Accessibility works with other College departments to develop and implement standards will apply to five key areas of daily living. Four accessibility, diversity and equity initiatives, as well as standards have already been made into law: adherence to the Accessibility for Ontarians with Disability Act, ensuring that the College provides a respectful, accessible, safe • Customer Service and inclusive environment by supporting and communicating to people of all abilities. The Student Conduct Office is the • Transportation College’s resolution centre for student related issues and • Information and Communication provides students with a respectful, impartial and safe environment where complaints can be heard. Student Health • Employment and Accessibility Department is a student service which The fifth standard – Built Environment – is being developed. provides academic accommodations and support to students of all abilities who have a documented learning, physical, sensory, mental health disability or medical condition. Guide to Creating Accessible Documents-2012 Page 4 of 30 LEADERSHIP & EMPLOYEE DEVELOPMENT Legal and Policy Background mental impairment, developmental or learning disability, language dysfunction or mental disorders.1 There are three "guiding principles" for creating accessible documents: Reasonable and Appropriate 1. The Ontario Human Rights Code Accommodations 2. Reasonable and Appropriate Accommodation What are “reasonable and appropriate accommodations” and 3. Accessibility for Ontarians with Disabilities Act what does “short of undue hardship” mean in the academic context? What constitutes reasonable measures will vary Ontario Human Rights Code depending on the circumstances. In other words, different types The Ontario Human Rights Code is a provincial law that gives of disabilities require different accommodations and each everybody equal rights and opportunities without discrimination student must be assessed on an individual basis in the context in specific social areas such as jobs, housing, services, facilities, of the particular course and its academic requirements. and contracts or agreements. The “Code’s” goal is to prevent discrimination and harassment because of race, sex, disability, Accessibility for Ontarians with Disabilities and age, to name a few of the fifteen grounds. All other Ontario Act laws must agree with the “Code”: The Accessibility for Ontarians with Disabilities Act1, 2005 http://www.ohrc.on.ca/en/learning/ohrc-elearning-your- (AODA) became law on June 13, 2005. Under this landmark elearning-source-human-rights legislation, the government of Ontario developed mandatory All service providers must provide equal treatment to all persons accessibility standards that will identify, remove and prevent without discrimination because of a disability (includes barriers for people with disabilities in key areas of daily living. temporary and permanent disabilities, being in receipt of Five key areas have been identified by the Legislation: Workers Safety and Insurance Benefits in the past or at present, learning disabilities, visible, invisible and perceived disabilities). 1. Accessibility Standard for Customer Service. The All reasonable measures must be taken by service providers to standard states what businesses and other organizations accommodate a person with a disability, short of “undue in Ontario must do to provide good customer service in hardship” (subsection 24(2)). The Code defines “disability” ways that are accessible to people with disabilities. (section 10(1)) broadly, to include physical disabilities, infirmities, malformations, disfigurement or illness, as well as Guide to Creating Accessible Documents-2012 Page 5 of 30 LEADERSHIP & EMPLOYEE DEVELOPMENT 2. Accessibility Standard for Transportation. This Plain Language Definition and standard is the only one that is sector specific, that is, it relates specifically to modes of transportation that will Guidelines make it easier for everyone to travel in Ontario. Come Plain Language is accessible for many persons with disabilities. under the jurisdiction of provincial and municipal When producing a document you may want to consider governments. incorporating some of the basic principles of plain language or 3. Accessibility Standard for Employment. The goal is to plain English. help employers create equal employment opportunities for people with disabilities. To help to make accessibility There are many definitions for Plain English or what is a regular part of finding, hiring and supporting employees sometimes referred to as Plain Language. The goal is always to with disabilities. use language in a way that is user friendly, clear, direct and • Accessibility Standard for Information and natural. Communication (which includes digital/course As a starting point, the writer should: content). Outlines how businesses and organizations are required to create, provide and receive information and • Always consider who the target audience is. communications in ways that are accessible for people • Make it your goal to convey the ideas with the greatest with disabilities. Education and training institutions must possible clarity. provide educational and training resources and materials • Do not make the document sound formal and omit in accessible formats upon request; provide educators unnecessary details. with accessibility awareness training related to accessible • Scale back the information to what your reader needs to program or course delivery. know and use examples as needed to help explain the 4. Accessibility Standard for Built Environment. The text. goal is to break down barriers in buildings and other • Remember whenever possible to write in active voice. structures for people with disabilities by proposing The active voice emphasizes the doer of an action, and it accessibility requirements. is usually briefer and clearer.