Document Procedures

1. Ask: Does it really need to be a document?
   Content creators should avoid creating and sharing  digital content as documents whenever possible. Instead, add content directly to the web page or screen.
2. Create all documents to comply with digital accessibility guidelines.
   If the nature of the information truly prohibits it from being displayed on a web page and needs to be a document, content creators must follow WCAG Level AA digital accessibility guidelines as they pertain to creating accessible documents. 
3. Review for accessibility before sharing.
   The Site Manager or digital product owner should review the document for accessibility compliance before it is published or shared. PDFs should be scanned using Adobe Acrobat Accessibility Checker. 
4. Fix issues found.
   If the accessibility review reveals issues, the file should be sent back to the person who created it to fix those issues. 
5. Review again.
   The Site Manager or digital product owner should review to ensure the issues have been fixed. If they have not, repeat steps 4 and 5.
6. Ensure all content creators have completed digital accessibility training.
   If the person who created the file with issues has not received accessibility training, that person will need to schedule time to do so. Ideally, anyone creating documents that may be used digitally will have already been through digital accessibility training.

 

Audio & Video

1. Create audio and video content to comply with digital accessibility guidelines.
   Content creators must follow WCAG Level AA digital accessibility guidelines as they pertain to creating accessible audio and video. Videos should be captioned (and, ideally, include audio descriptions). Videos and audio files should include a transcript to be shared along with the file.
2. Review for accessibility before sharing.
   The digital product owner should review the media file for accessibility compliance before it is published or shared. 
3. Fix issues.
   If the accessibility review reveals issues, the file should be sent back to the person who created it to fix those issues. 
4. Review again.
   The Site Manager or digital product owner should review to ensure the issues have been fixed. If they have not, repeat steps 3 and 4.
5. Ensure all content creators have completed digital accessibility training.
   If the person who created the file with issues has not received accessibility training, that person will need to schedule time to do so. Ideally, anyone creating audio or video files will have already been through digital accessibility training.

 

Presentations

1. Ask: Does it need to be a slideshow?
   Avoid using presentation software to share content that is not meant to be part of a presentation. Instead, add content directly to the web page or screen.
2. Create presentations to comply with digital accessibility guidelines.
   Content creators must follow accessibility guidelines as they pertain to creating accessible presentations. 
3. Review for accessibility before sharing or presenting.
   The presenter or digital product owner should review the presentation for accessibility compliance before it is published or shared. 
4. Fix issues.
   If the accessibility review reveals issues, they will need to be addressed by the presenter or the person who created the presentation. 
5. Review again.
   The presenter or digital product owner should review to ensure the issues have been fixed. If they have not, repeat steps 3 and 4.
6. Ensure presenters and content creators have completed digital accessibility training.
   If the person who created the presentation with issues has not received accessibility training, that person will need to schedule time to do so. Ideally, anyone creating presentations will have already been through digital accessibility training.

Best Practice: Sharing Slides

When possible, it's courteous to share your accessible slides well before your presentation and include contextual notes for each slide so that those who need more time to interact with the content can do so before you present.