General Guidance by Role

Why is digital accessibility important for our PSU/team?

Digital accessibility ensures that all students, families, staff, and community members can equally access information and participate fully in district programs and services. It’s legally required and directly aligns with educational goals of equal opportunity and effective communication.

Dive deeper: Intro to Digital Accessibility

What laws and regulations specifically require digital accessibility compliance?

Primary federal laws include:

• ADA Title II: Applies to all state and local government entities, including public schools.
• Section 504: Applies to recipients of federal funding, requiring equal access to all programs and services, including digital content.

ADA title II regulatory rule (2024) has set the technical standard for compliance as WCAG 2.1 AA standards.

Dive deeper: ADA Title II Information

How does accessibility impact communication and community engagement?

Accessible communication ensures messages are clear, understandable, and reachable by everyone. This builds trust, strengthens community relationships, and ensures vital information reaches all intended audiences, especially in emergencies or key announcements.

Dive deeper: Strategies for Designing Accessible Communications 

What risks do we face if our digital content is inaccessible?

Noncompliance risks include:

• Legal complaints or lawsuits from affected stakeholders.
• Negative public perception impacting community trust and reputation.
• Not meeting the needs of stakeholders by providing equal access to our services, activities, and programs.

Proactive compliance significantly reduces these risks.

Dive deeper: ADA Title II Information

How do we set clear expectations for accessibility compliance in our PSU/team?

• Clearly communicate related policies and guidelines/expectations for accessibility.
• Regularly emphasize accessibility as a priority.
• Provide targeted training and professional learning.
• Integrate accessibility into goals, evaluation criteria, and accountability measures.

Dive deeper: Planning and Maintaining Accessibility

What resources or support do we need to allocate for effective accessibility implementation?

Effective implementation requires:

• Dedicated staff time or defined roles for accessibility coordination.
• Ongoing training and professional development.
• Tools for accessibility evaluation and monitoring (e.g., software licenses).
• Clear policies and procedures to guide staff.

Dive deeper: Planning and Maintaining Accessibility

How do we monitor progress toward accessibility goals?

• Establish clear metrics for tracking progress (audits completed, issues resolved, training sessions held).
• Regularly report on accessibility efforts to leadership and stakeholders.
• Schedule periodic accessibility reviews or audits.
• Solicit and act on feedback from staff and users with disabilities.

Dive deeper: Accessibility Documentation and Planning

How do we respond to complaints or concerns about accessibility?

• Immediately acknowledge and document any reported accessibility concerns.
• Promptly investigate and remedy the identified barriers.
• Clearly communicate resolution steps to the affected individuals.
• Review and adjust PSU/team practices to prevent recurrence.

Dive deeper: Possible workflow to address reported issues

How can we demonstrate our PSU/team's commitment to accessibility in visible ways?

• Publish a clear, prominently placed accessibility statement on your website.
• Regularly showcase accessibility improvements in newsletters, meetings, and public communications.
• Ensure training visibly supports and models accessibility.
• Recognize and publicly highlight staff or schools modeling strong accessibility practices.

Dive deeper: Creating an accessibility statement, Possible workflow to address reported issues

How do we build capacity and responsibility for accessibility?

• Regularly provide accessible design training and practical resources.
• Clearly define roles and responsibilities across teams.
• Support staff through ongoing professional learning and recognition of good practices.
• Integrate accessibility into expectations and accountability frameworks.

Dive deeper: PSU Resources, Professional Learning Resources

What makes content accessible?

Accessible content is created and presented in ways that enable everyone, including people with disabilities, to perceive, understand, and engage equally. Key elements include clearly structured text, descriptive alt text for images, clear links, accurate captions for videos, and sufficient color contrast.

Dive deeper: Intro to Digital Accessibility

How can accessibility enhance message clarity?

Accessibility inherently supports clear communication. By following accessibility guidelines (e.g., plain language, logical structure, clear visuals, captions), your content becomes easier to understand for all users, especially in emergencies.

Dive deeper: Strategies for Designing Accessible Communications

How do I create accessible social media posts?

• Use alt text for images.
• Write clear, concise posts with plain language.
• Place emojis at the end of posts; limit their use.
• Add accurate captions to videos.
• Avoid graphics that rely on text-heavy images.

Dive deeper: Accessible Social Media Guidelines

How do I check if a document or announcement is accessible?

• Use built-in accessibility checkers (Word, Google Docs, Adobe).
• Manually verify alt text, headings, clear links, and sufficient color contrast.
• Seek feedback from users with disabilities whenever possible.

Dive deeper: Evaluating Digital Content for Accessibility

How do I manage accessibility for a website that has hundreds of pages?

• Prioritize top-level, high-traffic pages first.
• Use automated tools (WAVE) for quick assessments.
• Establish clear guidelines for all website contributors.
• Set manageable goals (e.g., weekly reviews of high-priority content).
• Archive or remove outdated content to reduce workload.

Dive deeper: Planning and Maintaining Accessibility

What's the simplest way to fix common accessibility issues?

• Add alt text to important images.
• Replace unclear links ("click here") with descriptive text.
• Convert scanned PDFs into accessible digital text.
• Run built-in accessibility checks before publishing new content.

Dive deeper: Accessibility Quick Fixes

How do I ensure videos or multimedia are accessible?

• Always include accurate closed captions.
• Consider transcripts or summaries for longer content.
• Ensure audio clarity (limit background noise).
• Use clear visuals that align well with spoken content.

Dive deeper: Video Accessibility Best Practices

What should an accessibility statement for our website include?

• Your PSU/team’s commitment to accessibility.
• Accessibility standards you follow (e.g., WCAG 2.1 AA).
• Contact information for reporting issues or requesting accessible formats.
• Ongoing accessibility efforts or improvements.

Dive deeper: Creating/Reviewing an Accessibility Statement

Who should I involve in accessibility work?

Collaborate with:

• PSU Leadership
• IT & Digital Teaching and Learning Staff
• Procurement and contracts teams
• Instructional Leaders and content creators
• Special education and student support services
• Communications and public relations staff

A coordinated effort reduces workload and ensures broader implementation.

Dive deeper: PSU Roles and Responsibilities

How do I communicate our accessibility commitment to the public?

• Publish a clear accessibility statement prominently on your website.
• Highlight accessibility improvements regularly in newsletters or reports.
• Emphasize your commitment to providing equal access to information.

Dive deeper: Creating Accessible Communications

What are quick strategies to maintain accessibility over time?

• Regularly use built-in accessibility checkers.
• Schedule periodic reviews of frequently accessed content.
• Provide brief accessibility tips in newsletters or staff communications.
• Clearly communicate expectations to content contributors.

Dive deeper: Planning and Maintaining Accessibility

What legal requirements must our PSU/team website meet for accessibility?

Your website must comply with the ADA Title II and Section 504 of the Rehabilitation Act, requiring adherence to WCAG 2.1 AA accessibility standards (ADA Title II rule). This ensures digital content is accessible to all users, including those with disabilities.

Dive deeper: ADA Title II Information

How do I evaluate our website’s current accessibility?

• Use automated testing tools like WAVE or Siteimprove for initial assessments.
• Perform manual checks for structure, readability, alt text, captions, and clear navigation.
• Periodically conduct testing with screen readers and keyboard-only navigation.
• Seek feedback from users with disabilities to uncover barriers.

Dive deeper: Evaluating Digital Content for Accessibility 

How do I address common accessibility issues on our website?

Common fixes include:

• Ensuring descriptive alt text on images.
• Improving link text clarity (avoid "click here").
• Correcting heading structures (using H1, H2 logically).
• Improving text readability (contrast, fonts).
• Making multimedia content fully captioned.

Dive deeper: Creating Accessible Digital Content 

What are foundational principles for accessible web design?

Core principles include:

• Information and user interface components must be presented in ways that users can perceive. This includes providing text alternatives for non-text content, creating content that can be presented in different wayswithout losing information, and making it easier for users to see and hear content.
• User interface components and navigation must be operable. This means making all functionality available from a keyboard, giving users enough time to read and use content, and helping users navigate and find content.
• Information and the operation of the user interface must be understandable. This involves making text readable and understandable, ensuring web pages appear and operate in predictable ways, and helping users avoid and correct mistakes.
• Content must be robust enough to be interpreted reliably by a wide variety of user agents, including assistive technologies. This means ensuring compatibility with current and future user tools.

Dive deeper: WCAG 2.1 Level AA

How can we integrate accessibility into our existing website workflow?

• Incorporate accessibility checks into regular publishing workflows.
• Train content contributors on basic accessibility practices.
• Develop and use accessible templates for content creation.
• Regularly schedule accessibility reviews of website content.

Dive deeper: PSU Resources

How do I work with content creators (school staff, teachers) to ensure website accessibility?

• Provide clear accessibility guidelines and checklists.
• Offer brief training sessions or how-to resources on common accessibility practices.
• Provide immediate feedback and practical support when accessibility issues arise.
• Regularly communicate accessibility expectations and successes.

Dive deeper: Professional Learning Resources

How do we maintain accessibility compliance long-term?

• Regularly audit content and address identified issues.
• Document accessibility efforts and improvements.
• Provide ongoing training and clear guidance for all content contributors.

Dive deeper: Planning and Maintaining Accessibility

What's the best way to document accessibility efforts and improvements?

• Keep an organized log or spreadsheet of audits, identified issues, and completed remediations.
• Include the date, evaluator name, issues found, actions taken, and follow-up checks.
• Regularly report on accessibility progress to leadership and stakeholders.

Dive deeper: Accessibility Documentation and Planning

How do we respond if someone reports an accessibility barrier?

• Promptly acknowledge the report.
• Investigate the reported issue quickly and thoroughly.
• Provide accessible alternatives immediately, if possible.
• Document the issue, actions taken, and communicate resolution back to the individual.
• Implement longer-term solutions to prevent future issues.

Dive deeper: Possible workflow to address reported issues 

What tools should I regularly use to monitor and improve accessibility?

Example automated checkers and assistive technology tools:

• Automated checkers: WAVE, Siteimprove, or built-in CMS tools.
• Screen readers: NVDA, JAWS, or VoiceOver.
• Keyboard-only navigation tests for manual checks.
• Accessibility checkers for content documents (e.g., Word, Acrobat).

Dive deeper: Accessibility Evaluation Tools

How can I make accessibility training practical and useful for site contributors?

• Focus training on simple, immediately actionable steps.
• Provide clear examples and checklists.
• Conduct brief, periodic training sessions instead of long, one-time events.
• Offer quick-reference guides tailored specifically to site contributors' daily workflows.

Dive deeper: Professional Learning Resources

How do ADA Title II and Section 504 requirements apply to our PSU’s digital content?

Both laws mandate equal access to programs and services, including technology. Digital content, software, and systems used by your PSU must meet WCAG 2.1 AA standards, ensuring accessibility for students, staff, and community members with disabilities.

Dive deeper: ADA Title II and Digital Accessibility

What are the essential standards for digital accessibility we must follow?

The required standard for digital accessibility is WCAG 2.1 Level AA. Here are a few accessibility standards that have common applicability in digital content:

• Text alternatives for images and multimedia.
• Clear, consistent navigation and structure.
• Compatibility with assistive technologies.
• Keyboard navigability.
• Adequate contrast for readability.

There are additional standards to meet, depending on the digital content type.

Dive deeper: WCAG 2.1 Level AA Guidelines

What considerations should we have when purchasing or renewing digital products?

• Clearly include accessibility compliance requirements in RFPs and contracts.
• Evaluate vendor accessibility documentation (ACR/VPAT) carefully.
• Require demonstration or testing of products for accessibility compliance before finalizing purchase decisions.

Dive deeper: Accessibility in Procurement

How do we implement accessibility across different technology teams?

• Provide consistent training on digital accessibility principles for all technology staff.
• Set clear accessibility goals and expectations.
• Define roles and responsibilities clearly within each team.
• Establish routine accessibility reviews and integrate accessibility into standard workflows.

Dive deeper: Planning and Maintaining Accessibility

What tools and resources are best for regular accessibility testing and monitoring?

Essential tools and resources:

• Automated web checkers: WAVE, Siteimprove, Axe.
• Manual testing tools: NVDA or JAWS (screen readers), keyboard-only navigation.
• Built-in content checkers: Microsoft Accessibility Checker, Adobe Acrobat Pro.
• Regular training resources and quick-reference checklists for your team.

Dive deeper: Accessibility Evaluation Tools

How can our PSU proactively prevent accessibility issues?

• Train staff regularly on accessibility basics.
• Integrate accessibility checks into routine processes.
• Use accessibility standards during procurement and tool selection.
• Periodically audit high-traffic or critical content to catch issues early.

Dive deeper: Planning and Maintaining Accessibility

Who should be involved in our PSU accessibility team or committee?

Here are some suggestions for an accessibility team. This list is not exhaustive, but may be helpful as a starting point in planning discussions.

• Technology staff (website managers, technicians).
• Communications/PIO staff.
• Instructional and curriculum leaders.
• Special education or exceptional children staff.
• PSU administrators or leadership representatives.

This multi-disciplinary team ensures effective collaboration and shared responsibility.

Dive deeper: General Guidance by Role

What does accessibility documentation look like?

Clear documentation helps demonstrate commitment and compliance and assist in managing ongoing accessibility efforts. Consider these examples of documentation:

• Records of accessibility assessments and audits.
• Accessibility plan and procedures.
• Accessibility training documentation.
• Vendor accessibility documentation (ACR/VPAT).
• Records of remediation actions taken and progress achieved.
• Justification for “undue burden” and “fundamental alteration” claims.

Dive deeper: Accessibility Documentation and Planning

How can we effectively communicate accessibility expectations to technology vendors?

• Include explicit accessibility requirements in RFPs and contracts.
• Require detailed Accessibility Conformance Reports (ACRs/VPATs) from vendors.
• Clearly state your PSU’s expectations and standards (e.g., WCAG 2.1 AA).
• Follow up regularly and hold vendors accountable for ongoing accessibility compliance.

Dive deeper: Accessibility in Procurement

What's involved in creating and updating our PSU’s accessibility plan?

An effective accessibility plan should:

• Clearly define accessibility standards (e.g., WCAG 2.1 AA).
• State PSU commitment and objectives.
• Outline roles, responsibilities, and processes for achieving compliance.
• Describe methods for monitoring, evaluating, and documenting progress.
• Be regularly reviewed and updated based on changes in laws, standards, or PSU needs.

Dive deeper: PSU Resources

What accessibility standards and regulations apply to digital products and services we procure?

Federal laws including ADA Title II and Section 504 require digital products and services procured by public entities to comply with WCAG 2.1 Level AA standards, ensuring equal access for individuals with disabilities.

Dive deeper: Accessibility in Procurement

How do we incorporate accessibility requirements into RFPs and contracts?

• Explicitly include WCAG 2.1 AA compliance as a requirement in RFP documents and contracts.
• Require vendors to submit Accessibility Conformance Reports (ACR/VPAT) detailing their product's compliance.
• Clearly state vendor accountability for accessibility and remedies if standards are not met.

Dive deeper: Sample RFP Language for Accessibility

What is a VPAT (Accessibility Conformance Report), and how do we evaluate it?

A VPAT (or Accessibility Conformance Report, ACR) is a document completed by vendors indicating how their digital products or services comply with accessibility standards (WCAG). Evaluate the VPAT by verifying completeness, accuracy, and clearly indicated compliance levels. Independently test products to confirm claims.

Dive deeper: Understanding and Evaluating an ACR based on a VPAT 

What should we look for when assessing vendor accessibility claims?

• Clear, detailed responses in the VPAT/ACR rather than vague or generic claims.
• Evidence that accessibility was independently verified or tested.
• References or testimonials regarding product use from other accessible-focused districts or entities.

Dive deeper: Project Management and Procurement: Accessibility Review 

What steps do we take if a vendor’s product fails to meet accessibility standards?

• Immediately communicate clearly with the vendor regarding non-compliance issues.
• Request a remediation timeline and specific corrective actions.
• If unresolved, consider contract provisions allowing termination or penalties.
• Explore alternate solutions or vendors if necessary.

Dive deeper: Accessibility in Procurement

How do we balance accessibility compliance with other procurement criteria (cost, functionality)?

• Clearly prioritize accessibility as a mandatory requirement, alongside functionality and cost.
• Engage stakeholders (instructional, technology, leadership) early to align procurement goals and priorities clearly, including accessibility.
• Evaluate whether or not “undue burden” or “fundamental alteration” is applicable. Document justification when one of these exceptions is used. Ensure there is an alternate option to provide equal access to users with disabilities.

Dive deeper: Understanding Undue Burden and Fundamental Alteration Exceptions 

What are the foundational principles of digital accessibility in education?

Educational digital accessibility ensures that all students, families, staff and other stakeholders can access and benefit from instructional materials and resources equally. Core principles include clear content structure, alternative formats for materials, descriptive image text, captions for multimedia, and easy navigation.

Dive deeper: Intro to Digital Accessibility

How do we ensure instructional materials are accessible to all students?

• Choose or create materials with built-in accessibility (clear structure, alt text, captions).
• Train educators to use accessible practices in content creation.
• Regularly evaluate materials using accessibility checklists or automated tools.
• Collaborate with Exceptional Children’s staff for input and guidance.

Dive deeper: Accessible Educational Materials (AEM Center)

How can teachers incorporate accessible practices into daily instruction?

Encourage teachers to:

• Add alt text to instructional images.
• Use clear, structured headings in digital content.
• Provide accessible formats (digital text, captioned videos).
• Use descriptive language for hyperlinks.
• Regularly check instructional materials for basic accessibility.

Dive deeper: Creating Accessible Digital Documents

What accessibility standards apply specifically to digital instructional materials?

Digital instructional materials should meet WCAG 2.1 AA standards.

Dive deeper: WCAG 2.1 Level AA Guidelines

How do we evaluate accessibility when selecting new instructional technology or digital resources?

• Request Accessibility Conformance Reports (ACRs/VPATs) from vendors.
• Test resources independently using automated tools and manual methods.
• Solicit feedback from students and other users with disabilities.

Dive deeper: Evaluating Digital Content for Accessibility 

What training or professional development can support accessibility knowledge and skills?

Offer training sessions that:

• Explain accessibility basics clearly.
• Provide practical examples relevant to classroom instruction.
• Include short, manageable steps teachers can implement immediately.
• Provide ongoing, easy-to-access resources and quick-reference guides.

Dive deeper: Professional Learning Resources

How do we collaborate with other staff to enhance accessibility?

• Schedule regular collaboration meetings.
• Clearly define roles and responsibilities for accessibility tasks.
• Share resources and professional learning opportunities.
• Jointly evaluate instructional technology and digital materials for accessibility.

Dive deeper: General Guidance by Role

What strategies help integrate accessibility into curriculum planning?

• Explicitly include accessibility in curriculum guidelines and standards.
• Select instructional materials vetted for accessibility compliance.
• Incorporate accessibility training into regular curriculum and planning meetings.
• Monitor accessibility progress as part of routine curriculum review.

Dive deeper: Accessible Educational Materials (AEM Center)

How do we ensure accessibility for families and students accessing instructional materials from home?

• Use accessible digital platforms.
• Provide clear instructions for accessing and using digital materials.
• Regularly check that all digital communications sent home (emails, newsletters) meet accessibility guidelines.
• Provide accessible formats or alternatives for all critical instructional materials.

Dive deeper: Accessible Educational Materials (AEM Center), Creating Accessible Digital Content 

How do I make my digital instructional materials (documents, slides, videos) accessible?

• Use clear headings and structured formatting in documents.
• Add descriptive alt text for meaningful images.
• Provide accurate captions for videos.
• Create clear, descriptive links instead of "click here."
• Ensure readable text with good color contrast.

Dive deeper: Creating Accessible Digital Documents

What simple strategies can I use immediately to improve accessibility in my classroom?

• Clearly organize digital resources with headings and bullet points.
• Always use alt text for instructional images.
• Provide captions for videos you create or use.
• Write instructions in simple, clear language.
• Check materials briefly with built-in accessibility tools before distributing.

Dive deeper: Accessibility Quick Fixes

Why should accessibility matter to me if I don't currently have students with disabilities?

Accessibility benefits all students by improving clarity, organization, and usability of instructional materials. Providing accessible content proactively ensures equal opportunities for all students.

Dive deeper: Intro to Digital Accessibility

How can I create accessible assignments and assessments?

• Provide clear, simple instructions.
• Ensure digital materials (docs, forms, slides) have structured headings and are easy to navigate.
• Avoid assessments requiring mouse-only interactions; ensure keyboard navigation.
• Offer multiple ways for students to demonstrate learning whenever possible.

Dive deeper: Accessible Educational Materials (AEM Center)

How do I check my instructional materials for accessibility before sharing them?

• Use automated checkers like Microsoft Accessibility Checker or Grackle for Google Docs.
• Conduct quick manual checks for alt text, clear headings, readable text, and descriptive links.
• Periodically ask for feedback from students..

Dive deeper: Accessibility Evaluation Tools

How do I ensure external digital resources (videos, websites, apps) are accessible?

• Choose resources clearly labeled as accessible or with verified accessibility features.
• Check videos for accurate captions before using/sharing.
• Avoid linking to scanned PDFs or images of text without alternatives.
• Provide multiple resource options if unsure about accessibility.

Dive deeper: Evaluating External Resources for Accessibility

Where can I find quick, practical resources or training on accessibility?

• DPI Digital Accessibility website and professional learning resources.
• Short recorded webinars or quick reference checklists.
• Brief guides or tip sheets specifically tailored for teachers’ classroom needs.

Dive deeper: Professional Learning Resources

How can accessibility practices enhance learning for all students, not just those with disabilities?

Accessible design enhances clarity and organization, reducing cognitive load and improving comprehension for all students. Examples include clearer directions, structured notes, captioned videos, and organized digital materials, benefiting diverse learners.

Dive deeper: Intro to Digital Accessibility

What common accessibility barriers should I watch out for in classroom materials?

Watch out for:

• Images without alt text.
• Unclear instructions or complex language.
• Videos without captions.
• Poorly structured documents or slides.
• Inaccessible third-party resources (uncaptioned videos, inaccessible PDFs).

Dive deeper: Creating Accessible Digital Content 

How do I create or use accessible multimedia content?

• Always select or create videos with accurate captions.
• Provide transcripts or summaries when possible.
• Clearly describe important visual content within instructional videos.
• Avoid content with excessive background noise or unclear visuals.

Dive deeper: Include captions for video/audio