When you are creating documents for an audience (whether that be students, faculty, staff, or community members) you have an obligation to ensure that your documents are accessible to the widest audience possible. 

Accessible documents are key to ensuring that all people can access your content. Creating accessible documents and modifying current documents to become accessible are both simple processes once you know how to use the tools at your disposal.

  • Create documents that are screen readable and well structured. This includes using “styles” to create headers and clear and simple language, fonts (typically sans-serif fonts), and type point (12pt for body text). 
  • Provide text alternatives for all images, graphics, audio, and video.
  • Ensure that all text has a strong contrast to the background color (test by printing out on a black & white printer) and avoid using images of text
  • Do not use color or sensory characteristics alone to convey meaning (i.e., indicate a category or type of information or to switch topics)
  • Use headings for columns and rows in tables; use introductory paragraph to describe designs of complex table layouts.
  • Provide unique hyperlink labels which are descriptive of the content which is linked. In other words, change "To view the latest accessibility policy, click here" to "View the accessibility policy." Screen readers will only be able to read what is in the link, so a page that lists "click here" multiple times for various links is not helpful to the user.
  • Convert documents to a universally accessible file format (recommendation is Adobe Acrobat Reader / PDF format).  
  • Add an Accessibility Disclaimer to documents that has you/your department’s information that reads, “If you are having problems accessing this document please contact [Department Name] at [departmentemail@sctcc.edu] or call [Department Phone Number]. TTY users may call MN Relay Service at 711 to contact the college.”
  • View ADA Site Compliance Website that Discusses Accessibility Documents
  • Basic Document Accessibility Checklist

Adobe Acrobat Pro has a feature called “Accessibility Check” that will automatically go through your document and check that it is accessible. 

Microsoft Word has many features that support in the creation of accessible content. They, like Adobe, have an Accessibility Checker feature

PowerPoints are often overlooked as needing to be accessible. It is important to have accessible PowerPoints, so your content is available to all your audience. 

SCTCC has secured limited funds for online course videos to be captioned. If you have a video(s) in Kaltura/MediaSpace for fall semester that you need captioned, follow these instructions.

Requesting captioning will require the use of MediaSpace. While many of you have used this resource, for some this is new. The process for accessing this page is quite simple. To access MediaSpace, go to your D2L/Brightspace link. Then, under tools, select “MediaSpace.”

Those of you utilizing Kaltura software to develop video/lecture are ahead of the game. Faculty wanting to have a video captioned that they’ve created using Kaltura MediaSpace can start with step 2v.

Login to media space: https://mediaspace.minnstate.edu/

  • To upload a file or share a YouTube link, go to the top of the page and select “Add New”

  • OPTIONS: Five options are displayed. There are likely only two you will be using for captioning: Media Upload and/or Youtube. (To be perfectly honest, I don’t know how the other options function)

    • Media Upload: For your personal recordings or content you have downloaded onto your computer. This process is very intuitive.

      • Once you have a lecture/talk completed, you can either “drag and drop” or “choose a file to upload.”

      • Naming your file: Once uploaded, please include the course name and your name in the required name field.

      • Additional Fields:

        • You can choose to add a collaborator if you are co-teaching or have a TA or office coordinator with whom you are working.

        • You must choose between: Private, Unlisted or Public. If you are posing in D2L, it should be (at a minimum) “unlisted.”

        • You may also add additional files at the bottom of the page.

      • Once you have completed the process, click Save.

      • Then, click on your name at the top of the page and select “my media”. (Your page will not say “Tom Sagerhorn.”)

      • Select the video(s) you would like to have captioned by checking the box on the left column of your page. Then under “Actions” select “Caption & Enrich” from the pulldown menu.

      • Ordering Captions page: You will have a number of fields to complete on this page. It is important that you do the following:

        • Institution: There are multiple options in the campus pull down --> choose SCTCC.

        • Service: Professional is the default. Choose this option, as the “manual” option is 80% at best.

        • Source Media Language: English is the only option.

        • Feature: Captions is the only option

        • Turnaround time: We ask that you choose “best effort”. If you ask for less time, a member of our team will reach out and ask why this shortened turnaround time is necessary. Choosing less time is only an option if there is a major concern.

        • Instructions & Notes: This information is relayed to the vendor who is creating captioning. We do not see this information once submitted. You are welcome to provide them with as many instructions as you determine to be appropriate.

      • Submit and you are finished. Your file will be returned to you in approximately 48 hours.

      • Email Confirmation upon completion: You will receive an email confirmation, when captioning is complete.

  • TO ADD AND CAPTION A YOUTUBE VIDEO: There are certain YouTube videos that do not allow for third-party viewing or sharing. In such circumstances, faculty are encouraged to identify “equivalent alternatives” that can be provided in an accessible format.

    • Begin in your “My Media Page” and from the “Add New” pull down menu, choose YouTube.

    • Video Page Link: Paste the Link, and click “Preview”. Be sure to complete the Fields appropriately. Most will auto-fill from Youtube. Choose “Unlisted” so you can share the file in your D2L page. Then click save at the bottom of the page.

    • Return to your “My media” page: Then follow the directions for submitting a video for captioning.

Keep in mind that you can also caption your own videos in MediaSpace too.

Requesting Video Captions document. 

Unlike Section 504 of the Rehabilitation Act and Title III of the Americans with Disabilities Act which require a reasonable accommodation be made after a qualified individual with a disability makes a request, the laws relating to online document accessibility are in effect at all time for all users.

Under Section 508 of the Rehabilitation Act, institutions accepting Federal dollars must make their web and electronic documents accessible to screen readers and other assistive technologies.

In addition to the Federal law, agencies of the state of Minnesota are subject to state of Minnesota laws and accessibility guidelines (Nonvisual Technology Access 16C.145, Minnesota Human Rights Act, Minnesota Electronic and Information Technology Accessibility Guidelines, the Minnesota Assistive Technology Act (STAR),  and Minnesota State Web Accessibility Guidelines

Review the guidelines and sites above for specific details of the laws and standards.

Minnesota State Copyright Information

Minnesota IT Resources Accessibility Training:

Accessible Word Document Training 

PDF 101 - PDF Accessibility 

Experience Lab - Experience how people with disabilities access digital technology 

For more information on creating accessible resources, visit the Accessibility Services Faculty and Staff Information Website.