Alternate Formats: Refers to the production of standard print and/or electronic
documentation, including access to information, in a non-traditional manner.
Alternate Formats in the Township of Uxbridge include:
Accessible Adobe Acrobat PDF - (portable document format) An
electronic means of presenting information in order to enable
various computer programs to convert the information into a
HTML - Hyper Text Mark-up Language is an electronic means of
presenting information in order to enable various computer
programs to convert the information into a "readable" format.
Rich Text- Editable text with character and paragraph format
attributes that may be different for each character and paragraph of
the text object.
Microsoft Word Document -files commonly used as the standard
text format due to the transferability and versatile readability of the
Large Print - The enlargement of the point size for the contents of
the print documents in order to enable use by persons with various
degrees of visual impairment.
Barrier: An obstacle that prevents a person with a disability from fully
participating in all aspects of society because of his or her disability, including a
physical barrier, an architectural barrier, an information or communications
barrier, an attitudinal barrier, a technological barrier, a policy or a practice;
Disability: Under section 10(1) of the Human Rights Code, “Disability” means:
any degree of physical disability, infirmity, malformation or
disfigurement that is caused by bodily injury, birth defect or illness,
and without limiting the generality of the foregoing, including
diabetes mellitus, epilepsy, a brain injury, any degree of paralysis,
amputation, lack of physical co-ordination, blindness or visual
impediment, deafness or hearing impediment, muteness or speech
impediment, or physical reliance on a guide dog or other animal or
on a wheelchair or other remedial appliance or device;
(ii) a condition of mental impairment or developmental disability;
(iii) a learning disability, or a dysfunction in one or more of the;
processes involved in understanding or using symbols or spoken
(iv) a mental disorder;
(v) an injury or disability for which benefits were claimed or received
under the insurance plan established under the Workplace Safety
and Insurance Act, 1997
Disability does not include a minor or common medical condition such as the
cold, flu or minor backache that arises from the stresses, pains and
inconveniences of everyday life. Disability may be temporary, short-term, long-
term or permanent.
Undue Hardship: The factors to be taken into account in assessing undue
hardship in the Township are:
outside sources of funding, if any;
(iii) health or safety factors, such as when a proposed accommodation
would unduly endanger the safety of the employee and/or other
Factors that cannot be used to justify undue hardship include business
inconvenience, employee morale, and customer preference.
“The Corporation of the Township of Uxbridge is committed to providing quality
goods and services that are accessible to all persons that it serves”
The Alternate Formats policy applies to all Township employees and persons
with disabilities. The policy also applies to all materials produced by the
Township. The policy is meant to serve as a compliment to the extensive list of
Township Policies and other integration and inclusion initiatives.
Should an employee or member of the general public with a disability require
alternate formats of communications; the Township will make every possible
effort to accommodate those needs short of undue hardship to the Township. In
order to accommodate certain requests and services, the person requiring
alternate formats due to a disability will be required to provide advance notice to
The cost of the production of alternate formats will be covered by the Township.
Where a person with a disability requests a document in alternate formats, the
Township will provide the document, or the information contained in the
document, in a timely manner, in the format that is requested and that takes the
disability into account.
Senior Management are responsible for:
(i) Ensuring the implementation of this policy;
(ii) Ensuring that all employees are provided information about the
rights and obligations of the Township with respect to alternate
formats, pursuant to the Ontarians with Disabilities Act, 2001 and
the Accessibility for Ontarians with Disabilities Act, 2005.
Employees and members of the General Public who require alternate formats are
(i) Identifying as soon as possible any alternate formats needs that
relate to their ability to perform job duties, participate fully in the
workplace or comprehend corporate documents;
(ii) Use the Township of Uxbridge “Request for Alternate Formats”
form to request accessible corporate documents.
Employees responding to a public request for alternate formats are responsible
(i) Making every effort to provide services that best meet the
requirements of the requestor;
(ii) Responding to the request within a reasonable timeframe.
The Alternate Formats policy applies to all materials and
communications produced by the Township of Uxbridge for
release to the public or staff whether produced in house or
on behalf of the Township. The alternate formats policy
does not apply to unconvertible information and information
that the Township does not control directly or indirectly
through a contractual relationship.
All Township documents shall be created in an accessible
format using the “Township of Uxbridge-Guide to Accessible
Alternate Formats” attached hereto as Appendix A.
Furthermore, all Township documents shall be created using
Arial Font, with body text being no smaller than 12 point and
footer text being no smaller than 10 point;
All corporate documents including feedback mechanisms
and information that the Township controls directly or
indirectly through a contractual relationship shall feature the
“Alternate Formats” clause as per the Township of Uxbridge-
Alternate Formats Policy:
“Township of Uxbridge documents are available in
alternate formats upon request. Please fill out the
Request for Alternate Formats Form at
or contact the Accessibility
Coordinator at 905-852-9181 ext. 209 or at
If it is determined that information or communications are
unconvertible, the department shall provide the person
requesting the information or communication with:
an explanation as to why the information or
communications are unconvertible;
a summary of the unconvertible information or
Requests for Alternate Formats shall be made using the
“Request for Alternate Formats Form (Appendix B) and
honoured in a practical manner depending on the media
chosen, the size and complexity of the document, the quality
and source of the documents, the feasibility of the request
(including the cost) and the number of documents to be
At all times throughout the alternate formats procedure
Senior Management holds the position of authority and
responsibility, the Accessibility Coordinator only acts in a
consulting or liaison role.
Conversion to alternative formats shall be processed in-
house whenever possible. When a request for documents in
alternate formats can not be processed in-house; the
department of origin will be responsible for the cost of
conversion, materials and distribution.
If it is determined that the format requested is not feasible,
other alternative methods of providing the information shall
be explored that will meet the needs of the person with the
disability and be agreed to by both the individual and the
In the event that the Township of Uxbridge needs to charge
for a document, the cost will remain the same for methods of
duplication or conversion which are similar in nature and
according to Township of Uxbridge Fee By-law
TOWNSHIP OF UXBRIDGE
GUIDE TO ACCESSIBLE
TOWNSHIP OF UXBRIDGE GUIDE TO ACCESSIBLE
TABLE OF CONTENTS
Creating Accessible Documents – General
Creating an Accessible Word Document
Making Word Forms Accessible
Making Scanned Documents Accessible
Setting Document Security That Permits
Creating Accessible Documents
A document is accessible if it can be used by people with disabilities.
Accessibility features in Adobe Acrobat 9 and 10 make it easier for people
with disabilities to use PDF documents and forms with assistive
software/devices like screen readers, screen magnifiers, and Braille
printers. By creating accessible Word Documents the Township will be
able to produce a variety of accessible formats for employees or the public.
Making PDFs accessible benefits all users so it’s a good practice to
follow in general. The following are some general guidelines:
Use styles when formatting Word documents rather than character
formatting (Refer to Section 1 for instructions)
Use 12 point Arial font for body text and a minimum of 10 point Arial
font for footer text (Refer to Section 2 for instructions)
Add alternative text to graphics in your files (Refer to Section 3 for
Make sure the document has searchable text, not scanned text.
Scanned text must be converted using Optical Character Recognition
(OCR– Clerk’s Department) (Refer to Section 4 for instructions)
Form fields should be interactive (users can enter values) (Refer to
Section 4 for instructions)
Use navigational aids such as links, bookmarks, headings, a table of
contents, and a preset tab order for form fields (because these can be
accessed using a keyboard without relying on a mouse) (Refer to
Section 4 for instructions)
Ensure the security settings don’t interfere with a screen reader’s ability
to convert the on-screen text to speech (Refer to Section 4 for
Use a table editor (if available) to create tables, but not for whole file
design layouts (Refer to Section 4 for instructions)
Generate the PDF file with tags (set your PDF output preferences
option to tagged PDF) (Refer to Section 4 for instructions)
Check the results after generating a PDF (Advanced > Accessibility > Full
Check) and fix any errors as required (Refer to Section 4 for instructions)
Creating an Accessible Word Document
1) Use Styles to create heading formats: Title, Heading 1, Heading 2,
Heading 3, etc.
In Word 2003, go to Format > Styles and Formatting to reveal the styles
and formatting task pane.
In Word 2007, select the Home Ribbon and then the proper heading from
the Styles group.
2) Use 12 point Arial font text in the body of the document and a minimum
of 10 point Arial font text in footers. Avoid using text boxes in your
3) Add alternative text to word graphics and images. Alt text is descriptive
text that can be read by screen readers to describe graphics and images
that people with visual impairments cannot see.
In Word 2003, double click on an image or right click and select
the format picture dialog. Select the Web tab and enter the
In Word 2007, right click on an image and choose Size. Select the
Web tab and enter the alternative text.
Documents you may be interested
Documents you may be interested