Accessibility and the Americans with Disabilities Act

• Use accessible, editable tools such as Google Docs, Microsoft Word, Google Slides, or PowerPoint instead of scanned PDFs
• Begin with built-in templates and layouts to ensure proper structure, readability, and compatibility with assistive technologies

• Use headings, lists, and layouts correctly
• Add alt text as you insert images
• Avoid color-only instructions

• Google: Tools → Accessibility
• Microsoft: Review → Check Accessibility
• Fix all flagged issues

• Can this be read without images?
• Can it be used with a keyboard only?
• Is the language clear and simple?

• Confirm files are accessible before posting or emailing
• If unsure, ask for help before publishing

Information can be perceived in more than one way (text, audio, visuals).

Content can be used with a keyboard, mouse, or assistive technology.

Content is clear, consistent, and easy to follow.

Content works with assistive technologies now and in the future.

• Scanned PDFs without text recognition
• Images of text used instead of real text
• Color-only instructions (e.g., “items in red are required”)
• Overly complex tables or layouts

1. Use built-in Heading styles (Heading 1, Heading 2, etc.) to create structure
2. Use left-aligned text; avoid fully justified paragraphs
3. Ensure high color contrast (dark text on light background)
4. Use 12–14 pt font minimum for body text
5. Avoid conveying meaning by color alone

1. Add alternative text (alt text) to all images, charts, and graphics
2. Alt text should describe the purpose of the image, not just its appearance

1. Use built-in bulleted or numbered lists
2. Tables must include:

• Header rows
• Simple layouts (avoid merged cells)
• Logical reading order

• Use descriptive link text (e.g., “View the Mileage Reimbursement Form”)
• Avoid generic phrases like “click here" or "learn more."

• Google Docs: Tools → Accessibility
• Microsoft Word: Review → Check Accessibility

• Use pre-built slide layouts and avoid using custom text boxes
• Keep slide titles unique and descriptive
• Limit text (no more than 6 lines per slide when possible)

• Use VCUSD-approved Google fonts: Source Sans and Source Serif
• Minimum 24 pt font for body text (anything smaller will not be readable from a distance)
• Strong color contrast between text and background

• Add alt text to images, charts, and diagrams
• Do not embed important information only in an image

• Ensure slide content follows a logical reading order
• Check using the Selection Pane (PowerPoint) or tab order

• All videos must include captions
• Provide transcripts for audio-only content

• Every field must have a clear label
• Labels must be programmatically associated with fields
• Instructions should be placed before the form fields

• Clearly identify required fields (do not rely on color alone)
• Provide text-based error messages

• Forms must be fully usable with a keyboard
• Avoid time limits unless absolutely necessary

• Clearly state accepted file types
• Ensure uploaded documents are also accessible

• Test forms using keyboard-only navigation
• Use screen reader testing when possible

• VCUSD-approved Google fonts only (Source Sans and Source Serif)
• Minimum 18 pt font for small signs; larger for distance viewing
• Use sentence case instead of ALL CAPS
   

• High contrast between text and background
• Avoid patterned or busy backgrounds

• Keep messages brief and clear
• Use icons only as supporting elements, not replacements for text

• Mount signs at readable heights
• Ensure tactile/Braille signage where required