Extra Resources

How a screen reader will describe an image?

How would you describe this image?

Those that are blind may use a screen reader to navigate websites and documents. Images are (obviously) unable to be seen. Alternate text or alt text is the only way that a screen reader can convey the meaning of an image…by reading text that serves as an “alternative” for that image. Experts recommend keeping alt text descriptions under 125 characters.

Best practices for ALT text from Ohio State

Alt Text in Word & PowerPoint

1. Insert your image
2. Select it
3. In the top menu, go to Format > Picture
4. In the sidebar, click on Layout and Properties () > Alt Text
5. Enter your descriptive alternative title in the DESCRIPTION field (not title field)
6. Close the properties field (it will save automatically)

Alt Text in Pages & Keynote

1. Insert your image
2. Select it
3. Click Format in the upper left corner ()
4. Select image
5. Enter your descriptive alternative title in the description

Long Descriptions

Sometimes 125 characters is not enough to adequately describe an image, especially if it is a complex graphic or chart. You can use the "longdesc" attribute and reference (link to) a separate page of HTML text that contains a longer text-based description for screen reader users.

Colors

As for color, black text on white background is always best, but it you feel the need for embellishment, you can check color contrast.

Those that have color blindness, forms include Protanopia (red), Deuteranopia (green), Tritanopia (blue), and Monochromacy (no color), need color contrast to determine imagery…. But when designing content you do not have to convert all of your images to black and white to check contrast or get rid of your images entirely, but you need to make sure colors are not your only method of conveying important information.

If you have an image that needs to use color to convey information, you can check your image using a variety or resources.

Check the contrast of two colors for text

Website check for color blind

Image check for color blind

Semantic Document Structure

Using heading styles, descriptive link text, columns, and list styles gives physical, structural, and consistent formatting to your documents and web pages. This allows people who use assistive technologies to navigate content in a logical, sequential manner. Simply adjusting font size, color and formatting, such as using bold or underline, does not provide the structure that using a style setting does.

Headings

Headings and subheadings should be identified as such using the built-in heading features of the authoring tool. Headings should form an outline of the page and be used in the table of contents for long documents. Always begin with Heading 1 (H1) as the title for each document. Heading 2 (H2) should used for sub-topics of H1, and so on.

Lists

Any content that is organized as a list should be created using the list controls that are provided. There are usually one or more controls for adding lists. Using the available tools to create lists helps students using assistive technologies understand how the content is organized. When a screen reader navigates a list, the screen reader informs the student that they’re on a list and informs them of how many items are in the list.

A common mistake is to create your own “list” by typing in dashes (-), asterisks (*), or numbers before each line and pressing the tab key or space bar to move over. Not using the list tool to properly format lists as lists can make content more difficult to navigate by users of assistive technology. Washing your hair is an example of an ordered list, because the sequence matters.

1. Wet hair thoroughly.
2. Apply shampoo.
3. Rinse hair until water runs clear.

A grocery list is a good example of an unordered list, because the order does not matter.

• milk
• apples
• eggs
• bread

Links

Wherever hyperlinks are used, the hyperlink text should provide a clear description of the link destination, rather than only providing the URL, typing "more," or "click here."

Example of a bad hyperlink: Click here for more information!

Example of a good hyperlink: Visit the Vol State Community College Accessibility website for more information!

Practice adding structural format to a Word document (.doc) (courtesy of Dr. Marc Thompson at the University of Illinois Urbana-Champaign).

Tables

Understanding why you are using a table will transfer to all file formats you use. First, consider if you can use a list instead of a table. Often a list will convey your data in an easier to navigate group than a table. Tables are useful for identifying relationships between data when those relationships are best conveyed with rows and columns.

If you determine your data is best presented in a table, keep the table simple and clearly identify column and row headers. Complex tables can be difficult for assistive technology users to navigate and understand. An accessible complex table needs to be created with an HTML editor.

As a general rule, do not: split cells, leave cells blank, or use a table for layout. Always ensure a proper reading order in tables. Screen readers read tables from left to right, top to bottom, one cell at a time (no repeats). If cells are split or merged, the reading order can be thrown off.

• Read your table left to right, top to bottom (never repeating a cell). Does it make sense? A screen reader reads tables in this way.
• Merged, nested, and split cells change the reading order of tables. Make sure you construct your table in a way that accommodates good reading order.

Tables should not be used for document layout. Word can do this with styles, and formatting - including organizing content into columns.

Add an accessible table in Word:

1. Use "Insert Table" tool only under the Accessibility menu
2. Give your table a title using the Caption tool
3. Identify the header row under Table Properties
4. Restrict the table to the page width under Table Properties
5. Bookmark the table inside the first cell of the table
6. Add alt text

Converting Word to PDF Accessibly

If you create an accessible Word document, you may want to export the accessible version to other file formats. The goal is to save the accessibility features you created in the Word document, including heading structure, alternate text for figures/images, lists, tables, document language, and other content that is important for accessibility.

Note: Do not print to create a PDF. This method of creating a PDF does not preserve the document’s accessibility features.

Windows

1. Go to "File" > “Save As”
2. Select PDF
3. Check to save the language settings
4. Select the "Options" button to confirm the “Document structure tags for accessibility” check box is selected. If you choose to use the “Minimize Size” option when saving to PDF, the “Document structure tags for accessibility” check box may be unchecked by default.

Mac

1. Go to "File" > "Save As"
2. Select File Format: PDF
3. Select the option "Best for electronic distribution and accessibility"
4. Click Export

Resources

WebAIM: PDF Accessibility

Adobe Acrobat for PDFs

1. Open PDF
2. Tools
3. Action Wizard
4. Make Accessible
5. Start (will ask you for alt text in process)

• The Basics of Tagged PDF by Karen McCall (PDF)
• Create and verify PDF accessibility
• Convert scanned PDFs and photos to text in Google Docs
• PDF Accessibility Resources from Portland Community College

Web Page Accessibility

• WAVE evaluation tool; Help for using WAVE

Captioning Resources

• Adding and editing captions in YouTube
• Adding captions to videos you don't own -- Amara
• Background Captioning Information (California community colleges)

Further opportunities to learn.

This October we will be hosting our second Digital Accessibility for Educators Workshop.

If you follow this link and give us your information we will send you the info as soon as the 3 days are finalized.

We also offer a 4 course program for a Digital Accessibility for Educators Certificate through ION.

Accessible Document Resources

• Accessible Digital Office Document (ADOD) Project
• Make Word documents accessible
• Make PowerPoints accessible
• Make Excel spreadsheets accessible
• Making Maps accessible (Penn State)
• WebAIM: We Have Accessibility in Mind
• Basic Accessibility Resources from the UIUC Center for Innovation in Teaching and Learning
• Functional Accessibility Evaluator - UIUC Disability Resources and Educational Support
• 10 Tips for Creating Accessible Content (3Play Media webinar recording)
• National Center on Accessible Educational Materials

General Accessibility Resources

• Accessing Higher Ground (annual conference)

Short sampling of Case laws

• list dating back to 2000

2000

• North Carolina State sued over inaccessible hardware and software

2009

• Small Business Association sued over inaccessible website
• Social Security Administration sued over inaccessible website
• United States Department of Education sued over inaccessible website and documents
• The Ohio State University sued over failure to caption video at the Stadium and Arenas
• Arizona State University sued over use of inaccessible Amazon Kindles
• Pace University sued over use of inaccessible Amazon Kindles
• Case Western sued over use of inaccessible Amazon Kindles
• Reed College sued over use of inaccessible Amazon Kindles
• University of Virginia Darden School of Business sued over use of inaccessible Amazon Kindles

2010

• Netflix sued over non-captioned streaming videos
• Penn State sued over inaccessible websites, learning management system, smart podiums, banks software and ATMs
• McNeese State University sued over inaccessible buildings

2011

• Florida State sued over inaccessible software, textbooks, and clickers
• University of California Berkeley sued over inaccessible textbooks
• Northwestern University sued over use of inaccessible Google apps
• New York University sued over use of inaccessible Google apps
• South Carolina Technical College System sued over inaccessible websites

2012

• Maricopa Community College sued over inaccessible course materials
• University of Kentucky sued over failure to caption video at the Stadium and Arenas
• University of Montana sued over inaccessible learning management system, clickers, and websites

2013

• University of California Berkeley sued over failure to caption videos, inaccessible Massive Open Online Courses, and for shorter time in making course materials accessible
• University of Maryland sued over failure to caption video at the Stadium and Arenas

2014

• Miami University sued over inaccessible course materials
• Mt Hood Community College sued over inaccessible websites
• University of Cincinnati sued over inaccessible websites
• University of Colorado Boulder sued over inaccessible websites, learning managements systems, and course materials
• Youngstown State sued over inaccessible websites

2015

• Amazon sued over failure to caption streaming videos
• Atlantic Cape Community College sued over inaccessible books, labs, and websites
• Massachusetts Institute of Technology and Harvard University sued over non-captioned videos
• Siskiyou Joint Community College sued over inaccessible materials
• University of Phoenix sued over inaccessible learning management system

2016

• Hulu sued over failure to caption streaming videos
• College of Westchester sued over inaccessible websites
• Iona College sued over inaccessible websites
• Netflix sued over failure to have have narrated audio descriptions

2017

• Los Angeles Community College District sued over inaccessible instructional materials
• Fordham University sued over inaccessible websites

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