Digital Accessibility Standards and Rules

Overview

Accessibility is everyone’s responsibility: create content in native formats (HTML, Word, Excel, PowerPoint), follow WCAG 2.1 AA standards, test before publishing, and remediate at the source. PDFs should be used as the exception—not the norm.

 Users

All College Employees

 Environment

Publicly accessed digital content.

 Standards and Rules Statements

  • WCAG 2.1 AA is the minimum standard. All digital content must meet WCAG 2.1 Level AA requirements. Link to DOJ website: https://www.ada.gov/resources/2024-03-08-web-rule/
  • Accessibility is Day One. Accessibility requirements must be incorporated into all staff onboarding activities and daily content creation activities going forward.
  • Content creators are accountable. The individual or unit creating content is responsible for accessibility compliance.
  • Compliance ‘Technicians’, who have access to select tools, identify issues, and do not rewrite content. Remediation remains with the original content creator to ensure meaning and flow of content.
  • Native formats first. HTML and native authoring formats should be used whenever possible; PDF formats should be treated as an exception (e.g., final Federal/State reporting). Documents can be saved as ‘Read only’ for security reasons.
  • Every document must have a clear, descriptive title. If someone can open the document, they should immediately know what it is about.
  • Accessibility applies to everyday communications. Emails, announcements, and posts in Teams or SharePoint must be accessible to everyone.
  • Do not post or share data unless it is approved for public release. All publicly posted content must follow Minnesota State data classification rules (see Procedure 5.23.2).
  • Testing before publishing is required. Built-in accessibility checkers must be used prior to distribution of the content.
  • Student‑facing content must be high priority. If students can see it, use it, or rely on it, content must be accessible first before they can use it.
  • Do not distribute inaccessible vendor content.  If a vendor’s content is not accessible, request a fix or use an accessible alternative. Includes eBooks and journal subscriptions.
  • Accessibility is ongoing. Content must remain accessible as it is updated over time.

Enforcement: Failure to follow these Standards and Rules may expose the institution to legal risk and remediation costs. Units are expected to correct accessibility issues promptly when identified, especially ones impacting student access.

 More Information