Skip to main content »

Trinity College Dublin

Accessible Information Policy & Guidelines

Introduction

Trinity College Dublin is committed to a policy of equal opportunity in education, and to ensuring that students and staff with a disability have as complete and equitable access to all facets of College life as can reasonably be provided. 

This document constitutes the current Accessible Information Policy of Trinity College Dublin published in conformity with the requirements of the Disability Act 2005, Universities Act, 1997, the Employment Equality Act, 1998-2004 and Equal Status Acts, 2000-2004.

The Accessible Information Policy of the College sets out a formal commitment by the College that information should be available in an accessible format, without discrimination against those with print disabilities.

Accessible Information is far reaching and includes printed information, web pages and presentation materials such as Powerpoint and information technology. To this end, College has developed a clear information policy and guidelines which explain how College can ensure information is accessible to all.

Statement of Intent

Trinity College Dublin undertakes to develop policies, procedures and programmes of action aimed at achieving the foregoing objectives. The College is pledged to monitor and review the implementation of its policies, procedures and programmes with a view to ensuring the successful fulfilment of their objectives and so enhance the effectiveness of same.

The implementation of many of the policies outlined below will require human and financial resources and the College will endeavour at every opportunity to secure the funding necessary to achieve its objective in this regard.

Legislative Context

The College takes note of its obligations regarding access and equality especially those set out in recent legislation. The Disability Act (2005) requires public bodies such as College to ensure, over time, that buildings and services are accessible to people with disabilities. It places an obligation on College to integrate disability service provision with mainstream services, where this is practical and appropriate.

Back To Top

Disability Act accessible information requirements

Section 28 (1) (a)

Each public body is required to ensure, as far as practicable, that information which is orally provided to the public is provided in an accessible format, where so requested by persons with hearing impairments.

Hearing impairments can range from minor difficulties with hearing normal speech or particular sound frequencies to profound deafness. Many individuals with impaired hearing can lip read; some use hearing aids, and some visual support (such as text phones or real time captioning); others may require sign language interpreters.

Section 28 (1) (b)

Each public body is required to ensure, as far as practicable, that written information and communications which it provides to the public is communicated in an accessible format, where so requested by persons with visual impairments.

Section 28 (3)

Each public body must ensure that, as far as practicable, information which it publishes which is directly relevant to persons with intellectual disabilities, is made available to them in clear language that they easily understand.

Section 26 (1) (c) Expert Advice

A public body must, where appropriate, ensure the availability of appropriate expertise and skills to advise it in relation to making its services accessible. Such expertise can be made available within the organisation, or, where appropriate, sourced externally.

The Code of Practice on Accessibility of Public Services and information provided by Public Bodies provides further information on how a public sector body is expected to meet these requirements. http://www.nda.ie/cntmgmtnew.nsf/0/3DB134DF72E1846A8025710F0040BF3D?OpenDocument.

Accessible Information policy addresses the following areas:

Print communication

All College publications should be written in as clear and jargon free a language as possible. Clear print guidelines are included in appendix 1 and on the College web pages at: http://www.tcd.ie/disability/accessibility/accessible_info/index.php

It is not feasible for all College documents to be readily available in all formats. College will make available on request in accessible formats the following documents:

  • College Strategic Plan
  • Undergraduate and Postgraduate Prospectus
  • Annual Report
  • College Calendar and Regulations
  • Guide to College Services
  • Course handbooks
  • Application forms for all services
  • Information and Guidance leaflets on services
  • Policy documents

Examples of Accessible Formats available:

  • College Strategic Plan
  • Undergraduate and Postgraduate Prospectus
  • Annual Report
  • College Calendar and Regulations
  • Guide to College Services
  • Course handbooks
  • Application forms for all services
  • Information and Guidance leaflets on services
  • Policy documents

The Disability Service is responsible for assisting information providers in the provision of alternative format materials in College and further information on making information accessible can be found on the web at: http://www.tcd.ie/disability/accessibility/index.php

In addition, College should adopt a consistent strap-line for use on all published information (including circular letters), which should read:

This document about (subject title) is available in alternative format upon request.

Back To Top

College web pages

The College website aims to be accessible to all users. All new Web pages within the College website are required to be universally accessible at priority levels 1 and 2 except in very exceptional circumstances. Further information can be found at: http://www.tcd.ie/Webdesign/policies/statement.php

e-Learning

College will ensure that:

  • All course management products such as WebCT, Moodle and course delivery mechanisms such as podcasting and i-Tunes should be accessible to all users.  As these products allow academic staff to create and upload their own content, staff should be attentive to principles of accessible design when developing material.
  • Electronic eLearning materials (mainly presented via the web) created at TCD conform to the World Wide Web Consortium's W3C) Web Content Accessibility Guidelines at a minimum of priority level 1, and adhere to the principles of Universal Design.
  • Where materials cannot be provided in an accessible format, alternatives will be provided where possible.

Person to person communication

College will ensure that information will be provided in an accessible manner when speaking to a person with a hearing impairment. Location of induction loops in public buildings will be indicated to those who require such assistance (see link to loop systems in College -http://www.tcd.ie/disability/accessibility/index.php#loop ).

Appropriate assistance will be provided to people with disabilities to access information on the wide range of services that are provided by the College. Sign language interpreters may be provided for public events, meetings, interviews and other events where necessary and where requested in advance.

Information Technology

The increasing use of technology presents remarkable opportunities for all people; however information technology presents new accessibility challenges to those who have sensory, mobility, learning, and other disabilities. Information technology goods and services include but are not limited to: software, electronic files, internet and web technologies, content management systems, learning management systems, computer based instructional technologies and telecommunications. To ensure College makes technology accessible to all, the College Procurement procedures state ‘Tenderers are expected to be compliant with all statutory requirements, for example, Disability Act 2005’.

College should ensure, as far as practicable, that information systems are usable and accessible to all users (IPC Guiding Principal 2007-2008). It is recommended that College refers to the National Disability ICT Accessibility Guidelines linked here: http://universaldesign.ie/useandapply/ict/itaccessibilityguidelines

College organised events

All College events should be accessible to all possible attendees and every effort should be made to ensure accessibility features are considered – see appendix 3 for information on making events accessible.

Back To Top

Policy Commitments

  • Ensure that significant policy and strategy documents and reports are readily available in a range of accessible formats.
  • Ensure that all new documentation is completed in line with clear print accessibility standards.  See guidelines below.
  • Openly advertise the availability of information in accessible formats to staff and members of the public. The College agreed statement is ‘Accessible formats are available upon request’ and this should be prominently placed on all publications.
  • Establish a procedure for requesting information in accessible formats. Advertise the availability of this service and ensure that all staff are trained in the receipt and operation of such requests.
  • Ensure that all information and documents available on our website are available in a format that can be used in conjunction with adaptive technology.

Accessible Information Awareness raising and training will be given to information providers on an ongoing basis.

Policy Evaluation

This policy will be evaluated on a regular basis through the following methods:

  • Keeping a record of requests for alternative information and information in alternative languages.
  • Monitoring our website to review demand for information in alternative formats.
  • Request and consider feedback received from the public on the usefulness and benefit of providing information in an accessible format.
  • Informing members of the College Equality Committee of changes in relation to legislation and policy regarding accessibility in provision of information.

Back To Top

Appendix 1: Clear Print Guidelines

  • Use a sans-serif font, like Arial, and a font-size of 12pt so that a greater number of people will be able to read the information. Other commonly used sans-serif fonts are Verdana, Helvetica and Trebuchet MS.
  • Never use a font-size of 10pt print or less.
  • Bold print is often a good idea, but italics can be harder to read, as can underlined writing.
  • Avoid fancy, curly or italic type fonts - these can be very difficult to read.
  • BLOCK CAPITALS CAN BE DIFFICULT TO READ AS THEY ROB THE WORDS OF THEIR NATURAL SHAPE.
  • Avoid black text on bleached white paper. Aim instead for unbleached paper, or lightly coloured paper (e.g. yellow, lilac). Black on white can be difficult to read as it causes glare. Paper quality is important: glossy, textured or lightweight papers can make text much more difficult to read.
  • Have a good colour contrast. For many people this can be more important than the actual size of the font. Remember that, depending on colour perception, what seems readable to one person may be unreadable to another.
  • Have a plain background. Watermarks and background images can make documents illegible.
  • Have a simple layout – if there are columns, they should be well spaced, preferably with a line separating them.
  • Be left justified - this is easiest to read as it gives the page a shape.
  • Avoid centred and full justified text as it can be more difficult to read.

Additional information on making electronic documents, word, email, power point and PDF formats accessible is available on the College web site at: http://www.tcd.ie/CAPSL/TIC/accessible-info/

Appendix 2: Guidelines for e-Learning Accessibility

Good practice guidelines for e-Learning Accessibility are available on the UK JISC Tech Dis web pages at: http://www.techdis.ac.uk/index.php?p=6_6_1

In addition Wimbacreate is a tool that checks webCT for accessibility. It can be downloaded from http://www.tcd.ie/CAPSL/clt/index.php?page=resources.

Appendix 3: Making College events accessible

People with disabilities can face barriers when attending or participating in College organised events and it is important that organisers ensure that events are as accessible as possible.

Wherever possible events should be held in fully accessible venues but it is recognised that older buildings do not meet this level of accessibility.

In instances where venues are not fully accessible some accessibility issues can be addressed by having informed staff available to assist people with access issues.

Accessibility of rooms in College can be checked via an online room checker at: http://www.tcd.ie/disability/accessibility/buildings.php

When publicising events there must be a standard accessibility contact statement on all publicity, including print ads, web pages and information flyers. An example of this statement is: ‘please indicate if you have any access requirements so that we may facilitate you in attending this event’.

Provide preferential seating toward the front of the event for attendees who are utilising sign language interpreting or real-time captioning services.

ISL interpreters can be booked through S.L.I.S (Sign Language Interpreting Services). While they are often able to find an interpreter at short notice, two weeks notice is required to guarantee a booking being filled. Their contact details are: Sign Language Interpreting Service, Hainault House, The Square, Tallaght, Dublin 24. Ph/Minicom/TTY: 01-4139670 Fax: 01-4139677 Web: http://www.slis.ie/ Email: bookings@slis.ie

Rates depend on the time required to be interpreted, and in some cases, on the subject matter. Costs can go from a basic €145 per 3 hour session (minimum charge) to €250 (high skills charge for the same time). The cost of providing an interpreter is the responsibility of the organisers but may be covered by College; please contact the Disability Service for further information.

Sign language interpreters should be situated in proximity to the event speaker and within the sight line of deaf attendee(s) so that both the interpreter and speaker can be viewed simultaneously. Arrange for spot lighting to be on the sign language interpreter.

Real-time captioners with laptop monitors should be seated next to the attendees. Real-time captioners using projecting equipment should be situated in close proximity to the projection unit. Real-time captioners will require that some space be set aside for the placement of equipment.

Check location of accessible toilet facilities, emergency exits and refreshment facilities.

Provide advance copies of written materials and outlines for sign language interpreters or real-time captioners, well in advance.

Provide alternative media for visually impaired attendees, in advance.

Further information can be found on the College web pages at: http://www.tcd.ie/disability/accessibility/index.php#event

Back To Top

| webdes@tcd.ie | Last updated: Sep 12 2011
Trinity College Dublin, College Green, Dublin 2.
Central Switchboard: +353 1 896 1000.