Step One: Decide if the item needs to be accessible.

The Department of Justice’s Final Rule on Digital Accessibility applies to (1) digital content that is (2) used by one or more people besides yourself.

For example, if you design a Microsoft Word document, we recommend making it accessible (to future proof it), but it doesn’t legally need to be accessible until you share it with another person via email, SharePoint, Canvas, or social media. As soon as you use it in any of those circumstances, it needs to be WCAG 2.1AA complaint. If you only print out the Word document to be distributed as handouts in your classroom, it doesn’t need to be made digitally accessible. If you then need to email a copy to a student that can’t attend class, it does need to be accessible.

This is why you should archive any digital content that doesn’t absolutely need to be published/used/distributed.

Step Two: Decide if remediation is needed—is the item accessible?

If your web content or document needs to be accessible, decide if fixes are required to meet WCAG 2.1 AA standards. Ask the questions below, in order.

Will this item be distributed to anyone but the owner digitally?

• If yes, it will need to be made accessible.
• If no, then it does not need to be digitally accessible.

Can I replace this item with accessible content that is already available?

• Is the same information already collected in another way that is accessible?
• If the item is a document, is this information already available on a UW web page or as a library resource?

Can I replace the item with a simpler, more accessible version?

If the item is a document, can it be distributed as a web resource instead, like a SharePoint page or Canvas page?

Step Three: I need to make this document accessible in its current form. Now what?

First, review the item with available accessibility checkers.

Each software tool you use should have an accessibility checker built in. For example, all Microsoft 365 desktop programs include an accessibility checker, Canvas has two available for different purposes, and email tools like Outlook should include one as well. (Emails need to be digitally accessible too.)

• Available in all Microsoft Products: Check accessibility while you work in Office apps - Microsoft Support
• Available in Adobe Acrobat: Create and verify PDF accessibility using Acrobat Pro
• Available in Canvas:
  • Rich Content Editor Accessibility Checker
  • UDOIT Course Scanning Tool

Next, consider the most efficient way to resolve accessibility issues.

In some cases, it may be simpler to start over and recreate the item from the ground up. Examples of this are documents that use complicated tables for layout purposes, which often include merged cells and text flow issues.

If your item has few accessibility issues, it will probably be simpler just to fix them without recreating it.

Finally, fix any accessibility issues.

Start by applying any changes your accessibility checker suggests. Issues will probably be grouped by type.

Step Four: My Item is Now Digitally Accessible. Are there any final steps to complete?

Distribute the new item.

Now that you've fixed any digital accessibility errors, share this item with the people that need it. If you're using the content in Canvas, confirm it's published to students. If you're using this on SharePoint, take a minute to Mark it "Accessible" (especially in University Documents).

Replace the old item.

If you're the only one using this item, archive your old copy in a way that ensures you don't accidentally use it in the future. (Archived items do not need to be digitally accessible).

If you're sharing this item with others, make sure everyone is aware the old copy is out of date and not digitally accessible, and they should only use the new version going forward.

If you're fixing an item used in Canvas, make sure you remove the old version from all active courses using it, and replace with the new version. This is particularly important when teaching multiple sections of the same course or when multiple instructors in a department use the same course design. Remember to update any sandbox versions of the item as well, if you'll be using those sandbox courses in the future.

Note the required changes.

This isn't necessary to meet our digital compliance requirements, but if you needed to make significant changes to an item, consider noting what needed to be changed in case you encounter this issue in the future. Also, consider sharing your experience with your colleagues. They may have similar documents that need to be fixed.

How do I get help?

Please start by searching for solutions using online documentation for the program you're using. For example:

• Search the product's official documentation, like Microsoft Support for Office 365 programs or Instructure's Canvas Guides directory for issues in Canvas.
• Search for a related LinkedIn Learning course.

If you still need assistance, different support teams may be able to help.

• If the issue is in Canvas, contact Canvas Support (we recommend the “Chat” option) available from the “Help” menu in Canvas.
• If the issue is outside of Canvas, submit a Technology Help Desk request or visit the Help Desk in person.