Creating Accessible Documents

George Brown College Instructor Guide: Creating Accessible Documents

Copyright/Acknowledgements

The authors Karen McCall, Karlen Communications and Olga Dosis, AODA Coordinator, George Brown College of this resource guide, would also like to acknowledge all of the offices and individuals that have supported the development and production of this document; including: Eugene Harrigan, Vice President Corporate, Diverity Equity and Human Rights Services Office

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Table of Contents

Copyright/Acknowledgements .......................................................................... 2 Background/Introduction................................................................................. 5

GBC Accessibility ......................................................................................... 5 Legal and Policy Background ............................................................................ 6

Ontario Human Rights Code .......................................................................... 6 Reasonable and Appropriate Accommodations ................................................. 6 Accessibility for Ontarians with Disabilities Act................................................. 7 Creating Accessible Documents ....................................................................... 7 Plain Language Definition and Guidelines ........................................................ 8

Design .................................................................................................... 9 Organizing the document ......................................................................... 10 Sentences.............................................................................................. 10 Words ................................................................................................... 10 Fonts and Font Sizes .................................................................................. 11 Colour Contrast ......................................................................................... 11 Word 2007 ..................................................................................................... 13 1 Templates.............................................................................................. 13 2 Styles ................................................................................................... 14 3 Creating a New Heading Style .................................................................... 16 4 Alt Text and Captions for Images .............................................................. 17 5 Captions for Images, Tables and Equations ................................................ 18 6 Tables ................................................................................................... 19 7 Header Rows Repeat ............................................................................... 22 8 Text Boxes and Single Cell Tables ............................................................. 22 9 Bulleted and Numbered lists ....................................................................... 26 PowerPoint .................................................................................................. 27 1 Slide Outline .......................................................................................... 27 2 Duplicating Slides in Slide Master.............................................................. 29 3 Correct Tab Order of Slide Content............................................................ 32 4 Alt Text on Images ................................................................................. 33

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5 Grouped Objects..................................................................................... 33 6 Audio and Video Content Accessibility ........................................................ 34 Course Packs ............................................................................................... 34 Copyright Compliance & Coursepacks ........................................................... 35 PDF Document Accessibility.............................................................................. 35 1 Print to Adobe PDF.................................................................................. 35 2 Tools for Adding Tags to PDF Documents ................................................... 35 3 What Do Tags Look Like? ........................................................................... 36 4 Viewing Tags in Acrobat........................................................................... 37 5 Language .............................................................................................. 38 6 Tab Order .............................................................................................. 39 7 Basic Accessibility Tools ........................................................................... 39 8 Reflow Tool ............................................................................................ 40 9 Highlight Content.................................................................................... 41 10 Order Panel and TouchUp Reading Order Tool ........................................... 42 11 Alt Text on Images in a PDF Document .................................................... 44 12 Accessibility Full Check .......................................................................... 45 Resources ................................................................................................... 46 General Document Accessibility ................................................................... 46 Accessible Course Packs ............................................................................. 46 Word 2003 .................................................................................................. 46 Word 2007 .................................................................................................. 47 PDF Document Accessibility ........................................................................... 47 Web Addresses for Cited References .............................................................. 48

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Background/Introduction

George Brown College is dedicated to fostering an inclusive environment for our students, employees and community members. Our core value of diversity and respect is the corner stone of our commitment to achieve and demonstrate leadership in accessibility. In 2005, Ontario introduced its first legislation, designed to create a province of inclusion for people with disabilities - the Accessibility for Ontarians with Disabilities Act (AODA) . George Brown College was one of the first academic institutions to demonstrate leadership by beginning a rigorous process of identifying accessibility barriers and committing to the development of action items to address all barriers and make changes annually. When the first regulation ? Customer Service Standard, became law on January 1st, 2008, George Brown College acted quickly to develop a plan that would align the accessibility efforts with the requirements of this law. As a result of the College's efforts to ensure that we always keep accessibility top of mind and woven into the fabric of our College ? the college identified that a resource guide in developing accessible materials would be an asset in supporting faculty and other employees of the College.

GBC Accessibility

George Brown College has several processes and offices established to provide services to people with disabilities. The Diversity, Equity and Human Rights Services office is dedicated to student and staff success by fostering a respectful learning and working environment. The Disability Services Office provides direct services for students with disabilities who wish to access academic accommodations. With the introduction of the Accessibility for Ontarians Act (AODA), George Brown College was the first College to appoint an AODA Coordinator to facilitate the implementation of this disability legislation across the entire College and provide expertise on accessibility issues.

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