When you share images, videos, or files with us, ensuring they're accessible helps everyone, including people with disabilities, fully engage with your content. Here's how to make your uploads inclusive and compliant with the Americans with Disabilities Act (ADA).
Visual Elements
Documents/Files/PDFs
Hyperlinks
Simple Writing & Plain Language
Quick Checklist
Images (Alt Text)
The "Why": Alt text serves as the "voice" of an image. If a screen reader encounters an image without it, it may just say "Graphic" or read a long, confusing string of numbers.
The Human Impact: Inclusion means everyone gets the same story. If you post a photo of "Students of the Month," a parent who is blind deserves to "see" their child’s achievement through your words.
The Best Practice: Describe what is happening in the photo as if you were describing it to someone over the phone.
- Add alt text. Before uploading, include a brief description of what the image shows. Most platforms have an "Alt Text" or "Description" field.
- Good example: "Bar chart showing quarterly sales growth from Q1 to Q4." Avoid: "image123.jpg" or "Click here".
- Keep text minimal. If your image has text (like an infographic), repeat that text in the description or provide it in the body of your message.
- Check color contrast. Ensure text on images has strong contrast (dark text on light backgrounds, or vice versa).
Videos
- Provide captions. Upload a caption file (SRT or VTT format) or use auto-captioning tools, just review them for accuracy. Most major video platforms offer automatic captions.
- Include audio descriptions. If your video shows visual information not explained in the audio, describe it verbally or in a separate transcript.
High Contrast Visuals & Readable Fonts
The "Why": Not everyone perceives color the same way. Low contrast (like light blue text on a white background) is physically difficult to read for those with low vision or color blindness.
The Human Impact: Accessibility is also about "situational" needs—like a busy parent trying to read your newsletter on a smartphone while standing in bright sunlight. High contrast makes your message readable for everyone, everywhere.
The Best Practice: Stick to dark text on light backgrounds and avoid using color as the only way to convey information (e.g., "Important dates are in red").
Documents & Files
The "Why": When a user with a visual impairment downloads a file, their screen reader announces the filename immediately. Generic names like Document123.pdf provide no context.
The Human Impact: A parent trying to find a "Field Trip Form" in a crowded downloads folder shouldn't have to open five different files to find the right one. Clear names respect their time and reduce frustration.
The Best Practice:
- Use specific, human-readable names like Spring-Field-Trip-Permission-Form.pdf instead of Scan_001.pdf.
- Use proper headings. In Word or PDFs, use built-in heading styles (Heading 1, Heading 2) instead of just bolding or enlarging text.
- Add alt text to images in documents. Right-click images in your file and select "Edit Alt Text."
- Use readable fonts. Stick to standard fonts (Arial, Calibri, Times New Roman) and 11pt size or larger.
- Use built-in accessibility features. Whether you use Google Docs or Microsoft Office, accessibility settings are built right into these products. (see below)
If you are using Microsoft Word:
PDF Core Requirements & Checklist
| Requirement | Key Details |
|---|---|
| Tagged PDF | Semantic tags (headings, paragraphs, lists, tables). H1 first, no skipping levels (H2→H4) |
| Alt Text for Images | Clear, concise descriptions. Avoid "image of" (screen readers announce automatically). Decorative images must be "artifacted" |
| Logical Reading Order | Tags determine screen reader order. Must match visual flow (top-to-bottom, left-to-right for US content) |
| Color Contrast | 4.5:1 ratio for normal text, 3:1 for large text (14pt bold/18pt+). Never rely on color alone |
| Proper Table Tagging | Real tables with headers, designated scope. Avoid complex tables; layout tables must not be tagged as data tables |
| Accessible Forms & Links | Form fields need labels, tooltips, logical tab order. Links need meaningful text (no "click here") |
| Document Metadata | Language specified, meaningful document title set to display in window options |
| Thorough Testing | Combine automated checkers + manual testing + assistive technology (screen readers) |
Important Notes:
- Create accessibility in the source (Word, etc.) before PDF conversion
- Windows: File → Save as Adobe PDF → Options → Check "Enable Accessibility and Reflow with tagged Adobe PDF."
- Mac: File → Save As → PDF → Select "Best for electronic distribution and accessibility."
- Never use ❗️Print → Save as PDF❗️: this produces untagged PDFs with no structure.
Clear & Descriptive Hyperlinks
The "Why": People using assistive technology often navigate by jumping from one link to the next. If every link says "Click Here," they lose all context of where those links lead.
The Human Impact: Descriptive links provide a sense of security and clarity. It allows users to navigate your content with confidence, knowing exactly what will happen when they click.
The Best Practice: Integrate the link into the sentence. Instead of "To see the menu, click here," use "View the October Lunch Menu."
Simple Writing & Plain Language
The "Why": Education is full of acronyms and complex jargon. Plain language removes the "decoder ring" requirement for your communications.
The Human Impact: Simple writing is an act of empathy for busy families, people with cognitive disabilities, and those for whom English is a second language. It ensures your message is heard, not just sent.
The Best Practice: Write for a 6th-8th grade reading level. Use short sentences and skip the "eduspeak."
Quick Checklist Before You Upload or Share
| Content Type | Did You...? |
|---|---|
| Images | Add descriptive alt text? |
| Videos | Include captions? |
| Documents | Use heading styles and readable fonts? |
| All files | Check that color contrast is strong? |
Need Help?
- Images: Color Contrast Analyzer.
- Videos: Use the auto-captioning tools, include transcripts, and always review before publishing.
- PDFs: Use this checklist to ensure your file is compliant.