Easy Read Documents Procedure

Participant Support Procedures > Easy Read Documents Procedure

Authorised by Chief Executive Officer

Issue Date: 18 June 2018

Kyeema acknowledges that some people have difficulty reading and understanding written information. The organisation has a responsibility to ensure that information is provided to participants and their families in an accessible format.

One of the ways this is done is by using Easy Read documents using a clear format, simple language and pictures.

Procedure

Easy Read information may benefit those who:

• have a learning disability

• have low literacy levels

• use English as a second language

• have vision impairment

Some people will be able to read Easy Read information independently but others will require someone to facilitate the information.

VALID (Victorian Advocacy League for Individuals with Disability) has many accessible publications such as Human Rights posters, Service Standards posters and Meeting Agenda formats available at no cost via their website at www.valid.org.au

Writing a document

1. Think about the audience – who are you writing this Easy Read information for?

2. Understand the content of the document. Ask more questions from the source if you need to clarify information such as does the information have a short life or long life?

3. Think about what the final product needs to look like. Is it a pamphlet, a conference flyer, report, or a research summary?

4. Is it part of a set of other accessible documents of the same information? If yes then the Easy Read version needs to look like it belongs to the set – same quality, similar cover design and style.

5. Set an appropriate timeframe for making sure you can achieve each step of the process and involve people with learning disability.

Getting started – some of the rules for writing Easy Read information

Page set up

1. Use wide margins.

2. Justify all of your writing to the left.

3. Keep the pictures to the left of the writing.

4. Use at least 1.5 spacing between lines.

5. Number the pages at the bottom right hand side.

6. Use large font: at least size 16.

7. Use a clear font like Arial.

8. Usually 4-5 pictures to a page is the maximum.

9. Use wide spaces so the information is clear.

10. Use numbers not the words for numbers: 8 not eight.

11. Do not use text boxes as they are hard to adjust formatting.

How to organise a document

1. Have one idea per page.

2. If translating from another document group all the same topic of information together in the Easy Read translation to make it easier for the reader.

3. Use headings and subheadings. Use colour, bold and large font to highlight information. Always use the same font across all the headings.

4. Always finish a word on the line.

5. Always finish a sentence on the same page.

6. Always finish a paragraph on the same page.

Using images

Images support and add meaning to words.

• Use symbols, pictures, photos or drawings.

• You can purchase “picture kits” or use free communication pictures such as those found in Word’s Clipart

• Make sure the pictures are relevant and age appropriate.

• You don’t have to have a picture for each bullet point you can have one just for the main point.

• Don’t put pictures over the words.

• When using photos make sure they are up to date and clear with not too much in the photo. Be aware photos date quickly.

• Make sure you use freely available images or make sure you have the right to use them.