MANCHESTER METROPOLITAN UNIVERSITY
STUDENT & ACADEMIC SERVICES
LEARNER DEVELOPMENT SERVICE
Guidelines and procedure for alternative formats
MMU believes that disabled students have the right to be able to participate fully in
the educational opportunities that the University offers. The Learner Development
Service has created this document to assist colleagues in the production of
accessible documents which can then be easily transferred into alternative formats
as required.
Clear Print:
 A clearly designed and easy to read document will convey your essential
information to everyone who reads it and in the process can convey a positive
view of the originating individual or organisation.
 Standard text size should be 12-14 point, preferably 14 point, which is known
to be accessible to a wide range of individuals and will minimize requests for
alternative formats
 The font you choose should be clear; avoid overcrowded text, distracting
visual gimmicks and anything stylized or ornate as this can be difficult to read.
The Learner Development Service uses Arial font as standard.
 All body text should be left aligned. This makes sure that the spaces between
words are consistent making text easier to read, particularly for partiallysighted individuals.
 Use bold sparingly only highlight a few words rather than a whole paragraph.
Keep the text layout clear, simple and consistent. Headings should be
consistently formatted, clear and distinct from the paragraphs they reference
but in close proximity so that they remain associated to the main body of text.
 Try to avoid using blocks of capitalized letters, italics or underlining as this is
generally harder to read. Use of underlining is discouraged other than for
hyperlinks.
 Avoid laying text over images which makes the text difficult to read. Images
should be described by means of a caption or verbally described for
individuals who may be unable to see the detail of the image. This will make
the document and information more accessible for blind or partially-sighted
individuals.
 Ensure the paper is thick enough to prevent text showing through from the
other side of the page. Using paper with a matt finish will stop glare from the
paper when reading.
 Ensure the contrast between the text and background is as high as possible,
however black text on white paper can cause visual disturbance when reading.
The British Dyslexia Association suggests cream or pastel coloured paper.
Coloured paper can be ordered from reprographics.
 Avoid using green and red/pink as these are the colours which often cause
difficultly for colour-blind individuals.
 All text should be the same orientation on the page. This will make the
information easier to read for partially-sighted people and those using
magnification software.
 The quality of original of charts, graphs and other images should be sufficiently
clear to ensure that when enlarged, they remain clear.
 Adjacent columns of text can create challenges for partially-sighted people,
especially where the gap between columns is not clear and distinct. When
using columns, always leave a reasonable gap to prevent people (and
scanning technology) from reading across the gap.
 Keep an electronic version of all documents to ensure that accessible formats
can be created easily when required.
 Avoid sentences which starts on the last line of a page (Widow) or the tail end
of a sentence or paragraph which is at the top of a page on its own (Orphan).
This will cause difficulty for individuals using magnifying and/or scanning
technology.
Large Print:
 Documents are generally considered to be large print if the font is 16 point or
higher. Large print headings should be in at least size 18 font.
 One size is not suitable for all. Always ask a partially-sighted person to clarify
their individual needs.
 In house documents should only be enlarged to the appropriate size using a
photocopier if a high standard of quality can be maintained. Communicate
with individual students to ensure that this is a suitable method for them.
Where enlarging using a photocopier does not provide a document of
sufficient quality, the document will need to be re-formatted using the original
electronic copy.
 If enlarging a document does not meet the individuals’ needs, a discussion
should take place with the individual to establish a suitable alternative such as
Braille, audio tape (http://www.rnib.org.uk) or tactile diagrams
(http://www.nctd.org.uk)
Braille / Tactical Diagram Format / Audio Format
 Individuals using assistive technology e.g. reading software on their laptops
should, wherever possible, be offered information via WebCT, email or on a
data stick.
 When information is not suitable or available electronically, the information
could be presented via an audio recording (www.rnib.org.uk), Braille
(www.rnib.org.uk) or tactile diagram (http://www.nctd.org.uk).
 Individuals can request larger documents or books from the RNIB. Disabled
Students can claim funding from Disabled Students’ Allowances (DSA) and
should be referred to the Learner Development Service. Disabled members of
staff should contact their HR Adviser about the possibility of applying for
support from the Access to Work Scheme.
Subtitles:
Blueberry Flashback Technology can be used to put an audio voice-over onto
presentations e.g. PowerPoint. Contact ICTS icts.helpline@mmu.ac.uk for advice
on using this software. Subtitles can be put onto TV recordings using Blueberry
Technology. If a BBC programme is being used, a subtitled copy of the programme
can be requested directly from the BBC.
Transcriptions:
There is a list of transcription agencies on the RNIB website http://www.rnib.org.uk.
Some costs incurred for transcriptions, e.g. pre-entry or marketing materials etc.
must be met by the academic department.
Language Modified Papers:
Some deaf students may require language modified exam papers. This is to ensure
that the student gets equal access. Although the language and structure of some
questions may be changed, the meaning stays the same. Subject-specific
vocabulary is kept in bold as the student should know these words as part of their
studies.
 If a student requires a modified exam paper, contact Access Summit on 0161
275 0990 or email www.access-summit.org.uk to arrange this support.
 BATOD (British Association for Teachers of the Deaf) also have a list of
specialist teachers able to perform this task and you can contact them directly
by emailing: secretary@batod.org.uk
 For lecture materials, the individual department will fund the cost of this
service as it is considered a reasonable adjustment under the DDA.
 Individuals can request larger documents or books from the RNIB. Disabled
students can claim some funding from their Disability Student Allowance
towards the costs.
Specialist alternative format contacts:
Alternate tactile formats: another option for individuals who need to read by touch
but cannot read Braille. E.g. swell paper.
DAISY: the Digital Accessible Information System is a better way to publish and
read information and many consider this to be the future of accessible information.
Accessible images: For information conveyed in graphical or image form.
Sign Language Interpreters / Communication Support Workers:
 The arrangement and associated costs of interpreters for Open Days,
interviews and other pre-entry events are the responsibility of the organising
department.
 Before making arrangements for a Sign Language Interpreter or
Communications Support Worker, you should clarify the language needs with
the individual concerned, if necessary in writing, to determine their preferred
communication format, for example BSL Interpreter or Lip Speaker.
 To arrange the preferred communication support you will need to give a
minimum of 2 weeks notice.
 The Learner Development Service can assist students to apply for Disabled
Students Allowances. Disabled Students Allowances can be used to fund
interpreting costs (a maximum funding limit applies).
Interpreting Agencies:
IBS (Interpreter Booking Service) 0161 320 0400
RNIB 0845 685 8000
If you have any queries, please contact the Learner Development Service
Telephone 0161 247 3491
Email: learner.development@mmu.ac.uk
KWH – 03/2011