Title II and Digital Accessibility

Below are four principles to keep in mind when creating most kinds of content: 

1. Clarity: It is best to use clear and concise language. Sentence length should vary between short and medium; try to avoid frequently using long, complex sentences. Sentences should feature an active voice. To emphasize text, use the bold feature, not underline or capitalization. Caps Lock is for acronyms only. 
2. Structure: Prioritize logical organization in sentences, paragraphs, slides and webpages. It is helpful to have content flow with the way text is read — top to bottom and left to right. Using proper stylized headings, subheadings and bullet points makes content easier to navigate. 
3. Alternative Text Descriptions: Images that are not for decorative purposes need to have alternative text (or Alt Text); this includes all informational pictures, charts and infographics. Alt text is not a caption; it is embedded with the image. It is displayed when an image doesn't load, or it is read by assistive technologies for those with visual impairments. Alt text should accurately and succinctly describe the contents of the image to help the user understand the importance of including the image. 
4. Information Cues: When creating content, we need to consider how someone with an impairment would perceive it. If text or images are distinguished by color, font, shape or position, they then use visual cues. But visual cues alone are not accessible enough for those with visual impairments — there needs to be a secondary cue. Secondary cues can include using emphasis by bolding or including patterns (to help those who are colorblind). Alt text is also a good secondary cue. Audio-only cues also need a secondary cue like descriptive text. 

Tips for Writing

1. Color Contrast: Color contrast plays a large role in accessibility. The higher the color contrast the more the text sticks out from the background. Low color contrast should be avoided. The standards are listed below, but here's a convenient contrast verifier for quick checking. 
   1. The standard contrast ratio for text to image is 4.5 to 1.
   2. Large text to image only needs a ratio of 3 to 1.
   3. Text or images of text that are for decorative purposes only do not have a contrast requirement
   4. Logos/branding marks do not have a contrast requirement.
2. Navigation: Websites, and other online resources, need to be fully functional with keyboard navigation (i.e., not using a mouse); this includes menus, forms and other interactive elements (like pressing play on a video). 
3. Focus Indicators: Provide clear visual cues to highlight what element on the page has keyboard focus. This helps users with motor impairments identify where they've selected and guides screen readers. 
4. Resizing: Users must be able to zoom in to make content and text larger without losing function on the website. 
5. Editable files: For files like documents, slides and tables, the user must be able to edit the font size and/or style to fit their needs. It is easiest to provide downloadable copies of files to prevent the content being changed. 

Supplemental Guidelines & Considerations                   Tips for Designing

Audio and video has its own section further down on the page, but here are the basics. 

1. Captions and Transcripts: For video and audio content, you must provide full captions and/or transcripts. This allows users with hearing impairments to access the content.
   1. Captions need to be at least 99% accurate to be compliant.
2. Audio Descriptions: Consider if you need to add audio descriptions for complex visuals or processes that are not described in the original audio. This helps people with visual impairments understand more of the provided information. 

Learn more about Video              Everything to consider for Audio & Video

All URLs given as hyperlinks must be embedded in the text. These URLs need text that is meaningful and clearly indicates the purpose and/or destination of the link. 

1. Avoid using general phrases like "Click Here", instead try something like "Accessibility Training Video".
2. Underlining is for hyperlinks ONLY — use bold to emphasize text. 

Learn More about Links

There are two types of images: informative and decorative (non-informative). 

1. Decorative images does not add extra information to the content or text.
   1. Decorative images do not need alt text. 
   2. An image with text in it only qualifies as decorative if the text is only there for aesthetic purposes. 
2. Informative images add extra information and/or context to the text. 
   1. ALL informative images need descriptive alt text.
      1. This includes charts, graphs and infographics.
      2. Alt text succinctly describes what is happening in the image or graphic as it relates to the content/context of the text.
      3. Charts, graphs and infographics may need a long description along with alt text to include details or purpose that is too in-depth for alt text. 
         1. Also need axis labels, legends and titles
         2. Use proper color contrast and cues that are not only based on color. 

Relevant text should be included as a textual element, not text within an image. Never upload a screenshot that includes text. It is best to only use original material and avoid screenshots as much as possible. 

When adding an image into any digital content (social media aside*) consider your reason for adding it: Does it strengthen the message or align with the goals of the content? Does it provide an example or more context? Is it a decorative element that strengthens the branding or tone of the content? OR Does it fill up empty space? This last reason can lead to increased work time for the developer with no increase in value for the viewer. If a photo/image doesn't add value then there's no need to add it to content!

All images, informative or decorative, should be clear. A good photo with high resolution will contain more pixels per inch. A low quality photo will have less pixels per inch. Always aim for above 72 pixels per inch. 

*Social media almost always includes an image, which should always be connected to the messaging of the post in some way. See the Social Media tab in the section below for more specific guidance. 

Learn more about Images               Types of Images

1. Documents (web pages, slides, spreadsheets, etc.) need unique titles that give a general description of the text. 
   1. The file name is not the title. The title is included inside the document.
   2. The title should show up in the document properties and on the title slide.
2. All lists need to use the bulleted or numbered list feature. This helps screen readers and assistive technologies correctly translate the list. 
3. English text should be majority left-aligned. 
   1. Center-aligned text can be used for short bits of text like titles, headings, quotes and invitations. 

Learn More about Structure

1. Tables should be formatted as tables, not as images. 
   1. Tables formatted as images prevent the reader from adjusting the font size and style.
2. All tables need titles, row headings and column headings.
3. Avoid merging cells or leaving empty cells. 
   1. These errors can be confusing for assistive technology users.
   2. Unmerge cells and either add "0" or N/A to cells with no data.
4. Tables are NOT for basic text layout or organization — they are for organizing data in logical relationships. 
   1. Basic text can be in a list instead of a table.

Learn More about Tables

This section is a little more advanced, but it contains important rules. For more help with these topics, submit a question with the link at the bottom of the page. 

1. Semantic HTML: When creating content on a website, you must use proper tags to identify embedded website elements like headings and paragraphs. This helps screen readers to properly translate the content. 
2. Error Handling: Add clear and descriptive error messages for forms and other interactive elements. This helps users identify the issue and know how to correct it. 
3. Accessible Forms: PDF forms are not naturally accessible; it is recommended to use Microsoft Forms or Qualtrics.
   1. Any form on a website should include clear labels, keyboard-navigable text fields and compatibility with assistive technologies. 

Tips for Developing

The are resources to help you make sure your content is compliant. You can follow the steps below to stay accessible. 

1. Accessibility Tools: Use online accessibility checkers and the accessibility tool with the Microsoft Suite to identify weak points and missing requirements. 
   1. Be aware that some requirements are not checked in automated tests. 
2. Manual Review:  You should always manually review your content to ensure all regulations are met. Some regulations like quality alt text are not verified with an automatic review. *
3. Ongoing Monitoring: Accessibility is a process that needs to be monitored as content is created and updated. 
   1. For your main accessibility audit, use the university's Web Audit
   2. For non-UNL cms websites, you can use the Web Accessibility Evaluator

*University faculty have access to Instructional Designers

The key to making audio and video content accessible is creating high quality captions and transcripts. Here's some basic guiding questions to keep in mind:

• Are captions kept on screen long enough?
• Are captions synchronized with the audio and/or action?
• Are captions kept off screen when no meaningful sounds are playing?
• Is the captioning style consistent throughout the media?

Creating Captions

1. Start by using an automated caption creator: UNL supports Yuja, but MediaHub also has auto-generation for videos. 
2. Next manually edit captions to achieve 99% accuracy, which includes proper grammar, spelling and punctuation. 
3. Add missing information into the captions like non-speaking sounds (laughter, coughing), identification of who is speaking (if it is not on screen), and descriptions of important visual content not described in the audio (processes, items, etc.) in brackets. 
   1. Adding a speaker would look like: [Herbie Husker]: (audio transcribed and edited)

Audio Only

• Audio only content needs captions or complete text transcripts that include all dialogue and informative sound (sounds that add to the context or educational value). 
• Captions must be 99% accurate, which includes proper grammar, spelling and punctuation. 
• Audio that plays automatically and lasts for more than 3 seconds needs to be able to be stopped or turned down by the user. 
• Caption styles must stay consistent throughout the content. 

Video Only

• All visual content needs to include a complete text transcript with a description of what is happening, who is doing the action, any informative graphics or charts, and instructions. 
• Transcript must be 99% accurate, which includes proper grammar, spelling and punctuation. 
• Avoid flashing content which may cause seizures. Any flashes that occur at a rate of less than three flashes per second is acceptable. 

Recorded Video with Audio

• All video content needs complete captions with dialogue, information on who is speaking and where, human non-dialogue (laughs, coughs, etc.), and meaningful sound effects. 
• Captions and/or transcripts must be 99% accurate, which includes proper grammar, spelling and punctuation. 
• All content that is visually displayed and contextually relevant should be described out loud. 
• Avoid flashing content which may cause seizures. Any flashes that occur at a rate of less than three flashes per second is acceptable. 
• Audio that plays automatically and lasts for more than 3 seconds needs to be able to be stopped or turned down by the user. 
• Caption styles must stay consistent for identifying speakers, sound effects and music.
• Captions must be synchronized and kept off screen when no meaningful sounds are introduced. 

Live Video with Audio

• If the live video with audio is being recorded for later posting, be prepared to meet the standards above. 
• Synced, live captions are available for viewers. 
• Video quality is clear and images are easily viewable. 
• Avoid flashing content which may cause seizures. Any flashes that occur at a rate of less than three flashes per second is acceptable. 

Resources from the Center for Transformative Teaching

Audio & Video Accessibility Checklist                                                                                       Audio/Visual Accessibility Workshop

PDFs (or Portable Document Formats) are not normally accessible because the text cannot be resized and the font style cannot be changed. Making a PDF accessible is time-consuming and more challenging than using other formats. We recommend these more accessible alternatives:

• Use original file formats like Microsoft Word or Google Docs (.doc or .docx)
• Put the information that was in the PDF directly on the website by creating a builder page or book page. Access levels can be set to public, private, limited, etc. 
• Use Qualtrics or Microsoft Forms for fillable forms/surveys. 
• Link to HTML versions of journal articles/publications. 

If the alternatives are not viable, here's a checklist for making a PDF accessible from the Center for Transformative Teaching. 

PowerPoint features an accessibility checker that catches some issues, which makes it a useful starting tool. All accessibility tools are available on the Desktop version. 

• PowerPoints should be saved and distributed as PowerPoint files (.pptx) instead of converting them to PDFs.
• PowerPoints with embedded audio files need captions. Turn these kinds of PowerPoints into videos and upload them to your choice of video application (like Yuja). 
• Each slide should have a unique title formatted with the "Title Style". 
• Set a logical reading order for each slide.
• Avoid flashing/blinking images or content, which can cause seizures. 
• All embedded content like videos or podcasts need a text descriptor like a title or text description of content. 
  • If the embedded content does not have caption, you must create/provide them following the rules in the "Audio & Video" tab. 
• All equations and formulas are presented as text, not as images. 
• Informative images need accurate and comprehensive Alt Text descriptions. 
• Follow individual rules in links, images, structures and tables in the "Tips for Compliance" tabs. 

Resources from the Center for Transformative Teaching

PowerPoint Accessibility Checklist                                                                                         PowerPoint Accessibility Workshop

Excel features an accessibility checker that catches some issues, which makes it a useful starting tool. All accessibility tools are available on the Desktop version. 

• Tables formatted as images can be recreated in Excel to meet accessibility standards. 
• All worksheets within an Excel sheet need unique and descriptive names.
• All worksheets must include content — delete empty worksheets. 
• Keep in mind, assistive technologies begin reading in cell A1 — place the table's title or reading information there. 
• Rows and columns need meaningful labels. 
• Avoid merging cells and delete empty cells, rows and columns. This helps screen readers accurately convey data. 
• The end of each worksheet should be marked with "End of worksheet" in column A after the last row of data. 
• Present equations and formula as text, not images. 
• To highlight one cell, be sure to use a secondary cue like a pattern or bold effect along with a color. 
• Follow individual rules in links, images, structures and tables in the "Tips for Compliance" tabs. 

Resources from the Center for Transformative Teaching

Excel Accessibility Checklist

Word features an accessibility checker that catches some issues, which makes it a useful starting tool. All accessibility tools are available on the Desktop version. 

• Each document needs a unique title created using the "Styles Heading #1" format. The file name (examplefile.doc) is not the title. 
• The document should be structured using Heading styles #2–4 to group content by descriptive sub headings. 
• Lists should use the bulleted and/or numbered format available in the "Home" panel. 
• Text should be majority left-aligned (like this text is). 
  • Titles and other shorter pieces of information can be center-aligned. 
  • Avoid justifying text.
• Pictures need Alt Text if they are not decorative. 
  • Decorative images should be labelled as such.
• Text should not be formatted as an image. 
• Save all documents in .doc or .docx format not .pdf.
• Follow individual rules in links, images, structures and tables in the "Tips for Compliance" tabs. 

Resources from the Center for Transformative Teaching

Word Accessibility Checklist                                                                                                     Word Accessibility Workshop

Social media platforms all have different pathways and operations for achieving accessibility; the place to write alt text for Instagram isn't the same for LinkedIn. There may also be differences in availability of functions when posting from a phone instead of a computer. And platforms are continually changing and updating their settings — so the steps you use today might need to be updated tomorrow. But don't let all of these inconsistencies scare you away from posting on social media; social media posts help you promote to, educate, and engage with audiences of all ages. It is important for anyone who is posting or plans to post on social media to understand the best practices and the specific guidance for each platform used. 

Best Practices

Images

• All images should have alt text.
  • If alt text is automatically generated, edit and review it — or write your own (which will always be the most accurate). 
  • If there is no place to add alt text in the post settings, you must add it in the post's caption. Do not add alt text in the caption if there is a designated space for it. 
• Color contrast rules must be followed in social media posts.
  • This applies to the caption text against the caption background and any text used in the image. 
  • Also applies to infographics
• Infographics count as images. 
  • They must have accurate alt text.
  • Complicated infographics need a long description in the caption, or you can make a video explaining the contents of the infographic (but don't forget to follow video guidelines). 
• Avoid using flyers as the image in posts. 
  • Using flyers as the image complicates writing alt text because you need to succinctly describe all of the elements in roughly one to two sentences. 
  • Instead, use the main photo on the flyer as the image of your post. 
    • Add all of the important text details in the caption.
    • Try to only have 5 words on your image — like the name of the event or a call-to-action. 

Videos

• Videos posted on social media need to meet all of the requirements listed in the "Audio & Video" tab. 
• Captions can be added to the content in a couple ways.
  • Open captions: these captions are present in the video file. They cannot be turned off by the viewer. 
    • These can be added in the editing software (like Premiere Pro) or in video-housing sites like MediaHub. 
  • Closed Captions: these captions are housed in a SRT file. They can be turned on and off by the viewer. 
    • SRT files can be downloaded from MediaHub after editing and saving the video captions. They can also be created alongside the video file when exporting from a video-editing software. 
  • Some platforms do not have a place for SRT files, so the captions will have to be embedded in the video. 
• Captions should also the color contrast requirement. 

Hashtags

• Limit the number of hashtags in a post to 1 or 2. 
  • Screen readers will read each hashtag aloud. 
• Capitalize each word in the hashtag — like #GoBigRed 
  • Capitalization prevents the screen reader from reading the hashtag as one long word. 
• Put hashtags at the end of the caption, not in the middle of the text. 

Emojis and Emoticons

• Limit the number of emojis used within the caption to 1 or 2.
  • Screen readers will read the description for each aloud.
• Do not place a series of emojis next to each other. 
• Always place a space before an emoji if there is content preceding it and after an emoji if there is content following it. 
• Do not place an emoji in the middle of a sentence. 
  • Only before or after one. 
  • The description of the emoji will interrupt the regular text and may confuse the viewer. 
• Do not use emoticons. 
  • A screen reader reads the smiley face :) as "semi-colon parenthesis". 

Links

• Links posted on social media should be short since the screen reader will read them out as a long string of letters.
  • You can shorten links with Go URL
• It's best to mention the text is a link before the URL. 
  • Example: "Register for the event with this link: www.event-register.com"

Plain Language

• Avoid using technical jargon.
• Avoid using non-standardized acronyms.
  • Standard acronym examples: US, NASA, FDA

Platform-Specific Information

Instagram    Facebook   LinkedIn   X

Programs in the Google Suite (Docs, Slides, Sheets, etc.) can produce fully accessible content, but they have limitations. 

• Content created in Google Suite is not accessible with all assistive technologies, but some do work. 
• Tables and equations cannot be made 100% accessible. 
• Google does not have built-in accessibility checkers, unlike Microsoft Office. 
• There is an outside accessibility checker that can be downloaded. 

The Center for Transformative Teaching created instructional content for improving the accessibility of your Google content. 

Flyers sent out internally or externally must be accessible. If flyers are sent out as an image, then they must be accompanied by a full text transcript. Digital flyers can be made accessible by following guidelines similar to "Images" and "Structure". 

Acceptable Software

• Word
• PowerPoint
• Publisher
• InDesign
• Acrobat Pro

Links and QR Codes

• Always provide a link along with a QR code
• Give the link a unique and comprehendible name (link phrase).
  • Bad: Click Here
  • Good: Register for Specific Event
  • The link under "Color Contrast" is also good. 

Color Contrast

• Ensure text and background colors fit color contrast requirements.
• Any infographics must also use proper color contrast. 

Images

• Informational/functional images must have alt text.
• Decorative images must be marked as such.
• Mark elements like borders, lines, and shapes as background/artifacts.
• Images should be in .jpg or .png formats before being added to flyer.

Text & Structure

• Use sans serif fonts, which means don't use fonts with extra decorative lines.
  • UNL has two sans serif fonts pre-approved for marketing: Work Sans and Oswald. Use these if you are unsure. 
  • Arial, Calibri, and Verdana are other acceptable examples.
• Do not use text that is within an image. 
  • Text may be added on top of an image with the text/text box tool. It must remain tagged as text.
• Use text styles to create the title, headings, subheadings, lists, and paragraphs. 
  • This tags the text as the proper element.
• Design with a logical reading order in mind. 
• Then order the elements correctly in the reading order pane.
• Every piece of content should be tagged so screen readers can identify what kind of element it is, i.e. title, heading, paragraph, informational image, decorative image, etc. 
• Save as an Interactable PDF, this ensures the settings and links are maintained when exported.