Digital Accessibility Requirements and Resources

All web pages managed by the college, including department pages, program pages, and any pages behind a login, must conform to WCAG 2.1 Level AA. This covers the content you create, not just how the page is built.

• Use proper heading structure. Every page needs one H1, followed by H2 subsections, then H3s. Never skip levels or use headings just to make text bigger.
• Add descriptive alt text to all meaningful images. If an image conveys information, describe it. If it is decorative only, use an empty alt attribute (alt="").
• Check color contrast. Text must have a contrast ratio of at least 4.5:1 against its background. Large text (18pt+) requires 3:1. Use the WebAIM Contrast Checker to verify.
• Use descriptive link text. Links should make sense out of context. Avoid "click here" or bare URLs. Use text like "Download the 2025 Academic Calendar" instead.
• Never post text as an image (flyers, announcements, screenshots). If the only version of text-based information is an image, it is inaccessible. Always include the same information in actual HTML text.
• Ensure keyboard navigability. All interactive elements (links, buttons, forms, menus) must be usable without a mouse.
• Use HTML lists for list content. Don't use hyphens or asterisks as bullets in a paragraph. Use actual <ul> or <ol> elements instead.

PDFs are one of the most common accessibility problem areas. The core principle: avoid posting PDFs whenever possible and replace them with accessible HTML pages. When a PDF is unavoidable, it must be properly structured and tagged.

Canvas is an institutionally vetted, accessible platform, but an accessible platform paired with inaccessible content still creates an inaccessible course. All active course content is in scope, regardless of whether a course is fully online, hybrid, or uses Canvas as a supplement.

• Syllabi and handouts must be in an accessible format. HTML pages built within Canvas are preferred over uploaded PDFs.
• Lecture slides and presentations need proper heading structure, alt text for images, and sufficient color contrast.
• Embedded and linked videos must have accurate captions. Auto-generated captions (YouTube, Zoom, etc.) are generally not sufficient on their own. Review and correct them before posting.
• Images and diagrams require descriptive alt text. If a diagram conveys complex information, a text description on the page may be necessary in addition to alt text.
• Linked external websites and tools embedded in your course must also be accessible. If you are linking to external content, you are responsible for its accessibility. Use institutionally licensed tools whenever possible.
• Quizzes, assignments, and discussion prompts should use Canvas's built-in tools (not uploaded images of text) and follow proper formatting.
• Use the Pope Tech Accessibility Checker in Canvas to flag issues with your course content.

Any post published by a college-managed account after April 24, 2026 must be accessible. Pre-existing posts are exempt, but all new posts are in scope, including posts on Instagram, Facebook, X/Twitter, LinkedIn, TikTok, and YouTube.

• Add alt text to every image before posting. Most platforms (Instagram, Facebook, X, LinkedIn) now support adding alt text natively before or after posting. Make it descriptive and specific.
• Caption all videos. Do not post raw auto-captions without reviewing them first, as auto-captions frequently contain errors. Review and correct captions before the video goes live.
• Do not use text-only graphics as your sole source of information. Event flyers or announcement graphics must include the same information in the post's written text as well.
• Use CamelCase for hashtags (e.g., #OpenEnrollment not #openenrollment), because screen readers read CamelCase hashtags as separate words.
• Avoid relying on color alone to convey information in graphics (e.g., a color-coded chart with no labels).
• Limit excessive emoji use in post text. Screen readers announce every emoji by name, which can make posts confusing when emoji are overused or used as decoration.

Institutional email communications are digital content and must be accessible. This includes event announcements, department newsletters, enrollment reminders, and campus-wide messages. Personal one-to-one emails between individuals are not covered, but anything sent on behalf of the college to a group is in scope.

• Write meaningful subject lines. Be specific. Use "Spring Registration Opens March 18" rather than "FYI" or "Update."
• Use actual heading styles in HTML emails, not just large bold text, so screen readers can navigate long newsletters by section.
• Add alt text to every image. This includes banners, logos, photos, and infographics. If the image is purely decorative, use an empty alt attribute.
• Use descriptive link text. Write "Register now" or "View the event schedule" rather than "click here" or a raw URL.
• Don't convey information through color alone. If a table uses red/green to show status, add a text label too.
• Maintain adequate font size and contrast. Minimum 14-16px body text; light gray on white is not acceptable.
• Provide a plain-text alternative when your email platform supports it, as some users receive email in plain text only.

If you manage or contribute to a department web page, faculty profile page, program microsite, or any other college-hosted web property, all content you post there is subject to the same accessibility requirements as the main college website.

• Audit your existing content. Review documents, images, videos, and links on your page. Remove outdated content you no longer need, since fewer items means less to remediate.
• Replace document-heavy pages with HTML content. Course descriptions, office hours, and program information that currently live in PDFs can move into accessible HTML pages.
• Check all linked files, including syllabi, handouts, resource lists, and forms. Anything currently in use must be accessible.
• Embedded third-party tools (appointment schedulers, event calendars, Google forms, etc.) must meet WCAG 2.1 AA. Verify with the vendor or contact the Office of Communications before embedding.

All video and audio content published on college platforms must be accessible. This includes content hosted on YouTube, Panopto, Zoom, a website, or within Canvas. This is one of the most labor-intensive areas to remediate, so building good habits now for new content is especially important.

• All videos require closed captions. Auto-generated captions (YouTube, Zoom, Panopto) are a starting point only. They must be reviewed and corrected for accuracy, especially for proper nouns, technical terms, and punctuation.
• Audio-only content (podcasts, recorded announcements) requires a full transcript.
• Video content with meaningful visuals may require an audio description track: a narration of on-screen actions, text, or visuals that are not conveyed through dialogue. Contact the Online Education Center if you're unsure whether your video needs audio description.
• Lecture recordings and Zoom class sessions posted in Canvas must be captioned before they are available to students.
• Embedded YouTube videos used in course materials or on department pages must have accurate captions. Even though YouTube is a third-party platform, the college is responsible for the accessibility of content it uses in instruction.
• Video players must be keyboard-accessible. YouTube meets this requirement. Avoid embedding video using non-standard players that can't be operated without a mouse.
• Flashing content (anything that flashes more than 3 times per second) can trigger seizures and must be removed or replaced.

The rule includes a small number of narrow exceptions. These are not blanket carve-outs. Each has specific conditions that must all be met. When in doubt, the safest path is always to make the content accessible.

• Archived web content: Content created before April 24, 2026, held solely for reference or recordkeeping, stored in a clearly labeled archive section, and never updated after being archived.
• Pre-existing documents: PDFs, Word docs, and other files that were already on the site before the deadline and are not currently used to access college programs or services.
• Pre-existing social media posts: Posts published on college social media accounts before April 24, 2026. All posts going forward are in scope.
• Truly third-party content: Content posted by someone entirely unaffiliated with the college and not acting on our behalf (e.g., public comments). Does not apply to vendors or contractors.
• Individualized password-protected documents: Documents specific to one person (e.g., an individual's records) secured by a password, as long as the person can request an accessible version.

You are not expected to navigate this alone. The following campus offices and programs can provide direct support, training, reviews, and materials.

These authoritative external resources provide guidance, checklists, and tools to help you evaluate and improve your digital content.

Federal Rules & Guidelines

Online Tools and Guidance

Resources from other Colleges or Universities