Accessibility Between the Lines

Enhancing Digital Course File Accessibility

In today’s digital learning environment, accessible course files are essential, not just a best practice. They remove barriers for students with disabilities and ensure equal access for all. Beyond legal compliance such as the Americans with Disabilities Act (ADA) and Section 508 of the Rehabilitation Act, accessibility enriches learning and improves usability. Educators can create a more supportive digital environment through strategic content structuring. Highlighted below are effective ways to make Word, PowerPoint, and PDF files accessible.

Word Documents

• Use Styles for Headings and Structure
  • Apply heading styles (e.g., Heading 1, Heading 2) to create a clear document structure.
  • Avoid using bold or larger font sizes alone for headings.
• Add Alt Text to Images: Right-click an image, select "Format Picture," and add descriptive alt text.
• Use Descriptive Links: Use meaningful phrases for hyperlinks (e.g., "Visit the Accessibility Guide" instead of "Click here").
  • Ensure Proper Table Structure: Add table headers and use "Repeat Header Row" for long tables; avoid merged or blank cells.
• Check Color Contrast: Use tools like the WCAG Contrast Checker.
• Run Accessibility Checker: Go to File → Info → Check for Issues → Check Accessibility.

PowerPoint Presentations

• Use Built-In Slide Layouts: Use predefined templates for better accessibility.
• Add Alt Text to Images, Charts, and Graphics: Right-click and use "Edit Alt Text.”
• Provide Slide Titles: Use unique and descriptive titles for navigation.
• Use High-Contrast Colors: Use dark text on light backgrounds or vice versa; avoid relying on color alone.
• Avoid Overloading Slides with Text: Use bullet points and break content into chunks.
• Run Accessibility Checker: Go to File → Info → Check for Issues → Check Accessibility.

PDF Files

• Start with an Accessible Source File: Create PDFs from accessible Word or PowerPoint documents.
• Use Tags for Structure: Open the PDF in Adobe Acrobat Pro → Go to Tools → Accessibility → Add Tags to Document.
• Add Alt Text for Images: In Adobe Acrobat Pro, click to select image, right-click and use "Edit Alt Text."
• Ensure Proper Reading Order: Use the Reading Order Tool in Adobe Acrobat Pro to adjust flow.
• Check Table Accessibility: Ensure tables are properly tagged and include headers.
• Run Accessibility Checker: In Adobe Acrobat Pro, go to Tools → Accessibility → Full Check. Fix flagged issues.

General Tips

• Consistent Fonts and Sizes: Use clear, sans-serif fonts (e.g., Arial, Calibri), 12-point minimum.
• Avoid Using Color Alone: Use additional indicators like patterns or labels.
• Test with Screen Readers: Use screen readers (e.g., NVDA, JAWS) for compatibility.

By integrating these strategies before utilizing tools like the Accessibility Report within Blackboard, we have the opportunity to improve the digital learning experience for every student.

Accessibility isn’t just a requirement; it’s about fostering a learning space where everyone can thrive. Let’s champion these best practices and build course files that open doors for all learners.