Section 3: Accessibility Best Practices Guide for Vendors

This guide outlines key accessibility considerations for the digital content you will be producing for us, including PDFs, Videos, PowerPoints, and email blasts. Ensuring accessibility is crucial for us to reach and engage with all users, including individuals with disabilities. We request that you review your processes and capabilities against these best practices. 

General Principles: 

• Adhere to WCAG (Web Content Accessibility Guidelines) 2.2 AA standards: This is the internationally recognized standard for web accessibility and should be the baseline for all digital content. 

• Design for Universal Usability: Aim to create content that is usable by as many people as possible, including persons with disabilities. 

• Testing and User Feedback: Implement accessibility testing throughout the production process, ideally involving users with disabilities. 

• Documentation and Transparency: Maintain documentation of accessibility features implemented and be transparent about any known limitations. 

• Continuous Improvement: Accessibility is an ongoing process. Commit to continuous learning and improvement based on feedback and evolving best practices. 

Specific Content Formats: 

1. PDFs (Portable Document Format): 

• Tagged PDFs: Ensure all PDFs are properly tagged. Tags provide a semantic structure that assistive technologies (like screen readers) can use to navigate and understand the content.  

• Verify the logical reading order of content through the tag tree. 

• Ensure headings, lists, tables, and other structural elements are correctly tagged. 

• Tag decorative images as artifacts. 

• Alternative Text for Images: Provide concise and meaningful alternative text (“alt text”) for all non-decorative images. This text should describe the image’s content and function. 

• Document Language: Set the document language to enable correct pronunciation by screen readers. 

• Clear and Logical Structure: Organize content with clear headings, subheadings, and lists to facilitate navigation.  

• Avoid Using Images of Text: If possible, use actual text instead of embedding text within images to ensure scalability and readability. 

• Accessible Tables:  

• Identify header rows and columns. 

• Avoid using tables for layout purposes. 

• Provide summaries for complex tables. 

• Font Considerations: Use legible and sans-serif fonts with sufficient contrast. Avoid relying solely on color to convey information. 

• Sufficient Color Contrast: Ensure good contrast between text and background colors. WCAG requirement is a 4.5:1 contrast ratio. A good color contrast checker can be downloaded from TPGi 

• Metadata: Include descriptive document titles, author information, and subject. 

• Security Settings: Ensure security settings do not prevent assistive technologies from accessing the content. 

• Form Accessibility (if applicable):  

• Provide clear labels for all form fields. 

• Ensure logical tab order. 

• Provide instructions and error messages. 

• Export from Word: (If original is a Word document use MSWord Heading Styles H1, H2, H3 etc., Lists are real lists either numbered or bullet, all images have meaningful alt-text descriptions or marked decorative, Tables have marked with appropriate header row / first row if required. Export as an accessible PDF/UA optimized for accessibility. 

Questions for Vendor: 

• 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? 

• Do the the PDF you provide conform to PDF/UA? 

• Is that conformance metadata included inside the PDF? 

• Can you provide examples of accessible PDFs you have produced? 

2. Videos: 

• Captions: Provide accurate, synchronized captions for all spoken content, including speaker identification and important sound effects.  

• Offer options for caption customization (font size, color, background). 

• Audio Descriptions: For visually significant content that is not fully conveyed through the audio, provide detailed audio descriptions that narrate the visual elements.  

• Offer audio descriptions as a separate track or integrated into the main audio. 

• Transcripts: Provide a full text transcript of the video content, including spoken words and relevant non-speech audio. 

• Visual Clarity: Ensure good contrast between text and background in any visual text elements. 

• Avoid Relying Solely on Visuals or Audio: Ensure that all essential information is conveyed through multiple sensory channels (visual, auditory, textual). 

Questions for Vendor: 

• What is your process for creating accurate and synchronized captions? What caption formats do you support? 

• Do you offer audio description services? What is your process for creating effective audio descriptions? 

• Do you provide full text transcripts for your videos? 

• What tools and expertise do you have for ensuring video accessibility? 

• Can you provide examples of accessible videos you have produced? 

3. PowerPoints (Presentations): 

• Logical Slide Order: Ensure slides are arranged in a logical order for screen reader navigation. 

• Descriptive Slide Titles: Use unique and informative titles for each slide. 

• Alternative Text for Images and Graphics: Provide concise and meaningful alt text for all non-decorative visuals. 

• Clear and Concise Content: Avoid overly dense slides with excessive text. Use bullet points and clear headings. 

• Sufficient Contrast: Ensure good color contrast between text and background. WCAG requirement is a 4.5:1 contrast ratio. A good color contrast checker can be downloaded from TPGi 

• Accessible Tables and Charts: Follow the same guidelines as for PDF tables and charts. 

• Avoid Relying Solely on Color: Do not use color as the only way to convey important information. 

• Outline View: Structure presentations logically using the built-in outline features. 

• Templates: Utilize accessible PowerPoint templates. 

• Describe Visuals during Presentations: When in a meeting, webinar, or presentation it is best to assume not everyone can see your presentation so describing verbally any content images will be extremely important. Note: any presentational image can be ignored. 

• Accessibility Check: Utilize the built-in accessibility checker to ensure no accessibility issues are present. 

Questions for Vendor: 

• What considerations do you consider when creating accessible PowerPoint presentations? 

• How do you ensure alternative text is provided for all visuals in PowerPoint? 

• Do you use accessible PowerPoint templates? 

• Can you provide examples of accessible PowerPoint presentations you have produced? 

4. Email Blasts: 

• Semantic HTML Structure: Use semantic HTML elements (e.g., <h1>, <h2>, <p>, <ul>, <ol>) to structure the email content. 

• Alternative Text for Images: Provide descriptive alt text for all images. 

• Clear and Concise Language: Use plain language and avoid jargon. 

• Descriptive Link Text: Ensure link text clearly indicates the destination of the link (avoid generic text like “click here” or including a very ugly and long URL). 

• Sufficient Color Contrast: Ensure good contrast between text and background colors. WCAG requirement is a 4.5:1 contrast ratio. A good color contrast checker can be downloaded from TPGi 

• Logical Reading Order: Structure the email content logically so it can be easily navigated by assistive technologies. 

• Avoid Using Images of Text: If possible, use actual text instead of embedding text within images to ensure scalability and readability. 

• Subject Line: Use a clear and informative subject line. 

• EOM: At the end of your message before any footer / signature information add on a single line EOM (End of Message) so that AT users know the main content of your message is complete. 

Questions for Vendor: 

• What HTML practices do you follow to ensure email accessibility? 

• How do you ensure alternative text is provided for images in email blasts? 

• Do you test your email blasts with screen readers or accessibility checkers prior to sending out your official email announcement? 

• Can you provide examples of accessible email blasts you have produced? 

We appreciate your attention to these accessibility guidelines. By working together, we can ensure our digital content is inclusive and accessible to everyone. Please provide detailed responses to the questions outlined above to help us understand your capabilities in this critical area.