Victorian Government accessible communications policy

Purpose

This is the Victorian Government accessible communication policy. In this document it will be referred to as 'the policy'.

The policy sets out the rules for communicating in a clear and direct way that is easy to understand. This is so that all Victorians – no matter their ability – have equal access to Victorian Government information.

Scope

The policy applies to all Victorian Public Service and Special bodies as defined by the Public Administration Act 2004 (Vic). This includes decision makers, workforce participants, employees, contractors, consultants, IT vendors, volunteers and any individuals or groups undertaking activity for or on behalf of the body.

In the policy, we call all workplace participants ‘staff’.

This policy is relevant to staff working in all disciplines. It is not a policy just for communications staff although they are a good place to go to if you have questions on the policy.

This policy applies to all internal and external communication and information sharing activities including:

• public-facing websites, subsites, intranets and extranets
• social media
• multimedia (video, audio, still images)
• digital content creation
• advertising (radio, TV, print, online, outdoor etc.)
• newsletters and EDMs (electronic direct mail)
• media releases if they are published online
• documents and presentations (PDFs, Word, PowerPoint, Excel)
• online forms and surveys
• closed client systems (learning management system, payment gateways)
• public-facing native apps.

Content in scope

This policy only applies to content published (online or in print) after the policy takes effect.

Every two years, each department or agency will review their intranet and websites. During this review, they will assess existing content against this policy and update, remove or archive it.

Content and publications created before this policy was introduced, like old annual reports, are not required to follow it. However, no other exceptions apply.

The Victorian Government commits to open and inclusive communication principles. This means having information and services available to every individual no matter their ability, culture, or environment.

We understand that everyone may have different ways of communicating. We must consider the diverse range of needs of our users, including auditory, cognitive and neurological, physical, speech and visual considerations.

We aim to meet the communication needs of audiences. This means all people can easily access, understand and engage with our content.

The standards that all Victorian Government staff must follow or adhere to are:

• Whole of Victorian Government (WoVG) style guide
• International Plain Language Standard – access through Victorian Government Library Service (VGLS login is required but is free to sign-up)
• Current version of the Web Content Accessibility Guidelines (WCAG)
• Brand Victoria guidelines.

Victorian Government style guide

The Victorian Government has a style guide to make sure all departments write and create content in the same way. The Victorian Government style guide sets out the way we speak with our audience including:

• grammar
• punctuation
• formatting
• tone of voice
• use of language.

The Victorian Government style guide mostly follows the Australian Government Style Manual. It also provides guidance on common style queries unique to the Victoria Government.

All activities listed under the ‘scope’ section must be created according to the style guide.

Sticking to the style guide means our content will be consistent. This means people will know what to expect from us.

Brand

All Victorian Government communication and advertising must follow the guidelines set out in Brand Victoria.

Brand Victoria is the look and feel (graphics, typography and navigation) for the Victorian Government. If you produce anything for the State Government of Victoria – including an agency or statutory body – you must follow these brand guidelines.

It provides an overview of how the combination of brand elements has an important role in accessibility. It also has detailed information on the accessibility colour palette, with recommended font sizes.

By following the Brand Victoria guidelines and picking colours from the approved palette and themes you can ensure content will be ‘accessible by design’.

We often use still images, graphics, icons and infographics to communicate. It is important to consider whether you need to use these images in your communication. If you do, it is important to make sure they are accessible.

When to use images

Your images must directly relate to the content and help you clearly communicate your message. It must add value beyond simply being decorative. Only include images that visually support your text, explain complex concepts or provide context.

Images of text

Do not use images of text. They are often inaccessible and hard to read on small screens. Use actual text instead to ensure readability. If text in an image is necessary, provide the same information in an accessible format, such as a caption or alt text.

Alt text

Alt text (alternative text) is a brief description of the image. All images must have alt text provided.

For more information, Microsoft Office has a helpful article on everything you need to know about alt text.

Colour contrast

Colour is an important part of visual communication but can present challenges for users with colour vision impairments.

Do not rely solely on colour to convey meaning. Instead, use patterns, labels, or text alongside colour to ensure the message is clear to all users.

It is also important to make sure the colour contrast between text and background meets accessibility standards.

Use free products like the WebAIM colour contrast checker to make sure you have the required colour contrast.

An alternate format is any different way of presenting print information. This could be audio, braille, large print or Easy Read. If requested by someone, every printed publication must be available in all these formats.

The following statement must be included in all printed publications:

“To receive this document in another format such as large print or audio, phone [insert contact name and contact phone number] or email [insert contact name and contact email address].”

The National Relay Service(opens in a new window) is available as a phone solution for people who are d/Deaf or have a hearing or speech impairment. It's available 24 hours a day, 7 days a week Australia-wide. All calls are confidential.

Producing alternate formats

Creating alternate formats of print documents is a specialised skill. It’s important to engage a qualified professional to produce them.

All alternate formats must be prepared so all meaningful text, imagery, audio, diagrams and references found in the original are accessible.

Video and audio

All new videos produced by Victorian Public Service bodies and Special bodies must include closed captions. If you use auto-generated closed captions make sure to check they are correct before publishing your video. It is good practice to also provide a transcript of your video.

All audio produced by Victorian Public Service bodies and Special bodies must have a transcript accompanying it.

Auslan and audio description

Auslan is the sign language of the Australian Deaf community. It is a visual-spatial language. It is not just English expressed through hand signs and facial expressions. For some people who are d/Deaf, Auslan is their first language.

Audio description is added narration to a video providing details on the movements, gestures, props, settings, costumes and scenery. The audio description is woven between the dialogue. It is important for people who are blind or live with low vision and can also be helpful for people who need help to understand what is being shown on screen.

This policy details the minimum requirements for video produced by Victorian Public Service bodies and Special bodies. You should consider when producing video whether a version with an Auslan interpreter should also be produced and if you should include audio description.

PDF files and web pages

PDF files are a common file type but are hard to make accessible.

Web pages are the best way to present information online. It is the most accessible format, is easier to view on mobile phones and is good for search engine optimisation.

All content on websites should be presented as web pages. Where possible, a PDF file will only be uploaded if there is another version also provided. This other version could be a web page or a Microsoft Word document.

If you have a PDF that can’t be uploaded as a web page and you can’t provide a second version, contact your strategic communications team and/or digital publishing team to discuss options.

Microsoft Word can be made more accessible than other file formats. It’s important to remember, you still need to check your document is accessible. You can do this using the Accessibility Checker.

Note: once you have created a web page version of your document, that is the accessible version. You do not need to provide anything further.

All staff of Victorian Public Service and Special bodies are responsible for creating accessible information and communication. Departments and their respective agencies should make training available to staff to make sure staff have the skills to do this.

A ‘roles and responsibilities’ matrix is provided at Appendix 1.

Your strategic communications team and/or digital publishing team can answer any questions you might have about the policy and your obligations.

Policy review

The Department of Premier and Cabinet will review the accessible communication policy every two years from endorsement.

Appendix 1 — roles and responsibility matrix