Digital Accessibility
UCF’s Digital Accessibility Policy was adopted on June 20, 2022, and applies to all information and communication technology (ICT) developed, procured, maintained, and used by UCF. Information and communication technology covers a wide variety of electronic technology and resources that are used for communication, instruction, and distribution of information. Some examples of the technology and resources covered include online instructional resources, electronic documents, telecommunication products, video and multimedia products, and online events.
UCF has a responsibility to provide online digital information that is accessible to persons with disabilities. Digital accessibility enables all people, including those with disabilities, to access electronic resources (including web pages, software, mobile devices, e-readers, etc.) and communications.
The UCF Office for Institutional Equity (OIE) provides Digital Accessibility policy information, training opportunities, resources, and a link to report digital accessibility barriers at UCF.
The page will give you tools and techniques to help you make your digital resources accessible. You need to keep accessibility in mind when developing and posting digital information and instruction.
If you are interested in UCF Webcourse Accessibility, UCF’s Center for Distributed Learning has a resource page, What is Online Accessibility?
Video Format
How to Build it Accessibly
- Captions are required.
- Automated Captions used in YouTube, PowerPoints, and several other tools are not always accurate and therefore not considered fully accessible.
- Use an accessible media player,(i.e. Kaltura, YouTube or MediaSite.)
- NOTE: some content presented in the video may need to be repurposed in a text format for people with visual impairments to use with assistive technologies.
How to Check if it is Accessible
- Press the caption icon at the bottom of the video. (Automated Captions are not accessible)
- Press TAB on the keyboard. You should be able to play, pause, fast forward, rewind, and toggle the captions for the video using only your keyboard.
Other Online Resources
- W3C Making Audio and Video Media Accessible – Information from the World Wide Web Consortium on how to meet the standards for Audio and Video Media Accessibility.
- WebAIM Captions, Transcripts, and Audio Descriptions – Information that is easy to understand concerning the importance of captions, transcripts, and audio description.
- Captioning YouTube Videos – Step by step instructions on how to caption YouTube videos.
- Linkedin Learning Module on Accessible Video: Caption, Search, and Compliance Strategies (UCF login required) – Very detailed tutorial on captioning a variety of different videos using different tools.
Microsoft Word Format
How to Build it Accessibly
- Use heading styles.
- Use built-in formats for bulleted lists, columns, and tables.
- Avoid floating text boxes.
- Add captions or alternative text for images.
- DO NOT save as a Web page.
How to Check if it is Accessible
- Run the Microsoft Word Accessibility Checker. – It will guide you through making it accessible.
Other Online Resources
- Microsoft Word Accessibility Page – A detailed site about making Word documents accessible from Microsoft.
- University of Washington’s Creating Accessible Documents in Microsoft Word Simple step by step instructions with screen shots on making Word documents accessible.
- WebAIM’s Microsoft Word – Creating Accessible Documents – Instruction on what makes a Microsoft Word document accessible from WebAIM.
- Linkedin Learning Creating Accessible Documents in Microsoft Office (UCF login required) – A free tutorial with exercises on making Microsoft Word documents accessible.
Microsoft PowerPoint Format
How to Build it Accessibly
- Use built-in slide layouts.
- Compose in Outline view (or check Outline view to make sure all slide text is in Outline view.)
- Add captions or alternative text for images.
- DO NOT save as a Web page.
How to Check if it is Accessible
- Run the Microsoft PowerPoint Accessibility Checker.– It will guide you through making it accessible.
Other Online Resources
- Microsoft’s Make your PowerPoint presentations accessible to people with disabilities – A detailed site about making PowerPoint files accessible from Microsoft.
- University of Washington’s Creating Accessible Presentations in Microsoft PowerPoint – A simple step by step instructions with screen shots on making PowerPoint files accessible.
- WebAIM’s Microsoft PowerPoint Accessibility – Instruction on what makes a Microsoft PowerPoint file accessible from WebAIM.
- Linkedin Learning Creating Accessible Documents in Microsoft Office (UCF login required) – A free tutorial with exercises on making PowerPoint files accessible.
PDF Document Format
How to Build it Accessibly
- Use software that creates accessible PDFs, like Microsoft Word or InDesign.
- Retrofitting PDF files for accessibility is difficult. Exporting accessible source documents (such as Word files) to accessible PDF is preferred.
- Well structured documents with proper headings and labeled graphics export the best to PDF format.
- DO NOT use “Print to PDF” to create accessible PDF files. Use Adobe Acrobat Word plugin to save to PDF for best results.
How to Check if it is Accessible
- In Adobe Acrobat Pro choose Full check under View, then Tools, then Accessibility.
- Confirm the correct document reading order by selecting Read Out Loud in the View menu to have the document read to you.
- Save your PDF file in Accessible Text (.txt) format to check out reading order and for missing information.
- Retrofitting a complex PDF file for accessibility may require an outsourced vendor to complete.
Other Online Resources
- WebAIM’s PDF Accessibility – WebAIM has easy to understand information on what it takes to make a PDF file accessible.
- Adobe’s Create and verify PDF accessibility (Acrobat Pro) – Instruction from Adobe on how to make PDF files accessible using Acrobat Professional.
- Linkedin Learning Creating Accessible PDFs (UCF login required) – A free tutorial with exercises on making PDF files accessible.
If you have any more questions concerning document accessibility, contact SAS AT Services at atservices@ucf.edu.
To see the many ways UCF has created physical access on campus, review our Physical Accessibility page.