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How To Make Info Accessible Guide 2016 Final PDF
How To Make Info Accessible Guide 2016 Final PDF
To
Make
Information
Accessible
A guide to producing
easy read documents
Every person with learning Others will need information in a
disabilities is an individual. If you completely different format.
follow the advice in this guide, you Information in Easy Words and
can produce information that is Pictures, done well, makes a
accessible to many, many different powerful tool to support the
people. But there is no such thing empowerment and inclusion of
as a perfect solution that will suit anyone who finds reading and
everyone. Many people will still writing hard. With it you will create
need support to access easy read an empowering starting point for
documents. your audience.
Why did we write Who did we make
this guide? this guide for?
There are almost a million men and This guide provides clear guidelines
women of all ages in England with on producing documents and
a learning disability. There are many information in accessible, easy to read
reasons why someone may have words and pictures for professionals
difficulty with language and learning. and organisations. We hope that you
will make your information more
Language is very important because accessible for people with learning
it helps people to take control of their disabilities. We also want you to
lives. Having a learning disability can encourage other organisations to
affect every part of a person’s life. It make their information accessible.
can prevent people from getting the
information they need to make This guide can help all organisations
choices. that offer NHS or Adult Social Care
and must now follow the Accessible
Having difficulty reading or writing, Information Standard by law. The aim
for whatever reason, can affect of the Standard is to make sure that
education; employment; finances; people who have a disability or
health and family life. sensory loss are given information in a
way they understand, and
People who have learning disabilities
communication support if they need
have the expertise and knowledge
it. For more information contact us at
to provide information to those who
www.changepeople.org or call us on
may find reading and writing difficult.
0113 242 6619.
CHANGE is an organisation led by
disabled people and has over twenty
years experience making information
accessible. We have produced this
guide to help you make your written
information more accessible.
Contents
5 9
Introduction What you
should know
15 23
Practical advice Preparing your
document
31 37
Making the Adding pictures
writing accessible
41 44
Checklist Examples
Introduction
5
Accessible information is
information that people can
understand. It means different
things to different people. For
some people it is information in
large print or Braille. For others it
might be information translated
into their first language.
6
Easy Words and Pictures also uses
clear, easy to understand pictures
that support these words. This type
of information is very accessible to
people with learning disabilities,
but also to people who find
reading and writing hard or do not
have English as a first language.
7
This is why it is very important for
you to think carefully about which
of your documents are going to
be the most useful to people with
learning disabilities. Those
documents should be made
accessible using Easy Words and
Pictures. Other information could
be made accessible using different
methods such as video or
animation.
8
What you
should know
9
What is jargon? • Misdemeanour (a small crime
that is not as serious as murder
or rape)
Most people agree that writing • Malignant (a serious disease
information in jargon is not a good such as cancer that is getting
idea. But not everyone is clear on worse as time passes)
what jargon is.
10
Examples of hard words that are accessible and available. Even if
often used: you were able to do so, ask
yourself how much time your
• Exaggeration audience is likely to spend with
(saying something is better or your documents. People with
worse than it really is) learning disabilities might need
• Contemplate extra time and support to access
(thinking) information given to them, no
matter how accessible it is.
• Annual So be aware that accessible
(every year) information is information that is
short and clear.
• Radiate
(spread out from)
In most cases you will have to:
• Participation
(taking part) • Go through your text and pick
out the important facts
• Aggravate
(make something worse) • Summarise what you want to
say
11
them. If it is done right, however, The Act was extended in 2005
there is no reason to worry about to give disabled people rights in
this. Remember that it is not about the areas of employment,
how much information you give education and housing. The
out to people. What matters is how Equality Act, 2010 legally protects
much of it is understood. If you are people from discrimination in the
worried that you are leaving too workplace and in wider society. It
much information out of a replaced previous
document, provide accessible anti-discrimination laws with a
details of how people can find out single Act, making the law easier to
more. Having a contact telephone understand and strengthening
number is often the most useful to protection in some situations. It sets
people. Things that are hard to out the different ways in which it’s
explain in writing can often be unlawful to treat someone.
made clear over the phone.
A new Accessible Information
Standard was also introduced on
Accessible 24th June 2015 by the
Standardisation Committee for Care
information and Information (SCCI). The Accessible
the law Information Standard tells
organisations how they should
ensure that disabled patients /
By law, disabled people have the service users and, where
right to be treated equally and to appropriate, carers and parents,
have information made receive information in formats
accessible to them. This is stated that they can understand, and that
in The Equality Act, 2010 and The they receive appropriate support
Disability Discrimination Act (DDA). to help them to communicate. All
organisations that provide NHS or
The Disability Discrimination Act Adult Social Care must follow the
was passed in 1995 to end the Accessible Information Standard by
discrimination that many disabled law. The standard came into effect
people face. on 31st July 2016.
12
Accessibility and • Always put accessibility first but
take time and care when
presentation making your information
accessible.
Accessibility is more important • Plan the production of easy
than the way your document read documents at the same
looks. You might spend a lot of time you plan your standard
money on making a document documents. That way they do
look impressive and professional not become an afterthought
but if no one can understand what and need to be rushed.
it says, then that money is wasted. • Put enough money aside for
This does not mean, however, that good quality printing.
accessible documents have to be
second class or not as good as • If your organisation is
standard documents. People with producing a range of
learning disabilities, people who documents (such as a large
find reading and writing hard and print version, an easy read
people who do not speak English version and versions in foreign
as a first language still have taste languages) design them so
and a sense of what is made well. they look and feel like they
belong in a set and are
Don’t produce documents that equally important. That way no
look like you don’t care. Not only group will feel like they are
will it make people feel like they being treated as separate or
are not valued, it will also make second class.
your organisation look bad. Finding
• Think about how you
the right balance between the way
distribute your easy read
something is presented and the
documents. Leaving them lying
way it works can seem hard. But it
around in places that are
does not have to be. Remember:
themselves not accessible to
disabled people might be a
waste of time and money.
13
Involving people with • Make sure you support people
to get their views across and
learning disabilities take what they say seriously.
14
Practical advice
15
Working with Easy However, pictures alone can be
limited at showing complicated
Words and Pictures actions or explaining complicated
ideas. There is also a limit as to
how much detail can be put into
If you have never worked with Easy each picture before it becomes
Words and Pictures before, here hard to ‘read’. Sometimes pictures
are a few pointers that might help can be interpreted in different
you. Both pictures and words have ways, depending on who looks at
their strengths and weaknesses them. This is why words and
when used on their own. Words pictures are best used together.
can: That way the pictures can support
and explain the words without
• Explain things in great detail trying to replace them. Pictures can
• Give people a lot of also do the following things:
information
• Give the reader a good idea of
• Limit misunderstandings and what the text is about before
leave little room for different they start reading.
interpretations
• Be specific and detailed
enough to give non readers an
However, if you cannot read very
idea of the main points made
well, or do not read English, then
in the text.
even good writing is not very
helpful. Pictures can: • Assist the reader in case the
text proves difficult or some
• Be understood by anyone, no words cannot be understood.
matter what language they
speak or how well they read • Make the text look less
intimidating. Having pictures or
• Show a specific person, object photos on a page makes a
or place as well as simple
document look friendlier and
actions
less like hard work.
• Look more interesting and less
off putting than plain text
16
• Take up space so that there is a When working with Easy Words
limit to how much written and Pictures you will quickly notice
information is shown on each that it is easier to find pictures
page. for some types of text than it is for
others. Text that is easily
If pictures are used in training, supported by pictures is usually
presentations (e.g. PowerPoint about:
slides) or in handouts (e.g. to take
away from a workshop) they can • Specific actions (e.g. how to
also: make an appointment for a
smear test)
• Support people to keep track
• Specific processes (e.g. what
of things that are being
happens during a
discussed.
mammogram)
• Give structure to the
• Instructions, especially if
presentation and add visual
presented as do and do not
interest.
(e.g. how to reduce the risk of
• Support people who could not diabetes)
take notes to remember issues
• Lists of specific things, places
that have been read out to
or people (e.g. what types of
them and discussed with them.
leisure activities are available in
a residential home)
You could think of the picture
as a drawn headline. A headline
Other types of text may require
usually includes keywords from
more imaginative use of pictures.
the text and sums up what the text
Such texts are usually about:
is about. A picture should do the
same. Because in Easy Words and • Ideas, especially if the text
Pictures, each key statement made debates or discusses them
in the text has a picture to go with (e.g. should there be a new set
it, a person looking at just the of guidelines to define what a
pictures, should get a rough idea of hate crime is?)
what the document is about.
17
• Concepts and abstract themes • Facts
(e.g. national identity,
• Statements
enlightenment, civil courage,
spirituality etc.)
Your information should try to
• Statistics (e.g. breakdown of limit or avoid:
the outcome of an opinion
poll) • Detailed background
information
It is possible to put pictures to • Multiple points of view
these types of text but you will
have to simplify the message. You • Statistics and data
will also have to be more creative
• Detailed explanations
with how you use pictures and
maybe combine several pictures • Discussions and debates
to make a clear statement. You
• Subtle variations on the same
might also need to commission
theme
new pictures drawn especially for
your document. This is often the
best solution and can get very
good results. Just be careful your How to choose the
combinations of pictures do not
become too complicated or they
right pictures
might end up as hard to ‘read’ as
the text. The best way to make sure
your pictures work, is to consult In Easy Words and Pictures, each
with people with learning key statement should be
disabilities directly. supported by a picture. Once you
have made your writing accessible
You can make the task of finding (see ‘Making the writing accessible’
the right pictures much easier, if p. 31) read through your text and
you edit your information so that group the sentences that
it contains only: together contain key information
or key statements. You should now
• Clear instructions have a series of single sentences or
18
short paragraphs that each need (This picture shows a burglar, but
to be supported by a picture. Go does not show people worrying
through them one by one and pick about being burgled.)
out the key word or key words in
each. You can use the keyword or ‘Many people in the area said they
keywords to decide what picture were worried about their homes
you should choose. In the same being burgled.’
way, the keyword is the focus
of the sentence, it should be the
focus of the picture.
19
The solution is often to use ‘This is why we will support
Microsoft Word or other software people to look at how they can
to combine pictures or to add make their homes safer.’
extras like:
• Arrows
• Ticks and crosses
• Thumbs up or thumbs down
2)
1)
20
Which documents to You can do this by consulting
with people with learning
make accessible disabilities directly. Support people
to tell you what information they
think is going to be useful to them.
You should try to make as much of
your information accessible as you • How many people will be
possibly can. But if you cannot affected by the information in
make all your information your document? Some types
accessible or if you cannot afford of information are so specific,
to commission new images for all they are going to be of use to
your publications, try to focus your only a handful of people.
resources on those documents that Instead of spending money on
are going to be the most useful to an easy read version, maybe
people with learning disabilities. you could simply speak to
Remember that it is better for these people over the phone
people to have 1 truly accessible or in person.
document they can read, than 5
slightly accessible documents they • How long are your
cannot read. documents? If you have a
series of lengthy reports and
If you have to choose which policies to choose from,
of your documents to make consider which ones can be
accessible using Easy Words and summed up most effectively.
Pictures, consider the following: It is easier to work on a well
done summary that highlights
• What information is going to the most important points, than
be truly useful to your
it is to work on a long
audience? The lives of people
document that cannot be
with learning disabilities can be
condensed any further.
just as busy as those of
everyone else. If people take
the time to read your
documents, you should make
sure it is worth their while.
21
• How complex is the But there is no such thing as a
information? Documents with perfect solution that will suit
clear instructions or facts can everyone. Many people will still
be made accessible more need support to access easy read
effectively than complex ones. documents. Others will need
information in a completely
• Can you combine key points different format. Do not let this
from different documents? worry you. Information in Easy
If you still have trouble Words and Pictures, done well,
deciding which of your makes a powerful tool to support
documents to make accessible, the empowerment and inclusion
maybe you can combine the of anyone who finds reading and
most important points from writing hard. With it you will create
different documents in one an empowering starting point for
accessible ‘newsletter’. your audience.
• Is there an alternative to Easy
Thank you for working towards
Words and Pictures? Easy
putting more people in the picture!
Words and Pictures is not
the only way to make
information accessible. These
days DVDs, interactive CD
ROMs or online video clips are
all good alternatives. Or what
about an open day with work
shops held in the local
community?
22
Preparing your
document
23
• Make a wide margin in your
document for the pictures.
People rely on the pictures as
well as the text for information
so give the pictures at least 8
cm of space.
24
cat cat • Use a clear, easy to read
16pt 12pt font and make it at least 14pt
in size. If you can, try to
make the font 16pt or even
bigger.
cat
cat
• Most people will find fonts
that are made to look like
hand writing harder to read
than printed fonts.
25
26
• Your text should be aligned
to the left and have a ragged
edge on the right. This layout
will look familiar to most
people. It will make blocks
of text easier to read than right
aligned, centred, justified or
forced text.
27
• A toned background is good
but it should be made up of
one flat colour. Do not use
patterns, strong gradients or
faded out pictures behind
text. They will blend with the
letters and make the text hard
to read.
28
• Do not try to squash things in
or fit too much information
on one page. Lots of white
space makes the page look
less intimidating and helps
people find their way around
your document.
29
• Think about how your
document will be bound. You
should choose a binding style
that allows your document
to be opened flat. This will
make it easier for people
to place your document under
a magnifier or to photocopy it.
30
Making the
writing accessible
31
not needed superfluous • Try to write your information in
tiring strenuous short, clear sentences. Do not
shared collaborative use complicated words, words
that are hard to understand or
jargon words.
32
The name of the play is A
Midsummer Night’s Dream. It is
showing at the London Theatre. The
play will be on every Tuesday and
Thursday at 4 pm and at 8 pm. On
Tuesday the 12th of August the play
is not showing.
• Try not to put more than one
piece of information in each
sentence.
33
You should not make the decision
without reading the information.
If you can not understand what it
says, ask for support. • Use ‘do not’, ‘can not’, ‘would
not’ and so on instead of
‘don’t’, ‘can’t’ and ‘wouldn’t’
You shouldn’t make the decision because some people rely
without reading the information. If on reading the ‘not’ to
you can’t understand what it says, understand what is being said.
ask for support.
34
Next month the service and
maintenance charge will go up by
• Be careful when using
10 percent to 45 pounds. It will not
symbols, rare characters and
rise again till next year.
certain types of punctuation
in your text. Characters like
the ampersand (&) or
symbols such as the one for
Next month the service/maintenance
percent (%) might be unfamiliar
charge will go up by 10% to £45; it
to people. Try not to use the
will not rise again till next year.
following: #, &, ~, %, ^, /, £, $,
€, { },
35
You can get more information
before you make your decision. • In general, people find text
easier to read if words are not
hyphenated. (Hyphenation
means splitting a word into
You can get more information be- two parts if it does not fit
fore you make your decision. onto the end of a line of text.
The second part of the word is
written on the next line of text.)
36
Adding pictures
37
• Make the picture as big as
possible.
38
• Be careful not to use symbols,
symbolic pictures or abstract
graphics. These can confuse
people because often their
meaning has to be learned.
• Sometimes it is easier to
use a photo than a picture.
Especially if you are trying to
show a particular object,
building or person. There is
nothing wrong with using a
photo, just be extra careful
that it is not too busy or con
fusing. Look out for things
like bad lighting, cluttered
backgrounds or blurred
features. Also make sure
you apply the same rules you
would to a picture.
39
You can also try adding:
40
Checklist
41
Ask yourself these questions when
working on easy read documents
1. Have you left enough space for your pictures (at least
8cm) and are they big enough and of good quality?
42
7. Have you added extra space between the lines of text?
10. Have you chosen a suitable size and format for your
document? Is the paper too reflective or too thin?
43
Examples
Example pages from the
CHANGE Cancer Books
(produced in partnership with
Macmillan Cancer Support)
and How to Use your Hearing
Aid Booklet (published by the
Royal National Institute for Deaf
People)
44
45
46
47
How to use your hearing aid
Check it is switched
on properly
48
How to use your hearing aid
49
Notes
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How
To
Make
Information
Accessible
A guide to producing
easy read documents
CHANGE
4th Floor, Calls Landing
36 - 38 The Calls
Leeds
LS2 7EW