Convert files into accessible formats with SensusAccess

On this page:

• What is SensusAccess?
• Convert a file using SensusAccess
• SensusAccess conversion formats
• Braille
• Audio
• eBooks
• Accessible documents
• Conditions of use
• For people with a print disability
• Help with SensusAccess

What is SensusAccess?

SensusAccess is a free, automated document conversion service for University of Hertfordshire students.

You can use it to convert documents such as PDFs, images and text files into alternative accessible formats, including:

• Word and other text formats
• audio, including MP3 and DAISY
• eBooks
• braille
• accessible PDFs

You can also convert inaccessible files, such as image-only PDFs and JPGs, into formats that are easier to access and work with.

Once your document has been converted, you will receive an email with a link to the converted file.

Documents submitted to SensusAccess are automatically deleted once they have been converted. SensusAccess does not store personal information

Convert a file using SensusAccess

Use SensusAccess to convert your document into an alternative accessible format.

Convert a file with SensusAccess

To convert your file:

1. Change the language of the form, if required, using the flags at the top of the form.
2. Select your file and choose the format you want to convert it to.
3. Enter your University of Hertfordshire email address and submit your request. You must use an email account linked to the University, for example an @herts.ac.uk address.
4. When your document is ready, you will receive an email in your University inbox with a link to the converted file.

Find out more about using your University email account.

SensusAccess conversion formats

Braille

Convert documents into contracted or uncontracted Braille, including Unified English Braille (UEB) and other languages. Files can also be prepared in digital Braille formats ready for embossing.

Audio

Convert documents into audio formats, including MP3 and DAISY Talking Books. DAISY books can also include spoken maths. Audio conversion is available in a range of languages.

eBooks

Documents can be converted into eBook formats including:

• EPUB
• EPUB3
• EPUB3 with media overlays
• Mobi Pocket for Amazon Kindle

EPUB and Mobi Pocket files can also be converted between formats. Text settings can be adjusted to support users with low vision.

Accessible documents

SensusAccess can convert inaccessible documents, including image files and image-only PDFs, into more accessible formats.

Available formats include:

• tagged PDF
• DOC and DOCX
• Word XML
• XLS and XLSX
• CSV
• text
• RTF
• HTML

Microsoft Office documents can also be converted into tagged PDFs, and PowerPoint presentations can be converted into RTF files and web projects.

Conditions of use

You can use SensusAccess if you are a University of Hertfordshire student or member of staff and one of the following applies:

• you own the copyright, for example, it is your own work
• you have permission from the copyright holder to convert the work
• the copyright has expired
• the conversion is for someone with a print disability

When using SensusAccess, you must:

• have lawful access to the copyrighted work
• not convert the work for commercial purposes
• not share the accessible copy with anyone else

For people with a print disability

There are no restrictions on the amount that can be converted for a person with a print disability, provided:

• the copy is for that person's use only
• they have lawful access to the work, for example because they own a copy, have a licence to use it or have access through a University licence
• the accessible copy is not shared with anyone else.

You must comply with the Copyright, Designs and Patents Act 1988, Section 31A and the Data Protection Act 1998 requirements when storing or sharing converted files containing personal data.

For advice about copyright, contact books@herts.ac.uk.

For students and staff with a print disability, or for someone who is converting a file on their behalf:

Help with SensusAccess

SensusAccess provides automated document conversion, so converted files may contain errors.

If the converted file does not meet your needs, contact books@herts.ac.uk for guidance.

You can also use:

• SensusAccess frequently asked questions
• SensusAccess guides and best practices
• SensusAccess e-learning course

For information about disability support at Herts, see specialist disability services and support or contact Student Wellbeing at studentwellbeing@herts.ac.uk.

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