Overview
All electronic documents and web content should adhere to the Web Content Accessibility Guidelines WCAG 2.1 Level AA standards in compliance with Title II of the ADA. Meeting accessibility standards means everyone can access and use our content.
Designing with accessibility in mind makes content:
- Easier to find (improves search-ability/Search Engine Optimization)
- Compatible across devices (mobile-friendly)
- Usable with assistive technologies, such as screen readers
Environment
Public web sites and digitally accessible files and content, such as web pages, documents, and PDFs.
Details
Following are some basic guidelines that can be taken to ensure digital content is accessible.
-
File naming, titles, and headings:
- Use short, descriptive file names, page titles, and headings that describe the purpose of the content.
- Ensure all content is fully navigable by keyboard, with a clear tab order (Tab = Forward, Shift+Tab = Backward) and a logical structure using simple, well‑organized headings and outlines, which provide semantic structure that assistive technologies utilize.
- Use a clear and consistent heading structure (H1 → H2 → H3), followed by relevant content, to organize content.
- Do not skip headings, ie: H1 then H3, or H2 then H4.
- Best Practice: To optimize both accessibility and SEO, use only one
<h1> per page to clearly define the primary subject and avoid semantic confusion for assistive technology.
(Note: The titles in WordPress, D2L, TeamDynamix, and many other content management site's pages are by default Heading 1. Do not place another Heading 1 in the content area immediately following the title.)
- Example of a properly structured and accessible outline:
-
Heading 1
-
Heading 2
- content goes here
-
Heading 3
-
Heading 3
-
Heading 2
- content goes here
- more content goes here
- YouTube Resource: How to Create and Customize Headings in Microsoft Word (PC and Mac)
- YouTube Resource: Adding Structure and Headings in Brightspace
- YouTube Resource: Headings Accessibility Tips and Tricks
-
Images:
- Use alternative descriptive text on decorative embedded images.
- Avoid using the same alternative text for two different images on the same page. (Example: img 1: "RCTC campus", img 2: "RCTC campus")
- Avoid using text within images or embedded fliers to convey information that could be conveyed using headings and regular text. Assistive technology cannot read text embedded within images. If images must include text, ensure that the same information is provided as alternative text in the image properties or real text on the page.
- Embed images at the beginning or end of sentences or paragraphs, rather than in the middle of text, so not to disrupt the flow of screen readers.
- YouTube Resource: Making Images Accessible in D2L Brightspace
- YouTube Resource: Alt-Text for Images
-
Links:
- Use clear, descriptive link text that tells readers exactly what the link is about (e.g., Digital Accessibility Tips).
- Avoid vague linked phrases like "click here", they’re meaningless for screen readers and SEO (Search Engine Optimization).
- Avoid using full URLs as link text (e.g., https://asanewsletter.org/category/digital-accessibility-tips). Instead, link the topic name (e.g., Digital Accessibility Tips).
- Links that share the same text must point to the same URL. If links point to different URLs, their text must be different.
-
Linked Files (PDF / Word / IMG):
- Preferably, convey information directly with text on a webpage rather than linking to Word documents and PDFs. Web pages are more accessible, mobile friendly, and typically easier to maintain. (WordPress, D2L Brightspace, TeamDynamix, the bookstore, athletics, and the library sites all use web-based content management systems that can create proper web pages.)
- Avoid using files mainly intended for print distribution (brochures, flyers, pamphlets, posters) to convey information on the web. They’re often inaccessible on the web and hard to read on phones. Copy-and-paste the information into accessible web pages instead.
- If a PDF/Word file is unavoidable, run accessibility checks in Microsoft Word then create a PDF by using "Save as PDF" (NOT Print to PDF). Submit a ticket to have the PDF checked for accessibility.
- Ask yourself: Does the content really need to be in a Word or PDF format? Can the content be conveyed as a webpage instead? What is the final destination of the content, and what is the optimal way a user could view it?
-
Text Color:
- Avoid light text on light backgrounds or dark text on dark backgrounds.
- Use basic high contrast colors for text (Example: dark text on white background).
- The minimum ratio for normal text is 4.5:1 against its background. (Black on white always passes accessibility checks!)
- For large text (defined as at least 18‑point regular or 14‑point bold), the requirement is slightly lower: 3:1.
- Use a contrast checker to verify compliance.
-
Design:
- Use simple designs that render on both computer screens and phones, and different browser window widths (responsive design).
- Avoid using tables for visual layout. Tables are best for data sets.
- Use bulleted or numbered lists, they are easy to scan for all users and assistive technologies.
- Avoid using dashes in place of bulleted/numbered lists.
- Avoid using empty paragraphs, headings, and multiple line breaks to create spacing.
- Empty headings:
<h2></h2> adds noise for screen readers. Headings should always describe content.
- Empty paragraphs:
<p></p> creates meaningless elements that can confuse assistive technology.
- Non-semantic spacing hacks: Using
<br> repeatedly for spacing is also inaccessible.
-
Tables:
- Use tables only to show data relationships, not for visual layout.
- Add alternative text summarizing the table’s purpose or content.
- Keep tables simple: one header row, one header column, no merged cells.
- Include clear row and column headers for context.
| Employee |
Name |
Department |
City |
| Employee A |
Alice |
Technology |
Denver |
| Employee B |
Bob |
Purchasing |
Austin |
- YouTube Resource: Introduction to accessible tables and a screen reader demo
-
Video:
- Add closed captioning for video content. Review your video with captions turned on.
- NOTE: Videos uploaded to Kaltura Media Space get automatic ASR captions (Automatic Speech Recognition), but they’re only about 90% accurate and must be corrected for accessibility. (Example: "RCTC" might be captioned as "Our CTC".)
- Kaltura video captions can be added or edited in My Media using Actions → Captions & Enrich.
More Information
Training Resources
Linking to 3rd-Party Resources for Courses
Under ADA Title II regulations (and by extension WCAG 2.1 AA), public higher education institutions are responsible for ensuring that linked external resources, particularly required course materials, are accessible. If a link is part of the institution’s services, programs, or activities (e.g., a teacher-posted link to required reading), it generally must meet WCAG 2.1 Level AA standards, even if it is a third-party site.
- Required vs. Optional Content: Links to essential content, such as LMS-posted materials, required readings, and course materials, must be accessible.
- Third-Party Content Limitation: While there is a limited exception for archived content and third-party content not under the institution's control, this does not apply to materials required for active participation in a course or service.
The question is whether the 3rd party resource is optional or required for the course. If required for participation and completion of the course, then it should be accessible. If required but not accessible, an alternative format should be provided for the required resource.