Accessible documents at Coventry City Council
This policy explains how accessible the documents we publish on www.coventry.gov/uk are. It covers PDFs, spreadsheets, presentations and other types of document. It does not cover content published on www.coventry.gov.uk as HTML: the main accessibility statement covers this.
Using our documents
We publish documents in a range of format.
We want as many people as possible to be able to use those documents. For example, when we produce a document we make sure to:
- provide an HTML option where possible
- tag headings and other parts of the document properly, so screen readers can understand the page structure
- make sure we include alt text alongside non-decorative images, so people who cannot see them understand what they’re there for
- avoid using tables, except when we’re presenting data
- write in plain English
How accessible our documents are
New documents we publish and documents you need to download or fill in to access one of the services we provide should be fully accessible.
However, we know that some of our older documents (published before 23 September 2018) are not accessible. For example, some of them:
- are just photocopies and are not marked up in a way that allows screen reader users to understand them
- are not tagged up properly - for example, they do not contain proper headings
- are not written in plain English
This mostly applies to our FOI response archive. These types of documents are exempt from the regulations, so we do not currently have any plans to make them accessible.
But if you need to access information in one of these document types, you can contact us and ask for an alternative format.
What to do if you cannot use one of our documents
If you need a document we’ve published in a different format:
- email email@example.com
- call 024 7697 8000
We’ll consider the request and get back to you in 15 working days.
Reporting accessibility problems with one of our documents
We’re always looking to improve the accessibility of our documents. If you find any problems not listed on this page or you think we’re not meeting accessibility requirements, contact: [provide details of how to report these issues to your organisation, and contact details for the unit or person responsible for dealing with these reports].
The Equality and Human Rights Commission (EHRC) is responsible for enforcing the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018 (the ‘accessibility regulations’). If you’re not happy with how we respond to your complaint, contact the Equality Advisory and Support Service (EASS).
Technical information about the accessibility of our documents
We are committed to making our documents accessible, in accordance with the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018.
Non accessible content
Non compliance with the accessibility regulations
A few of our older documents have diagrams. These images do not have a text alternative, so the information in them is not available to people using a screen reader. This does not meet WCAG 2.1 success criterion 1.1.1 (non-text content).
When we publish new documents we’ll make sure our use of diagrams meets accessibility standards.
Content that’s not within the scope of the accessibility regulations
Many of our older PDFs and Word documents do not meet accessibility standards - for example, they may not be structured so they’re accessible to a screen reader. This does not meet WCAG 2.1 success criterion 4.1.2 (name, role value).
Some of our PDFs and Word documents are essential to providing our services. For example, we have PDFs with information on how users can access our services, and forms published as Word documents. By September 2020, we plan to either fix these or replace them with accessible HTML pages.
The accessibility regulations do not require us to fix PDFs or other documents published before 23 September 2018 if they’re not essential to providing our services.
Any new PDFs or Word documents we publish will meet accessibility standards.
How we tested our documents
We last tested a sample of our documents on 8 August 2020. The test was carried out by SiteImprove.
We tested all our documents.
What we’re doing to improve accessibility
This page was prepared on 12 August 2020. It was last updated on 18 October 2022.