Digital Accessibility Resource Center
Digital Accessibility Resource Center
Helping SUSD staff create accessible websites, documents, announcements, and digital materials for every student, family, employee, and community member.
Accessibility is everyone's responsibility. Whether you're posting a school announcement, uploading a flyer, creating a document, or updating a website, small changes can make a big difference. This resource center provides practical guidance to support ADA Title II requirements and WCAG 2.1 Level AA standards.
Start with the Daily Six
Six essential accessibility practices to use whenever you create digital content.
1
Headings & Structure
Organize content with real headings, lists, and a logical reading order.
2
Descriptive Links
Use meaningful link text instead of vague phrases such as "click here."
3
Color & Contrast
Use readable colors and never rely on color alone to communicate meaning.
4
Images & Alt Text
Describe meaningful images and provide equivalent text for important graphics.
5
Tables & Forms
Use simple tables, clear labels, and accessible form instructions.
6
Media & PDFs
Provide captions, transcripts, and properly structured documents.
Tool-Specific Accessibility Guides
Learn how to create accessible content using the tools commonly used by SUSD staff. Select a guide below for practical instructions and additional resources.
Canva: Accessible Design
Create accessible flyers, presentations, graphics, and digital announcements.
- Choose readable fonts and text sizes.
- Use sufficient color contrast.
- Avoid placing text over busy images.
- Provide descriptions for meaningful images.
- Do not rely on color alone.
- Include essential flyer information as accessible text when publishing.
- Review exported PDFs for accessibility.
Google Docs: Making Accessible Documents
Structure documents so they are easier to navigate with assistive technology.
- Use built-in heading styles.
- Use proper numbered and bulleted lists.
- Add alternative text to images.
- Use descriptive link text.
- Keep tables simple.
- Use readable fonts and contrast.
- Check exported documents.
Microsoft Word: Making Accessible Documents
Use Word's accessibility features to create accessible letters, reports, forms, and handouts.
- Apply built-in heading styles.
- Use proper lists and table headers.
- Add alternative text to images.
- Use descriptive hyperlinks.
- Set the document language.
- Run the Accessibility Checker.
- Preserve accessibility when exporting PDFs.
ParentSquare: Accessible Communications
Make school and district communications accessible to all families.
- Use clear, descriptive subject lines.
- Include important information in text.
- Do not rely only on flyer images.
- Use meaningful hyperlinks.
- Keep paragraphs short and organized.
- Use accessible attachments.
- Review announcements before sending.
SmartSites: Accessible Web Publishing
Create accessible school and district webpages using ParentSquare SmartSites.
- Use properly ordered headings.
- Provide meaningful image alt text.
- Use descriptive link text.
- Maintain sufficient contrast.
- Keep tables simple and accessible.
- Check keyboard navigation.
- Review mobile layouts before publishing.
Accessibility Guides & Resources
Select a category below, then expand any guide to view step-by-step instructions.
Documents & PDFs
Creating Accessible Microsoft Word Documents
Use Microsoft's built-in accessibility features when preparing letters, handouts, reports, and forms.
- Apply built-in heading styles.
- Use real bulleted or numbered lists.
- Add alt text to meaningful images.
- Use descriptive hyperlinks.
- Keep tables simple and identify header rows.
- Run the Accessibility Checker before sharing.
Tip: Start with an accessible Word document before exporting it to PDF.
Creating Accessible PDFs
A PDF should be readable by assistive technologies, including screen readers. A PDF is not automatically accessible simply because it can be opened.
- Begin with an accessible source document.
- Export using options that preserve tags.
- Verify headings and reading order.
- Provide alt text for meaningful images.
- Check document language and title.
- Ensure form fields have accessible labels.
- Check the final PDF before publishing.
Important: Scanned PDFs may require OCR, tagging, and manual accessibility remediation.
Accessible Google Docs & Slides
- Use heading styles in Google Docs.
- Provide meaningful document and slide titles.
- Add alt text to meaningful images.
- Use readable fonts and sufficient contrast.
- Use descriptive links.
- Check exported documents for accessibility.
Websites & ParentSquare
Accessible ParentSquare Announcements
ParentSquare announcements should communicate important information through accessible text, not only through attached graphics.
- Write essential event information in the announcement text.
- Use clear and descriptive subject lines.
- Keep paragraphs short and organized.
- Use meaningful hyperlinks.
- Add image descriptions when supported.
- Use accessible attachments.
- Review the announcement before publishing.
Example: If you share a school event flyer, include the event name, date, time, location, and contact information in the announcement text.
Accessible SmartSites Webpages
- Use properly ordered headings.
- Write descriptive link text.
- Provide alt text for meaningful images.
- Maintain sufficient color contrast.
- Keep buttons and links keyboard accessible.
- Avoid images of text for important information.
- Check mobile layouts and reading order.
Publishing reminder: Use accessible HTML content whenever practical rather than relying solely on PDF attachments.
Accessible Online Forms
- Provide clear labels for every field.
- Identify required fields in text.
- Provide understandable error messages.
- Ensure keyboard accessibility.
- Use logical field order and grouping.
- Provide clear instructions.
- Test forms before publishing.
Design & Media
Accessible Flyers & Canva Graphics
Flyers should be visually appealing without sacrificing readability or access to information.
- Use clear, readable typography.
- Maintain strong text contrast.
- Avoid overcrowded layouts.
- Do not use color alone to communicate meaning.
- Provide text alternatives to graphic content.
- Check exported PDFs for accessibility.
For ParentSquare: Never rely on a flyer image alone to communicate essential information.
Writing Effective Alternative Text
Alternative text communicates the purpose or meaningful information of an image to users who cannot see it.
- Describe relevant image content.
- Keep descriptions concise when practical.
- Avoid unnecessary phrases such as "image of."
- Use empty alt text for decorative images.
- Provide detailed descriptions for complex charts.
Example: "Students planting trees during a campus beautification event."
Accessible Videos & Multimedia
- Provide accurate captions for prerecorded videos with audio.
- Provide transcripts when appropriate.
- Describe essential visual information not conveyed in audio.
- Avoid flashing effects that may cause seizures.
- Use accessible video players.
- Check accessibility before publishing.
Before You Publish
Review these items before posting an announcement, flyer, document, or webpage.