Federal policies require that all communications with the public be accessible, courteous and effective, and that the differing communications needs of Canadians be taken into account. The Canadian Human Rights Act (CHRA) prohibits discrimination on the basis of disability in the provision of programs and services, and it requires that a citizen’s special needs arising from a disability be accommodated to the point of undue hardship.

Canadians who are print-disabled have special requirements with regard to communication with governmental organizations. Although federal initiatives have instructed federal departments and agencies to offer publications in multiple formats¹ on their websites, including PDF and HTML, not all blind, deaf-blind or visually impaired people have the necessary skills or equipment to access or read online information².  They require documents in alternative print or audio formats.

In 2005, the Canadian Human Rights Commission (CHRC) mandated Government Consulting Services to evaluate how effective Government of Canada departments and agencies were in providing quality publications in alternative formats (Braille and audio) to Canadians who are print-disabled due to a vision impairment.

The purpose of this review was to determine whether federal departments and agencies fulfilled the right to equitable access to print publications, and if the services provided were adequate. This report presents the findings, as well as additional background and contextual information that will enhance the reader’s understanding of the issues.

Objectives
The objectives of this study are twofold:

• provide objective baseline data on the availability, accessibility, effectiveness and quality of publications in alternative formats provided by federal institutions; and
• make recommendations for improving the provision and quality of publications in alternative formats for people who are print-disabled.

Scope
To ensure an objective and expert review of the provision of publications in alternative formats by federal institutions, this review included the following:

• hiring qualified experts to conduct the testing who understood the communications needs of people who are blind, who could read various forms of Braille, and who had experience in evaluating Braille and audio formats of publications; and
• evaluating a sample of federal institutions to determine whether they provided publications in alternative formats and whether these texts were of good quality.

Report Structure
The Background section provides information on statistics related to persons with vision impairments, various types of alternative formats and available technology.

The Legislative and Policy Authorities section examines applicable legislation and policies, and attempts to identify some of their limitations.

The Approach and Methodology section describes this project in more detail, especially the steps taken to conduct this review.

The results of this review, key observations and best practices upon which the analysis was developed follow. Key recommendations complete the report.

The appendices provide additional background and context: Appendix A lists the federal institutions governed by the Financial Administration Act (FAA); Appendix B briefly describes the groups consulted and their missions; Appendix C presents the response form used to analyze the publications in alternative formats; Appendix D provides a glossary of abbreviations; and Appendix E is a list of select resources.

1 In the context of this report, the term “multiple formats” refers to all formats, including conventional print and web-based formats. Specific formats of publications, such as Braille, large print or audio, are referred to as “alternative formats.”
 
2 According to the Canadian National Institute for the Blind, only 23 percent of its clients have access to the Web.