20 Tips for More Accessible Communications:

Transcription

1 20 Tips for More Accessible Communications: General Practices for Digital & Print Mediums 1. Use high contrasting colours to differentiate foreground from background content (such as black text on a white background). 2. Do not rely on colour to convey information as many people are colour blind. 3. Use whitespace/negative space to help create hierarchy. 4. Use plain language, short sentences. 5. Spell out abbreviations when first introduced in a document or webpage pt to 18pt is ideal for readers with low vision. However, do note that ideal point sizes vary with different typefaces and contexts. 7. Familiar fonts are easier to read, especially sans serif fonts such as Arial, Helvetica, and Verdana. 8. Avoid using decorative fonts such as Blackmoor or Impact. 9. Use italics, all caps, underline, and bold sparingly. 10. Avoid using paper with metallic or glossy finishes. Additional Practices for Digital Documents & Websites 1. Use built-in document structuring features (e.g: Styles in Word) and tags. 2. Instead of having hyperlinks that read click here have links that describe the content of the link as some assistive technology reads links at the end of a webpage rather than as they are encountered. 3. Match the title of the hyperlink with the visible text so that voice controlled software will know which link the user wants to open. 4. Add alternative (ALT) text to images to include basic and unbiased information. 5. Place images In-line with text not floating. 6. Use styles/tagging to create hierarchy within a document or webpage. 7. Avoid using breaks, tabs, or space to format your webpage or document. 8. Set the document language in the Document Properties. 9. Use accessibility checkers in addition to manual tests of your documents and webpages, such as Adobe Acrobat Pro s built-in full accessibility checker or AChecker (free) for websites. 10. When including pictures with text content in s (e.g: invitations, e-cards), write out the text below the picture in the body of the .

2 Accessibility is Good for Business Constance Exley, Accessibility Ontario Workshop hashtag: #accessbia Agenda 1. Why is accessibility important? a) To my community b) To my business 2. How does the AODA affect me? a) Principals and purpose b) Who has to comply? c) The Standards 3. Q&A 4. Resources & events Why is accessibility important 1

3 Changing demographics Visible and Invisible Disabilities Why is accessibility important to my business? 2

4 A skilled and engaged workforce An untapped consumer market How does the AODA affect me? 3

5 AODA: Principals & Purpose Who has to comply? AODA: The Standards 4

6 Customer Service Standard Customer Service: Purpose Customer Service: What you need to do 5

7 Customer Service: Best Practices Avoid stereotypes and don t make assumptions Get to your know customers needs Learn appropriate and respectful language Ask How may I help you? Integrated Accessibility Standards Regulation General Requirements What you need to do 6

8 General Requirements Best Practices Create a realistic plan Start as soon as possible don t wait until you have a complaint Be flexible and open to feedback Information & Communication Purpose Information & Communication What you need to do 7

9 Information & Communication Best Practices: Print Simple, clear fonts (Arial, Verdana) Avoid overusing decorative font elements Large font size (generally 12pt +) Hierarchy in layout Don t rely on colour to convey information Information & Communication Best Practices: Digital Write alternative (ALT) text for images Use built-in formatting options/tools Utilize Styles (ex: Heading 1, Normal) Use accessible templates Run Accessibility Checks (Word, PDF) Information & Communication Best Practices: Describe images below, in the body of Write descriptive, informative subject lines Use simple, clear fonts Write descriptive links 8

10 Information & Communication Best Practices: Web Make sure your site can be navigated using only a keyboard. Use web semantics (ex: <p><h1>) Write alternative (ALT) text for images Avoid directing links to open in a new page Information & Communication Best Practices: In-person Speak to and look at the person with a disability, even if they use a support person to communicate. Speak at a normal pace and tone Information & Communication Best Practices: Telephone Avoid making calls in noisy environments Don t interrupt or finish your customer s sentences Repeat or rephrase what you heard and ask if you have understood correctly 9

11 Employment Standard Purpose Employment Standard What you need to do Employment Standard Best Practices: Recruitment Include an accessibility disclaimer on recruitment postings Make advertisement highly visible Accept resumes in several forms 10

12 Employment Standard Best Practices: Interviewing Ask if the interviewee has any accommodation needs beforehand. Hold interviews in an accessible location Have interview questions/scenarios written out and for the interviewee to refer to during the interview Employment Standard Best Practices: Training Customer service training IASR training Offer accommodation support Hold training in an accessible venue Include activities all can partake in Employment Standard Best Practices: Accommodation The employee and organization need to work together to find the best solution Consult the experts Explore a range of accommodation options Offer alternatives as standard practice 11

13 Employment Standard Best Practices: Supervision and Evaluation Distinguish between disability-related and performance related issues Consider the SMART approach (Specific, measurable, attainable, realistic and relevant, time-based) Review Q&A 12

14 Resources Go ON Collected Tools & Resources Key Resources Accessibility Compliance Wizard Nonprofits & Businesses: Accessibility Compliance Report Public Sector Organizations: Accessibility Compliance Report Additional Resources: At A Glance: AODA Deadlines Employer s Toolkit The Ontario Building Code The Ontario Human Rights Code Accessibility Standards for Customer Service Standard: elaw Integrated Accessibility Standard Regulations: elaw Go ON Webinars Accessibility & the Built Environment (recorded) Resources available online at obiaa.com Thank you! Constance Exley, CEO, Accessibility Ontario Twitter: AODAontario (647) training@accessontario.com Sign up for Go ON s free e-news! 13

15 Timeline Accessibility for Ontarians with Disabilities Act (AODA) 2005 Private & Nonprofit Organizations (1-49 employees) 2012 Customer Service Train all staff and volunteers, including Board Members Policy Information & Communications Emergency and public safety information Employment Workplace emergency plan for employees with disabilities 2014 Customer Service Only organizations with 20+ employees: 2015 General Requirements Policies Kiosks Information & Communications Producers of educational or training material - Textbooks Educational and training resources and materials Training to educators Educational libraries- print-based resources 2016 General Requirements Training of staff and volunteers Information & Communications Accessible feedback processes 2017 Information & Communications Accessible formats and communication supports Employment Recruitment Employees and accommodation Performance management, career development, and redeployment 2018 Design of Public Spaces Make new or redeveloped: Recreational trails and beach access routes accessible Off-street parking lots accessible Service counters, fixed queuing guides and waiting areas with fixed seating accessible 2020 Information & Communications Producers of educational or training material Supplementary print materials Educational libraries - multi-media/digital resources (647) training@accessontario.com ACCESSIBILITY ONTARIO AccessOntario.com

16 Timeline Accessibility for Ontarians with Disabilities Act (AODA) 2005 Private & Nonprofit Organizations (50+ employees) 2012 Customer Service Train all staff and volunteers, including Board Members Policy Information & Communications Emergency and public safety information Employment Workplace emergency plan for employees with disabilities 2013 Information & Communications Educational and training resources and materials Training to educators 2014 General Requirements Policies Multi-year Accessibility Plans Kiosks Information & Communications All new internet websites and web content on those sites must conform with WCAG 2.0 level A 2015 General Requirements Training of all staff and volunteers Information & Communications Producers of educational or training material - Textbooks Educational libraries print-based resources Accessible feedback processes 2016 Information & Communications Accessible formats and communication supports Employment Recruitment Employee accommodation Employees returning to work Performance management, career development and redeployment 2017 Design of Public Spaces Make new or redeveloped: Recreational trails and beach access routes accessible Outdoor public use eating areas accessible Outdoor play spaces accessible Exterior paths of travel Off-street parking lots accessible Service counters, fixed queuing guides and waiting areas with fixed seating accessible Maintain accessible elements of public spaces General Requirements 2020 Information & Communications Producers of educational or training material Supplementary print materials Educational libraries - multi-media/digital resources General Requirements 2021 Information & Communications All internet website and webs content conforms with WCAG 2.0 level AA (excluding live captioning and audio description) (647) training@accessontario.com ACCESSIBILITY ONTARIO AccessOntario.com

17 Timeline Accessibility for Ontarians with Disabilities Act (AODA) 2005 Designated Public Sector Organizations (1-49 employees) 2010 Customer Service Train all staff and volunteers, including Board Members Policy 2012 Information & Communications Emergency and public safety information Employment Workplace emergency plan for employees with disabilities 2013 General Requirements 2014 General Requirements Policies Multi-Year Accessibility Plans Kiosks Procurement or acquiring goods, services or facilities Information & Communications All new internet websites and web content must conform with WCAG 2.0 level A 2015 General Requirements Information & Communications Accessible feedback processes Educational and training resources and materials Training to educators Educational libraries print-based resources Producers of educational or training material - Textbooks Employment Recruitment Employee accommodation Employees returning to work Performance management, career development and redeployment 2016 General Requirements Design of Public Spaces Make accessible new or redeveloped: Recreational trails and beach access routes Outdoor public use eating areas Outdoor play spaces accessible Exterior paths of travel On and off street parking lots Service counters, fixed queuing guides and waiting areas with fixed seating Maintain accessible elements of public spaces 2017 General Requirements 2019 General Requirements 2020 Information & Communications Educational libraries - multi-media/digital resources Producers of educational or training material Supplementary print materials 2021 Information & Communications All internet websites and web content must conform with WCAG 2.0 level AA (excluding live captioning and audio description) General Requirements (Transportation Standard deadlines not included) (647) training@accessontario.com ACCESSIBILITY ONTARIO AccessOntario.com

18 Timeline Accessibility for Ontarians with Disabilities Act (AODA) 2005 Designated Public Sector Organizations (50+ employees) 2010 Customer Service Train all staff, volunteers, and Board Members Policy 2012 Information & Communications Emergency and public safety information Employment Workplace emergency plans for employees with disabilities 2013 General Requirements Policies Multi-Year Accessibility Plan Kiosks Procurement or acquiring good, services or facilities Information & Communications Educational and training resources and materials Training to educators Public libraries 2014 General Requirements Training of all staff and volunteers Information & Communications All new internet websites and web content must conform with WCAG 2.0 level A Accessible feedback processes Employment Recruitment Employee accommodation Employees returning to work Performance management, career development and redeployment 2015 General Requirements Information & Communications Accessible formats and communication supports Educational libraries print-based resources Producers of educational or training material Textbooks 2016 Design of Public Spaces Make accessible new or redeveloped: Recreational trails and beach access routes Outdoor public use eating areas Outdoor play spaces Exterior paths of travel On and off street parking lots] Service counters, fixed queuing guides and waiting areas with fixed seating Maintain accessible elements of public spaces 2017 General Requirements 2019 General Requirements 2020 Information & Communications Educational libraries - multi-media/digital resources Producers of educational or training material Supplementary print materials 2021 Information & Communications All internet websites and web content conforms with WCAG 2.0 level AA (excluding live captioning and audio description) General Requirements (Transportation Standard deadlines not included) (647) training@accessontario.com ACCESSIBILITY ONTARIO AccessOntario.com

19 Key Resources Resource List AODA Compliance Wizard Government of Ontario (Accessibility Directorate of Ontario) Nonprofits & Businesses: Accessibility Compliance Report Accessibility Videos, Stories, and Tips videos_stories_tips.aspx Additional Resources Codes, Laws, & More Accessibility Standards for Customer Service Standard: elaw Ontario laws.gov.on.ca/html/source/regs/english/2007/ elaws_src_regs_r07429_e.htm Integrated Accessibility Standard Regulations: elaw Ontario laws.gov.on.ca/html/regs/english/elaws_regs_110191_e.htm The Ontario Building Code: The Ontario Human Rights Code: human- rights- code Reports Business Benefits of Accessible Workplaces Projecting the Economic Impacts of Increased Accessibility in Ontario Tools & Guides Accessibility and the Built Environment Webinar (recording) Employer s Toolkit: Making Ontario Workplaces Accessible to People With Disabilities: library/abstract.aspx?did=5258 Stop the Gap: Ramp- on- Demand: in- ramp.html Tanaguru Contrast- Finder: finder.tanaguru.com/ Access Ability: A Practical Handbook on Accessible Graphic Design ClearPrint Guidelines: nt%20guide.pdf Accessibility of Office Documents and Office Applications: Techniques for WCAG 2.0: TECHS/Overview.html For More Information: Constance Exley, Go ON Building Accessible Communities Project Manager AccessOntario.com training@accessontario.com 1 (647) Service Ontario: Toll- free: TTY/Teletypewriter: Toll- free:

20 Checklist Accessibility for Ontarians with Disabilities Act (AODA), 2005 Customer Service Standard 1 Establish policies, procedures and practices. Establish policies, procedures, and practices that facilitate access by people with disabilities to your goods and services: Use of assistive devices; support person; service animal Notification of disruption of service Feedback on access to services Train staff, volunteers, and Board Members. 2 Establish a training program that includes the following components. A review of the purposes of the Accessibility for Ontarians with Disabilities Act, 2005 and the requirements of the Customer Service Standard. How to interact and communicate with people with various types of disabilities. How to interact with people with disabilities who use an assistive device, service animal, or a support person. What to do if a person with a particular type of disability is having difficulty accessing the organization, its good and/or services. Your organization s customer service policies, procedures and practices governing the provision of services to people with disabilities. Ensure that every person who deals with the public or other third parties on behalf of the organization receives training, whether the person is an employee, contractor, volunteer or otherwise. Ensure that every person who participates in developing the organization s policies, procedures and practices governing the provision of services and/or services to the public receives training. Information & resources to support training initiatives: AccessOntario.com 3 Establish a feedback process. Establish a process for receiving and responding to feedback on customer service and post this information publicly. Ensure the feedback process allows people to provide feedback in a variety of ways, such as in person, by telephone, in writing, by , or by another method. Include the actions that the organization will take, and in what time frame, when feedback is received. (647) training@accessontario.com ACCESSIBILITY ONTARIO AccessOntario.com

21 4 Prepare your documents. Designated public sector organization and organizations with 20+ employees must: 5 Document in writing all your policies, practices and procedures for providing accessible customer service. Notify customers that your documents required are available upon request Provide the information in a format that takes into account. the person s disability. Your Ongoing Requirements for Compliance Ensure your compliance with the Customer Service Standard is sustained over time: Consider principles of independence, dignity, integration and equality of opportunity when providing services to people with disabilities. Provide ongoing training in connection with changes to the organization s policies, procedures and practices governing the provision of services to people with disabilities. Continue to deepen your knowledge and training on accessibility best practices. How We Can Help: Education is at the heart of what Accessibility Ontario does. Our knowledge and passion is reflected in accessibility workshops, live and recorded webinars, and our online AODA training courses. Accessibility Ontario also offers website audits and building assessments, document conversion to accessible formats, and consultation services for the development of accessibility plans and policies to help you meet and exceed your AODA compliance goals. Resources: Ontario Government AODA: Accessibility Standard for Customer Service elaw: Accessibility Ontario Customer Service template Customizable Customer Service brochure Customer Service training Articles, tips, and best practices (647) training@accessontario.com ACCESSIBILITY ONTARIO AccessOntario.com

22 Dispelling Myths Question #1 A DuPont study showed that of workers who have a disability scored average or above average in performance ratings. a.) 50% b) 65% c) 82% d) 90% Question #2 A Harris study showed that of employers say that workers who have a disability work harder than other workers. a.) 28% b) 33% c) 46% d) 55% Question #3 Most job accommodations cost less than: a.) $5,000 b) $3,000 c) $1,000 d) $500 e) $200 Question #4 According to a DuPont survey, of employees who have a disability have average or above average attendance records a.) 86% b) 75% c) 66% d) 44% Question #5 Workers who have a disability are more likely to stay on the job than people who do not have a disability. a.) 2X b) 3X c) 4X d) 5X Question #6 A Harris study found that of workers who have a disability to be more reliable than other workers. a.) 22% b) 31% c) 39% d) 44% e) 50% Question #7 Less than of people who have a disability use a wheelchair or scooter as their primary mode of transportation. a.) 2% b) 5% c) 8% d) 12% e) 15% Question #8 The percentage of people with visible disabilities is: a.) 20% b) 30% c) 40% d) 50% e) 70%

23 Checklist Accessibility for Ontarians with Disabilities Act (AODA), 2005 The Integrated Accessibility Standards Regulation The Integrated Accessibility Standards Regulation (IASR) aims to remove barriers in four areas: Information and Communications, Employment, Transportation and the Design of Public Spaces. This checklist includes information and requirements that apply to all organizations (public, private, and non-profit): the Information and Communications Standard, the Employment Standards, and the General Requirements of the IASR. The Design of Public Spaces Standard applies to the design of new public spaces. This is in addition to the Ontario Building Code. The Transportation Standard applies to conventional and specialized public passenger transportation services under provincial and municipal jurisdiction, as well as other public transportation services (e.g. school buses, public sector organizations).if you want to know if your organization has requirements under either of these two standards, we have included a link to the full IASR e-law in Resources at the end of this document. 1 General IASR Requirements In addition to setting out the specific requirements for each standards under the IASR, there are also some general requirements: Accessibility policies and plans Training Organizations must develop, implement and maintain policies that describe how they will meet their IASR obligations. Large nonprofits and businesses (50+employees) must also develop, implement and maintain multi-year accessibility plans. The accessibility plans must outline strategies for removing existing barriers and preventing new ones, and must show how the requirements of the IASR will be met. Large nonprofits and businesses must review and update their accessibility plan at least once every five years. All documents must be made available to the public (ie: on your website) and provided in an accessible format, upon request All employees and volunteers must be trained on the IASR, as well as the Ontario Human Rights Code as it relates to people with disabilities. Training must also be provided to anyone involved in developing the organization s policies, and to persons who provide goods, services or facilities on the organization s behalf. (647) training@accessontario.com ACCESSIBILITY ONTARIO AccessOntario.com

24 Self-service kiosks 2 All organizations must consider accessibility for people with disabilities when designing, procuring or acquiring self-service kiosks (ie: computer stations clients or the public can use). Information and Communication Standard Accessible Formats: Upon request, all organizations must make all publicly available information accessible and provide communication supports at no additional charge to the client. Organizations must notify the public about the availability of accessible formats and communication supports. Feedback: All organizations must ensure that their feedback processes are accessible to persons with disabilities by providing, or arranging for, accessible formats and communications supports, upon request. Emergency response information: All organizations that have existing emergency procedures, plans or public safety information must make them available in an accessible format with appropriate communication supports, upon request.. 3 Websites: Large businesses and nonprofits must make all new Internet websites and web content conform with the World Wide Web Consortium Web Content Accessibility Guidelines (WCAG) 2.0 at Level A, increasing to Level AA. Employment Standard Accommodate job applicants, employees, and the public. Notify employees, job applicants and the public about the availability of accommodation for applicants with disabilities in its recruitment processes.. Notify employees and successful job applicants of its policies for accommodating employees with disabilities. Provide accessible formats and communication supports to employees upon request for information that is needed to perform the employee s job and is generally available to employees in the workplace.. IIf needed, provide individualized workplace emergency response information for employees who have a disability. Employers, except small organizations, shall develop a written process for: The development individual accommodation plans for employees with disabilities; (647) training@accessontario.com ACCESSIBILITY ONTARIO AccessOntario.com

25 A return to work process for its employees who have been absent from work due to a disability and require disability-related accommodations in order to return to work; Take into consideration the employee s disability and accommodation needs during: Performance management Career development and advancement Redeployment How We Can Help: Education is at the heart of what Accessibility Ontario does. Our knowledge and passion is reflected in accessibility workshops, live and recorded webinars, and our online AODA training courses. Accessibility Ontario also offers website audits and building assessments, document conversion to accessible formats, and consultation services for the development of accessibility plans and policies to help you meet and exceed your AODA compliance goals. Resources: Ontario Government AODA: Integrated Accessibility Standards Regulation elaw: The Ontario Building Code: Accessibility Ontario - AccessOntario.com IASR Policy template Multi-Year Accessibility Plan template IASR and Ontario Human Rights Code training Train-the-trainer training Accessible document training Articles, tips, and best practices (647) training@accessontario.com ACCESSIBILITY ONTARIO AccessOntario.com

26 Tips for Accessible Hiring Practices Advertising Job Openings In the job posting state: We are an equal opportunity employer or We welcome applications from persons with disabilities. Don t limit recruitment to the Internet as it may pose a barrier to people without access to the Internet or who have a visual disability. Have paper copies of the job posting and application form available at your reception. Make advertisement highly visible. Advertise in alternative formats such as large print. Postings can include a statement that accommodation is available for applicants with a disability. This applies to both internal and external postings. Accept resumes in more than one format. Online forms can have set times for completion that are a barrier to some people. Reviewing Applications There may be gaps in an applicant s resume but this could be due to health treatments. He or she can still be an excellent candidate. Screening Give applicants advance notice of the screening methods. Inform applicants of screening tools and who will be part of the process. Prepare any accommodation (Skype, IM, phone, scribes, additional time, large font). If required, work with the applicant to find another way for them to demonstrate their abilities.

27 Interview Provide sufficient notice so transportation arrangements can be made. Let applicants know how long the interview will be. Ask all applicants whether there is anything you could do to accommodate them during the interview. Ensure that the location is accessible. Allow enough time as some people may require longer (mobility issues, assistive devices,etc). Notify successful applicants of your policies for accommodating employees with disabilities. You can do this in many ways: include the information in the offer letter or in a separate , call applicants directly or speak to them in person.

28 AODA Workshop Evaluation Your Name: Your Business: Pre- Workshop: Knowledge Self Assessment What did you know before the workshop and what did you learn during the workshop? Circle the number that best represents your knowledge and skills before the workshop and then you will be asked to complete the post assessment after the workshop. 1 = Low 3= Medium 5= High A) Timelines and Requirements for the AODA B) Customer Service Standard C) General Requirements of the IASR D) Employment Standard E) Information & Communications Standard F) Accessible Best Practic Post- Workshop: Knowledge Self Assessment A) Timelines and Requirements for the AODA B) Customer Service Standard C) General Requirements of the IASR D) Employment Standard E) Information & Communications Standard F) Accessible Best Practices

29 Please help us improve future training by providing feedback on this workshop. In both the content (material that was covered) and the process (how it was organized and presented), what would you suggest we keep, add, and change? Content Process Keep? Add? Change? On a scale from 1 to 5, how would you rate the usefulness of this workshop? (Low) (High) Why did you give that rating? Other comments? Thank you!