World Braille Day: A Recruitment Process Guide

World Braille Day 2025

Saturday 4^th January 2025 is World Braille Day. To recognise this we’ve written an article that explains what to do if a job seeker requests information in braille. A job applicant is entitled to request reasonable adjustments through the recruitment process, so it pays to understand what you need to consider if faced with such a request.

Here’s a step-by-step guide on how to get a document printed in braille.

Understanding the Importance of Braille

Braille is a tactile writing system used by people who are visually impaired. Providing information in braille ensures that visually impaired applicants have equal access to job opportunities and can fully participate in the application process.

Step 1: Identify the Document

First, determine which documents need to be converted into braille. This could include job descriptions, application forms, company policies, or any other relevant materials. Ensure that the content is clear and up-to-date before proceeding.

Step 2: Find a Braille Transcription Service

There are several organisations and companies that specialise in braille transcription. Here are a few options to consider:

1. National and Local Organisations for the Blind: Many countries have national organisations, such as the National Federation of the Blind (NFB) in the United States or the Royal National Institute of Blind People (RNIB) in the UK, which offer braille transcription services. mailbox@rnib.org.uk is the best email address to enquire at.
2. Specialised Braille Printing Companies: Companies like Tactaprint and others provide professional braille transcription and printing services.
3. Local Libraries and Universities: Some libraries and universities have resources or partnerships with braille transcription services in order to accommodate their students and may be able to help you.

Step 3: Request a Quote and Timeline

Contact the chosen service provider to request a quote and estimated timeline for the transcription. Provide them with the document in a digital format, such as a Word document or PDF. Be clear about any specific formatting requirements or deadlines.

Generally, you would need to allow at least two weeks from the initial enquiry to receiving braille documents. Use proper formatting as this is easier to put into braille. Also, unless absolutely necessary, don’t include tables or images as these add complications and are more expensive to produce.

Step 4: Review the Transcription

Once the document has been transcribed into braille, review it for accuracy. If you or someone in your organisation is not familiar with braille, consider asking the service provider to verify the accuracy or seek assistance from the Royal National Institute for the Blind with this.

Step 5: Print and Deliver the Document

After ensuring the transcription is accurate, proceed with printing the document. Most braille transcription services will handle the printing process for you. Once printed, deliver the braille document to the job applicant in a timely manner.

Step 6: Follow Up

After providing the braille document, follow up with the applicant to ensure they received it and to address any further needs or questions they might have. This demonstrates your commitment to accessibility and inclusivity.

Additional Tips

• Digital Accessibility: In addition to providing braille documents, ensure your digital content is accessible. Use screen reader-friendly formats and provide alternative text for images.
• Training and Awareness: Educate your HR team and other staff about the importance of accessibility and how to handle similar requests in the future. Aspire in Partnership provide a free Entry to EDI Workshop which covers accessibility and reasonable adjustments.
• Continuous Improvement: Regularly review and update your accessibility practices to ensure they meet the needs of all applicants. Again, Aspire in Partnership provide a free Recruitment Process Review to help with this.
• Become Disability Confident: Becoming Disability Confident helps to give confidence to disabled job seekers that they will be treated fairly through the recruitment process and not discriminated against due to their disability. Aspire in Partnership provides a support service to help you become more Disability Confident as an organisation.

By following these steps, your organisation can effectively provide braille documents to job applicants, ensuring an inclusive and accessible hiring process. This not only complies with legal requirements but also fosters a diverse and welcoming workplace.

To access the services outlined above or discuss any area of inclusive recruitment activity, please contact Adrian.bird@gcemployment.uk for more information.