Alternative formats

Some individuals will require information or tasks to be provided in a format they can access. An obvious example for people with a visual impairment is Braille. Other formats include large print for those with a vision impairment or Easy Read - a format particularly useful for those with a learning or cognitive disability.

Sometimes an alternative format could be as straightforward as providing an electronic version of a paper document which then allows the individual to increase the size of the text, impose their own font or colour preferences or read it out using their own screen reading software. In these cases it is vital to check that, in every case, the electronic version you are providing is able to accomodate these preferences. If in doubt try to confirm this internally or, failing that, send it out for the invidual to check - but make sure you mention that it hasn't been checked and may not be accessible and that you will provide another version if it proves problematic.

One brief comment on individuals that require different coloured backgrounds. If they have specified a background (such as beige) and you have identified that the paper document cannot be provided in this colour, or the electronic document or task cannot be made to reflect this preference, then you could investigate if they are able to put a coloured overlay (see-through plastic sheet) over the document or screen. You can purchase overlays in a range of colours.

It’s not always easy but there is a responsibility to provide information, particularly key information for recruitment and employment, in the  required alternative format wherever possible. There is however a recognition that it might not always be reasonable to provide all information or tasks in certain formats where undue expense or complexity is involved. For example, Braille production is relatively inexpensive for small documents but extremely costly for lengthy documents with diagrams or maps that either need to be converted into a text description or recreated on tactile plasticised paper with Braille annotations.

For similar reasons providing complex tasks such as computer or paper-based assessments in alternative formats may often be unreasonable. Here is advice on what to consider when arranging adjustments to assessments for individuals requiring information in alternative formats. Often providing an alternative format isn’t necessary as other adjustments, such as the provision of a reader and additional time, might be all that is required.

As mentioned above we do recommend making key documents available in alternative formats. Click here for an excellent guide to alternative formats created by the government's Office for Disability Issues (ODI) including more information on each format, what it is, how you can produce it and organisations that can help.