Accessibility

• When using objects or images, provide a text representation or alternative text so that accessibility software can describe the image.
• Be descriptive, yet concise.
• Less than 100 characters.
• There’s no need to say, “This is an image of Barry standing in the quad.” Just say: Barry, a baron, the college’s mascot, stands in the grass quad.
• When inserting images into a word doc:
  • Right click on the inserted picture and select Edit Alt Text
  • Add text to the Description box.

The first piece of information screen readers encounter is the file name. A unique, descriptive file name helps the user understand the information contained in the document. Create simple, plain language file names. 

• Good file name: Syllabus.pdf
• Bad file name: GoodSyllab_access_RCBC_Fa_24.pdf

• Use a sans-serif font such as Arial, Calibri, Helvetica, or Tahoma.
• Avoid fonts that are thin, hard to read, and overly ornamental.
• Use 14 point or higher.
• Avoid all CAPS.
• Avoid underlining text when possible, as this usually represents a hyperlink.

• Use the Styles tool to enhance document structure by adding Heading Tags.
• Heading Tags should be hierarchical:
  • Heading 1: Main point or title
  • Heading 2: Major divisions
  • Heading 3: Mid-level headings
• Use the Modify option to adjust a heading’s formatting styles, such as color, font, and size, throughout the document.

Click on format menu option in Word and then click on styles option as shown in the image below. 

• Avoid color to convey information so that people can understand the meaning even if they can’t distinguish between the tones.
• Use high contrast colors to help users avoid squinting and decrease eye fatigue.
• Avoid busy backgrounds.
• Do not rely solely on color for emphasis. Use in conjunction with bold and italics. 

• Use the bulleted or numbered lists tool.
• Avoid lists using special characters such as dashes. Screen access software does not recognize these as lists.

• Use a simple table. Screen readers cannot follow complex table structures.
• Use a Header Row that repeats at the top of each page.
• Use the insert table option available in the software program.
• Add a title to the table to help identify it.
• Avoid blank cells or columns.
• Avoid merging cells.
• Use Alt Text in the table properties.

• It is important to provide context for the link, such as a proper title. Otherwise, a screen reader will pronounce each letter of the link individually, causing confusion and stress to the reader.
• Avoid click here with an embedded link; this is not informative and could be repeated throughout a document, causing greater confusion.
• Avoid long URLs like: . Screen readers will read every letter of the link above h t t p colon slash slash dot e d two g o dot c o em slash, please use something like this instead: learn about .

• Helps people with limited access to sound output, or those in a noisy environment.
• Content can be better understood by people who are less fluent in spoken language.
• Use automatic captioning tools, then review and edit all captions for accuracy.
• Use the Search Filter Options to search through video results that only include closed captions to help people find videos with captions more quickly.
• Learn .
• Learn more from the .

• After following all the best practices, you can always check your work. Most software provides a checker tool.
• Tools will identify and report errors, warnings, and non-compliance.
• They will also provide tips on how to repair issues.
• Blackboard, the college’s Learning Management System, provides access to Ally, which provides an accessibility score.
• You should always use manual checks in addition to tools. For instance, a tool can recognize if an alt tag has been added, but cannot determine whether the tag provides the correct context.