Justice & Technology Practicum

1. Justice & Technology Practicum Plain Language & Readability

2. What is Plain Language? Agenda Introduction to Plain Language Definition of Plain Language US History, Clinton’s Memo Statistics Steps to Plain Language Exercises Tools

3. What is Plain Language? • Plain Language Handbook, Write for Your Reader • NWT Literacy Council • Plain language is writing for your readers. • Plain language means you think about your readers and pay attention to: • How you organize the information – you tell your readers what the document is about. You help them find the information they need. • What you write – you include only the information your readers really need. • How you write – you use words and grammar your readers understand. You speak directly to your reader. • How you present the information – you use design techniques to help people read more easily.

4. What is Plain Language? • Definition by Professor Robert Eagleson • former Associate Professor of Modern English Language at the University of Sydney • directed numerous projects for private & government organizations in rewriting documents in plain English • Plain English is clear, straight forward expression, using only as many words as are necessary. • It is language that avoids obscurity, inflated vocabulary and convoluted sentence construction. • It is not baby talk, nor is it a simplified version of the English language. • Writers of plain English let their audience concentrate on the message instead of being distracted by complicated language. • They make sure that their audience understands the message easily.

5. Recent History • Clinton Memorandum on • Plain Language in Government Writing • June 1, 1998 • Stated he was “determined to make the Government more responsive, accessible, and understandable in its communications with the public” • “The Federal Government's writing must be in plain language. By using plain language, we send a clear message about what the Government is doing, what it requires, and what services it offers.”

6. Recent History • Clinton Memorandum on • Plain Language in Government Writing • June 1, 1998 • Clinton’s Definition • “Plain language documents have logical organization, easy-to-read design features, and use: • common, everyday words, except for necessary technical terms; • "you" and other pronouns; • the active voice; and • short sentences. “

7. Statistics • Adult Literacy in America • National Center for Education Statistics, 2002 • A five-year, $14 million study • Included lengthy interviews of over 90,700 U.S. adults. • The most comprehensive study of literacy ever commissioned by the U.S. government. • A follow-up study by the same group of researchers using a smaller database (19,714 interviewees) was released in 2006 that showed no statistically significant improvement in U.S. adult literacy.

8. Statistics • Adult Literacy in America • National Center for Education Statistics, 2002 • Nearly 50% of adults are "functionally illiterate." They cannot carry out simply tasks like balancing check books, reading drug labels or writing essays for a job. • 21% to 23% of adults were not "able to locate information in text", could not "make low-level inferences using printed materials", and were unable to "integrate easily identifiable pieces of information.“ • 41% to 44% of U.S. adults in the lowest level on the literacy scale are living in poverty

9. Statistics • More than 20 percent of adults read at or below a fifth-grade level - far below the level needed to earn a living wage.National Institute for Literacy, Fast Facts on Literacy, 2001 • 21 million Americans can't read at all, 45 million are marginally illiterate and one-fifth of high school graduates can't read their diplomas.Department of Justice, 1993 • There are almost half a million words in our English Language - the largest language on earth - but a third of all our writing is made up of only twenty-two words.Paul Kropp “The Reading Solution”

10. Steps to Plain Language • Write for your audience. Consider age, education, culture, language of your reader. • Use familiar words and phrasings, or if specialized terms are used, explain them • Avoid foreign, archaic and noun-heavy phrasings • Use active voice and direct address • Eliminate surplus words and omit unnecessary detail. Boil down the information to what your readers need to know • Match the reading grade level to the average America’s reading proficiency (5th grade level)

11. Exercises Words Conceal Consent Enjoined Expenditures Injunction Modification Parties Shall

12. Exercises Latin Words E.g. i.e. XIV In propia persona Subpeonaducestecum

13. Exercises Phrases At the present time Effective date of termination of order Set the matter for hearing With regards to To make such other orders as appropriate Pursuant to the terms contained in this Agreement Without consent of the other party of an order of the court Determination of the reasonableness of the location

14. Exercises Lawyer & Police Talk Subsequent to securing the vehicle Respondent waives notice Appear in person Dissolution of Matrimony Each party shall retain records of all expenditures Not seeking relief Injunction shall not preclude Unfavorable decision in your legal matter

15. Exercises Active Voice Enjoinment against cancelling, modifying, terminating, assigning any insurance policy Program Eligibility Determination Appeal Procedures Information Prohibitions against Extraordinary Adjustments to Operations of Business Attendance Requirement Firearms possession prohibition

16. Exercises Definition: Legal Guardian Before: A legal guardian has the authority and duty to care for the personal and property interest of another person. ÜGrade Level: 13.5

17. Exercises • Definition: Legal Guardian • After: • A legal guardian acts as a parent for another person. The guardian must care for and make decisions for that person. For example: • The guardian must make sure the person is properly fed, clothes, housed and goes to school • The guardian has the power to make property, medical care and schooling decisions for that person • ÜGrade Level: 7

18. Exercises • Transcend Readability • Assessing Form as a Whole – Page 8 • Revised Form – Page 12 • Visual Accessibility – Page 18 • Usability – Page 23 • Examples • Page 32-33 • Page 36-43

19. Tools • Word Lists • CAJT Word List – please contribute • The Plain English Campaign, A-Z of Alternative Words • PlainLanguage.gov “Word Suggestions” • Create your own specific to your project • Assessment Tools • Microsoft Word – Set Up Demo • Online Readability Gadget • Legal Guardian Example: • “A legal guardian has the authority and duty to care for the personal and property interest of another person.” (grade 14 reading level)