Here are some of the overarching points to keep in mind with digital accessibility. More information can be found at Digital Accessibility Services.

1. Each year, all university employees are required to complete the “Digital Accessibility Policy” course in Buckeye Learn.
2. Accessibility language is required in all vendor product contracts where digital accessibility is required (e.g., online applications for programs, new websites, scheduling/reservations requests programs, etc.), regardless of the risk level rating. Sample text is available.
3. Any new software program that will be used or created must be tested for digital accessibility before use unless an accommodations-based exception is approved.
4. Any third-party online platform used to provide services or programing (YouTube, conference event sites, podcasts, etc.) must be digitally accessible to all users.
5. Anyone – including faculty, staff, and students – who creates or publishes digital content at Ohio State is responsible for making it accessible to anyone within or outside of the university. ODI has assigned Skills Training to ODI staff to help ensure that all items and communications created are digitally accessible. New employees will be assigned this training through Buckeye Learn.
6. Under the Digital Accessibility Policy, accurate captioning of live online events is required by our Minimum Digital Accessibility Standards unless the event has an approved accommodation-based exception request. This includes Zoom panels, webinars, and events.
7. Any video posted to the ODI YouTube channel or linked from the ODI website must have closed captions that are accurate as well as a transcript of the video. In addition to spoken audio, transcripts should include on-screen text and descriptions of key visual information that wouldn't otherwise be accessible without seeing the video. There are no specific rules for formatting but be sure the formatting is easy to read. For example, if someone is talking about a Navajo or Dine’ basket and holding one in their hand, the transcript should include the words being spoken by the person as well as [Narrator is holding a round woven basket about 10 inches tall and 6 inches with a brown band near the top] so that someone using a screen reader knows visually what is happening.
8. Any materials sent electronically or available electronically (for example, sent via email, used in social media or placed on the ODI website) must be digitally accessible. This includes Word documents and Qualtrics surveys, etc.
9. Please remember that alt text should be used only to describe an image. The most popular screen readers cut off alt text at around 125 characters, so it's necessary to keep it to that character count or less. Think of how you would describe the photo over the phone to someone. Don’t use “image of” or “photo of” in the alt text. NOTE: Do not use the image to convey vital information that should be within the text of the email.
10. When sending/forwarding an event email, be mindful of emails that include only an embedded flier, with or without alt text. It is best to have an image embedded (with alt text) with the rest of the verbiage as actual text in within the email itself. (See Email Accessibility section.)
11. When an eligible person or a representative of an eligible person contacts ODI about difficulty accessing digital information or digital services and requests an alternative format, or with a complaint, ODI must acknowledge the individual’s request within one business day.
12. All documents/pdfs/surveys/social media posts etc. need to be digitally accessible.

All course materials provided for students need to be digitally accessible in whatever format they appear in: Microsoft Office (Word, PowerPoint, Excel, etc.), as well as any pdfs.

To assist with making your course materials accessible, here are some helpful links.

• Using the Canvas Accessibility Checker
• Five Ways to Improve Accessibility in Your Carmen Course
• College of Arts and Sciences Accessible Course Content in CarmenCanvas
• Designing an Accessible Online Course

Since email is one of our most used means of communication, all ODI emails need to be accessible regardless of the platform used to send it.

Example of non-accessible email

From: Brutus Buckeye

To: brutus_friends@lists.osu.edu

Subject: Hidden Figures Revealed Webinar 2/10

Dear all, 

Please join us and help us promote this webinar, part of our ongoing SEED grant project.

[The jpg event flier is embedded into the email, and that is the only way that anyone can access information about the event including the date and time and registration link making them not accessible to a screen reader. Also the logos under the jpg don’t have alt text.]

Same email made accessible

From: Brutus Buckeye

To: brutus_friends@lists.osu.edu

Subject: Hidden Figures Revealed Webinar 2/10

Dear all, 

Please join us and help us promote this webinar, part of our ongoing seed grant project.

[The only visual information is within the photograph at the top, which has alt text added: A Black woman writing mathematical equations on a blackboard.]

Hidden figures revealed:

The Dynamic History of Black Mathematicians from The Ohio State University

A virtual webinar | February 10 | 7:00 p.m. EST [Text is flush left with no forced breaks.]

Did the popularity of Hidden Figures (2016 film) make you wonder about other Black Mathematicians in your community?

Learn more about the history of Black math students and professionals during Hidden Figure Revealed: Dynamic History of Black Mathematicians at The Ohio State University.

Free Online Registration [The link is in the text and accessible to a screen reader.]

Black History Month  logo 1 with alt text | Historically Speaking Webinar Series logo 2 with alt text

Need accommodations? [Accommodations statement added so that anyone with questions or additional accessibility needs to have a person to contact.]

This event will be presented with automated closed captions. If you wish to request traditional CART services or other accommodations, please contact Brutus Buckeye or call 614-555-5555. Requests submitted by (date) will generally allow us to provide seamless access, but the university will make every effort to meet every request.

If you have any questions or would like any emails looked at before they are sent, please send them to Kim Kovarik.

The Ohio State University’s Digital Accessibility Policy contains a requirement to ensure the proper evaluation of digital applications/software based on their risk level.

Each unit will use an Implement/Upgrade process to ensure their unit performs accessibility assessments (and/or evaluations) before implementing new or upgrading existing digital products/software. This requirement includes significant upgrades or changes in functionality. 

The required steps for any purchased or upgraded software depend on its risk level (see “Implement Upgrade Process Deliverable” document below). For example, if you wanted to purchase or use a program that would allow the public, students, faculty, and staff to register for events and conferences, that program would need to be evaluated for digital accessibility before it was purchased/used and would have an A4 or critical risk level. Another example would be a free program online that helps you to promote that event. 

Digital applications provided by or through the university will not need to be reviewed through this process.

In case you are considering buying and/or using a software program other than one provided by the university, please contact Kim Kovarik, as it will have to be tested for accessibility first.

Ohio State is committed to fostering a campus culture of diversity and full inclusion of people with disabilities. For digital accessibility, this means ensuring that all faculty, staff, and students can access our digital information and services in about the same amount of time and with roughly the same ease of use as someone without a disability.

Producing accessible digital content

• Producing Accessible PDF Documents
• Producing Accessible Video, Audio, and Multimedia Content
• Producing Accessible Word Documents

Evaluating accessible digital content

• Evaluating PDFs for Accessibility
• Evaluating Video, Audio, and Multimedia Content for Accessibility
• Evaluating Word Documents for Accessibility

Note: On April 24, 2024, the U.S. Department of Justice released new ADA Title II regulations mandating that web content and mobile applications offered by public entities, such as Ohio State, conform to WCAG 2.1 level AA standards, with few exceptions, by April 24, 2026, thus removing most of the need for requesting information in a different format because it is not accessible.

Ohio State’s Digital Accessibility Policy addresses what needs to happen when an eligible person or a representative of an eligible person contacts ODI about difficulty accessing digital information or digital services and requests an alternative format. It also addresses what needs to happen if there is a complaint about digital accessibility.

If you are contacted via phone, let the individual know that he/she will receive a response within one business day from someone and make certain that you have all the contact information (name, email, phone) for the individual. Please notify Kim Kovarik or 614-292-8441, and she will contact the individual.

If it is an email request, let the individual know that he/she will receive a response within one business day from someone and copy me (kovarik.9@osu.edu) on your response.

If Kim Kovarik is not available (out of the office), you can contact the ADA Coordinator, at accessibility@osu.edu and provide them with the contact information (name, email, phone). Again, please notify Kim Kovarik that such a request has been received.

Example

You send out a pdf in an email and a recipient emails you to say he/she can’t read the pdf and asks if you could send him/her the information in another format.

Sample response

Dear ______,

Thank you for your email about receiving [insert name of item] in a different format. Someone from the Office of Diversity and Inclusion or the Digital Accessibility Office will be contacting you within one business day concerning your request.

*****

Once a request has been received, current and/or legacy digital information and digital services that are specifically requested to be made accessible by or on the behalf of an eligible person must be made accessible or an equally effective alternative provided within 10 business days.

If you receive a complaint about digital accessibility (which is different from a request to receive information in an accessible manner), let the individual know that someone from the Digital Accessibility Office will be contacting them within one business day. Please contact accessibility@osu.edu and provide them with the contact information (name, email, phone). Again, please notify me that a complaint has been received. If you are unsure if it is a complaint or a request, you can contact me. If I am not available, please err on the side of caution and contact the email above.

If you receive a request for accommodations, Ohio State provides Sign Language Interpreting, Communication Access Realtime Translation (CART), and Accessible Media services to employees, students, and visitors when it is requested as an accommodation. Requests for employees and visitors at Ohio State events are arranged by the ADA Coordinator's Office. Typically, a two-week notice will allow us to provide seamless access. If you receive a request for an accommodation, please let me know ASAP. We will work with the ADA Coordinator’s Office to address the request.

For additional help, you can read the university's digital accessibility policy and the university’s overview of digital accessibility contact Kim Kovarik with any questions. 

Quick tips for accessible social media content

Describe gifs, memes, screen grabs, and other visual content

• Screen readers aren't able to read gifs, memes, and images with text. To make these accessible, describe the image's significance to the rest of the content.
  • A .gif is an image format that allows both static and animated graphics. The social media platform you are using may not have the option to add alt text to gifs. If this case, describe the gif in your caption. For example, gif description:  [description of gif].
  • Describe memes in the same way: meme description: [description of meme]. Follow these tips to write useful descriptions of gifs.

 

Example of a bad post

[Text|

Giving blood is so important as it can saves so many lives!

Did you know that only 15% of  possible donors give blood?

We need more people to donate!

Register today at www.odi.osu.edu.

[All of the needed information is in the graphic and not repeated in the text. No date, time, location, or mention of prizes for donating. There is too much text to include as alt text. QR code isn't accessible to screen readers. Links for Instagram don't work unless added to a story.]

 

---

Example of a good post

[Text|

Donate blood and save lives at the 
ODI Blood Drive on Nov 4, 2024,
10:00 a.m. - 4:00 p.m., Hale Hall | MLK Room

Donate and receive a t-shirt and a $5 gift card while supplies last.

Register today at www.odi.osu.edu.

[The graphic contains minimal text only to alert reader what it is about. Date, time, location, or mention of prizes for donating included. Alt text is minimal and added. QR code not used. Links for Instagram added to a story.]

Taken from Indiana University's "Create accessible social media content," and Yale University's "Social Media Usability and Web Accessibility."