This guidance outlines practical expectations for addressing digital accessibility in areas where challenges frequently arise. These are not “gaps” in compliance, but rather areas where additional clarity, support, or prioritization is often needed. The goal is to help campus units make informed, sustainable decisions about how to manage accessibility in both new and existing content.
Content created by Microsoft Office Suite (Word, Excel, PowerPoint, etc.)
New Content
Use Microsoft’s Accessibility Checker before sharing documents.
Apply proper headings, add alternative text for images, write clear link descriptions, ensure sufficient color contrast, and use accessible templates.
Ensure keyboard navigation and screen reader compatibility
Existing content
Focus on documents that are shared publicly or used in service delivery.
There is no expectation to remediate every old file in OneDrive or archives.
Encourage staff to check and fix documents before reuse or redistribution.
Links
PDFs
New Content
Create accessible PDFs by starting with an accessible source document, such as a properly formatted Word file.
Use Adobe Acrobat Pro to tag, structure, and check accessibility. Ensure that text is selectable and searchable, images have alternative text, and the document structure is clear for screen readers.
Avoid scanned image-only PDFs unless absolutely necessary.
Existing content
Prioritize remediation for PDFs that are public-facing, highly used, or required for compliance.
Archive or replace outdated or unused PDFs.
Encourage staff to check and fix documents before reuse or redistribution.
Links
New Content
When creating SharePoint sites or pages, use accessible layouts, ensure that navigation works properly with a keyboard,
Apply headings, alt text and accessible document libraries. Libraries should only include accessible files, such as accessible PDFs or Office documents.
Use SiteImprove or similar tools to monitor site accessibility.
Existing content
Prioritize major sites with broad audiences or operational importance.
For team or departmental sites, focus on shared or frequently accessed materials.
It is important to understand that SharePoint as a platform offers the ability to create accessible sites, but it is up to the site creators to actively use those features.
* Note: Some SharePoint sites may be limited-use but essential for job functions (e.g., workflows, time tracking). These should still follow accessibility best practices.
Power BI
New Content
Design with accessibility in mind: use sufficient contrast, clear labels, and alt text for visuals.
Avoid using color alone to convey meaning.
Reports should be tested with screen readers and follow Microsoft’s accessibility guidance.
Ensure accessibility for web-embedded dashboards.
Existing content
Prioritize high-use, externally shared, or leadership-facing reports for review and improvement.
Internal or archival dashboards can be addressed when they are next updated or redesigned.
* Note: Power BI offers built-in accessibility support, but report creators are responsible for applying it.
Links with additional detail
Multimedia (Video, Audio, Interactive Content)
For new content, ensure that all videos have captions, audio files have transcripts, and interactive media is designed to be accessible. Use media players that support keyboard navigation and screen readers.
For existing content, prioritize captioning and remediation for frequently accessed or public-facing media. Older, unused media can be archived or labeled to avoid the need for retroactive remediation.
Online Forms and Surveys
For new content, use accessible form and survey tools, such as Qualtrics with accessible templates. Ensure that forms work properly by keyboard, that form labels are clear, that error messages are descriptive, and that screen readers can navigate the form effectively.
For existing content, review and remediate forms that are still active or publicly shared. Old forms that are no longer needed should be retired or replaced.
Exceptions and Archived Content
The DOJ Title II rule allows limited exceptions for archived materials or inactive documents.
Units should follow the formal university exception process to document these cases.
All exceptions must be reviewed and approved through the accessibility governance framework.
Third-Party Vendors and Procurement
When acquiring new tools or working with third-party vendors, units must ensure that accessibility requirements are included in contracts.
Products must meet WCAG 2.1 Level AA standards.
Units should work with Procurement Services and the Accessibility Task Force when evaluating new systems.