What is Accessible Format and Communication Support?
Accessible Format and communication support ensures that all individuals can access and understand all the information that is needed.
This can include but not limited to:
Large print, brail, accessible PDF, and word documents
Audio formats, or videos with closed captioning
Use of plain language
Communication support such as ASL interpreters, communication boards, or reading assistants
Accessible Format Request Guidelines
Microsoft (MS) Word format or HTML format.
Who can Request?
Any staff, student, faculty member, or visitor of Trent University who requires information within an accessible format or communication support, is encouraged to submit a request.
How to make a Request?
Contact Trent University Equity and Human Rights Office a method listed below
Let us know the information or document you need
Let us know your preferred format or support.
We will confirm the request and work with you to meet your needs in a timely manner.
Accessible Documents FAQ
What is an accessible document?
The term “accessibility” can be applied to a range of issues and topics; in this context, we are referring to creating accessible documents, which meet the needs of people with different disabilities including those with visual, learning and cognitive disabilities. Some of these individuals will use assistive technology to access information such as devices that magnify text, read the text aloud or allow the person to adapt the appearance of text (i.e. colour and contrast changes). We need to make documents that allow for use of these technologies or other strategies that individuals may use to access information.
Why create accessible documents?
Improving accessibility (of documents, facilities, etc.) promotes inclusion, dignity and equal access to opportunities.
In Ontario, we also have a legislated obligation to provide access to information, through the accessible formats provisions of the Accessibility for Ontarians with Disabilities Act (AODA). The Information and Communication Standard of the AODA requires us o provide accessible formats and communication supports, upon request. As an educational institution, Trent also has obligations to provide educational material in an accessible format, upon request; this includes accessible formats of student records, program information, and materials used for educational purposes. There are specific obligations for libraries of educational institutions to provide print as well as digital and multimedia resources in an accessible format when requested, with some exceptions. Also, under the AODA Information and Communication Standard are requirements for websites and web content; this includes documents on the web.
The Ontario Human Rights Code also requires that Trent accommodate disability-related needs including those relevant to education, housing and employment.
Do all documents posted on Trent’s website need to be accessible?
According to the AODA, as of January 1, 2014, Trent was required to ensure that all new websites and web content including documents posted to the external (public-facing) website met Web Content Accessibility Guidelines (WCAG) 2.0 Level A criteria. As of January 1, 2021, all websites and web content that have been posted after January 1, 2012 need to meet WCAG 2.0 Level AA criteria. There are exceptions in the AODA made for captioning of live-streamed content and for audio description of pre-recorded content.
Do documents posted on Blackboard or the portal need to be accessible?
Given that the portal, including Blackboard, is accessed by password protection and is not available to the public, it is considered the internal “intranet” as opposed to “internet.” Public sector organizations such as Trent, are not required under the AODA, to make intranet sites accessible, but are required to provide any content, when requested, in an accessible format. Despite the lack of a legislated requirement, best practice would suggest that we strive to make all content accessible. Visit the Blackboard website for more information on the accessibility features available.
Do print or hard copy documents need to be made accessible?
Under Section 12 of the Information and Communication Standard of the AODA, Trent, as a public sector organization, is required to provide information in accessible formats, upon request; this could include requests for electronic or hard copy documents.
Can I have two versions of a document, one that is accessible and is not?
While this is an acceptable practice, it is often not considered “best practice”. The principle of integration, as it relates to accessibility means that goods and services should be available to persons with disabilities in the same way that they are for everyone else. Think of two lines at a bank. One may have a lowered counter with a chair while the other counters are higher. Although it is permissible to have two lines, one of which offers accessibility, it would be more inclusive if all counters were lowered to make them accessible. Similarly, with documents, it is possible to have two versions, but ideally, your main document is drafted from the start, to be accessible; this is also a less labour intensive approach for the document creator.
Timelines and Commitments
At EHRO we take each request seriously and provide the requested format as soon as possible. Timelines may vary depending on the nature and urgency of the request. Though we are committed to providing open communication and updates throughout the process.
Feedback
If you have feedback about an accessibility need, please fill out the form below:
Feedback Form
Contact Information
Email: humanrights@trentu.ca
Phone: 705-748-1011 Ext 6602
Mail: Trent University, 1600 East Bank Drive, Otonabee College, Room OC122, Peterborough, ON K9L 0G2
In-Person: Trent University, 1600 East Bank Drive, Otonabee College, Room OC122, Peterborough, ON K9L 0G2
What is the required timeline for providing an accessible document when it is requested?
The AODA indicates that requests must be met in a “timely manner.” Timelines for meeting the request may vary depending, for example, on the complexity of the format request and the resources available to the organization in meeting the request. For instance, requests for Braille conversion may require more time to produce than creating a large print format.
Who covers any costs associated with creating accessible formats at Trent University?
Student Accessibility Services works with students who request accessible course materials. Most often, for other types of documents, it will be the responsibility of the department/program that receives the request to provide an accessible document and as such, they are required to cover any costs associated with creation or production of the accessible document. Staff members at Trent’s Centre for Human Rights, Equity and Accessibility (CHREA) are available to consult on how to meet a request, but CHREA does not cover costs of producing accessible documents. For more information, please see the Accessible Formats Request Guideline. The cost cannot be passed onto the individual who is making the request.
Is it possible that some information cannot be converted to an accessible format?
Yes, the AODA does make provisions for “unconvertible information.” Examples of such information may relate to format such as x-rays or challenges in conveying visually complex information such as scientific diagrams. When information cannot be converted, Trent is required to work with the person making the request to provide both an explanation of why the information cannot be converted to an accessible format and to provide a summary of the requested information in a format that meets the needs of the individual.
Where can I go to learn more about making documents accessible at Trent University?
Trent’s EHRO offers a range of options for gaining more information on creation of accessible documents, which have included workshops, departmental consultation and drop-in hours. Please contact CHREA at access@trentu.ca or 705-748-1011 extension 6602 to learn about current offerings for accessible document supports.
Where can I go for information on website accessibility at Trent University?
Trent University’s Communications department has a website, which provides information on creating accessible websites and web content.