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An Explanation of Alternative Formats

Alternative formats refer to various methods for overcoming print disabilities, including large print, digital, audio, and braille. Alternative formats provide equal access to information to people who are blind or visually impaired (BVI). Examples of materials includes textbooks, educational material, medical and insurance notices, bills, general information, voting, etc. Alternative formats are not only a legal obligation, but provide blind and visually impaired individuals the self-dignity and ability to privately access, read, and self-manage print information at their leisure.

Large Print

Large print books are a standard way of providing accessibility to visually impaired readers, who have some degree of sight. However, most print pages cannot simply be enlarged to create a large-print version for visually impaired readers. For content with tables, technical diagrams, equations, or complex layouts, automated enlargement (while very inexpensive) produces material that is too large, improperly oriented, and otherwise unusable.

Common Questions and Answers about Large Print

What is a large print document?

A reformatted version of a document in which the text, images, and other content have been enlarged to improve readability. Text is enlarged to at least 18 point, with larger line spacing to improve readability. Tables are generally reproduced as lists and images are enlarged.

What font is best for large print?

Clean, easy-to-read fonts are best. Common sans-serif fonts like Verdana, Helvetica, Tahoma, and Arial work best.

Is enlargement the same as large print?

Copier enlargement increases the size of the text and page elements, but can result in images being split across pages, sidebars and text boxes being placed out of logical reading order, and large cumbersome paper sizes. All these factors reduce actual usability of the enlarged document, negatively affecting accessibility. According to the American Council of the Blind, Best Practices and Guidelines for Large Print Documents, “The enlargement feature on a copy machine does NOT produce large print documents. Copy machines create fuzzy text, which is often on oversized pages, making the document cumbersome. The use of electronic editing and formatting produces large print documents of superior quality.”

What is large print reflow?

The reflow process involves working with the original source electronic publishing files, and modifying the layout and images so that all information is kept in a sensible reading order and the integrity of all graphics is maintained. For example, a map might be reoriented after enlargement to fit on a single page, and its labels might be enlarged and moved to avoid obscuring important details. Reflowing also allows large print material to be printed on standard-size paper.

What is the difference between large print and giant print?

Large print is generally 18 point size. Giant print is anything larger than this. Regular print is usually 10 to 12 point.

Who else benefits from large-print documents?

Large print text is useful for anyone needing extra clarity and emphasis in text, including people with certain cognitive conditions, young and elderly readers, and conventional readers using documents in low-light or other unusual conditions.

Example of Large Print Usage

Many visually impaired recipients of social services materials, bank statements, and other vital documents have difficulty reading the small print and complex layouts of many mailings and brochures. They often must resort to having someone read the content to them, greatly limiting their independence and privacy. Large print documents, properly formatted and mailed at the same time as conventional documents, ensure that these individuals have equal access to necessary information and decision-making opportunities.

Electronic (e-text) Documents

For people with print disabilities in need of alternative formats, accessible electronic data formats provide maximum versatility. Electronic data is produced in popular formats such as TXT, PDF, MS Word (DOC), and HTML, enabling users to work with their materials on the platform of their choice. The converted files can be provided on CD to be mailed directly to individual users for convenience and privacy.

Common Questions and Answers about Electronic (e-text) Formats

What is electronic alternative format?

Electronic (e-text) alternative format contains electronic versions of a printed document. Files can be provided in any number of formats, but PDF, HTML, and Word are the most common and easiest to work with.

Why would you want an electronic format instead of a printed large print document?

The electronic version can be viewed on a computer screen, with varying levels of enlargement, color adjustment, and font changes, accommodating a wider variety of print disabilities. Blind readers can also access electronic files with a player, screen reader, or even a refreshable electronic braille display.

Is it better to offer electronic data format for download or deliver via accessible CD?

Although download options are sometimes done for public documents, privacy and security concerns inherent in personal documents make mailing a CD directly to a recipient generally safer than putting their personal information online. Also, some users may not have access to internet connectivity to retrieve and access documents.

What is the cost of mailing a data CD versus a large print document?

Depending on the size of the document, mailing a CD is generally less expensive and often faster than sending a bulky paper volume. Large print or braille documents that are more than a few pages will have higher mailing costs.

Can braille be provided as an electronic document?

In a manner of speaking, yes. Braille is often embossed (printed) from a computer, in the same way that documents are sent to a conventional laser or inkjet printer. In order to “print” properly on a braille embosser, documents must be carefully converted to a special BRF format (Braille Ready File). BRF files can be included on a data CD so that the recipient can read them on a refreshable braille display, or send the document directly to a braille embosser.

Example use of Electronic Alternative Format

Students with print disabilities require access to a wide range of accommodations, from braille to audio. While obtaining finished materials in a necessary format is extremely convenient for a student, it can also be prohibitively expensive. The ready availability of assistive technology for computers and smartphones means that students can choose to receive their materials via electronic formats and use the appropriate output for their specific needs on their own personal devices. Using various software, displays, printers or embossers, an accessible data file can be printed out as braille, displayed as large print, in different colors or contrast, and read aloud at varying speeds with different voices. This enables a student to customize their accommodations to maximize their comfort and learning efficiency.

Accessible Audio

Audio versions of books and documents are useful, and even vital, to anyone unable to easily read a printed page, including those who are blind or visually impaired, the elderly, and people with cognitive conditions. Alternative format audio materials are read using either human readers or highly realistic synthetic voices, providing clear and accurate readings and descriptions of even complex layouts and technical graphics.

Common Questions and Answers about Audio Accessible Documents

What is audio conversion of documents?

Audio conversion involves recording the contents of a document as an audio file (such as MP3), which can be burned onto a CD, so that people with print disabilities have access to the document’s contents. Skill and careful editing is required to make sure that text sections are read in the proper order, tables and blanks are properly identified and explained, and that important “fine print” (such as legal footnotes or page numbers) are included, when needed. Although a simple paragraph can be read by anyone, a bank notice, insurance statement, or benefits statement requires a specialized understanding of how to appropriately convert information via best practices to ensure legal compliance.

When does an audio version of a document need to be created?

If the recipient of the document is unable to (or prefers not to) read the document in braille or other text format, an audio conversion is an available option for providing equal access to the document’s information.

What is the difference between audio description and audio documents?

Audio documents are verbatim (or as close to verbatim as possible) readings of the contents of a printed document. Audio description is an explanation of an object or video. Audio description is used to describe movies, so that audience members who are blind can understand what’s happening on screen, or to describe parts of a museum exhibit for visitors who are blind.

Does audio formatting for audio conversion differ from the original document?

Sometimes. When a page’s text is simple and straightforward, like in a novel, the audio format is essentially identical to the original document. If the page has a complicated layout with sidebars, text boxes, and callouts, adjustments will need to be made to ensure that the reading order is sensible. For very complex pages that contain merged-cell tables, flowcharts, or text flowing in different directions, additional description or modifications may be necessary.

What is the difference between a human reader and a synthetic voice?

Human readers will almost always sound more “natural” to a listener, and are preferred when converting dramatic material, or material with a large number of languages or specialized terminology. Synthetic voices do not sound quite as natural and sometimes have pronunciation errors with unfamiliar words that require correction through phonetics, but still sound extremely realistic. Synthetic voices have the advantage of being perfectly consistent, making them ideal for reading equations, formulas, and technical data. Using synthetic voices is usually less expensive than hiring human readers, although that is dependent on the amount of manual adjustment the synthetic voice needs in order to correctly pronounce unusual or foreign words.

What are talking books?

Talking books are very similar to the audiobooks used by readers like Kindles and Nooks; they are electronic files that contain audio information and the instructions for a software application to play them. Digital Talking Books created for accessibility purposes often include additional features for users who are blind or visually impaired, like fine navigation between paragraphs, sentences, and words, or the ability to repeat and spell words. There are many formats of digital talking books, some of which are the same formats used for conventional audiobooks.

Example of Accessible Audio Use

Vision problems are common in the elderly. If an aging individual has trouble reading books and documents, options can be limited. Braille is extremely difficult to learn as an adult, and requiring a human assistant to read documents aloud represents a loss of independence and dignity. Audio versions of important documents enable visually impaired individuals to privately access their own mail and listen to information at their leisure. Audio documents can arrive in the mail, or via email or downloaded, and can be played on a computer, CD player, or a digital audio player.

Braille

For readers who are blind or visually impaired, braille is the best way to access large texts and complex information (like math, science, and other STEM subjects). Combined with tactile (raised-line) graphics, braille provides economical, durable, and easy-to-navigate accessibility to textbooks, manuals, novels, and other materials that are difficult to absorb in audio form.

Common Questions and Answers about Braille

What is braille?

Braille is a writing system for individuals who are blind or visually impaired. It uses patterns of raised dots that readers feel with their fingertips. Braille characters are printed in “cells” with space for up to six dots in two columns of three. The number and position of the raised dots in a cell represent different letters, numbers, and symbols. Braille can be written manually using a special slate and stylus and can be typed on a braille typewriter. Braille can also be composed on a computer using specialized word processing software. Braille printing (known as braille embossing) uses specialized printers and sturdy paper designed to hold the shape of thousands of hammered dots.

Who invented braille and when?

Braille was invented in France by Louis Braille in 1824, and first published in 1829. It was derived from an earlier, cruder form of tactile writing known as night writing.

What types of braille are there?

There are numerous braille codes, each one using 63 possible dot combinations in different ways. For example, Unified English Braille (UEB) has two grades, each one allowing different levels of contraction and compactness (somewhat like the difference between regular writing and shorthand). Some codes expand the cell to allow eight dots, permitting up to 255 possible combinations. This is necessary for complex applications like advanced mathematical expressions and scientific notation.

Is braille the same in all languages?

Most languages have their own braille code. Usually, a language’s braille alphabet at least partially corresponds to the original French code’s use of the Latin alphabet to allow relatively consistent international usage. Some languages, like Korean and Japanese, use braille codes that are very different from Latin-based codes.

Why is braille literacy important?

While the use of screen readers has greatly increased in recent years, especially with the availability of built-in voice recognition software in computers and smartphones, braille reading skills remain highly important for educational and professional purposes. Braille text conveys spelling and grammatical constructs, vital for both business and interpersonal communication. Also, screen readers are quite cumbersome for reading (and more importantly, understanding) complex math and science expressions (like multi-line equations and long chemical formulas). Learning proper math and science braille codes allows a reader to work with complex information much more effectively.

How long does it take to learn to read braille?

Generally, learning braille takes a few years, but this is greatly affected by many factors. Simpler braille codes (UEB Grade I) are easier to learn, whereas learning contracted braille (UEB Grade II) takes longer to read comfortably. As with most language learning, younger students tend to pick up braille quicker. Reading braille is also easier for people with high fingertip sensitivity.

Why are tactile graphics important for braille?

Just as a picture is worth a thousand words to a sighted individual, a tactile graphic provides similar value to braille readers. Like any written language, braille communicates words but not images. Maps, tables, diagrams, and even photos can be converted into tactile graphics and used to efficiently convey information that would otherwise take paragraphs, if not pages, of braille.

Example for Use of Braille

High school and college students who are blind or visually impaired study a wide range of subjects, many of which require precision and understanding of complex concepts. For subjects like calculus and chemistry, students uses Nemeth math code to quickly read and absorb complicated equations. This type of STEM concept is poorly suited for audiobooks (since reading a long equation aloud is slow and tedious, and also introduces ambiguity when handling characters like a hyphen, dash, or minus sign). Braille books enable fast reading and review of text-heavy content (like novels and textbooks) without the difficulties of navigating an audio file; the reader can skip over a whole page or flip through the book, just as a non-disabled reader would do with a print book.

Tactile Graphics

Tactile graphics for those who are blind or visually impaired are a vital accompaniment in braille text materials, enabling readers to easily understand maps, tables, and other illustrations.

Tactile graphics certainly can be used as a stand-alone tool for accessing complex visual information. However, the learning experience is significantly improved when tactile graphics are combined with other products such as hard copy braille and/or Digital Talking Books. Currently, people with print disabilities have very limited access to math and science material. Tactile graphics are a proven tool for learning these subjects.

Tactile graphics significantly impact blind people who need access to complex visual information such as a flowchart contained in a textbook or the floor plan of a building.

In the Classroom

  • Math and Science
  • Geography and History
  • English (i.e., sentence diagrams)

At Work

  • Process Flowcharts
  • Training Diagrams
  • Travel Maps (i.e., bus and subway routes)

Common Questions and Answers about Tactile Graphics

What are tactile graphics?

Put simply, tactile graphics are pictures you can feel. They can be made in many different ways. Gluing string onto a piece of paper to make a circle is a form of tactile graphic. Many tactile graphics are produced on printers, either by embossing raised lines (like strings of braille dots) on paper or by using special inks that solidify to form raised structures.

Do you have to learn to read tactile graphics like braille?

Generally speaking, yes. Even if the graphics don’t use braille labels, some practice is required to get a full sense of a complex graphic. Of course, some graphics (like simple shapes) are easy to work with, but many graphics have more challenging elements. Maps often use a wide range of textures. Large images require the reader to gradually build a mental record of bits and pieces of the graphic as their fingers explore the page. Three-dimensional objects represented in flat graphic form (like cubes and pyramids) require an understanding of perspective drawing methods.

Why are tactile graphics used in combination with braille?

Braille readers require braille labels and captioning of tactile graphics just as a sighted individuals would read titles, labels, and legends on printed material. Braille in combination with tactile graphics is the most effective means of accurately conveying information from an original graphic.

Are tactile graphics in education critical for blind and visually impaired students?

Yes, absolutely. As with any written language, braille communicates words, but not images. Maps, tables, diagrams, and even photos can be converted into tactile graphic format and used to efficiently convey information that would otherwise take paragraphs, if not pages, of braille.

Example Use of Tactile Graphics

Learning even basic geography is nearly impossible without maps; simply hearing about borders, coastlines, and terrain features is no substitute for seeing (or touching) them. When students who are visually impaired or their instructors request equal-access materials, tactile graphics are a standard part of the braille conversion process. Graphics are converted and tactile graphics are produced at the same time a book’s main text is converted to braille, so that braille transcribers and graphic artists can work together to ensure that the content is accurately translated and properly arranged. Each graphic is first printed as a single master and carefully proofread. After approval, the graphics are mass produced, collated, and bound together with braille pages to create a single volume that (like a conventional textbook) combines both text and graphics. Without tactile graphics, blind and visually impaired students would be at an enormous disadvantage scholastically.

Laws and Acts regarding Accessible Documents

Various acts and laws cover the need for accessible documents to ensure equal access and communications with individuals with disabilities, including:

  • 21st Century Communications and Video Accessibility Act (CVAA)
  • Individuals with Disabilities Education Act (IDEA)
  • Section 508 & Section 504 of the Rehabilitation Act
  • Americans with Disabilities Act (ADA)

These cover virtually all venues, including public and private education, both for K-12 and higher education, virtual education, healthcare services, government services, government employment settings, various public transportation services, and legal and law enforcement services.

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