Title II Regulation Updates

All web content and mobile apps made available by the university directly or through contractual, licensing, or other arrangements, are readily accessible and usable by individuals with disabilities. The new rule requires conformance with an internationally accepted technical standard, the Web Content Accessibility Guidelines (WCAG) 2.1, Level AA. 

• Websites
• Web and Mobile apps
• Video and Audio
• Electronic documents that are on university websites or mobile apps
• Digital course and instructional materials
• Social media posts

• Does the material have consistent structure and navigation
• Does the material have descriptive names of modules, folders, assignments, etc.
• Images have alternative (alt) text
• Pre-recorded videos are captioned
• Real time captions available for live video
• Videos have audio descriptions, if needed
• Audio-only files have transcripts
• Instructions and information do not rely on color
• Descriptive links
• Color contrast between text and background is at least 4.5:1
• Color contrast between non-text elements is at least 3:1
• Avoid images of text (except for logos)
• Materials have been reviewed for accessibility (i.e. Word, PDF, PowerPoint, etc.)
• Third party content (websites, online videos, publisher content, etc.) has been
  reviewed for accessibility

Note: This does not cover all requirements of WCAG 2.1 AA.

There are a few limited circumstances where the requirements and technical standards may except certain content. All new content needs to be proactively accessible. Some old archived content does not need to be accessible unless requested. Even with exceptions, UofL is required to ensure inaccessible content is provided in an accessible manner when requested. 

• Archived web content. This is content created before April 24, 2026, that is solely for reference, research, or record keeping and kept in a clearly identified archived section without modification.
• Preexisting conventional electronic documents. These are documents posted on websites or mobile apps before April 24, 2026. Unless these documents are currently used to apply for, gain access to, or participate in the university's services, programs, or activities. Conventional documents include the following file formats: word processing, presentation, and spreadsheets, as well as PDFs.
• Third party content. Content posted by a third party, unless the third party is posting due to contractual, licensing, or other arrangements with the public entity.
• Individualized, password-protected or otherwise secured conventional electronic documents. Documents about a specific person, their property, or their account that are secured via password or other authentication method.
• Preexisting social media posts. A public entity’s social media posts that were posted before April 24, 2026.

Key elements include: meaningful alternative alt text for images, sufficient text and background contrast, structuring emails with clear headings and lists, descriptive links (not “click here”), and running accessibility checkers for compatibility with screen readers and keyboard navigation. 

• Use a clear, concise, and descriptive subject line.
• Use real headings. Do not only bold a line or make the line bigger. Use the styles or heading menu. Using styles or headings creates a map for screen reader users to move between sections.
• Use true lists, i.e. the bulleted or numbered list buttons. Manually typing a dash (-) or an asterisk (*) does not tell a screen reader that a list has started.
• Use left alignment. Avoid "justified" text. Justified text creates uneven spacing which may make reading difficult for people with dyslexia or low vision.

Emails should use a logical heading hierarchy (H1, H2). Organize content into short paragraphs, bullet points, or numbered lists.

• Use real headings. Do not only bold a line or make the line bigger. Use the styles or heading menu. Using styles or headings creates a map for screen reader users to move between sections.
• Use true lists, i.e. the bulleted or numbered list buttons. Manually typing a dash (-) or an asterisk (*) does not tell a screen reader that a list has started.
• Use left alignment. Avoid "justified" text. Justified text creates uneven spacing which may make reading difficult for people with dyslexia or low vision.

Alt text describes the purpose of an image for those who cannot see the image. A meaningful (i.e. informative) image should include a concise description of the information the image is communicating. Informative images in email signatures should include descriptive alt text (i.e. University logos, social media icons, professional distinctions, headshots, etc.). 

• Use alt text for images. If there is an image, alt text must be included. The alt text describes the content in the image. If the image is decorative, i.e. not informative, mark the alt text as "decorative".
• Do not use text in images. Do not embed important information in an image. If information is embedded in an image, make sure that same information is in the body of the email.

Emails should not rely on color alone to convey information. Avoid flashing content. Use legible fonts. Review email stationery/themes. 

• Ensure a high color contrast between text and background (at least 4.5:1). Avoid light gray text on a white background.
• If using color, also use a symbol, such as an asterisk, or the word "required".
• Use 12-14 point font size. Use a clean, sans-serif font such as, Arial, Calibri, or Verdana.

In Outlook, select “File”, “Options”, and “Accessibility”. The accessibility checker helps the user identify and fix content in the message that may make it harder for people with disabilities to consume the content of the message. There are a number of options available to select for accessibility checking in the message. The user may want to select “Show me accessibility warnings while I work”. Users can also select feedback options. Other options include application display options, document display options (this is font, font size, font color, email stationery/theme, email signature).

An email is only as accessible as its attachments. If there is an attachment in the email, that document must also be accessible. Utilize the WCAG 2.1 Level AA standards for attachments. 

1. Source Matters

• Ensure the file source (e.g. Word, Power Point, Excel) is accessible. Evaluate if the file needs to be converted to a PDF. If the file needs to be converted to a PDF, make sure the file is accessible before converting the file to a PDF.
• Use live text rather than scanned images.

2. PDFs and Tagging

• A compliant PDF needs tags, labels that tell assistive technology what is a heading, paragraph, or a table.
• Use "document structure tags for accessibility" in the Word when saving the file as a PDF.  
• Avoid "print to PDF" as this method typically removes the accessibility tags. 

3. Accessible Document Checklist

   Before the file is attached check that:

• There is a document title. The document title is different than the filename.
• Alt text is provided for images in the attachment.
• High contrast between text color and backgrounds.
• If tables are used, be sure there are table headers so a screen reader can associate the data cells with the appropriate labels.