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
- Adobe Acrobat Pro has a feature called “Accessibility Check” that will automatically go through your document and check that it is accessible.
- View Adobe’s Instructions on How to Use The Accessibility Check Feature.
- View Video with Closed Captioning on How to Use Accessibility Check Feature
- View PDF Accessibility YouTube Playlist.
- View Video with Closed Captioning on How to Make an Inaccessible PDF Accessible.
- Microsoft Word has many features that support in the creation of accessible content. They, like Adobe, have an Accessibility Checker feature
- View Microsoft’s Instructions on How to Make Word Documents Accessible
- View Microsoft’s Instructions on Using the Accessibility Checker
- View Video with Closed Captioning on Word Features for Accessibility
- 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.
- View Microsoft’s Instructions on How to Make PowerPoints Accessible
- View Microsoft’s Instructions on Using the Accessibility Checker
- View Video with Closed Captioning on PowerPoint Accessibility
- 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 the instructions in the Requesting Video Captions document.
- Keep in mind that you can also caption your own videos in MediaSpace too.
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
Experience Lab - Experience how people with disabilities access digital technology