Serving with and Supervising People with Visual Disabilities
Service programs don't have to have experts on visual disabilities in order to create a welcoming environment for members and volunteers. For one thing, everybody's different. If your program has two members with visual disabilities, each will, most likely, have different preferences. You can make your program more accessible by being willing to communicate openly and work together with service members to develop accommodation solutions.
Etiquette
Language: "Visual impairment" is a catchall phrase that includes a wide range of experience. The general rule of thumb is to use person-first language: "a person who is blind," "a person who has visual disabilities." However, don't be surprised if a person says, "I'm blind." For many people, the word, "blind" is not an issue.
Starting a conversation: People with visual disabilities may remember voices. However, that memory may be situational. If they run into a familiar individual in an unfamiliar setting-- like the subway or supermarket-- they may not recognize that person's voice. So it's always a good idea to introduce yourself. For example, preface a conversation with, "Hi, Valerie, it's Joe," and maybe add your last name or "from the office." (Mentioning your name is especially important in the age of cell phones, when so many people start conversations in public.)
A note: Some people raise their voices when speaking to people with visual disabilities, which isn't necessary.
Offering Assistance
If you haven't spent time around people with visual disabilities, you may feel tense or uneasy in this situation. Just be relaxed. The key is to ask first. Check to see whether the person wants to be helped. If they do, ask how, and let them explain. They know what they need and how to stay safe.
Offering assistance isn't only for people with apparent disabilities. Ask everyone who joins your program if they could use some help. This avoids singling out people with disabilities, and you're likely to find needs that people might not have expressed otherwise.
Travel assistance: A person with a visual impairment may want to travel with a "sighted guide," which means they hold a guide's elbow and let that person lead the way. If the person has a guide dog, they may want to walk a few steps behind you so the dog can follow the leader. This can feel a little uncomfortable socially, but it works well for many dogs.
If the person refuses: People with visual disabilities are often viewed as vulnerable and in need of protection. If you receive a negative response, don't take it personally-- it's okay. When offering assistance, remember that some people may interpret that offer in different ways, such as implying that they can't do something on their own.
Equipment and Service Animals
Again, the rule is "ask first"!
Equipment: In general, don't use the computer of a person with visual disabilities without asking; specialized computer equipment is often sensitive and set to a particular user's standards. Depending on how the device is configured, using it may not be possible at all. Service programs may have to ensure that a person with visual disabilities has their own workstation, even if other members share. There are agencies that may help fund computer equipment for a person with visual disabilities.
Computer technology for visual disabilities To access computers, many people use "screen reading" programs that verbally announce what's on the monitor. Popular brands are JAWS and Window-Eyes. People with low vision can use screen magnification software like ZoomText or MAGic to enlarge the text on the screen until it's big enough to read.
Service animals: It's easier to keep your hands off a computer than a dog! However, when a service dog has a harness on, they are working. Do not touch or feed the dog, address the dog by name, or try to distract the dog in any way. It can endanger the owner if the dog is distracted.
Note: "Seeing Eye" is the name of a particular dog-training organization, not a generic name.
Guide dogs do get to take breaks! You might get a chance to pet a dog when they're not working. Always ask the owner's permission, even if the harness is off.
Creating an Inclusive Environment
Everyone's eyes age. An environment that works well for people with visual disabilities can benefit everyone. Some tips:
- Make sure the office has good lighting.
- Print basic handouts in large print (18 points and higher).
- Minimize clutter in your office/volunteer space. Wide aisles are easier to navigate. Make sure nothing sticks out from the wall at head level, where a cane or dog can't detect it.
- Use large print or tactile features (letters, Braille) for office signs (bathroom, office numbers, etc.).
- How easy is it to get to the program office? If you have the option, situate the office on a major public transportation line, with a safe street intersection outside.
- Build an accessible website. The easier it is for people with visual disabilities to find out about your project, the more likely they are to want to join in.
- Service dogs have needs, too. Is there a place outside for the dog to relieve itself?
Handouts: Different people have different preferences for how to access printed material. Ask the person with a visual impairment which format they prefer. Some may request Braille, although the majority of people with visual disabilities do not read Braille (according to the National Braille Press). Some people want large print. The best bet is to have everything available in electronic, text-only format. This format can be easily converted into Braille or read via a screen reader. Many people have portable electronic notetaking devices that handle text files.
- Provide descriptions of all images, figures, and tables.
- Although PDF (Adobe Acrobat) files can be accessible, many are not, so it's better to avoid using them.
- Powerpoint files may need to be converted into text format (see the Powerpoint conversion instructions below).
If you're running an event, encourage people to request accommodations-- Braille, large print, text-only-- with a reasonable deadline for you to get things done. (Braille may take a month to produce.) Maintain a list of places that can create Braille documents.
Meetings: People with visual disabilities can feel left out at meetings, but good meeting facilitation is naturally inclusive.
- Provide copies of handouts and slides ahead of time, in a format that works for the person.
- Go through the agenda at the start of the meeting and narrate any slides in full.
- For question periods, have everybody raise their hands and identify himself or herself, and wait to be called on.
Resources
Creating alternate formats: The National Center for the Dissemination of Disability Research
"Basic Etiquette: People with Visual Disabilities"
How to Convert a PowerPoint Document into a Word Document
Many people who have a visual impairment use screen reader software. Unfortunately, many of these programs do not read Microsoft Powerpoint. To make your presentation accessible, it must be converted into a word or text-only document.
The easiest way to do this is to open your presentation in Microsoft Office. The program will convert most of the information for you. Please note, however that this sometimes does not capture all the information. Also, when using an Apple computer, you do not have this option. If this is the case, use the following instructions.
- Open your Powerpoint document using the NORMAL view. Your slide will appear on the left and the text will appear on the right.
- Highlight the text in the right section of the view.
- Using the edit tool in the drop-down menu, copy the text.
- Open a new Word document.
- Paste the text into the Word document and save it.
Be careful. Text that is written inside text boxes will not be captured this way. If you do not see your text on the left-hand side of the normal view, but you see it on the slide itself, then you will have to copy the text directly. (This is often the case for title pages.) To capture text inside the text box, you must open the Powerpoint presentation using the Slide View and copy the text directly from the slide.
This handout was adapted by Danielle Dreilinger of the Institute for Community Inclusion from a presentation by Valerie Claire Haven. Ms. Haven is an access technology specialist at the University of Massachusetts Boston. The Powerpoint conversion instructions were developed by Joy Gould of the Institute for Community Inclusion.
©The National Service Inclusion Project is a cooperative agreement (#01CAM0016) between the Corporation for National and Community Service and the Institute for Community Inclusion at UMass Boston in collaboration with the Association of University Centers on Disabilities.