Tips for Choosing Textbooks Ensure the textbook has a digital version available. Check if the digital version is tagged for accessibility (e.g., includes headings, alt text, and readable text—not just images or scanned pages). If using publisher content or external tools (e.g., MyLab, McGraw Hill, Cengage), verify their accessibility statements or request VPATs. Blackboard Ultra Documents Give your Document a title using the placeholder field at the top of the screen. Create separate sections using the “Text Style” icon in the editor: Use “Title” style at the start of each main section (only one per section). Use “Header” for subsections. Use “Sub header” for deeper levels. Use consistent heading structure and avoid using all caps for emphasis. Body text should be at least 12-point font. Use bold or italics to emphasize; reserve underlining for links. Do not rely on color alone to emphasize information. Apply proper list formatting using the “List” icon; do not manually create lists. Images and Alternative Text Add concise, accurate alt text (no longer than 120 characters or 2–3 sentences). Avoid phrases like “image of” or “picture of” in alt text. For complex images (charts, graphs, etc.), provide a longer description nearby. Mark non-essential images as “null,” “n/a,” or decorative. Check that Color Alone Does Not Convey Meaning Use visual cues like italics, bold, or font size in addition to color. Embed meaning directly in the text (e.g., “Important note: ...”). Test color contrast using tools like WebAIM Contrast Checker or Silktide. Create Tables with Accessibility in Mind Use tables only for data, not layout. Build tables using the text editor, not pasted content. Check “Header Row” and “Header Column” as appropriate. Keep tables simple; avoid merged cells or complex structures. Provide Descriptive Link Text Use descriptive text in the “Link text” box (e.g., titles, authors). Avoid vague text like “click here” or “this document.” Indicate if a link opens in a new window/tab. Document Attachments and Multimedia Ensure Word, PowerPoint, and Excel files are fully accessible (headings, alt text, etc.). Blackboard Ally does not check Excel files—review them manually. Caption all videos; request or generate auto-captions and edit for accuracy. Avoid autoplaying videos. Provide transcripts for all audio files. PDFs Apply the "Four R's" (adapted from UND): Remove outdated, scanned or unnecessary PDFs. Replace with: Permalinks to library or external content whenever available. An accessible version directly from the publisher when possible. Alternative formats, such as accessible Word or PowerPoint documents. Share the original, editable file format (e.g., an Office document instead of a PDF). Remediate only if you have to using Adobe Acrobat Pro. Get it Right the first time! Additional PDF Guidelines Always save as an accessible PDF (use “Save as PDF,” not “Print to PDF”). If a PDF is scanned, use OCR (Optical Character Recognition) and Blackboard Ally’s Alternative Formats for temporary accessibility support. Note: Ally’s formats do not make the original PDF fully accessible and will impact your Ally score. When sharing PDFs from library databases or external sources, use permalinks instead of uploading the file directly. Accessibility Testing Blackboard Ally Report : Review and fix red/yellow accessibility indicators. Silktide Chrome Extension: Check headings, alt text, screen reader output, and color contrast—all in one tool. Keyboard Navigation: Use Tab and Arrow keys to ensure all content is accessible without a mouse. Screen Reader Testing: For deeper testing, use NVDA (Windows) or VoiceOver (Mac) to verify how content is read aloud. Optional: Accessible STEM Content Use MathML or LaTeX for equations when possible. Avoid using images for math unless descriptions are included.

Accessibility Checklist for Email Use this checklist to ensure your emails are accessible and easy to read for all recipients, including those using assistive technology. Quick checklist for email Provide a clear and informative subject Your subject line should summarize the purpose of the email. Avoid leaving it blank or using vague phrases like “Important” or “Update.” Ensure the body of the email is not empty Emails with blank bodies can be confusing for screen reader users. If your message is short, place it in the body instead of an attachment. Choose an easy-to-read font Use a sans-serif font like Arial, Calibri, or Verdana. Avoid decorative, serif, or script fonts, which can be harder to read. Set font size for readability Use at least 12-14pt font size for body text to ensure readability. Break up large blocks of text Use spaces and paragraph breaks to separate ideas. Large walls of text are difficult to read and navigate. Use high color contrast Ensure a contrast ratio of at least 4.5:1 for regular text and 3:1 for large text (18pt or 14pt bold). Avoid using color alone to convey meaning If you highlight important information with color, also use bold text, symbols, or additional wording. Example: Instead of “Important deadlines are marked in red,” say, “Important deadlines are bolded and marked with an asterisk (*).” Use built-in email formatting for lists Avoid manually creating lists with dashes or asterisks. Instead, use the email client’s bulleted or numbered list tool for proper formatting. Add alternative text to meaningful images If you include images, provide concise and descriptive alt text explaining their purpose. Bad: “Graph” Good: “Sales chart showing a 20% increase from Q1 to Q2.” Ensure linked images have meaningful alt text If an image is a hyperlink, describe where the link leads instead of the image content. Example: “View full report” (instead of “Click here” or “Graph image”). Avoid using images of text If your email contains an image with text (e.g., a flyer), also provide a full-text alternative in the email body. Use descriptive link text Avoid generic phrases like “Click here” or “Read more”—instead, describe what the user will access. Bad: “Click here for the report” Good: “Read the Quarterly Sales Report.” Ensure videos have captions If your email links to a video, verify that captions are accurate and synchronized. If captions are unavailable, provide a text transcript. Ensure audio files have transcripts For podcasts or other audio content, include a full transcript in the email or as a linked document. Avoid flashing, blinking, or animated content Moving elements can be distracting and may cause issues for users with cognitive disabilities or photosensitivity. Avoid symbols and special characters Some screen readers do not announce symbols properly. Stick to plain text when possible. Provide clear sender information Ensure recipients can easily identify who the email is from. Use your full name and include a professional signature. Test your email for accessibility using the Accessibility Checker Run the Accessibility Checker on your completed email to test for accessibility issues. Address any warnings or errors.

Accessibility Checklist for Excel Quick checklist for Excel Set Language and Title
 Make sure the document's language and title are set in the file properties. The title should describe the document and not be confused with the file name or main heading. Add Metadata
 Include information like the author’s name, subject, keywords, and a short description. Metadata helps users organize and find files easily. Tabs in Excel need unique names to make navigating the workbook easier. The tab name should indicate what information is being covered in that worksheet. Start all worksheets in cell A1 Always add text to cell A1. Screen readers start reading worksheets in cell A1. If no text appears in cell A1, screen readers may assume that the worksheet is blank. Use the Cell Style tool to apply Heading levels Use the Cell Style tool on the Home tab to create and format data table headers. Select an appropriate font Avoid decorative fonts like script fonts, serif fonts, WingDings, etc.; they are not easy for all users to read. Opt for easy-to-read fonts like Helvetica, Arial, Verdana, Calibri, and Futura instead. Select appropriate font sizes Regular body text should be at least 12 pt. Slide presentation text (PowerPoint, Keynote, etc.) should be at least 20 pt. Add alternative text for simple images All images should be assigned concise, specific alternative text that conveys the same information to a user that an image would. This text should be limited to a sentence or two. Mark all non-essential images as “null,” “n/a,” or “decorative.” Include descriptive text for complex images, including charts, graphs, infographics, cartoons, etc. Complex images require more complex alternative text. For each complex image, include the following: a caption, a piece of alternative text that directs users to where the long descriptions can be found, and the long description. Ensure adequate color contrast between text and background and/ or within graphs and diagrams Text, diagrams, charts, and other meaningful content should have a contrast ratio of 4.5:1. Large sized text should have a contrast ratio of at least 3:1. Large sized text consists of an 18+ pt font or a 14+ pt bolded font. Check that color alone does not convey meaning Color is not sufficient on its own to convey meaning. Information conveyed by color needs another visual cue besides color to be evident (italics, bold, larger font size, etc.) Embed the meaning of the emphasis in the language itself. For example, “Important note: I cannot accept late work, so all work must be complete on time.” Create tables with accessibility in mind Build all tables in the original document. Avoid drawing, importing, or inserting tables as an image file. Use the Format as Table tool on the home tab. Use tables for data only, not for layout purposes Use a simple table structure with a clearly marked header row and first column. Avoid using blank, merged, and split cells. These can create issues for screen reader users, who may not be able to navigate the table in a logical reading order. Provide descriptive link text Link text should be descriptive and convey relevant information about the destination of the URL. Screen reader users navigate documents by tabbing through links or bringing up a links list. This removes the links from the context of the surrounding text, making descriptive link text necessary for navigation purposes. Ensure all video files have closed captions All videos must have accurate synchronized captions and/or transcripts. Ensure all audio files have a text transcript All audio files (podcasts, music tracks, etc.) must have accurate captions and/or transcripts. Avoid placing vital information in headers and footers Assistive technology does not automatically read information included in headers and footers. If you choose to place vital information in headers and footers, ensure you duplicate any vital information in the body of the document. Test your document for accessibility using the Accessibility Checker Run the Accessibility Checker on your completed document to test for accessibility issues. Address any warnings or errors in your document.

Accessibility Checklist for PDFs Quick checklist for PDFs Use this checklist to gauge how compliant your course resources are with Section 508 of the Americans with Disabilities Act, Title II regulations, and WCAG 2.1 AA guidelines. Set Language and Title
 Make sure the document's language and title are set in the file properties. The title should describe the document and not be confused with the file name or main heading. Add Metadata
 Metadata includes an author’s name, the subject, keywords, a document description, comments, and other vital identifying document information. These properties help users organize and identify files. Set security permissions Some PDF security settings may prevent screen reader users from accessing accessibility features. Check your security permissions in Document Properties to ensure that “Protected View” and “Enhanced Security” is disabled. OCR PDFs that are images and/or contain scanned pages Optimal Character Recognition (OCR) turns a flat image of a scanned PDF into one with text that is both searchable and editable. OCR-ing a PDF is the first step in document remediation. Use Blackboard Ally’s Alternative Formats to OCR PDFs for free. Use Permalinks Rather than upload scanned files, create a permalink for text housed on a library’s database. This maximizes the probability that students are receiving text in varied and accessible formats. Make accessibility changes in the original document (Word, PowerPoint, Excel) PDF remediation can be both challenging and time consuming. Correct accessibility issues in the original source file for a more efficient process. If you don’t have access to the original source file, you can convert the PDF back into a Word or Excel file. Tag all content Check that all meaningful content has been tagged. PDF tags add a hidden structure to documents, helping screen readers understand how to read and present content to users. Tags should follow a document page’s visual order. Delete empty tags Empty tags can create confusion for users with assistive devices. Add alternative text for simple images. All images should be assigned concise, specific alternative text that conveys the same information to a user that an image would. This text should be limited to a sentence or two. Mark all non-essential images as “null,” “n/a,” or “decorative.” Ensure adequate color contrast between text and background and/ or within graphs and diagrams Text, diagrams, charts, and other meaningful content should have a contrast ratio of 4.5:1. Large sized text should have a contrast ratio of at least 3:1. Large sized text consists of an 18+ pt font or a 14+ pt bolded font. Provide descriptive link text Link text should be descriptive and convey relevant information about the destination of the URL. Screen reader users navigate documents by tabbing through links or bringing up a links list. This removes the links from the context of the surrounding text, making descriptive link text necessary for navigation purposes. Ensure all video files have closed captions All videos must have accurate synchronized captions and/or transcripts. Ensure all audio files have a text transcript All audio files (podcasts, music tracks, etc.) must have accurate captions and/or transcripts. Apply bookmarks for long documents Bookmarks act as internal links that allow users to jump to specific sections of a document without scrolling. They can help with accessibility by making it easier for users of assistive technology to navigate a document. Avoid placing vital information in headers and footers Assistive technology does not automatically read information included in headers and footers. If you choose to place vital information in headers and footers, ensure you duplicate any vital information in the body of the document. Test your document for accessibility using the built-in Accessibility Checker Run the Accessibility Checker on your completed document to test for accessibility issues. Address any warnings or errors in your document.

Accessibility Checklists for PowerPoint Quick checklist for PowerPoint Document Info Ensure the title, author, language, and keywords are filled out. Check Accessibility Use the Accessibility Checker to find and fix issues like missing alt text, incorrect headings, or low color contrast. Reading Order Ensure the Reading Order is in logical order. You can verify and adjust the reading order in the Selection Pane. Alt Text Add clear and meaningful alt text to all images. Color and Contrast Use colors with good contrast, and don’t rely on color alone to share information. Links Write link text that clearly explains where the link goes. Tables Keep tables simple and mark headers for screen readers. Keyboard Friendly Make sure tables can be navigated with just the keyboard. Screen Reader Test Test the presentation with a screen reader to make sure it’s easy to navigate. Set Language and Title
 Make sure the document's language and title are set in the file properties. The title should describe the document and not be confused with the file name or main heading. Add Metadata
 Include information like the author’s name, subject, keywords, and a short description. Metadata helps users organize and find files easily. Give each slide a unique title Slides in PowerPoint need a unique title to make navigating the presentation easier. The title name should indicate what information is being covered on that slide. Utilize pre-set slide layouts PowerPoint’s pre-set slide layouts are designed with formatting, color schemes, and reading orders that are optimized for screen readers. By utilizing these layouts, you avoid the need to design each slide, which minimizes the risk of accessibility issues. Apply styles to ordered and unordered lists Avoid manually creating lists using numbers, symbols, and tabbing. Apply pre-set list styles for both bulleted and numbered lists. Select an appropriate font Avoid decorative fonts like script fonts, serif fonts, WingDings, etc.; they are not easy for all users to read. Opt for easy-to-read fonts like Helvetica, Arial, Verdana, Calibri, and Futura instead. Select appropriate font sizes Regular body text should be at least 12 pt. Slide presentation text (PowerPoint, Keynote, etc.) should be at least 20 pt. Add alternative text for simple images All images should be assigned concise, specific alternative text that conveys the same information to a user that an image would. This text should be limited to a sentence or two. Mark all non-essential images as “null,” “n/a,” or “decorative.” Add descriptive text for complex images, including charts, graphs, infographics, cartoons, etc. Complex images require more complex alternative text. For each complex image, include the following: a caption, a piece of alternative text that directs users to where the long descriptions can be found, and the long description. Avoid using Smart Art Smart Art is not directly accessible for users with assistive technology, as it exists on a drawing layer unavailable to most screen readers. Avoid using text boxes Text boxes are not recognized by most screen readers, as they exist on a separate drawing layer. To achieve the visual effect of a text box, you may create a bordered paragraph. Ensure adequate color contrast between text and background and/ or within graphs and diagrams Text, diagrams, charts, and other meaningful content should have a contrast ratio of 4.5:1. Large sized text should have a contrast ratio of at least 3:1. Large sized text consists of an 18+ pt font or a 14+ pt bolded font. Check that color alone does not convey meaning Color is not sufficient on its own to convey meaning. Information conveyed by color needs another visual cue besides color to be evident (italics, bold, larger font size, etc.) Embed the meaning of the emphasis in the language itself. For example, “Important note: I cannot accept late work, so all work must be complete on time.” Create tables with accessibility in mind Build all tables in the original document. Avoid drawing, importing, or inserting tables as an image file. Use tables for data only, not for layout purposes. Use a simple table structure with a clearly marked header row and first column. Avoid using blank, merged, and split cells. These can create issues for screen reader users, who may not be able to navigate the table in a logical reading order. Provide meaningful text descriptions for links Link text should be descriptive and convey relevant information about the destination of the URL. Screen reader users navigate documents by tabbing through links or bringing up a links list. This removes the links from the context of the surrounding text, making descriptive link text necessary for navigation purposes. Ensure all video files have closed captions All videos must have accurate synchronized captions and/or transcripts. Ensure all audio files have a text transcript All audio files (podcasts, music tracks, etc.) must have accurate captions and/or transcripts. Limit animations and effects Animations and effects can be distracting for individuals of all abilities. Moreover, animations and effects may cause confusion and issues in navigation for screen reader users. Screen readers are constantly having to refresh to keep up with the animations and effects, which can extend the time needed to attain information on a slide. Group objects together Grouping objects together can help screen reader users understand the relationship between images on a slide. Grouping objects reduces the number of objects needed to be ordered in the Reading Pane Order. Delete empty elements If elements are left empty but not deleted, screen readers will detect these elements and read them as “empty.” This may overwhelm or annoy screen reader users. Avoid placing vital information in headers and footers Assistive technology does not automatically read information included in headers and footers. If you choose to place vital information in headers and footers, ensure you duplicate any vital information in the body of the document. Test your document for accessibility using the Accessibility Checker Run the Accessibility Checker on your completed document to test for accessibility issues. Address any warnings or errors in your document. Avoid exporting PowerPoint presentations to a PDF Exporting a PowerPoint to a PDF will strip the PowerPoint of its accessibility features. It is best to upload and share PowerPoint presentations in their original source format. If security or notes are a concern, you may share different versions of your PowerPoint.

Accessibility Checklists for Word Creating accessible documents ensures everyone, including people with disabilities, can read and understand your content. This guide provides both a quick checklist and a detailed checklist for Word to help you get started. For more detailed guidance, check out VCSU’s Digital Accessibility landing page in One Stop. Quick Checklist for Word Document Info Ensure the title, author, language, and keywords are filled out. Check Accessibility Use the Accessibility Checker to find and fix issues like missing alt text, incorrect headings, or low color contrast. Headings Use proper headings in the correct order. Check this in the Navigation Pane. Alt Text Add clear and meaningful alt text to all images. Color and Contrast Use colors with good contrast, and don’t rely on color alone to share information. Links Write link text that clearly explains where the link goes. Tables Keep tables simple and mark headers for screen readers. Keyboard Friendly Make sure tables can be navigated with just the keyboard. Screen Reader Test Test the document with a screen reader to make sure it’s easy to navigate. Detailed Checklist for Word Set Language and Title
 Make sure the document's language and title are set in the file properties. The title should describe the document and not be confused with the file name or main heading. Add Metadata
 Include information like the author’s name, subject, keywords, and a short description. Metadata helps users organize and find files easily. Use Proper Headings
 Use Heading 1 for the document title (only one per document). Use Heading 2 for main sections. Use Heading 3–6 for subheadings. Avoid levels 7–9 (they don’t work well in HTML). Use Styles for Emphasis
 Don’t rely on color, bold, or italics for emphasis. Use styles like “strong” or “emphasis” instead, as these are recognized by screen readers. Use Proper List Styles
 Use built-in bullet or number list styles instead of manually typing numbers or symbols. Choose Accessible Fonts
 Use easy-to-read fonts like Arial, Helvetica, or Calibri. Avoid decorative or script fonts. Set Appropriate Font Sizes
 Body text should be at least 12 pt. For slides, use at least 20 pt. text. Add Alt Text for Images
 Write a short description for each image that explains its purpose. For decorative images, mark them as “decorative” or “null.” Describe Complex Images
 For charts, graphs, or infographics, include a caption and a longer description to explain the details. Keep Images Inline
 Set images and objects as “In Line with Text” so screen readers read them in the correct order. Avoid SmartArt and Text Boxes
 SmartArt and text boxes don’t work well with screen readers. Check Color Contrast
 Ensure text and background colors have enough contrast for easy reading. Use a contrast ratio of 4.5:1 for regular text and 3:1 for large text (18 pt. or 14 pt. bold). Don’t Rely on Color Alone
 Use more than just color to convey meaning, like bold text or underlining. Write important points directly in the text. Make Tables Accessible Use tables only for data, not for layout. Include clear headers for rows and columns. Avoid blank, merged, or split cells. Write Descriptive Link Text
 Make sure link text explains where the link goes, so it makes sense without the surrounding content. Avoid Critical Info in Headers/Footers
 Screen readers may not automatically read headers and footers. Place important information in the main body too. Add a Table of Contents
 For long documents, include a Table of Contents that uses the document’s heading structure to help users navigate. Test with Accessibility Checker
 Use the built-in Accessibility Checker in Word to find and fix any issues. Sharing Your Document Whenever possible, share the original file format. However, if sharing a PDF is necessary, save the document as an accessible PDF using the “Save as PDF” option, not “Print to PDF.” The latter removes important features like metadata and heading structure.

Accessibility Checklist for One Stop Quick Accessibility guidelines Headings Use proper headings in the correct order. Check this in the Navigation Pane. Alt Text Add clear and meaningful alt text to all images. Color and Contrast Use colors with good contrast, and don’t rely on color alone to share information. Links Write link text that clearly explains where the link goes. Detailed Guidelines Adding Titles Incorporate Primary Keywords The title should contain the primary keyword(s) that the article is about. Example: VPN authentication issue on Windows laptop Use FAQs Use the most frequently asked question that you anticipate employees will ask to find this article Example: How to connect Bluetooth headphones with my MacBook? Add specific context Use context in the title. Add details like geography, OS, application name, etc. Example: Printer setup on MacBook in West office Create unique titles Multiple articles should not have the same title. Creating the Article Body Focused, topically aligned If an article has multiple topics covered, split it into separate articles (one for each topic). Keep it Brief We recommend that articles should be ~400 words long Avoid duplication of content Ensure that the article titles created and the underlying body of the articles are not similar to or duplicates of content in other articles. General recommendations Use simple language The title and body should contain language that everyone can understand and read easily. Using unnecessary complex words or sentence structure makes the article more choppy to read and harder for the reader to understand. Add images right Add title and alt text to images Add contextual URLs Add labels to URLs, or add text alongside URLs in the article body.

The Problem with Image-Only Emails: Emails can look boring sometimes, so creating a fancy image to make your message look as good as possible is tempting. Unfortunately, there are a few problems with this idea: Images may be blocked: Some email programs allow users to block all images, or the email program may have an algorithm that blocks image-only emails because those kinds of emails appear to be spam. Users can't change the contrast: Users with low-contrast vision may have a hard time reading the text in the image if they can't customize the contrast. Users can't switch to dark mode: Images will not respond to dark mode settings, which could be irritating to users whose eyes are sensitive to light. Zoomed text may be pixelated: If a user with low vision needs to zoom in, the text in a graphic will not be as clear as real text. Alt text may be insufficient: Writing alt text for an entire graphic full of lots of text and various kinds of imagery can be awkward. There is also no semantic structure to alt text. There is no way to embed a bulleted list or headings into alt text, for example. Let's look at more details on image-only email accessibility in this PowerPoint: Why You Shouldn't Send Image-Only Emails. Types of Images: Images can add a lot of meaning to the content of an email, but they can also introduce accessibility barriers if the information, purpose, or mood that the image conveys is not communicated by assistive technology. From an accessibility perspective, there are 4 main types of images: Informational images: Images that communicate information such as a photograph of a location showing important landmarks. Active images: Images that signal an action to be taken such as an icon button. Decorative images: Images that convey tone or mood or provide some other decorative purpose. Complex images: Images that require a more in-depth explanation such as an infographic or graph. Informational, active, and complex images must be described for assistive technology users using alt text. For decorative images, there may be some cases where the image does not convey any meaning within the content. Outlook does not have the option to "mark as decorative". The best practice in this situation would be to delete the automatically generated alt text and leave the image alt text blank. Alternative (alt) Text: Alternative text, or alt text, is an attribute we can add to images to supply a meaningful description for assistive technology. Additionally, if an image fails to load, the alt text will be displayed as text. It is important to convey the purpose of the image and any information it contains. Avoid using redundant or implied words. For example, "image of a girl on a swing in the park" should just be "a girl on a swing in the park" since the words "image of" are implied. Automatically Generated ALT Text: In an attempt to improve image accessibility, Microsoft added logic that automatically provides alt text for images. This technology can be helpful when the content author neglects to add alt text, but automatic alt text is often insufficient or inaccurate. Even if the description is technically accurate, it may not convey the author's intent or purpose for including the image. Always review any automatically generated alt text and edit it as appropriate. Examples: Bad: The automatic alt text says, "A group of people walking." Good: The text says, "Three students walking on campus, smiling and chatting, with one wearing a 'VCSU Viking Ambassador' T-shirt and a campus background." Pro Tip: When in doubt, type the message into the body of your email to describe your image. Screen readers will read the text that is typed out into the body of the email, but NOT in the image itself. It is important to do one or the other; type the text into the body of the email OR add the alt text to the image. Logos: Avoid using logos in email signatures to ensure accessibility for all recipients. Logos can pose challenges for individuals with visual impairments or those using screen readers, as these users rely on text-based content to understand the message. Instead, prioritize clear and descriptive text that conveys the essential information without relying on visual elements. This approach enhances the overall accessibility of your emails, making them more inclusive and user-friendly for a diverse audience. Bad Example of Logos: In this example, the logos in the email signature were blocked and only showed an icon of a broken image, not the actual logo image itself. For more information on Alt Text, check out the One Stop article: Core Topic: Alt Text. Videos: For security reasons, Outlook does not currently support embedded videos in emails, meaning you cannot play video directly in the email client. A common workaround is to embed a screenshot of the video player as a link to the video on YouTube or Stream. When doing this ensure that the image has sufficient alternative text and descriptive link text. Example: Descriptive Link: Click the screenshot image to be directed to Bill and Ted's YouTube trailer. Alt Text: Bill and Ted in the screenshot of the video and various player controls. There is text that says "Bill & Ted's Excellent Adventure Official Trailer #1 - Keanu Reeves Movie (1989) HD." Videos should come with robust captions to support people who are deaf or hard of hearing. Additionally, people with cognitive disabilities or who are not fluent in the language of the video may benefit from being able to read the text as they watch a video. Many video players now have automatically generated captions, but these are typically much lower in quality than manual captions that were written by a person. This is because there can be transcription errors with the speech-recognition software and because captions should include additional information like background sounds, voice inflections, and music that affects the mood of the content. Whenever possible, try to source videos with high-quality manually generated captions. GIFs: A GIF (Graphics Interchange Format) is an image, often animated, or a short, animated video that is often used to add humor or personality to communications. An important accessibility concern with embedding an animated GIF is that the GIF will automatically play in a loop. This can cause trigger sickness for people with vestibular conditions, it can also lead to distraction for people with focus-related cognitive disabilities such as ADHD. Unfortunately, reduced motion settings on the system will not prevent the GIF from auto-playing on Mac, though the motion will not animate on a Windows machine. For this reason, linking to the GIF would be preferred, possibly with the use of a screenshot of the GIF including clear link text and alternative text for the image. When selecting a GIF to use, ensure that there is no flashing content. Flashing Content: Flashing content or strobe-like effects in videos can trigger photo-epileptic seizures which are very dangerous. Although videos cannot be embedded in Outlook emails directly, external video and GIF links need to be reviewed for this type of harmful content. Ensure that embedded GIFs have no flashing content. Attached Documents in Outlook: When uploading documents as attachments to an email, people must understand what the document is so that they can determine if they would like to download or open the attachment. Give document files clear and purposeful names that will be easy to understand. Check that the file extension (e.g., jpeg, pdf, etc.) has been included so that people know what type of document they are going to engage with. For additional information, contact: Debbie Dramstad Web Accessibility and Application Specialist debra.dramstad@vcsu.edu VCSU Resources: Why You Shouldn't Send Image-Only Emails Core Topic: Alt Text

Have you ever created a document with mathematical equations that wasn't accessible to students using screen readers? This can be a common issue, especially with PDFs generated from LaTeX. This guide explains why equations might not be read aloud properly and provides a simple workaround to ensure your documents are accessible for everyone. The Accessibility Challenge For documents to be accessible by assistive technologies like screen readers, they need to be properly tagged. Unfortunately, LaTeX doesn't include these tags when exporting PDFs. Additionally, built-in equation editors in Word and Blackboard often don't translate well to screen readers. This means that while the screen reader might recognize individual numbers and letters in the equation, it won't be able to read the equation as a whole (e.g., "E to the X equals..." instead of the intended meaning). The Workaround: Images and Alt Text Here's a simple solution to ensure your equations are read out loud correctly: Export your LaTeX code as an image: Save the equation as a PNG or JPG file. Insert the image into your document: Add the image file to your PowerPoint, Word document, or Blackboard editor. Add Alt Text: This is a crucial step. Write a clear description of the equation in the "Alt Text" field. This is what the screen reader will announce instead of the image itself. Good Examples: If your equation represents exponential growth, your Alt Text might be "E to the X equals, exponential growth formula." Do not use Alt Text if the equation is lengthy, more than 125 characters. Create a separate page for a longer description of the equation. Reference the section. Lastly, when saving your final Word document as a PDF, choose an option optimized for accessibility (if available). Resources: Attached: Math Guide by Darren Evans GSA: Creating Accessible Equations and Formulas For additional information, contact: Debbie Dramstad Web Accessibility and Application Specialist