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Center for Disability Information and Referral
Disability Information > Tips & Guidelines

Guidelines for Alternative Formats

Information is a powerful tool, and people with disabilities should have equal access to communication to help them make informed decisions. With this vision in mind, the following guidelines have been put together to facilitate universal access to information. Keep in mind, however, that advances in and access to technology may alter many of these guidelines. Furthermore, this information sheet is offered as a quick overview to help you start addressing accessibility issues; however, following these guidelines does not assure full compliance with federal or state laws.

I. Print Materials

All print materials developed for public dissemination (e.g., books, brochures, manuals) should also be prepared in alternative formats for dissemination to people with disabilities. These formats include:

A. Computer disk: Copies of products as disseminated could be available on disk. People with visual, learning, or fine motor disabilities often use electronic versions of information with voice output hardware and software. People with fine motor disabilities might find it easier to read from a computer monitor than to turn the pages of a book, and people with visual or learning disabilities could manipulate the text (e.g., change the color of the text or background, enlarge the font) to make it easier to read. See Appendices A and B for formatting guidelines.

B. Large print: Copies of products could be reformatted in at least 16 to 18 point type (Arial or Times Roman font suggested) for people with visual disabilities.

C. Braille: Copies of products could be reformatted for Braille. See Appendix C for Brailling guidelines.

D. Sound recording/audio cassette: A sound recording could be made of any print material. Developers could make a recording master of print materials to facilitate timely duplication when such requests are received. If there is a lot of text involved, materials can be sent to Recordings for the Blind and Dyslexic (609/520-8096). Costs vary according to length of document, formats, and number of copies duplicated.

II. Videorecordings and Other Non-Print Formats

All videorecordings developed for public dissemination should be prepared to support the needs of people with disabilities. Formats for videorecordings include:

A. Captioned: To support the needs of people with hearing impairments, videorecordings should be prepared with good quality open or closed captioning. For previously-developed products that were not captioned, an alternative is to prepare a print script to accompany the video.

B. Described: To support the needs of people with visual impairments, a described version (closed or separate open version) of videorecordings should also be prepared. A described video is one with good quality audio descriptions of action and text that appear on the screen. People with learning disabilities would benefit from a described version as well, although some may be distracted by open descriptions and would prefer an accompanying audiotape. For previously- developed products, an alternative to described versions is an audiotape to accompany the videorecording.

Similar considerations should be implemented with other non-print formats (e.g., audiotapes, slides/tape products). At this time, more exploration of alternatives will be needed for hypermedia products (i.e., software products that integrate multimedia). There are issues related the need for alternative formats for people with sensory impairments when sound and visuals are both presented. Additionally, accommodations may be needed for people with fine motor control difficulties if small buttons or links are used. At the present time, there is not a lot of information on best practices to guide us.

III. Conference Displays

All promotional materials at a display (e.g., brochures, newsletters, catalogs) that can be taken away should also be available in Braille, large print, and disk formats to meet the needs of people with disabilities. One suggestion is to have three copies of each format available for dissemination.

Other materials displayed do not necessarily need to be immediately available in alternative formats at the conference, but must be made available if requested. A sign-up sheet should be provided for people to sign if they want the information sent to them in a specified format.

IV. Self-Sponsored Meetings and Workshops (face-to-face &distance learning)

If you are sponsoring a meeting or workshop, there are two types which require different responses to accommodations: a pre-registered or invited event and an open, general public event. You would be responsible for offering and making available any needed accommodations. Accommodations for pre-registered and invited events are required, based only on the participant=s indication of need. For open, general public events, arrangements must be made for interpreters and alternative formats for handouts.

If you are a presenter at a meeting, conference, or workshop sponsored by another group, you should check with the event coordinator to determine whether any accommodations will be needed to provide access to materials you present. In addition to ensuring access for people with disabilities who may be in the audience, this may prompt event coordinators to plan for accommodations if that had not previously been considered.

A. Pre-Registration: Registration materials should indicate that they are available in alternative formats using the following suggested text: Registration materials are available in alternative formats upon request. The suggested formats for registration materials are large print, Braille, and computer disk in order to respond to requests. All events that involve pre-registration should include a place on the form for registrants to indicate specific disability-related accommodations. See Appendix D for sample wording.

B. Open Meetings: Announcements of open meetings should include a statement similar to the following: AIf accommodations for your disability are needed, please call [phone number] at least 48 hours in advance.

C. Interpreters: Because it is difficult to locate and schedule interpreters, it is suggested that interpreter services be reserved 4-6 weeks in advance of the event. Then, if interpreters are not needed, they can be canceled. Contact Deaf and Hard of Hearing Services for local service provider agencies. See Resource List for contact information.

1. Interpreters are not needed if pre-registration is required (e.g., no registration will be accepted at the door, not an open meeting) and accommodations are not requested. If an interpreter is requested, be sure to hire the appropriate type (e.g., certified in American Sign Language, Signed English).

2. If the meeting is open or registrations are accepted at the door, a certified interpreter(s) should be hired.

D. Handouts: Materials do not need to be available in alternative formats if pre-registration is required (e.g., no registration will be accepted at the door, not an open meeting) and accommodations are not requested. If print accommodations are requested, be sure to provide the appropriate type (e.g., Braille, large print of needed point size, audio cassette). If the meeting is open or registrations are accepted at the door, three copies of each of the following alternative formats should be present: large print, Braille, and disk copies of handouts. Individuals may request other formats which can be sent at a later date.

E. Visually-projected presentations: No accommodations are needed if pre-registration is required (e.g., no registration will be accepted at the door, not an open meeting) and accommodations are not requested. If the meeting is open or registrations are accepted at the door, be sure to make adjustments (e.g., reading all text, pausing for interpreters). If you provide handouts of the slide show/transparencies, then these should also be available in the three minimum formats noted above.

V. Appendix

A. Formatting Guidelines for Computer Disk:

1. Save text in a standard word processing format (i.e., WordPerfect, Word).

2. An alternative is to save in Rich Text Format (.rtf) to accommodate multiple word processors. Underlining, bold, and other formatting are usually preserved, although files should be checked. A second alternative would be to save text in Adobe Acrobat (.pdf); however, an Adobe Reader is needed to access the file.

3. If you are concerned about someone copying of or tampering with the text, save it in read-only format.

B. Additional Formatting Guidelines for Voice Output Computer Disk:

1. Use one column format, with left justification.

2. Remove or describe graphics.

C. Formatting Guidelines for Braille:

1. Use plain font and all one size (bold and italics are accepted)

2. All text is left-justified and begins at left margin (remove spaces and tabs at beginning of paragraph)

3. Leave space between paragraphs

4. Remove or describe all graphics, lines, charts, and text boxes

5. Delete graphical lines and bullets

6. Put a period at end of each header and listed item.

D. Sample Accommodation Questions for Registration Forms

It is recommended that statements do not use terms such as special accommodations or to meet special needs. The following sample includes considerations for accommodations for a variety of disabilities:

VI. Resources

Deaf and Hard of Hearing Services
Indiana Family and Social Services Administration
Indiana Government Center South W453
Indianapolis, IN 46204
317/232-1143

Recordings for the Blind and Dyslexic
20 Roszel Road
Princeton, NJ 08540
609/520-8096

By Joel Fosha, Marilyn Irwin, &Vicki Pappas

Indiana Institute on Disability and Community
2853 East Tenth Street
Bloomington, IN 47408-2696
812/855-6508