Cecilia Leger and Andrea Schanbacher January 19 2021 Housekeeping Technology Logistics Remain muted during presentation Please put any questions you may have during the presentation into the chat box ID: 1044367
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1. Creating 508 Compliant Reports to Ensure Accessibility for All – Part IICecilia Leger and Andrea SchanbacherJanuary 19, 2021
2. HousekeepingTechnologyLogisticsRemain muted during presentationPlease put any questions you may have during the presentation into the chat boxQuestions will be answered at the end of the presentation
3. Welcome
4. PollDid you attend the first session on Accessibility (in December)?Do you often create PDFs to share information with stakeholders electronically (e.g., posting on your website)?What PDF creation software do you have access to, if any: Adobe Pro, CommonLookOtherNoneNot sureIf you don’t have PDF creation software, how do you currently create PDFs?Online tool, Print to PDF, Save as PDF, Other
5. Webinar ObjectivesWebinar participants will be able to: Describe how Section 508 of the Rehabilitation Act of 1973 and the most current Web Content Accessibility Guidelines (WCAG) relate to one another to comprise the law and standards of accessibility compliance. State how compliance with accessibility criteria is determined. Identify the seven core components for creating accessible documents in any format. Access and use built-in, paper-based, and online tools to check if documents meet accessibility
6. What is 508 Compliance?Federal LawStandards
7. Equal Access is a Basic RightTechnology can make it possible for everyone to access information IF documents are formatted correctly and with the appropriate assistive technology supports.DisabilitiesAssistive Technology/ Accessibility FeaturesDocument CreationLow vision, blind, color blind, etc.Screen readers, Braille displaysAlternative text descriptions, proper color contrastDeaf, hearing impairedClosed/open captions, transcriptsMobility: Muscular dystrophy, arthritis, RSI, etc.Adapted joysticks and keyboards, speech to text controlsKeyboard only maneuverabilityLearning disability, dyslexia, ADHD, etc.Digital content layout, information organization
8. Digital Accessibility – Definition and Short HistoryProcesses and tools to ensure that websites, apps, documents, and technologies are designed and developed so that people, regardless of ability, can access them without barriers.Rehabilitation Act of 1973Americans with Disabilities Act (ADA) – 1990Section 508 of Rehabilitation Act – 1998Revised in 2017Web Content Accessibility Guidelines (WCAG) - 2008
9. What is Section 508?“…require Federal agencies to make their electronic and information technology (EIT) accessible to people with disabilities.”includes all consumer technology - websites, electronic documents, emails, computer software, gaming systems, apps, and PDF versions of traditionally printed assets. amended in 2017 to include the Web Content Accessibility Guidelines (WCAG)
10. Section 508 & WCAGSection 508WCAGWhat is it?Federal law that requires federal agencies (and organizations that receive federal funds) must ensure technology and electronic documents are accessible to people with disabilities.A set of guidelines for creating accessible websites, including electronic documents.How is it used?Provides assurance that anyone working for or interacting with the federal government (or other organization funded by the federal government) can do so without issue.Serves as a reference and set of criteria for developers and document authors to design with accessibility in mind. Who can change it?CongressWord Wide Web Consortium (aka W3C)
11. Accessibility is a ContinuumWCAG includes three compliance tiers:Level A: A site that some users can access.Level AA: A site that almost all users can access.Level AAA: A site that all users can access.
12. How to Achieve Compliance?Become familiar with the standardsWeb Content Accessibility Guidelines (WCAG 2.0)Web Content Accessibility Guidelines (WCAG 2.1)Understand the basic principles of accessibility (POUR)PerceivableOperableUnderstandableRobustLearn to put the basic principles into practice
13. Let’s take a closer look!
14. Supports for meeting 508 complianceResources and tools to ensure complianceOSEP templates for SSIP and APR/SPP Part B and Part C reportsBuilt-in or online accessibility checkers to check for complianceAccessibility guides and checklists for MS Office documents and PDFs to ensure these documents are authored correctly.
15. Supports for meeting 508 complianceResources and tools to ensure complianceSubmit OSEP reports using the template for SSIP reports and online the SPP/APR system Note: a template for gathering data for the APR/SPP Part B and Part C reports is available.Built-in or online accessibility checkers to check for complianceAccessibility guides and checklists for MS Office documents and PDFs to ensure these documents are authored correctly.OSEP 508 Compliance Guidance and Tips
16. Authoring and Testing Guides and Checklists
17. Trusted Accessibility SourcesSection508.govWebAIMW3C Web Accessibility Initiative (WAI)
18. Let’s Check!What’s the difference between Section 508 and WCAG?How is 508 compliance determined?
19. Core Components of AccessibilityDocument PropertiesHeadings and StylesProperly Formatted TablesAlt-TextHyperlinks and Screen TipsColor ContrastTesting for Accessibility
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21. Document PropertiesTitle, Author, Key Search Words, and Subject Matter of the document. In Word, Excel, PowerPoint:File > Info > Properties > Advanced PropertiesLanguageIn Word, Excel, PowerPoint;File > Info > Properties > Advanced Properties > Custom tabFormatting considerations for Excel:Save documents in .xlsx formatGive all sheets unique and descriptive namesDelete any blank sheets
22. Let’s take a look!Excel Workbook to demo:Document properties, table design tab, review tab, accessibility checker pane, and how to add several lines of text within the same cell
23. Headings and StylesHeadings provide context and a way to navigate quickly for users of assistive technologies like screen readers.Headings can be used to automatically generate a Table of Contents or bookmarks in a document.Styles modify the formatting of all occurrences in a document, so you can quickly change the format of all Headings of a particular level
24. Styles in Excel
25. Create and Format TablesUse built-in feature to create the tableName the tableIdentify header rows
26. Header Rows
27. Additional Table ConsiderationsDo not merge or split cellsAvoid blank cells, rows, and columnsIf blank areas are necessary consider appropriate filler text, such as “Not applicable” or “Intentionally blank”
28. Alt-TextImages, Charts, and Graphics need to have alternative textAlternative text is read by screen readers allowing the content and function of these images, charts, or graphics to be accessible to those with visual or certain cognitive disabilities.
29. Insert Alt-Text (Excel Chart)Give purpose and function of the chart or graph with any major trends or data points.Good example:Line graph showing percent of teachers trained to complete COS with fidelity has risen steadily each year for the past five years (2015 – 2020). Helpful resource: Social Security Administration Guide: Alternate Text for Images
30. Insert Alt-Text (Excel Table)Right click on tableSelect TableSelect Alternative TextEnter Title and Description
31. Document Formatting: HyperlinksScreen readers can create a directory of all the links on a page. Tips and best practices:Use meaningful text as your link textDon’t underline or use blue text for non-linking textAdd tool or screen tips
32. Color ContrastProper color contrast helps all readersText and interactive elements should have a color contrast tool ratio of at least 4.5:1.Testing tools:Paciello Colour Contrast AnaylserTanaguru Contrast-FinderWeb AIM Color Contrast CheckerImage Source: How color impacts conversion rates and UX
33. Microsoft’s Accessibility CheckerChecker ReportsChecker identifiesErrorsWarningsTipsNote: Checker will not find every errorChecker Looks for…Alt textTable column headersImages or objects are in-line with textDocument access is not restrictedTable has a simple structureSufficient color contrast
34. Let’s take a look!Video Resource: How to use the Office 365 Accessibility Checker (by Microsoft)
35. PDF Documents and AccessibilityWhat are Portable document format (PDF) files?How can PDF files be made accessible?Remediating PDF files
36. Portable Document Format FilesCreated by Adobe in 1990s to achieve two things:Allow people to open the file on any hardware or operating system (using a PDF reader)The layout of the document looks the same no matter where it is opened
37. Characteristics of Accessible PDFsDocument structure tags and proper reading orderSelectable text (text is not an image)Interactive labeled form fields with accessible error messages and no timing
38. PDF Accessibility ProcessesThere are two sides to PDF accessibility, each with its own approach and skillsCreating an accessible PDFRemediating an inaccessible PDF
39. Create Accessible PDFsStart with accessible original document in Word, Excel, or PPTCreate PDF by converting accessible original MS Office documents using:Adobe Acrobat Pro DCCommonLook PDFSave as PDFRun accessibility check in the PDF softwareFix any identified accessibility issuesNote: OSEP also requires accessibility report if submitting PDF as attachment with SSIP or APR/SPP reports
40. Create PDFs by Saving as PDF
41. Create PDFs by Saving as PDF (Mac)
42. Many ways to create PDFsPrint to PDFFree PDF editorsFree online PDF conversionFree or professional license Adobe PDF softwareOther licensed software that creates PDF…. But not all ways result in accessible PDFs!
43. Not all PDFs are created equalPrint to PDFOnline PDF ConverterSave as PDF
44. Manual PDF Accessibility CheckLogical Reading OrderColor Contrast
45. Remediating an existing PDFDetermine if PDF needs remediationRun the accessibility checker tool in the PDF softwareCorrect accessibility issuesCorrect accessibility issues in original document and convert to PDF againIf you don’t have original document, convert to Word and edit there
46. PDF Tags>50% of PDF accessibility comes from taggingTags mark up the content in a document so that screen readers know how to interpret and relay content to usersExamples:headings <H1>, <H2>, etc.paragraphs <P>tables <Table>images <FIGURE>bullet points (or lists) <LI>Automatically added to PDF, but must be checked
47. Let’s take a look!Activity with Excel report converted to PDFShow how to convertShow how to run accessibility checkerShow how to generate accessibility reportShow tags and bookmarks
48. OSEP requirements for PDFsPDF Requirements ChecklistCommonly referenced WCAG 2.0 PDF techniques
49. OSEP RequirementsSubmitting APR/SPP & SSIP ReportsStakeholder reports disseminated digitally
50. Submitting APR/SPP & SSIP ReportsUse the recommended templates and do not submit attachmentsIf attachments are needed, 508 compliance verification is required: For Word documents, take a screenshot of the accessibility check results, paste it into the end of the Word document, and add the alternative text of “508 compliance results.”For PDF documents, take a screenshot of the accessibility check results and either append to the PDF or upload as a separate file. If it is uploaded as a separate file, name the file using this convention: 508 (name of file it references)
51. Other reports and presentationsOSEP requires 508 compliance (i.e., Level AA WCAG)Use accessibility checker, paper-based checklists, and various tools to determine compliance
52. Useful Tools & ResourcesColor Contrast AnalyzerScreen reader for accessibility testingOnline accessibility checker for PDFAdditional training
53. Color Contrast AnalyzerWhat It IsFree tool from The Paciello Group has become the standard for checking color contrastInstalls locally on your machineChecks the color contrast in any programDownload the color contrast toolHow It Works
54. Screen reader – NVDA free downloadWhat it isOne of the world’s most used screen readersUse to test your document to ensure a screen reader compatibilityDownload NVDA screen reader for freeHow to download and install
55. Additional Training: Steps to Remediate PDFRemediate directly in Adobe Pro DC or CommonLookProper and Meaningful TitleDefine Document LanguagePDF TagsAlternate Text for ImagesHeading StructureBookmarksFormat Embedded LinksList StructureTable StructureTab and Reading OrderFormsColor ContrastUse Simulators to Verify Your Document
56. Thank youVisit us at http://dasycenter.org/Follow us on Twitter: @DaSyCenter The contents of this presentation were developed under a grant from the U.S. Department of Education, #H373Z190002. The contents and resources do not necessarily represent the policy of the U.S. Department of Education, and you should not assume endorsement by the Federal Government. Project Officers: Meredith Miceli and Amy Bae.