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Accessibility Resources

Overview

As an additional resource to the Annual Communications Training, this webpage provides best-practice examples for content creation and highlights specific examples related to digital accessibility.

The following information pertains to all digital content created for all communication channels, including SmartSites (website), ParentSquare, and Social Media.

These best practices also relate to printed material and flyers distributed by MCCSC schools and departments.

2026-2027 Accessibility Training PowerPoint

Contact Information

If you have any questions, please contact Michael Richmond, Digital Outreach Manager:

Email Michael Richmond

Accessibility Resources

The new Federal Web Content Accessibility Guidelines (WCAG) will take effect in April 2027. At that point, MCCSC is responsible for being fully compliant with the new guidelines, which include all of the information discussed here.

Federal Accessibility Guidelines

Microsoft Accessibility Checklist

Google Suite Accessibility Instructions

Canva Accessibility Instructions

Color Contrast Checker

Design Access­ible Products

Accessibility Examples

Alternative Text

Multiple high school students practicing string instruments for a concert band performance.

Examples and descriptions of best practices and things to avoid in this area refer to the image above:

Best Practice:

  • Details of the image need to be brought to life while keeping the description to one or two sentences.
  • Provide context of what is being shown in relation to the rest of the webpage.
  • If describing something other than a simple image, the description should have an indicator, such as “Chart of” or “Painting of.”

Example:

  • A group of band students practicing string instruments for a graduation performance.

Avoid This:

  • Using the words “image of” to convey what the user is seeing.
  • Being too generic or using only the file name.
  • Not providing any context to the related content.

Example:

  • Kids playing instruments.

Audio/Video

Text-based alternatives are required for audio and video use. Users with visual or hearing impairments require alternative versions of information. Closed captioning for video and written transcripts for audio are the primary ways to ensure accessibility.

Due to SmartSites’ built-in accessibility requirements, it is difficult to display an incorrect version as an example. Please read the best practices and areas to avoid carefully and ensure that you are creating accessible content.

Best Practice:

  • Manually create or check that closed captioning is accurate.
  • Set the video default to include closed captioning if possible.
  • Create an online, text-based alternative to audio files or create a downloadable transcript using an accessible PDF.

Avoid This:

  • AI-generated captions without manual review.
  • Stand-alone audio/video files with no accompanying text.

Images

Images are inaccessible when posted on their own.

When possible, create content within the platform itself. Doing this will allow translation software and screen readers to pick up the information and relay it back to the user. Images are simply recognized as images by these software programs, meaning the only information available is the alternative text.

If you are using an image, you must repeat the information in a text-based format to accompany the image. Using our examples, you may post the image from the “Avoid This” section paired with the text from the “Best Practice” section. This combination would be considered accessible and a best practice.

Best Practice:

  • Create web-first content, built into the website or platform.
  • Remove important wording from images or provide detailed descriptions.
  • Write short, descriptive, informative alternative text.

Example:

Reading Hour

Join us at the Library on January 1st, 2026, from Noon to 1:00 pm

Explore the shelves and find your next book to read, or sit quietly and enjoy the atmosphere of the library while you read. Light refreshments and snacks will be provided!

Two elementary ages children reading books in a classroom.

Avoid This:

  • Using graphics as a primary communication tool.
  • Graphics and images containing wording that is important to the message.
  • Non-descriptive or incorrect alternative text.

Example:

Reading Hour

Links & Buttons

Link and button text should be written to provide clear context for the “clickable” action. A user should understand what it is they are clicking on and whether they are downloading a document, opening a new page, or visiting a different website. You should not rely on surrounding sentence structure to guide users. The text of the link or button should be descriptive enough to guide a user.

 

Best Practice:

  • Use descriptive wording to identify the link destination.
  • Explain or give context to the link.

Example:

  • The Visit Bloomington website highlights why we are proud to live in Monroe County.

Visit Bloomington

Avoid This:

  • Using non-descriptive wording for the link.
  • Placing links without an explanation or reason.

Example:

Monroe County

Lists & Tables

All lists and tables should be created within the platform you are using, if possible.

When possible, avoid using tables. Tables are difficult components to make fully accessible. If using a table is required, ensure that you notate the header columns or rows, do not use white/blank cells to create spacing, and ensure that content is easy to understand.

List components should consist of numbers or bullet points - Do not use alternative symbols to create lists.

Best Practice:

  • Utilize the format lists with either the bullet or number tool.
  • Ensure that tables have descriptive headers for both rows/columns, if appropriate.
  • Content within the table makes sense when read from left to right and top to bottom.

Example (List):

  • Bullet points provide clarity for screen readers and accessibility software to determine where lists are located.
  • Spacing and indentation are consistent and recognizable.
    • Tiered lists can be created for hierarchy purposes.
  1. These points are also reflected in the formatted numbering system.

Example (Table):

Period Start Time End Time
1 8:00 a.m.

9:00 a.m.
2 9:05 a.m. 10:00 a.m.

 

Avoid This:

  • Using dashes or other symbols to create lists.
  • Creating tables without headings.
  • Merging or leaving empty spaces in tables.

Example (List):

- Avoid using dashes or alternative symbols; they are not read as lists.

~ Spacing and indentation are also affected when not utilizing the proper bullet-point system.

1 – Numbering is not reflected without the formatted list.

Example (Table):

 8:00 a.m.  9:00 a.m.
 9:05 a.m.  10:00 a.m.

PDFs

PDFs are generally inaccessible when posted on their own.

When possible, create content within the platform itself. Doing this will allow translation software and screen readers to pick up the information and relay it back to the user.

If you are using a PDF, you must ensure that the document itself is accessible or a text-based version of the information is available. Online form builders such as JotForm are a viable alternative to a traditional PDF document, as they are web-based. Use the Adobe instructions below for accessibility assistance with all Google and Microsoft Word documents.

Adobe Instructions for Creating Accessible PDFsCanva Instructions for Creating Accessible Designs

Best Practice:

  • Create web-first content, built into the website or platform.
  • Remove important wording from images or provide detailed descriptions.
  • Provide all important information in a text-based format.

Example:

Elementary children participating in an outdoor group activity, planning for a school garden.

School Guide Book

Helpful Resources for Attending Elementary School

2026 – 2027 School Year

Avoid This:

  • Using PDFs as a primary communication tool unless necessary.
  • Not providing a text-based alternative.

Example: