Exam document preparation for students with accessibility requirements

File format

The default recommendation is to provide a Word version where students require accessibility adjustments. If a PDF is used for part of an exam, such as reference material or a case study from an external source, please provide a Word, PowerPoint or HTML version alongside it wherever possible.

Font, text and image adjustments

Using Microsoft Word allows for several adjustments to assist students: The default recommendation is to provide a Word version where students require accessibility adjustments. If a PDF is used for part of an exam, such as reference material or a case study from an external source, please provide a Word, PowerPoint or HTML version alongside it wherever possible.

• Adjust font size according to requirements specified in the student's alternative assessment plan.
• Use the built-in styles for headings, lists and tables.
• Avoid using tables unless they’re essential. For example, a data table needs the table format, but a list of definitions doesn’t.  When tables are essential, ensure there is a header row, or header column, or both.
• Use readable fonts. University brand fonts like Georgia for headings and Arial for body text are acceptable.
• Left-align text wherever possible
• If hyperlinks are used, ensure they have meaningful titles - hyperlink the title of the page rather than pasting the entire URL.
• Use high colour contrast for text. Dark colours such as black, navy blue, or dark grey on a white background are fine.
• Ensure images, diagrams and graphs used in exams are clear, well-labelled and include accurate alt text. To add alt text in Word, right-click the image and select View Alt Text. If Copilot is available, it may be used to generate a draft description, which should be reviewed for accuracy before use
• In a graph, don’t just use colour for different lines/bars/areas. Use a pattern as well, or label each line with text.

OpenDyslexic font (when required)

If a student requires the OpenDyslexic font, this can be freely downloaded from the OpenDyslexic website.

After applying the font, preview the whole document to ensure the text hasn’t shifted in a way that causes errors or readability issues. Headings, spacing, and any embedded elements should also remain clear after adjustment.

Formulas and equations

For exams containing formulas, equations, or symbols please check the printout carefully to confirm that:

• All formulas and symbols display correctly
• Nothing is missing, substituted, or misaligned after reformatting

Answer space (students writing on the paper)

Ensure there is appropriate answer space wherever the student is expected to respond. If the student needs to write on a printout of a Word document:

• Add additional answer space directly in the Word file.
• Use a bordered text box where helpful to clearly show where answers should be written.

Reference materials

Reference materials may come from external sources. Where possible, adjust text and font to meet the student’s requirements. Where formatting is constrained, aim for the clearest, most readable version available.

Copyright notes (reformatting and copying)

The Copyright Act allows copyright material to be included in exam papers for the purpose of asking or answering questions. This applies to all exam formats (written, digital, online/take-home exams) and to both formal exams and in-semester tests.

For more information, staff can reach out to the University Copyright Office.