Website Accessibility
Building an Inclusive Web Experience for All
Creating an accessible website ensures that all users, including individuals with disabilities, can access and interact with your content. At Elon University, we prioritize accessibility to uphold our commitment to equity and inclusion while complying with legal standards.
Overview of Website Accessibility
Website accessibility is the practice of designing and developing websites to be usable by everyone, including those who rely on assistive technologies like screen readers or keyboard navigation. By implementing accessibility best practices, we make Elon University’s website a welcoming and functional resource for all users.
Accessible websites are essential not only for ethical and legal reasons but also because they create a better experience for all visitors. Simple, clear, and organized content benefits every user.
Requirements for Creating Accessible Webpages
To meet accessibility standards, website content must comply with the Web Content Accessibility Guidelines (WCAG) 2.1 at the AA level. This includes ensuring that content is:
- Perceivable: Users can identify and interact with content regardless of their abilities or assistive technologies.
- Operable: Navigation and functionality are accessible through various input methods, including keyboard and voice control.
- Understandable: Content is clear, predictable and easy to follow.
- Robust: Content works with current and future technologies, including assistive devices.
In practice, this means paying attention to the structure, language and design of your content. All website editors must play a role in ensuring that the university’s pages meet these standards.
Responsibilities & Requirements for Website Content Editors
As a website content editor at Elon University, you play a vital role in ensuring that our online content is accessible and compliant with the Americans with Disabilities Act (ADA). While the Office of University Communications oversees the technical aspects of accessibility — such as webpage templates, HTML and CSS — your responsibility lies in managing the content that you create and control on your departmental or program websites.
Accessibility is a shared responsibility, and Elon University depends on content editors to help maintain compliance with accessibility standards. While there are many guidelines and requirements outlined in the Web Content Accessibility Guidelines (WCAG), the topics listed below specifically address the areas you directly influence through your work. These include how you format text, structure information and describe visual elements.
By adhering to these standards, you ensure that all users — including individuals relying on assistive technologies — can engage with your content. We encourage you to explore each of the topics below and use the accompanying guides to ensure your contributions align with accessibility best practices. Together, we can create an online environment that serves everyone in our community.
Headings
Properly structured headings organize content and make it easier to navigate, especially for users relying on screen readers. Learn about the correct use of heading levels to structure your pages logically and effectively.
Images
All images should include descriptive alternative text (alt text) to ensure users who cannot see images still understand their context and purpose. This section will guide you on writing effective alt text and managing decorative images.
Links/Hyperlinks
Accessible hyperlinks are descriptive and provide clear information about their destination or purpose. Avoid vague terms like “click here” or “learn more” and ensure links are meaningful in isolation.
Lists
Properly formatted lists help users quickly grasp key points and improve navigation for screen reader users. This section will teach you how to use ordered and unordered lists effectively.
Tables
Tables should be used for presenting data, not layout, and must include headers and a logical structure to aid assistive technologies. This section explains how to create accessible tables for your webpages.
Multimedia Content (Videos & Audio)
Videos and audio files require captions, transcripts and accessible players. While the CMS or third-party tools may handle the technical side, you are responsible for ensuring that any multimedia content you upload is properly captioned or accompanied by a transcript. This guarantees accessibility for users with hearing impairments and supports a broader audience.
Other Accessibility Considerations
While the Office of University Communications manages many technical aspects of accessibility, it’s important for website content editors to be aware of additional considerations that impact the overall accessibility of Elon University’s website. Understanding these topics helps you appreciate why certain restrictions or features are in place and ensures you’re mindful of accessibility when making creative decisions.
Colors
Elon University’s CMS restricts color options to ensure compliance with accessibility standards. WCAG requires sufficient contrast between text and background colors to make content readable for users with visual impairments. While you may not have direct control over colors, it’s essential to understand their role in accessibility. If you choose to override or add colors (e.g., through custom graphics or embedded styling), ensure they meet contrast standards. The approved color palette not only aligns with Elon’s brand identity but is also designed to maximize readability and usability for all users.
Typography and Font Sizes
Fonts and text sizes are pre-set in the CMS to ensure readability across devices and for users with low vision or cognitive disabilities. Avoid embedding custom fonts or overriding styles, as this can disrupt accessibility. Typography choices made by the University Communications team are carefully designed to support visual clarity and maintain consistency with Elon’s branding.
Interactive Elements
Forms, buttons and other interactive elements must be designed to meet accessibility standards. While these elements are typically part of pre-built templates, be mindful of how you describe or link to them in your content. For example, ensure buttons or links have clear, descriptive labels rather than vague terms like “Submit” or “Click Here.”
Responsive Design
The CMS ensures that Elon’s website is mobile-friendly and accessible on various devices. However, the way you format and structure your content can impact how it adapts to different screen sizes. Be cautious with content that may disrupt responsiveness, such as oversized images or manually added table styles.
Accessible PDFs: An Essential Part of Website Accessibility
While it’s common to link to PDF files for sharing detailed information, event flyers or resources, it’s important to remember that not all PDFs are created equal when it comes to accessibility. Many PDFs created using tools like Microsoft Word, Adobe InDesign or Canva are inaccessible to users with disabilities, such as those relying on screen readers or keyboard navigation.
Why PDF Accessibility Matters
Inaccessible PDFs can exclude recipients from important information, undermining Elon University’s commitment to inclusivity. Key accessibility issues with PDFs include:
- Unreadable Text: Text embedded as an image (e.g., scanned documents) cannot be interpreted by screen readers.
- Lack of Proper Tags: PDFs without semantic structure (e.g., headings, lists) make navigation impossible for users relying on assistive technologies.
- Incorrect Reading Order: Even if a PDF is tagged, the content must be arranged in a logical reading order. Reading order defines the sequence in which screen readers interpret the content. If the order is incorrect, the PDF may appear jumbled or incoherent to users relying on assistive technologies.
- Missing Alt Text for Images: Images in PDFs without alt text cannot be understood by users with visual impairments.
Expectations for Accessible PDFs
When attaching PDFs to emails:
- Ensure Accessibility: Make sure the PDF meets accessibility standards before attaching it to an email. This includes proper tagging, a logical reading order and descriptive alt text for images.
- Include Essential Information in the Email Body: Never rely on a PDF as the sole source of information. Always include key details (e.g., event dates, locations and descriptions) in the email body to ensure accessibility for all recipients.
- Test Your PDFs: Use tools like Adobe Acrobat’s accessibility checker to verify that your PDF complies with accessibility guidelines, including reading order.
Is a PDF Absolutely Necessary?
Before creating a PDF to attach to an email or link from a webpage, consider whether it’s the best format for delivering your content. PDFs can be useful for preserving formatting or sharing long documents, but they often create unnecessary barriers if the same information could be shared more effectively in an email or on a webpage.
Questions to Ask Before Using a PDF:
- Can the information be included directly in the email or webpage?
- For event announcements, short memos or other concise information, include the details directly in either the email or webpage body instead of attaching a PDF.
- Example: Instead of attaching a flyer for an upcoming event, list the event’s time, date, location and registration link in the email text.
- Would a webpage be more effective?
- For detailed content, such as reports, schedules or resources, a webpage may provide a better user experience. Webpages are more accessible, easier to navigate and searchable by external users.
- Example: Instead of creating a PDF with a multi-step guide, link to a webpage containing the guide.
- Does the PDF contain critical or time-sensitive information?
- If the information is critical (e.g., policies, legal documents) or time-sensitive, ask whether the audience needs a downloadable format. If not, consider embedding the content in the email or linking to an online resource.
- Does the PDF add value beyond what an email or webpage can provide?
- If the PDF simply duplicates email or website content, it may not be necessary. Avoid redundant attachments or links that don’t provide additional value or purpose.
- Does the PDF require regular updates?
- If the content will need updates — whether annually, each semester or even less frequently — a PDF may not be the best choice.
- Why It Matters: PDFs can persist in search engine results, email inboxes or other websites long after updates are made, leading to outdated or incorrect information circulating.
- Solution: Use a webpage for content that requires frequent updates. A webpage ensures that links always point to the most current version, reducing the risk of outdated information.
Creating accessible PDFs is a crucial part of ensuring your communications are inclusive. For detailed guidance on making PDFs accessible, visit our PDF Accessibility Guide.
If you’re not confident in your ability to make a PDF accessible, we recommend using a professional PDF accessibility remediation service. These services can ensure your documents meet compliance standards and are fully accessible.
Start Your Accessibility Journey
By focusing on these key content areas, you will help ensure that Elon University’s website is inclusive and accessible to all visitors. Explore the linked guides above to dive deeper into each topic, and don’t hesitate to contact a member of the Online Communications team if you need further assistance.