Accessible Training Delivery: Formats, Tools, Materials and Events

We reflect on the principal factors involved in training design and delivery, and then dissect them into essential practices and considerations for improving training accessibility.

These factors can also be mapped to the following (but not only) stages of training such as:

Material development
Event planning
Training delivery
Feedback and Post-workshop Activities

1. Material Development

Inclusive and Accessible Language

Key Idea: While designing the training material, it is important to make sure that the terminology and tone of the content is intentionally inclusive and simple.

Practical Recommendations

Content Tone: Avoid using dismissive language like ‘simply’ or ‘just’ that might unintentionally demotivate the learners.
Cultural Context: Avoid cultural or regional references that might not universally translate for learners.
Bias Awareness: Build awareness around systemic exclusion, centre experiences of under-represented groups to inform yourself and avoid using stereotypes.
Access-Centered Design: Try to inculcate inclusive and accessible approaches to lesson design such as the Universal Design for Learning (UDL) and the Access-Centered Framework.

Ethical and Responsible Data

Key Idea: The narrative of the training is often closely tied to the data used in the material. Hence, it is important to choose a dataset that is relevant, inclusive, accessible and not unnecessarily complex.

Practical Recommendations

Open Data: No data is open without a licence. It is generally good practice to use open license datasets, such as CC0 and CC-BY, which enable free use, reuse and easy access to the data. Although, open data might have some limitations such as highlighted here.
FAIR: Using datasets abiding by the FAIR Principles (Findable, Accessible, Interoperable and Reusable) is helpful for easier data access, reuse and to support research reproducibility.
CARE: Using datasets abiding by the CARE Principles for Indigenous Data Governance (Collective Benefit, Authority to Control, Responsibility, and Ethics) is helpful in supporting data sovereignty and supporting ethical, responsible data use.

2. Digital Infrastructure

Provision and Hosting of Learning Material

Key Idea: Make sure the material is hosted in an openly accessible format, uses accessible infrastructure, is tested for digital accessibility, and is shared in advance with the learners.

Practical Recommendations:

Licensing: Use an open license such as the CC-BY, which helps anyone access and share the material.
File Format: Check file formats for keyboard navigation and screen reader accessibility. If using a PDF file format, avoid using image-based PDFs since they are inaccessible to screen readers.
Visual Information: If using images and diagrams, try using high resolution images and accessibility friendly file formats like SVG. Make sure the images include alt text.
Video Captioning: If creating video content for the learners, ensure they have reviewed captions.
Hosting Infrastructure: Use accessible infrastructure to host the material wherever possible, such as The Carpentries Workbench and Jupyter Book.

Communication and Delivery Channels

Key Idea: Make sure the various communication and training delivery platforms used are accessible for all learners and are in line with their needs. The choice of tools can vary depending on the audience, the constraints and the access needs, so it is important to assess the requirements carefully.

Practical Recommendations:

Registration Platform: It can be helpful to use event platforms for registrations to centralise information. It is important to review the accessibility of the website, localisation options, and local support options. Some good open-source options include pretix and Indico.
Surveys and Forms: If you’re using forms for surveys or registration, it is important to review the user experience and accessibility settings. Certain platforms can have time limits to complete the form, which can be a barrier for people who use assistive technologies. Enabling alternate methods of registration such as by phone, in person or email can also be helpful.
Video Conferencing: When using video conferencing tools, ensure that the tools chosen are accessible for the audience. Zoom is considered an accessible choice, while other platforms such as Jitsi or BigBlueButton are also good alternatives.
Collaborative Notes: Shared note-taking is a helpful way to share information during the training event. HackMD, Google Docs and Etherpad are recommended tools with good accessibility support.
Multi-Channel Communication: Using multiple communication channels such as emails, Slack and calendar invites can help the participants get the necessary information even if they didn’t have constant access to one of the channels. It can also help folks with busy schedules stay organised.
Audience Interaction Tools: Ensure that any interaction tools being used for the training such as Slido, Mentimeter and Miro meet the access needs of your audience, as they can have varied compatibility with assistive technologies.
Tool Documentation and Guides: Consider providing tutorials, guides and documentation for the different tools being used for the training, as attendees might have different levels of experience using them. Some tools provide accessibility documentation which can act as a helpful reference.

3. Event Infrastructure

Key Idea: It is important to ensure that the physical infrastructure for the workshop and the venue are accessible to participants. Plan ahead and cross-check with your co-instructors about all kinds of support available.

Practical recommendations:

Support Services: The host institution and the local venue might offer accessibility support services. Depending on the type of workshop, you might also be able to seek support from training providers such as The Carpentries.
Venue and Physical Access: Before choosing a venue, it is recommended to visit the venue and check that rooms in the venue have accessible entrances and navigation. Some essential facilities might include gender-neutral restrooms, step-free access, and lactation space.
Audio Visual Facilities: Check that the AV set-up for the workshop is suitable for the varying accessibility needs. Some key facilities might include multiple and large screens, audio induction loop systems, dedicated microphones and central sound systems.
Equipment and Materials: Provide essential equipment such as power strips, sticky notes, name tags, stationery, sign-in sheets, flipcharts etc. to ensure the audience is able to engage with the training well.

4. Training Delivery

Key Idea: While delivering the training, make sure that the teaching plan as well as the workshop logistics are intentionally planned to maximise accessibility and make every participant feel welcome.

Practical recommendations:

Communication Etiquette: Establish ground rules for expected behaviour throughout the workshop. An inclusive and practical Code of Conduct is helpful to ensure an inclusive and accessible learning environment. Make sure that all communications with the participants and co-instructors such as emails, reminders and the event website also follow these guidelines.
Content Readability: While teaching, check with the participants if the text is big enough, the colour contrast is accessible and if they are able to comfortably read everything even from the back of the room.
Alternate Ways of Learning - Using frameworks such as Universal Design for Learning, explore diverse methods for instructions including presenting content in various formats, including text, audio, and visuals, to accommodate different learning styles.
Schedule and Breaks: Consider scheduling regular breaks during the workshop to cover learner needs such as bathroom breaks, meal breaks, stretching and moving around, and to combat screen fatigue.
Participation guidelines: When possible, add several ways of participating in the training, either written or spoken, and make them accessible and easy to understand.

5. Post Training

Key Idea: Post-event activities are an important aspect of a training workshop. They are essential for sharing necessary information and materials, gathering feedback, reflecting on potential improvements, as well as planning for future workshops.

Practical recommendations:

Feedback: Provide anonymous feedback mechanisms for participants which includes both training and accessibility reflections. It can be helpful to reflect on the gathered feedback to enhance accessibility in future workshops.
Content Sharing: If there are recorded sessions, ensure reviewed captioning and upload them to an accessible channel. Slides, training materials and notes can be archived and shared via open online repositories such as Zenodo.
Debrief: Post-workshop debrief meetings can be useful in discussing what went well and room for improvement with the instructors and helpers.

What next?

While we have highlighted some of the major practices that can improve the accessibility of training design and delivery, it is important to keep in mind that this is not an exhaustive guide. This guide is meant to highlight accessibility considerations at the different stages of delivering training, while also encouraging readers to approach training with an access-centered framework.

Here are a few resources that have been used to write this guide, and are helpful as further reading:

Acknowledgements

This guide was written by Aman Goel, Software Sustainability Institute, and reviewed by Sara Villa, OLS.

Find Aman on: