Still need help?
Get in touch with the LX.lab team by logging a ticket via ServiceConnect. We'll be in touch shortly.
Log a ticketWant to provide feedback on this resource? Please log in first via the top nav menu.
Help your students succeed by making your subject accessible. Learn about the different types of accessible formats for documents that a student might require.
Overview of accessible formats
Accessible formats are required for students who are unable to access hardcopy or image formats. Students who are blind or have low vision often use screen readers or magnification software to navigate and read aloud written content. It is essential that their learning materials are adequately structured and designed to ensure screen readers can read the information efficiently and accurately.
Students with learning disabilities, cognitive impacts or who have other health conditions also benefit from using screen readers to access information, as they can assist with comprehension and time taken to read.
This can be different for every student, but some accessible formats include audio, braille, HTML files, PDF text or Microsoft Word files – as long as the document contains accessible structure.
Legislation requires all students to have timely access to their course material, making it important that students with access requirements have the information at the same time as their peers.
Given learning materials are becoming more available electronically, there is a growing expectation that students can access their subject learning materials without having to make requests via the Accessibility Service.
Subject Coordinators will be notified if there is a student registered with Accessibility requiring accessible formats, however this registration can come at any time, including mid-session, so we recommend providing accessible versions as part of standard subject design.
If possible, providing students access to readings early in the session can help students with strategies for keeping up with their class.
Reading lists
The Reading Lists process on Canvas for subjects is essential to follow as part of the process in place for ensuring texts and recommended readings are available accessibly. This assists in early identification of when a file conversion is needed; a conversion can take up to 6 weeks so early identification is essential to ensure that materials are available on the same basis and at the same time, for all students.
Sourcing accessible formats
It’s good practice to source documents that are already accessible. This will save you time if a student requires it in an accessible format.
Examples
The following video compares this text-based PDF with this image-based PDF.
Tips for sourcing accessible formats
- Check textbooks that you are planning to use have an e-copy.
- Ensure PDFs are true text (meaning you can highlight the text) rather than photocopies (images) which cannot be read out by screen readers.
- Be mindful that when using older journal articles there is a higher risk that they may not be available in an accessible format.
- Use Library contacts/assistance for sourcing accessible versions.
Creating accessible formats
Follow the LX Accessible Content Practices to ensure that you are making documents in the most accessible way – this includes ensuring text is ‘true text’ rather than an image of text.
No matter what type of file you are using, it is good practice to send presentations and documents to students before your class starts. That means they will be able to access them and set up for class with their assistive technology, ensuring they are able to engage in class on the same basis as their peers.
H5P or interactive activities
If you have a student who requires accessible formats, they might find it difficult to use H5P or other interactive activities. It’s best to provide an alternative activity in an accessible format like a Word document.
Sensus Access
SensusAccess is a file conversion software, for the conversion of files between a wide range of formats to meet a students’ access requirements. This software is only available to use if a student is registered with the Accessibility Service.
It is important to ensure that this product is used correctly in line with legal / copyright requirements.
Note: There need to be some controls to ensure illegal copying does not take place, e.g. using the service to convert any copyright content into a new format that is not specifically for accessibility purposes, or converting copyright content in such a way that avoids obtaining or purchasing a legally valid and available version.
Inclusive practices for students
If you are conducting peer reviews or group activities with shared documents, it’s important that work produced by other students is in an accessible format too. Please instruct your students to make their documents accessible. Here are some resources that might be useful to share with students: