All the details are listed by visiting the Accessible Documents: Microsoft Word page.

To start, as you are working on a Word document, go to the Review tab and click on Check Accessibility.  As you develop the document, the panel on the right will evaluate your work and suggest changes to make to ensure accessibility.

It is key to make this practice a part of each document you create and make sure all our content is accessible to all Hawkeyes.

All the details are listed by visiting the Accessible Documents: Adobe Acrobat page.

To start, as you are working on a PDF, go to the Prepare for Accessibility under the All Tools tab.  Walk through each area of the accessibility tools to make sure your PDF is compliant.

It is key to make this practice a part of each document you create and make sure all our content is accessible to all Hawkeyes.

All the details are listed by visiting the Accessible Documents: Microsoft PowerPoint presentations.

To start, as you are working on a PowerPoint presentation, go to the Review tab and click on Check Accessibility.  As you develop the presentation, the panel on the right will evaluate your work and suggest changes to make to ensure accessibility.

It is key to make this practice a part of each document you create and make sure all our content is accessible to all Hawkeyes.

What is the best practice for handling Excel files on websites?  Should they be removed and the content be recreated as a page on the website?  Or is it better to delete the Excel file, make it accessible through Microsoft Excel, and then re-upload it to the site?

If the content of the Excel file is simple and can be easily converted into a web page, this is often the best approach. Web pages are generally more accessible and easier to navigate for users with disabilities. This also ensures that the content is responsive and can be accessed on various devices. However, if the Excel file contains complex data or interactive elements that are best presented in a spreadsheet format, you should make the Excel file accessible and then re-upload it to your website. Microsoft Excel has a built-in Accessibility Checker that can help you identify and fix accessibility issue

Additional steps:

1. Add alternative text (Alt text) to images, charts, and graphics.
2. Use dashes (-) to separate words in your Excel file name and keep the total number of characters between 20-30.
3. Fill in the Document Properties for Title, Author, Subject, Keywords, Language, and Copyright Status.
4. Ensure the document is free of background images or watermarks.
5. Avoid using blank cells in tables.
6. Do not use merged or split cells.
7. Turn off track changes before publishing your Excel document to the web.
8. Ensure sheet names in an Excel file are unique and descriptive.

• The new rule requires that state and local government entities, including the University of Iowa, make all forms of their digital content accessible to people with disabilities.
• This rule establishes a specific standard for accessibility conformance: WCAG 2.1 AA, by April 24, 2026, to reach full conformance.
• A Fact Sheet summarizing the rule is available at ADA.gov. 

Yes. For compliance with the law, all information in any form must be accessible unless is it archived content or meets one the four exceptions (see below).

• The rule applies broadly to most digital content provided by and on behalf of the university, including web content and applications, conventional electronic documents, web-delivered audio and video media, and mobile applications. 
• This includes but is not limited to most internal and public-facing course content, web sites, ICON courses, marketing materials, mobile applications, podcasts, mandatory and elective trainings, social media, and other digital content when used for University of Iowa programs and services. 
• The rule applies to the above content types regardless of whether a product is created at the University of Iowa or provided by a third-party. 

Yes.  See ADA.gov Resources for details.

• Archived content that meets four specific criteria listed in the link above.
• Pre-existing conventional electronic documents created before April 24, 2026, that are not used for University of Iowa programs and services. 
• Third-party content that is not provided due to a contractual, licensing, or other formal arrangement. 
• Individualized documents that are password-protected. 

How do we address archived content?  Does it need to become accessible and if so, how far back do we need to go?  In some cases, we don’t think it is possible. As an example, a PDF of a original handwritten copy of a Nile Kinnick speech…how do handle this?

Archived web content is not required to meet WCAG 2.1 AA standards if it meets certain criteria. Specifically, the content must have been created before April 24, 2026, be kept only for reference, research, or recordkeeping, not be altered or updated after the date of archiving and be organized and stored in a dedicated area clearly identified as being archived.  However, you may still need to provide accessible versions of archived content if requested by an individual.

If you are going to keep it, then we recommend:

1. Identify and Prioritize: Start by identifying all archived content and prioritizing it based on its importance and frequency of use. Focus on content that is still relevant and frequently accessed.
2. Use Accessibility Checkers: Utilize accessibility checkers to evaluate the current state of your archived content. This will help you identify specific areas that need improvement.
3. Clean House: Archive or remove outdated content that is no longer needed. This will reduce the amount of content that needs to be updated and maintained.
4. Update Content: For content that needs to be retained, update it to meet WCAG 2.1 Level AA standards. This may involve adding alternative text to images, ensuring proper heading structure, and making sure that all interactive elements are accessible.
5. Provide Accessible Alternatives: If certain archived content cannot be made fully accessible, provide accessible alternatives. For example, you can offer a text-based version of a complex PDF document.
6. Label Archived Content: Clearly label archived content as such and provide a disclaimer that it may not meet current accessibility standards. This will help manage user expectations and reduce potential frustration.

POUR is the WCAG acronym to build accessible digital content.  

Perceivable

Operable

Understandable

Robust

Our team has previously shared meeting recordings so that anyone who wasn’t able to attend the meeting is able to review the content. Now that we are hosting meetings in teams, those recordings automatically show up in the feed for the meeting.  What is the guidance for closed captions of Teams meetings?  Is the automated transcription sufficient because they are not public facing? Or is that guidance changing with the new accessibility guidelines?

• While automated transcription is a helpful feature, it may not be sufficient to meet the new accessibility guidelines. The automated transcription provided by Teams is useful for internal purposes, but it is recommended to ensure that closed captions are accurate and accessible for all users, regardless of whether the content is public-facing or not.
• Microsoft Teams offers built-in closed captioning, and transcription features to enhance accessibility during meetings. These features can be turned on from the meeting controls and customized to suit the needs of participants. While automated transcription is a valuable tool, it is important to ensure that captions are accurate and meet accessibility standards. For public-facing content, it is advisable to use human-generated captions to ensure the highest level of accuracy.

The University of Iowa ADA Coordinator, Tiffini Stevenson Earl, and her team at the Office of Civil Rights Compliance handle all reports of barriers.  Please submit a report of any barrier you encounter by clicking here and filling out the appropriate report.

The Office of Civil Rights Compliance (OCRC) can also provide resources and non-compliant options for reports involving bias, harassment, discrimination, and sexual misconduct. Click here for information about confidential and non-confidential resources.

Website barriers may be reported directly to the website operator per UI IT policy.  

All University web resources must contain an accessible link a visitor with an accessibility concern can use to contact someone responsible for the resource.  The individual responsible for the resource may contact the Information Security and Policy Office (ISPO) for guidance in resolving the accessibility concern.