Digital Accessibility Checklist and Getting Started Guide

Table of Contents 

Use the links below to jump to a specific section in this article: 

Overview

This article is a great starting point for staff and faculty who are creating and sharing content to help ensure it meets accessibility requirements from the start. While this article covers foundational best practices, it is not exhaustive, and additional standards may apply, especially for website content (see website accessibility guidelines for more guidance).  

Be mindful of accessibility in your content from the start. The Choose the Right Format section covers how to start with the right format to reduce rework later. The Checklist is a practical, step by step roadmap for checking your content for accessibility. 

About Digital Accessibility 

Accessibility benefits everyone. When we design course materials, websites, and digital tools to be accessible (using clear headings, captions, alt text, readable fonts, and keyboard navigation), we’re not just helping people with disabilities. We’re improving the experience for anyone using mobile devices, learners in noisy environments, non-native English speakers, and individuals with temporary injuries.  

Requirements 

Regardless of the format, all content at the university must meet federal digital accessibility compliance requirements according to WCAG 2.1 AA standards. If you create content, you are responsible for ensuring it meets these requirements.  

Get help, support, and guidance for meeting requirements through the following resources: 

Before You Begin: Choose the Right Format 

Whether you’re publishing brand new content or working with existing content, the first step is to choose the right format. This helps reduce work from the start and ensures it’s readily accessible for all users.  

  1. Think about a few key questions:
    • What is the purpose of the content? 
    • Who is the content for, and where will it be shared? 
  2. Scroll to the headline within this guide that best matches your situation for guidance on choosing the best format. 

Common Recommended Formats 

For most content at the university, the following are usually good options to start with that are easy to update and make accessible: 

When a PDF Makes Sense 

Keep in mind that although PDFs have valid use cases, they’re often unnecessary for most university content. PDFs can be difficult to create, maintain, and update, and they pose accessibility barriers if not properly formatted. Making an accessible PDF is complex, time-consuming, and requires specialized tools and training. Be aware that there may be easier, more effective, and more accessible options depending on your use case. 

A PDF may be the right choice when your content: 

  • Needs to be on the university website and cannot be written directly on the page (Microsoft documents are not allowed on the website). Follow website accessibility guidelines. 
  • Needs to be downloaded or printed. 
  • Includes a designed layout, such as a flyer or brochure. 
  • Is too complex to recreate effectively in another format. 
  • Is shared externally (outside the university). 

University Website Content 

The University website has specific requirements for content and accessibility. If you're putting content on the University website: 

  • Refer to website accessibility guidelines for decision-making, guidance, and requirements. 
  • In most cases, writing content directly on the webpage (HTML) is the best choice. It’s easier to read, maintain, and access. 
  • If a downloadable file is needed, accessible PDFs are the only supported file type for the website. Microsoft documents are not allowed. 

Working with an Existing PDF 

If you’re starting with an existing, inaccessible PDF, follow these recommended steps. Starting fresh is often faster and easier, especially for older or complex documents, and can help ensure your content is accessible from the beginning. 

  • If the content is no longer needed, remove it from where it’s currently shared (such as a webpage, D2L, shared drive, or internal site). 
  • If the content is still needed, choose the best option:  

Sharing Informational Content 

If you need to share informational content for people to read, you have a few options depending on how your audience will access the content: 

  • Write the content (HTML) directly in the platform your audience will use, instead of attaching a document. This makes it easier to access, read, search, and keep up to date.  
    • Examples include: 
      • A webpage on the website  
      • Content in D2L 
      • A knowledge article in Maverick OneStop 
      • Content on The Fountain or another internal platform 
  • Share a Microsoft document with view-only access, like a Word, PowerPoint, or Excel document. For easy sharing, you can upload it to Teams, SharePoint, or OneDrive. 
  • A PDF is usually not needed. Create a PDF only when people need to download or print a document, or it needs to be on the University website and cannot be written directly on the page.  

Sharing Content Internally 

For content shared within the university or directly on your team, rely on internal tools and Microsoft documents first. 

  • Use tools designed for internal sharing and collaboration: 
    • The Fountain  
    • Microsoft Teams  
    • Microsoft OneDrive 
  • Share a Microsoft document with view-only access, like a Word, PowerPoint, or Excel document. 
  • A PDF is usually not needed. Create a PDF only when people need to download or print a document, or it needs to be on the University website and cannot be written directly on the page. 

Collecting Information, Responses, or Signatures 

For collecting information, responses, or signatures, it’s recommended to use a digital form instead of a document or fillable PDF. Digital forms are easier to manage, track, and respond to. Tools include: 

  • TeamDynamix forms 
  • Microsoft Forms 
  • Qualtrics 
  • Adobe Sign 
  • Web forms 

To get started, submit a ticket to IT Solutions to request a consultation. The ITS team will help you choose the best option for your needs and get you set up. 

Sharing Downloadable or Print Content 

If your content needs to be available for download or is intended for print, an accessible PDF may be a good option.  

If downloading or printing is not required, consider sharing the file in its original format (such as a Microsoft document) with view-only access instead. 

Journals, News Articles, License Restricted, or Third-Party Content 

If you’re sharing things like publisher materials, government documents, textbooks, news articles, or journals, link to the original source instead of hosting the PDF. The original source must be digitally accessible per WCAG 2.1 AA. Or, contact a librarian to request an accessible PDF for journal articles. 

Quick Checklist for Digital Accessibility

This list provides a great starting point to manually check your content for accessibility basics before publishing.

Choose the Right Format 

Before you start, ensure you’re using the right format for your content, whether that’s a Microsoft document, digital form, HTML, PDF, or other. This can reduce work and save time later. Refer to the Choose the Right Format section above. 

Use Accessibility Checkers 

Always run the accessibility checkers found in Microsoft products, Adobe Acrobat Pro, etc., before sharing content with others. External accessibility checkers are also available. While these automated tools are an excellent starting point, a manual review is still important. 

Use an Accessible Template 

Templates contain various built-in layouts that are already accessible. While it will not guarantee an accessible finished presentation, it is a great start. In Word for the web (not the app), Search for Templates box, type "accessible." 

Use Headings 

Headings create a virtual table of contents, allowing screen readers (software programs that read the text to blind or visually impaired users) to jump from one section to another, rather than having to read the entire document from start to finish. Headings must be applied using the built-in Styles pane for functionality; do not just bold or enlarge text. Use Heading 1 for the most important topic, followed by Heading 2, Heading 3, etc. Headings also create good structure and a more visually organized document, making it easier for everyone to read. 

Add Alternative Text to Images 

Alternative (alt) text is a short description that explains the content or purpose of an image. It helps people who can’t see the image—including users who rely on screen readers—understand what the image is communicating. To add alt text, right-click on the image and select Image Properties or equivalent, then look for the Alt text prompt. Write a brief description that answers: “What is this image showing or communicating?” Alt text is not necessary for decorative images. Instead, click the decorative check box when available. 

Use Lists 

Lists help break up large sections of text, so they’re not visually overwhelming. Utilize your software’s built-in functionality to simplify content and help with page navigation. Bullets work well for lists of related items; numbered lists identify the steps in a process.  

Create Meaningful Hyperlinks 

Meaningful hyperlinks help add context. A complete hyperlink, such as https://services.mnsu.edu/TDClient/30/Portal/KB/?CategoryID=101, is visually cluttered and results in a screen reader vocalizing every character of the link. Instead, use the Insert link function (or try Control and K) to embed the link into concise, meaningful text. Your text should explain where the link takes the user. For example, the above link has been revised to: Digital Accessibility Knowledge Article. 

Add Captions and Audio Descriptions to Videos 

Edited captions should be added to all videos for Americans with Disabilities Act (ADA) compliance. Caption the videos yourself, hire a third-party service, or contact Accessibility Resources if a person with a disability has specifically requested captioning. 

Some videos may also require audio descriptions. If important visual information is not conveyed through the video's audio or dialogue, provide synchronized audio descriptions so people who are blind or have low vision can access the same information. Learn more about audio description and creating accessible audio content. 

Be Aware of Color Contrast 

Color contrast refers to the difference in lightness or brightness between foreground elements (like text, icons, or buttons) and their background. People who are color blind, have low vision, use older monitors, or access the content in bright light will have difficulty with poor color contrast. Verify sufficient contrast by installing a color contrast analyzer. For visual items such as bar graphs, use patterns and color together as identifiers. 

Use and Format Tables Properly 

Use tables only for structured data, not layout. Place the title before the table and identify header rows. Avoid merged or nested cells, and don’t leave cells blank; use “None” or “N/A” if needed. Keep tables simple and prevent rows from breaking across pages. Include a caption and alternative text (see #4) to describe the table’s purpose. 

Title the Document 

Typically, the file name is the first piece of information a user encounters when accessing a document; they are what we see in our file explorer. A document title is the first thing assistive technology recognizes and reads when opening the document. It is what appears in browser tabs and is separate from the file name. To title the document, click File, navigate to the Info tab, and under the Properties header, edit the Title. 

Still Need Help?

  • Digital accessibility drop-in support is available to ask questions and get guidance. 
  • Creative Production offers help with document formatting, design, and redesign if needed. Please note, Creative Production cannot ensure accessibility for content created by other users. They may need to re-create a document to ensure accessibly, if you choose to use their services. Costs apply. Submit a ticket to request Creative Production services  
  • IT Solutions primarily supports digital accessibility for academic and course-related materials including document accessibility, captioning and transcription services. Support for other content may be available if time allows, with costs applying to non-course materials. Submit a ticket to request IT Solutions services 
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