Appendices. Accessible Information Guidelines

Appendices

1. Clear Print 2. Plain English 3. Easy English 4. Access Logos

5. Providing information in Large Print 6. Providing information in Audio Format 7. Providing information in Braille

8. Providing information in Moon

9. Providing information in British Sign Language (BSL) 10. Requests for information in Alternative Formats 11. Audio Guide Hardware

12. Tyne & Wear Archives & Museums’ Meetings Minutes Template 13. TextDirect

14. Alternative Format Providers 15. Further Resources

Appendix One: Clear Print

Applying clear print principles to text makes it easier for everyone to read and understand.

• Use a sans serif font such as Arial or Helvetica.

• Bold print is more readable for partially sighted people.

• Avoid using block capitals for sub headings and body text, as it makes it more difficult to see the shape of the letters.

• Avoid uneven or narrow spacing between lines or words.

• Do not use italics; there may be some exceptions for names and short quotations.

• Body text should be left aligned (except headings which can be centred).

• Do not allow sentences to go over two pages.

• Whole paragraphs should, if possible, be on the same page. • Paragraphs should be separated by an extra line space.

• All text should be positioned horizontally. Vertical text should be

avoided. (It may be used in exceptional cases such as on banners if the information is also repeated horizontally).

• Don’t print on both sides of thin paper, as print on the reverse side can often show through.

• Use matt laminating sheets. Gloss laminating sheets can cause glare, which will make the information more difficult for partially sighted people to read.

• Text should not be printed on patterned paper or over images. This can distort the clarity of the text.

• Use simple pictograms, for address, telephone, TextDirect, fax and email where possible.

Appendix Two: Plain English

Plain English is about making information clear and understandable rather than oversimplifying or being patronising. It allows messages to be put across effectively and quickly and means that the information can be understood by as many people as possible.

Plain English will be particularly helpful to: • People who have Dyslexia.

• People who do not use English as a first language, for example, British Sign Language (BSL) users or visitors from other countries.

• Learning disabled people. • Children.

It is also useful for getting a message across quickly to everyone. The principles of Plain English are:

• Avoid jargon. If specialist terms have to be used, include a glossary. • Use language appropriate to the intended reader(s), e.g. Museum

specific words can be used when communicating with colleagues or other museum professionals but should not be used (without explanation) in information intended for the general public.

• Avoid acronyms, abbreviations or initials. If these have to be used write the name out in full with the acronym after it the first time you use it, e.g.:

Tyne & Wear Archives & Museums (TWAM) or include an explanation at the end of the document.

• Avoid abstract nouns. These are nouns which cannot be heard, seen, touched, smelt or tasted, e.g.:

‘He was very brave’ rather than ‘he demonstrated great bravery’. Use active verbs wherever possible. An active verb is where the subject of the sentence is doing the verb rather than having it done to them, e.g.:

‘The Romans invaded Britain’ rather than ‘Britain was invaded by the Romans’.

• Only use necessary words, for example use ‘now’ instead of ‘at this moment in time’.

• Be direct where you can. Use the first and second person (I, we and you).

• Keep sentence length to 10 – 15 words maximum.

• Avoid long lists within sentences. Use bullet points for lists. • Use paragraphs to divide up the text.

• Ensure good colour contrast between text and background. • Use pictures and images to break up body text.

Appendix Three: Easy English

Easy English is useful for people with learning disabilities. It is a more straightforward form of Plain English and is often supplemented by pictures, which support the meaning of the text.

The main principles of Easy English are:

• Use short sentences (maximum 10-15 words). • Use larger print, 16 point and above.

• Use one sentence for each idea.

• Use words that are easy to understand. • Difficult words or ideas should be explained.

• Provide a word list at the end of the document explaining any difficult words you have to use.

• Do not use initials or acronyms.

• Use relevant pictures to support the text. These must be positioned directly next to the text to which they refer.

• Consider whether it is appropriate to provide the information on audio tape or CD as well as in print.

For further information on Easy English, see Appendix Fifteen for a list of publications and contact details for organisations who can offer further advice.

Appendix Four: Access Logos

As a general rule anything which a person can take away with them

(e.g. leaflets, flyers, invitations, brochures and guides) must include the up to date access logos for the appropriate venue.

The size of the logos will depend on what is being produced. On an A4 sheet they should be at least 1cm high and increased proportionally for larger documents or signs.

The logos used by Tyne & Wear Archives & Museums are as follows:

Accessible Toilet Toilets

Assistance Available Induction Loop Available Lift available

Ramped Access

Level Access route avoiding steps or slopes Assistance Dogs Welcome

Facilities for Blind and Partially Sighted Visitors Baby Changing

Hot and Cold Meals Shop

Hot and Cold Drinks Disabled Parking

Appendix Five: Providing information in Large Print

Large print is particularly useful for many partially sighted people as well as to some people with learning disabilities and some older people. When producing large print versions of standard information, such as leaflets, 18 or 20 point is best practice.

When responding to individual requests for information in large print, ask what point size is best for that person.

• Large print is considered to be print between 18 point and 20 point. Text larger than 20 point is giant print but fewer people will need this. • Bold or semi bold fonts are clearer for partially sighted people.

• Headings and body text should be left aligned. • Use matt laminating sheets when required.

• Use the same size paper format (e.g. A4) as the standard version where possible.

• Where it is not possible to provide a large print version of a document in the same size as the original version it may be acceptable to make it larger provided the layout and structure of the document remain the same, e.g. an A4 threefold leaflet can be scaled up to A3.

In most cases large print can be produced on a standard computer simply by increasing the point size of the text in the original document and

re-formatting as necessary. When producing large print versions of more complicated documents such as leaflets or brochures it may be necessary to use a professional designer (in-house or external).

Information can be increased in size on a photocopier as an immediate solution but this is not an acceptable alternative on a regular basis. The quality of the copy will be reduced, making it more difficult for partially sighted people to read and therefore it won’t be providing an equal service.

When should information be provided in large print?

Information which must be made available in large print automatically.

Information which should be made available in large print upon request.

Exhibition panels Leaflets

Exhibition labels Guides

Catalogues Brochures Invitations Letters Faxes Reports Memos Staff notices

Appendix Six: Providing information in Audio Format

Printed formats are not accessible to everyone. Blind and partially sighted people, people with learning disabilities and people with dyslexia may prefer information to be provided in an audio format.

When producing audio formats for exhibitions or long-life information (for example pre-visit packs or general information leaflets) using a professional transcription service will ensure that this is of a high quality. Appendix Fourteen lists companies who can provide this service.

When producing short pieces of information for individuals it may be acceptable to read information onto a tape or CD. Choose someone who has a clear, easy to understand speaking voice to do the recording.

It is a reasonable adjustment to read information to someone over the phone or in person if an audio version is not immediately available. If requested, the information should then be produced on tape or CD and sent on to them. However, in the case of short enquiries or information with a short life span, reading the information out at the time may be sufficent.

When should information be provided in audio format?

Information which should be made available in audio format automatically.

Information which should be made available in audio format upon request.

Exhibition panels and labels in new permanent displays.

Exhibition panels and labels in older, permanent displays and temporary exhibitions.

Exhibition panels and labels in older permanent displays and temporary exhibitions where it is reasonable to do so. Catalogues Guides Leaflets Brochures Invitations Letters Faxes Reports Memos Staff notices Minutes Agendas Adverts

Appendix Seven: Providing information in Braille

Braille is a tactile communication system used by around 25,000 people in the UK.

There are two levels of Braille. Grade 1 Braille is letter by letter transcription and can be understood by all Braille readers. This should be used for

signage, exhibition labels and instructions. Grade 2 is more complicated but takes up less space and is therefore useful when providing longer pieces of information for more experienced Braille readers.

Braille transcription software and printers are generally available but these should not be used by non-experienced museum staff independently. If you need to get information produced in Braille it should be done by a qualified professional service.

When should information be provided in Braille?

Information which should be made available in Braille upon request or when necessary. Exhibition panels Exhibition labels Guides Leaflets Brochures Invitations Letters Faxes Reports Memos Staff notices Minutes Agendas

Appendix Eight: Providing information in Moon

Moon is a raised tactile system of writing. It consists of nine symbols which are rotated to form the letters of the alphabet. This is simpler than Braille and so easier for young children (who may learn it at school) or those who have reduced sensitivity in their fingers.

It is not commonly used and it would be rare to receive a request for information in Moon, but staff should be aware of what it is and how to get it produced.

Appendix Nine: Providing information in British Sign

Language

British Sign Language (BSL) is the first and preferred language of the Deaf community. There are around 250,000 BSL users in the UK. BSL is a visual, gestural language with its own grammar and sentence structure and does not have a written format.

Remember that for many Deaf people English is their second language. So, where information is presented in a written format, Plain English and clear print guidelines must be followed.

BSL should be available on all audiovisual displays and DVDs where it is reasonable to do so.

Although it is not feasible to have all information in BSL, you should consider different ways in which it can be used so that access to information in museums for Deaf people can be increased.

For example:

Signed histories (with subtitles and audio added) can be included in the same way as oral histories. Recruitment information for staff and volunteers should be made available in BSL on request.

Appendix Ten: Form for Requests for Information in alternative formats.

(G:\Corporate Information\Access\Requests for information in alternative formats)

Appendix Eleven: Audio Guide Hardware

Fixed or moveable handsets should be easy to see, hold and use in order to be accessible to as many visitors as possible.

• Audio handsets or headphones should have induction loops for hearing aid users. This should be clearly indicated by a sign.

• Fixed audio points should have an induction loop built in.

• Fixed audio points should be placed not more than 1200mm above floor level.

• Audio handsets should be available with detachable earpieces to give visitors choice.

• Straps should be included for portable audio guides to allow ease of use for visitors with multiple disabilities and for when people need to keep their hands free for other tasks.

• Audio guides should have simple controls.

• Numbered key pads should be laid out in the same form as a telephone.

• There should be raised dots (e.g. on the ‘play’ and number ‘5’ buttons) so controls can be found by touch.

• Buttons should be projected rather than recessed. • Buttons should be made of hard plastic.

• Buttons should give a firm, positive click when pressed.

• Shaped buttons should be used to indicate controls e.g. up and down. • Hardware should be warm to the touch (plastic or nylon coated).

Colour

Colour needs to be used with care so it does not cause barriers for people reading information. People who are colour blind, people with dyslexia, learning disabled people and partially sighted people find some colours easier to read than others.

• There should be a clear colour and tone contrast between audio buttons and surrounding background.

Position of audio points

• Portable audio guides should be used in conjunction with tactile maps, large print maps and clear signage.

• Ideally numbered objects or points with audio content would be triggered automatically by infra-red or a general positioning system when a visitor carrying a handset passes nearby, to aid navigation. • Fixed audio points should be marked out by having a different flooring

texture or a tactile sign which is also identified on a large print or tactile map.

Appendix Twelve: Tyne & Wear Archives & Museums’

Meeting Minutes Template.

(G:corporate information/meeting minutes/meeting minutes and agenda templates)

Meeting Day Date Month Year

Minutes Template.doc _________Team Meeting Date Month 2008 Present: Apologies: Action Lead

1. MINUTES OF PREVIOUS MEETING AND MATTERS ARISING

(Succeeding numbers in brackets refer to paragraph numbers in previous minutes).

1.1

2. ITEMS FOR DECISION/DEBATE 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 2.10

Meeting Day Date Month Year

Minutes Template.doc

3 ITEMS FOR INFORMATION 3.1 3.2 3.3 3.4 3.5 4. STANDING ITEMS 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 4.10

5. ANY OTHER BUSINESS 5.1

5.2 5.3

5.4

6. DATE OF NEXT MEETING Day Date Month 2008, am/pm

Author: add name – email address and date of completion

DISTRIBUTION: DISPLAY: DEPOSITION:

Meeting Day Date Month Year

Minutes Template.doc ACENE Arts Council England North East ALVA Association of Leading Visitor Attractions ANEC Association of North East Councils BM British Museum

BSL British Sign Language

BVPI Best Value Performance Indicator CMS Collections Management System Co-co Coordinating Committee DOAG District Officers' Advisory Group DCMS Department for Culture Media and Sport Dott07 Designs of the time 2007

EYE The Exploring Your Environment project GLLAM Group for Large Local Authority Museums

GNM Great North Museum (University of Newcastle’s capital project) HLF Heritage Lottery Fund.

ICCHS International Centre for Cultural and Heritage Studies ICT Information and Communications Technology IMAGINE Images Museums and Galleries in the North East JCC Joint Consultative Committee

JMC Joint Museums Committee LA Local authority

LEA Local Education Authority

LTLS Look, Touch, Listen and Smell Project MA Museums Association

MLA Museums Libraries and Archives Council

MLANE Museums Libraries and Archives Council North East MOO Museums Outreach Online

NCC Newcastle City Council

NERMH North East Regional Museums Hub (often referred to as ‘the Hub’) NGI NewcastleGateshead Initiative

NMDC National Museums Directors Conference NPG National Portrait Gallery

OMG NE Hub Officers Management Group

ONE One North East (the North East’s regional development agency) PAT Positive Action Traineeship

PI Performance Indicator

PNDS Peoples Network Discovery Service PDP Personal Development Plan PSA Public Service Agreement RES Regional Economic Strategy SIC Statement on Internal Control SLA Service Level Agreement

SMT Senior Management Team of Tyne & Wear Museums SMWG Sunderland Museum and Winter Gardens

SRM Stephenson Railway Museum TWM Tyne & Wear Museums V&A Victoria and Albert Museum

VAQAS Visitor Attraction Quality Assurance Service Standard regular abbreviations and acronyms Include abbreviations as relevant

Appendix Thirteen: Guidelines for using TextDirect

What is Typetalk/TextDirect?

BT/RNID Typetalk is the national relay telephone service for deaf, deafblind and speech impaired people.

TextDirect allows direct calls from a textphone (minicom for deaf people) to non textphone users (hearing people) and from non textphone users to a textphone.

How do I use TextDirect?

Both hearing and deaf people can use the service for free.

To use TextDirect a short prefix number is put in front of the number being called, including the full dialling code.

18001 for textphone users to contact hearing people 18002 for hearing people to contact a textphone user Example:

If a textphone user wants to call Discovery Museum they would call 18001 0191 232 6789

If you want to call a deaf person you would call 18002 then the dialling code and the textphone number.

How does TextDirect work?

1. If a deaf person is trying to call you using TextDirect, when you pick up the receiver you will hear a recorded message:

“Welcome to Typetalk. Please hold for connection.” 2. The operator will then come on the line.

“Hello, you’re through to Typetalk. My name is XXXX. Are you familiar with the service?”

3. If you answer ‘yes’ the call will proceed. If you answer ‘no’ the operator will explain about the service:

“I am an operator and the caller is a deaf person. When I connect the call they will type to me here and I will relay it to you or they may come on the line and speak to you directly (some deaf people have good speech). If they do so please don’t interrupt as they won’t hear you and when they’ve finished, I will type back your reply. Do you understand?”

4. Answer ‘yes’ or ‘no’.

5. If ‘yes’ the call will proceed. As the deaf person types, the conversation will be relayed in speech. The operator speaks as if they are the deaf person. They will end the conversation with “go ahead”.

6. You can now speak. The operator will type your reply which will show up on the deaf person’s textphone.

All calls are confidential and are not revealed to anyone. Key Tips

• Be patient

• Speak clearly and a little slower to allow the operator time to type • Speak as if you are talking to the deaf person

• Remember some deaf people have good speech and may speak directly to you but will not hear you if you interrupt

• Remember to wait until the operator/deaf person has finished speaking before replying

Appendix Fourteen: Alternative Format Providers

RNIB Cymru, Trident Court, East Moors Road, Cardiff, CF24 5TD Tel: 02920 450440

Email: [email protected]

RNIB Cymru provides transcription of documents into alternative formats including Braille, large print, and audio.

• Access to Information and Reading Services (AIRS),

Gateshead Library

Gateshead Central Library, Prince Consort Road, Gateshead, Tyne & Wear NE8 4LN

Tel: 0191 433 8450 Fax: 0191 477 7852

Textphone: 0191 4784839 Website: www.airs.org.uk

AIRS provide a comprehensive transcription service, including converting printed information into Braille or large print or onto audio cassette. Information can also be translated from English into BSL on video. Individual or multiple copies can be produced.

• MPH Accessible Media

The Media Centre, Stonehills Complex, Shields Road, Tyne & Wear NE10 0HW

Tel: 0191 469 8535 Fax: 0191 469 1955

MPH Accessible Media specialises in transcribing information into Braille, large print, audio, British Sign Language (BSL) and Easy English.

UK Association of Braille Producers (UKABP) Website:www.ukabp.org

UKABP can provide contact details for a wide range of organisations who produce information in Braille.

• All Formats

Tel: 0121 428 5018

Email: www.allformats.org.uk

All Formats offer Braille, large print and audio transcription services and can also produce tactile and Braille signage.

• Becoming Visible

Newcastle Deaf Centre, 2 Summerhill Grove, Newcastle upon Tyne NE4 6EE

Telephone: 0191 233 0999 Minicom: 0191 233 1335 Fax: 0191 233 1334

Office SMS: 0777 5811150

Email: [email protected]

British Sign Language (BSL) services including BSL/English interpreters and BSL production for DVDs and audiovisuals.

• Moon Literacy

www.moonliteracy.org.uk

This organisation can advise on producing information in Moon and supply contacts for providers.

Appendix Fifteen: Further Resources

Commission for Equality and Human Rights (CEHR) www.equalityhumanrights.co.uk

RNIB. (2006) See It Right: Making information accessible for people with sight problems, RNIB: London.

MLA Disability Portfolio: Guide 6 Inclusive Information.

http://www.mla.gov.uk/resources/assets//D/dis_guide06_pdf_6518.pdf British Dyslexia Association

www.bda-dyslexia.org.uk Dyslexia Action

www.dyslexiaaction.org.uk

• Plain English and Easy English

Disability Rights Commission. (2006) How to use Easy Words and Pictures, DRC: Stratford upon Avon.

Available from: http://www.equalityhumanrights.com/uploaded_ files/how_to_use_easy_words_and_pictures.pdf

Mencap. (2002) Am I making myself clear?: Mencap’s guide for accessible writing, Mencap: London.

Available from: www.mencap.org.uk Plain English Campaign

www.plainenglish.co.uk Telephone: 01663 744409 email: [email protected] • Subtitles Office of Communications www.offcom.org.uk

• Website Accessibility

Web Accessibility Initiative (WAI) Web Content Accessibility Guidelines. www.w3.org

AbilityNet

www.abilitynet.org.uk

Information about assistive technology for computers and best practice for useable and accessible websites.

MLA Disability Portfolio. Guide 7 Using Technology

http://www.mla.gov.uk/resources/assets//D/dis_guide07_ pdf_6520.pdf

Accessible Web Authoring Resources and Education Centre www.aware.hwg.org

A resource for web authors to learn about web accessibility

race Resource and Development Centre: making information technology more usable for everyone

www.trace.wisc.edu/world/web

• Signage

Barker P and Fraser J. (2004) Sign Design Guide: A guide to inclusive signage, JMU/Sign Design Society: London.