Operating System Solutions

The Windows and macOS operating systems offer multiple keyboard solutions and tools that are built into your computer's operating system. While these may not offer the same level of functionality and customization available from commercial or open-source assistive technology solutions, they can provide a basic level of access that may be suitable for some students.

Narrator (Windows)

Windows Narrator is a screen-reading software provided as a part of the Windows operating system. Narrator’s features are more limited than features of JAWS and NVDA and, so far, it has a very limited number of users. Narrator, however, has one important feature: it allows blind users to install Windows operating system independent of sighted assistance.

• Get started with Narrator

VoiceOver (macOS)

VoiceOver is a computer and mobile screen-reader program for Mac and iOS. VoiceOver functions on Mac, iPhones, and iPads, and supports gestures, keyboards, and braille displays. It supports more than 35 languages, including multiple voice options. VoiceOver is built into Apple products, so there are no additional costs or downloads. VoiceOver supports Safari and Opera, email, PDFs, and all built-in Mac apps.

• VoiceOver Getting Started Guide

Magnifier (Windows)

Windows Magnifier allows for three different magnification methods: full screen (magnifying the entire screen); lens (superimposes a magnifying lens on the screen that the user can move around and resize); and docked (a set, docked portion of the screen is magnified). The program works with touch-screen and allows for a variety of keyboard shortcuts.

• Windows Magnifier Quick Start Guide from University of Washington

Zoom & Display Options (macOS)

Zoom for macOS allows for a magnified view of the desktop environment as well as applications. Zoom options include the ability to follow the keyboard focus, speak items under the pointer, and use gestures to increase or decrease the magnified viewport.

The macOS Display Options provides the capability to invert colors and modify contrast settings for the desktop environment. The Display Options also offer the option to switch the view to grayscale as well as reduce the screen transparency.

High-Contrast Mode (Windows)

Windows high-contrast mode is intended for use by individuals with low vision and/or color-blindness. It applies specific color schemes to on-screen content to make text easier to read.

• Microsoft article on High-contrast mode

On-Screen Keyboard

Windows On-Screen Keyboard (referred to as the Accessibility Keyboard for Mac) allows the individual to use a computer without an external keyboard. Using either a touch screen, pointer device (e.g. a mouse), or assistive device (e.g. a switch device), they can interact with a standard keyboard visually displayed on-screen, producing the same results as would an external keyboard. This can be very helpful for individuals with physical and/or cognitive impairments.

Sticky Keys

Sticky keys is available on both the Windows and Mac operating systems. It allows users with physical impairments to press a single key at a time, in sequence, to perform commands that otherwise require pressing multiple keys at once (e.g. CTRL+ALT+DEL to launch the Task Manager on Windows or Cmd+T to open a new tab on MacOS).

• Mac OS X: Sticky Keys
• Windows 7: Sticky Keys

Mouse Keys

Mouse Keys is available on both the Windows and Mac operating systems. It allows users to move their cursor with their keyboard number pad rather than a mouse.

FilterKeys & Slow Keys

Windows FilterKeys and Slow Keys for Mac allows users to customize the length of time a key must be pressed before the system reads the keyboard input. This function allows short or repeated keystrokes to be ignored, an accessibility function for users with hand tremors.

Accessibility Keyboard

The Accessibility Keyboard (referred to as the On-Screen Keyboard for Windows) allows an individual to use a computer without an external keyboard. Using either a touch screen, pointer device (e.g. a mouse), or assistive device (e.g. a switch device), they can interact with a standard keyboard visually displayed on-screen, producing the same results as would an external keyboard. This can be very helpful for individuals with physical and/or cognitive impairments.

• Switch Control and Accessibility Keyboard Guide

Switch Control

Switch Control for macOS allows users to interact with their computer using an adaptive external device, such as a joystick or sip-and-puff switch, or a keyboard key or mouse button. Users can customize the interaction with their device to enter text, communicate with on screen items and apps, and otherwise command their Mac.

• Switch Control and Accessibility Keyboard Guide

Windows Speech Recognition

Windows Speech Recognition  is a feature that gives access to most computer features with the use of voice. Users can set up a short voice profile to be used for dictation through various programs and applications. For more information view the resources below:

• Windows Speech Recognition
• Windows Speech Commands

macOS Voice Control

With Voice Control, you can navigate and interact with your Mac using only your voice instead of a traditional input device. Users can setup custom commands and vocabulary for dictation.

Voice Control uses the Siri speech-recognition engine to improve on the Enhanced Dictation feature available in earlier versions of macOS. For more information view the resources below:

• Use Voice Control on your Mac
• Dictate your messages and documents on Mac

Google Docs

Voice Typing in Google Docs is available for anyone who has a microphone and a drive account. This is only used for dictation and does not allow for control of the computer in general. Voice typing can be used on a computer or mobile device. For more information view the resources below:

• Type with your voice
• Voice Typing in Google Docs

 

Assistive Technology

Assistive technology is a generic term that includes a variety of products, devices, and software applications used by individuals with disabilities to participate and interact with the world around them.

The Individuals with Disabilities Education Act (IDEA), §300.5, defines assistive technology as:

"any item, piece of equipment, or product system, whether acquired commercially off the shelf, modified, or customized, that is used to increase, maintain, or improve the functional capabilities of a child with a disability. The term does not include a medical device that is surgically implanted, or the replacement of such device."

Assistive technology may also consist of both “low tech” and “high tech” solutions, depending on the needs of the student and the nature of the interaction. Using on-screen magnifiers or text-to-speech solutions built in to computer operating systems can provide students with some functionality. For students who require additional support, third-party applications can often extend and improve upon the level of access needed.

More recently, the increased prevalence of mobile devices and apps allows for greater personalization of such devices for individuals with disabilities. This has resulted in a shift from institutions dictating the type of assistive technologies a student would use to a student advocating the assistive technology solution that works best for their needs. The opportunity to customize an individual device offers a student greater independence and autonomy when engaging with the campus community.

Assistive Technology Tools

Tool Name	App Types	Intended Audience	Free or Paid	Platforms
Natural Reader	Text-to-Speech	Dyslexia, Visual Impairments	Both	Windows, Web, Chrome Extension, iOS, Android
Kurzweil 3000	Text-to-Speech, OCR	Dyslexia, Learning Disabilities, Visual Impairments	Paid	Windows, macOS Read the Web extension for Chrome, Firefox, and Edge
Glean	Note-taking	Students with Various Disabilities	Paid	Web, iOS, Android
Otter.Ai	Speech Recognition, Transcription, Note-taking	Students with Various Disabilities	Both	Web, Chrome Extension, iOS, Android
Dragon Professional 16	Speech Recognition	Mobility Impairments, Learning Disabilities	Paid	iOS, Android
Dragon Anywhere	Speech Recognition	Mobility Impairments, Learning Disabilities	Paid	Windows
NVDA	Screen Reader	Blind or Visually Impaired	Free	Windows
JAWS	Screen Reader	Blind or Visually Impaired	Paid	Windows
ZoomText	Screen Magnification, Screen Reading	Low Vision	Paid	Windows
Fusion (JAWS+ZoomText)	Screen Reader, Magnification, Voice Control	Blind or Low Vision	Paid	Windows
Refreshable Braille Display	Braille Output	Blind or Visually Impaired	Paid	Windows, macOS, Linux, Mobile

Learn more about the assistive technology built-in to the most common Operating Systems

Recommended Hardware and Software for Alternate Media Production

Here is a list of essential software and hardware an alternate media specialist needs to produce material for students with print disabilities. Alternate media specialists will need a computer with more processing power, RAM, local storage, and dedicated graphics than a standard office worker's desktop configuration. This is because the software and hardware used to create alternate media is often more demanding than the software and hardware used for general office tasks. Work with your IT to purchase an appropriate workstation.

• Adobe Acrobat Professional
• ABBYY FineReader
• Microsoft Word
• Duxbury Braille Translator (DBT)
• Your campus's Literacy Software (ex. Kurzweil 3000)
• Braille embosser
• High Speed Production Scanner

Alternate Media Workflow

It is important to respect the student's preference and provide the most accessible version possible, which may involve converting files or providing additional support. A typical request cycle is:

1. Notification sent out at least four weeks in advance of the start of classes to students approved by DSPS for alternate media services to submit alternate format requests
2. A student makes a request for materials in alternate format.
3. The request is added to a database or spreadsheet for tracking purposes.
4. Missing information is completed on the request (i.e. publisher name, copyright date, edition number, etc.).
5. Materials are requested or acquired from the publisher or other source (e.g., ATPC).
6. Materials are received from publisher or other source.
7. Materials are converted and processed into accessible format for the student.
8. Materials are delivered to student.
9. The alternate media specialist completes record keeping by recording production metrics and delivery information.

Examples of Alternate Media

Some examples of alternate media include:

• PDF, Word, EPUB
• Braille
• Large Print
• Tactile graphics

PDF, Word, EPUB

PDFs

PDFs are the most common file type created by a publisher or from scanning the hard copy version of the textbook, and may be the format most often provided to a student. Almost every alternate format conversion process of a textbook starts with a PDF copy.

PDFs have the advantage of looking exactly like the printed textbook, in most cases, including all graphics, visible page numbers, and all sections of the book included in one file. This is very helpful to the person who will be remediating these types of files.

Sometimes, the PDF from the publisher is of sufficient quality to send to the student, with only a few small changes. The single file may need to be separated into multiple files all representing the sections or chapters of the textbook. Additionally, the publisher may have sent PDF versions containing strange file names or print-proof documents that require further editing and need to be changed. Such issues requires minimal time to remediate. For other PDFs, there is a need to rearrange the text in order to work correctly with a Text-to-Speech (TTS) readers. This requires more extensive editing, specifying a reading order, and removing non-text items from reading out loud.

Depending on the amount of remediation needed for a PDF file, it may be best to convert it to another file type, usually, Microsoft Word. Working in Microsoft Word is easier to manipulate and correct the text content as you can leverage the capabilities of a word-processing application.

Microsoft Word

Microsoft Word is one of the most accessible formats for alternate media if formatted properly. In addition, well-formatted MS Word files can be transformed into braille or converted into audio files or other electronic formats. Microsoft Word files have the advantage of being able to be enlarged or reduced in size and printed out in large size without pixelating.

For alternate media workflows, Microsoft Word files tend to be created from a PDF that has been run through an Optical Character Recognition Program (OCR), like Omnipage or Abbyy Finereader. OCR extracts text into a text-based document that you can then edit for formatting and appearance.

In addition, Microsoft Word files can be a good starting point when creating accessible math or STEM content. Various MS Word plug-ins, such as MathType, allow you to create math equations that can be read by compatible screen readers, and other TTS programs and apps. Those same math-encoded files can be saved in a braille-ready format for use with braille displays or sent to emboss in hard-copy braille on an embosser.

ePub

The ePub format has been more widely adopted by publishers and can be read by screen readers and several types of TTS apps and programs but does require a compatible ePub reader. ePubs are relatively new, and while there are standards for the production of accessible ePubs, not all ePubs are created equal. Further development of the ePub standard should bring about wider use of the format by persons with disabilities. Currently, while it is possible to create math in the ePub format, such content is not spoken accurately in ePub readers.

Braille

Braille stands as a pivotal alternate media for students with visual impairments, enabling them to access education, information, and independence. This tactile writing system, developed by Louis Braille in the 19th century, allows students to read and write through raised dots representing letters, numbers, and symbols. Braille has also evolved with technology, integrating with electronic braille displays and assistive devices, enhancing access to digital information. To transform documents into braille, software is used to transcribe the content, followed by embossing it onto paper using a specialized printer for embossing braille characters into the paper's surface.

Large print

Large print materials are crucial for students with vision impairments. These students typically have low vision or visual acuity challenges, making standard-sized text difficult or impossible to read. Large print provides a solution by offering text that is significantly larger and easier to discern. It allows students to access textbooks, worksheets, and other educational materials independently, promoting inclusivity in the classroom. Moreover, large print materials often include enhanced color contrast and clear fonts, further aiding students in navigating and comprehending printed information, ultimately ensuring equitable access to educational content.

Tactile Graphics

Tactile graphics are a vital component of alternate media for students with vision impairments. These students often struggle to comprehend visual content presented in traditional formats, such as diagrams, charts, and maps. Tactile graphics bridge this accessibility gap by converting visual information into tactile representations, typically through embossed or raised surfaces that students can touch and explore with their fingers. This enables them to gain a tactile understanding of complex subjects, enhancing their comprehension of various academic disciplines like mathematics, science, and geography. 

The American Printing House for the Blind has a free Tactile Graphics Image Library where images are prepared and ready to be downloaded to create tactile graphics.