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Accessible Formats
Provision of DHS Materials in Accessible Formats
Updated October 2011
I.
Purpose
Federal and state statutes, regulations, and rules require that state and county entities notify the public that their written
materials are available in accessible formats to individuals with disabilities. The notification statement additionally meets
the requirements to use plain English in the written materials and to provide the means to request accessible formats
through the Minnesota Relay and the Speech-to-Speech Relay.
II.
Legal authority
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III.
Americans with Disabilities Act (ADA), 42 United States Code, Section 12101
Rehabilitation Act (RA), Section 504
Minnesota Human Rights Act (MHRA), Minnesota Statutes, Section 363A
Minnesota Management and Budget Personnel Policy Memorandum No. 1358
Practice
All written materials that the Minnesota Department of Human Services (DHS) develops, uses or purchases for
distribution to the public shall contain the statement in Section 4, indicating that the information is available in accessible
formats to individuals with disabilities upon their request. New materials must include the accessible formats statement.
Current materials must have the statement added to them upon their reprint. Preprinted materials must have a label
adhered to them displaying the statement.
IV.
Accessible formats statement
This information is available in other forms to individuals with disabilities by calling us locally at [(XXX) XXX-XXXX] or toll
free at [(8XX) XXX-XXXX]. TTY users can call us directly at [(XXX) XXX-XXXX] or [(8XX) XXX-XXXX]. TTY users can
also call us through Minnesota Relay at 711 or (800) 627-3529. For Speech-to-Speech, call (877) 627-3848.
V.
Processing requests for accessible formats
Each division shall maintain a process for responding to requests for accessible formats. Such process includes the
designation of a contact person to take the calls and determine and obtain the format. This staff person should be familiar
with the subject or the materials.
VI.
Determining among accessible formats
The accessible format necessary to an individual with a disability will vary depending on the needs and preferences of that
individual, on the type and purpose of the written materials, and on the length and complexity of that communication. The
division must provide an opportunity for the individual to request the format of their choice and must give primary
consideration to that format. "Primary consideration" means that the division must honor the individual’s choice, unless it
can demonstrate that another equally effective means of communication is available or that the choice would result in a
fundamental alteration in the service, program, or activity or in undue financial and administrative burdens.
VII.
Obtaining accessible formats
Large print: Materials can be provided through a type increase. Because not all low vision needs are the same, learn the
necessary font size or receive an example. Text can be made bigger by simply using the enlarge feature of a photocopier.
Alternatively, to have printed materials copied in large print or to have printed materials reprinted in large print, call the
DHS document manager at (651) 431-3628.
Computer disk: Materials can be provided electronically. If the materials are text documents in word processing files,
they can be accessible if the requester uses screen reading software, which speaks the monitor display, or uses screen
magnifying software, which enlarges display images. DHS does not supply computer hardware or software with its
provision of materials in accessible formats. DHS provides only the computer disk. The file must be converted to a readonly document so that no alteration can occur. Further, all data appearing graphically must be transcribed into text. To
reformat a document with larger font or to convert a word processing file into a read-only document, portable document
format (PDF), call the DHS Graphics Unit at (651) 431-3628. For materials which are lengthy or updated frequently, this
format is the most effective.
Readers: Materials can be provided audibly. Divisions should have a staff person designated to provide this assistance
as necessary. This format is the most efficient for the completion of forms. Depending on the frequency of requests, a
division may have to establish a service contract for reading assistance.
Audio cassette: Materials can be provided auditorily. To make a voice recording, call the Communications Center of
State Services for the Blind (SSB) at (651) 642-0500 or (800) 652-9000. SSB also provides services to produce written
materials in accessible formats, including assistance in securing reader services. The services are available to state and
county agencies and the public and may entail costs.
Braille: Materials can be provided tactilely. With such request, contact SSB. One page of print normally requires two
pages of Braille, depending on font and paper size. Again, this transcription may entail costs.
VIII.
Costs
Each division is responsible for the expense of providing its written materials in accessible formats.
IX.
Technical assistance
If you have any questions regarding the notification requirements for, or the provision of accessible formats, contact:
Eric R. Falk
Americans with Disabilities Act Coordinator
Equal Opportunity and Access
Minnesota Department of Human Services
P.O. Box 64997
St. Paul, MN 55164-0997
Voice: (651) 431-3039
TTY: (866) 786-3945
Fax: (651) 431-7444
Email: [email protected]