Content Accessibility Guidelines and Resources 

This guide provides a structured approach for ensuring that all digital content created, procured, or shared by school districts meets accessibility standards. The goal is to foster inclusive communication, meet compliance requirements, and support universal usability.

1. Accessible Authoring Tools

Recommended Tools

• Microsoft Office (Word, PowerPoint, Outlook) with built-in accessibility checkers.
• Adobe Acrobat Pro for tagging and validating PDFs.
• Google Workspace with accessibility features enabled.
• Accessible LMS (Learning Management System) platforms with accessibility compliance verification.

Discouraged Tools
Avoid reliance on tools that do not support accessible exports or lack accessibility features. If such tools must be used, districts should:

• Document limitations transparently.
• Provide equivalent accessible formats.
• Plan for long-term replacement with accessible alternatives.

2. General Principles

Adhere to WCAG 2.2 AA Standards
This is the international baseline for accessible digital content and should guide all content development and procurement.

Design for Universal Usability
Create content that is usable by the broadest possible range of individuals, including people with disabilities, English language learners, and older adults.

Testing and User Feedback
Implement accessibility testing at multiple stages. Engage actual users with disabilities whenever possible to validate usability.

Documentation and Transparency
Keep records of accessibility testing and be upfront about known limitations or barriers. This helps with compliance, trust, and accountability.

Continuous Improvement
Accessibility is not static. Commit to ongoing professional development, regular audits, and iterative updates based on evolving best practices.

3. Specific Content Formats

3.1 PDFs

Core Guidelines

• Create properly tagged PDFs that provide semantic structure for screen readers.
• Verify the logical reading order through the tag tree.
• Apply appropriate heading levels, list structures, and table headers.
• Tag decorative images as artifacts.
• Provide concise and accurate alternative text for meaningful images.
• Set the document language for accurate screen reader pronunciation.
• Use clear headings and lists to aid navigation.
• Avoid using images of text.
• Ensure tables identify headers, avoid layout misuse, and provide summaries for complex tables.
• Choose legible sans-serif fonts, ensure sufficient color contrast (minimum 4.5:1), and avoid relying on color alone to convey meaning.
• Include descriptive metadata (title, author, subject).
• Confirm security settings do not block assistive technology.
• For forms: label all fields, ensure logical tab order, and provide instructions and error messages.

Best Practice Workflow
When starting from Word, apply heading styles (H1, H2, etc.), use true lists, add meaningful alt text or mark decorative images, and structure tables properly before exporting to PDF/UA format optimized for accessibility.

Questions for Vendors

• What software and processes do you use to create tagged PDFs?
• How do you ensure the logical reading order of PDF content?
• What is your process for writing effective alternative text for images?
• Do you have experience creating accessible PDF forms?
• Can you provide examples of accessible PDFs you have produced?

3.2 Videos

Core Guidelines

• Provide accurate, synchronized captions for all spoken content, including speaker identification and sound effects.
• Offer options for customizing captions (font, color, size, background).
• Include audio descriptions for essential visual elements. Provide them as a separate track or integrated.
• Provide full text transcripts that include spoken and non-speech elements.
• Ensure text in video visuals meets color contrast requirements.
• Avoid reliance solely on visuals or audio; key content should be communicated through multiple channels.

Questions for Vendors

• What is your process for creating accurate and synchronized captions, and what formats do you support?
• Do you provide audio description services? What is your approach?
• Do you create full transcripts of video content?
• What tools and expertise do you have for ensuring video accessibility?
• Can you provide examples of accessible videos you have produced?

3.3 PowerPoint Presentations

Core Guidelines

• Organize slides in logical order for screen readers.
• Provide unique, descriptive slide titles.
• Add alt text to all non-decorative visuals.
• Use concise content and bullet points.
• Ensure sufficient text-to-background color contrast (minimum 4.5:1).
• Apply accessible table/chart practices.
• Avoid using color alone to convey meaning.
• Use Outline View for logical structure.
• Start from accessible templates whenever possible.
• During live presentations, describe visuals verbally.
• Run the built-in accessibility checker prior to distribution.

Questions for Vendors

• What accessibility considerations do you apply when creating presentations?
• How do you ensure alt text is consistently applied?
• Do you use accessible PowerPoint templates?
• Can you share examples of accessible presentations?

3.4 Email Blasts

Core Guidelines

• Use semantic HTML (headings, paragraphs, lists) for structure.
• Provide alt text for all images.
• Write in plain, concise language.
• Use descriptive link text (avoid “click here”).
• Ensure 4.5:1 color contrast ratio.
• Establish logical reading order.
• Avoid embedding text in images.
• Write clear subject lines.
• Add “EOM” (End of Message) before the footer to signal completion for assistive tech users.

Questions for Vendors

• What HTML practices do you use to ensure accessibility?
• How do you confirm alt text is provided for all images?
• Do you test with screen readers or accessibility tools before sending?
• Can you provide examples of accessible campaigns?

4. Outcome and Benefits

By following these guidelines, districts will:

• Ensure compliance with WCAG 2.2 AA and relevant accessibility laws.
• Improve usability for all stakeholders, including those with disabilities.
• Build consistency in procurement and vendor accountability.
• Promote inclusivity across all content channels.

5. Next Steps

Districts should integrate these content accessibility guidelines into procurement contracts, staff training, and ongoing compliance monitoring. A base program checklist will be added to this guide soon to provide step-by-step tools for evaluating and tracking accessibility across formats.