Reigate & Banstead Accessible Documents Policy
This accessibility statement applies to documents published on the Reigate & Banstead Borough Council website.
We publish documents in a range of formats, including: PDF, Word, Excel, CSV and PowerPoint.
We want as many people as possible to be able to use our documents. For example, when we produce a new document on our website we make sure to:
- use HTML format wherever possible
- tag headings and other parts of the document properly so screen readers can understand the page structure
- make sure we include alternative text alongside non-decorative images, so people who can’t see them can understand what they’re there for
- avoid using tables, except when we’re presenting data
- use plain English that is understandable by all
How accessible our documents are
Any document published on our site after 23 September 2020, or that is deemed to be essential for the user to access our services should be in a format that is fully accessible. It will either be in HTML or will have passed accessibility checks in Adobe Acrobat Pro (PDF) or Word, Excel and PowerPoint.
However, we know that some of our older documents are not accessible. For example:
Documents published after 23 September 2018
We are aware that some of the documents on our website published after 23 September 2018 do not pass the WCAG 2.1 accessibility guidelines. We have a roadmap in place to continue to republish documents as HTML or fix those that need to remain as PDFs or other document formats.
We had hoped that all documents published after 23 September 2018 would be accessible by 23 September 2020, but after disruption due to COVID- 19 across the organisation our timelines have needed to be adjusted.
All of the documents published after 23 September 2018 that are not yet fully accessible have undergone a formal PDF assessment process. We are using this assessment to prioritise our work to fix the documents.
In the meantime, anyone who has difficulty accessing any of our documents can contact us and ask for an alternative format, or individual support.
Of the documents published after 23 September 2018 we have highlighted some that we feel constitute a disproportionate burden to fix.
These decisions have been based on the formal PDF assessment, which considers the amount of time and/or cost it will take to fix the document against the amount of active usage the document receives, as well as when an update is next due.
We have deemed that any document that still requires fixing, that was published between 23 September 2018 and 23 September 2020 and has been downloaded less than an average of once per month, is considered a disproportionate burden to fix. This will allow us to focus our resources on supporting the wider organisation to ensure all its new and actively used documents are made accessible.
99 documents on our website are affected.
Our download stats are reviewed quarterly, so if any of these receive more active usage over a time period they will be reassigned to our fix roadmap and made into either HTML or an accessible PDF.
Documents published before 23 September 2018
Documents on our website published before 23 September 2018 that are deemed not to be essential for the user are exempt from the WCAG 2.1 guidelines. We don’t currently have plans to make these documents accessible as we will be concentrating on fixing more recent documents.
Anyone who has difficulty accessing any of our documents can contact us and ask for an alternative format, or individual support.
Reporting accessibility problems with one of our documents
We’re always looking to improve the accessibility of our documents. If you find any problems that aren’t listed on this page or you think we’re not meeting accessibility requirements please contact us:
Email: [email protected]
What we’re doing to improve accessibility
We’re improving accessibility by carrying out accessibility checks on all our new documents.
We’re reviewing the accessibility of older documents that are covered by the accessibility regulations, starting with the ones which are being used the most and getting the highest number of unique page views.
We are developing a range of accessible documents templates for our staff to use and have an external partner in place to help us train staff across our entire organisation in how to create accessible documents.