Accessibility

Accessibility

Accessibility isn’t important because it is mandatory. Accessibility is important because we have an obligation to help every student achieve their educational goals. These are some helpful resources to help you ensure that all of your communications are as accessible as possible.

Accessibility Training

Beginning April 24, 2026, all digital content must comply with the Web Content Accessibility Guidelines (WCAG) 2.1, Level AA. This includes requirements such as captioned videos, alt text for images, accessible color contrast and screen-reader compatibility across platforms. To help units with compliance efforts, SAMC conducted an accessibility training on August 5, 2025.

The Top 5 areas units should focus on are:

  1. Color Contrast (Refer to the new Student Affairs Color Contrast chart)
  2. Heading Structure for Text
  3. Alt Text for Images
  4. Captions and VoiceOver
  5. Information Through Words (Not Images, PDFs or Flyers)

The training presentation slides and training recording are available for reference.

Common Accessibility Topics

PDF Documents (Reports, Flyers, etc)

  • The best options to transition a .pdf document to an accessible digital format are webpages, Google Docs/Microsoft Word, Google Slides/PowerPoint or Google Forms/Microsoft Forms. Some examples of accessible digital documents are below:
  • For a document with design, such as an annual report, we recommend that you create it as a view-only google slides presentation. An example of an accessible digital annual report is below:
  • For content-only documents (ex. white papers, agendas, meeting minutes, reports, proposals), we recommend that you create it as a view-only google doc with clear headings, chapters, paragraphs and appropriate styling.

PNG and JPG Images

Accessibility isn’t about the file type itself. It’s about whether the content can be read by assistive technology like screen readers. PNG and JPG files are great for showing photos or simple visuals, but when you save text or designed materials (like flyers, infographics or forms) as an image, all of the information inside becomes “flattened.” That means screen readers can’t detect or read the words, links or structure. From an accessibility standpoint, a PNG or JPG with text is just as inaccessible as a flattened PDF, because both only show a picture of the content rather than real, selectable text. If you need to share information, not just a photo, always use an accessible format like a webpage or a Word/Google document with structured headings and alt text.

3rd Party Documents/Resources

Any materials (fillable .pdfs, forms, documents, etc) that are hosted on UC Davis websites must be accessible. You should ask the 3rd party in writing to ensure that whatever resources they are providing are accessible. This is important to be able to demonstrate that every effort was made to obtain accessible materials from external parties. As a best practice, your department should not be linking to any external resource or document that is in a .pdf format.

.PDF Viewers

There are no embeddable .pdf viewers that are compliant and they should be avoided. (i.e. Issuu, Flipbook).

E-books/training materials

  • If you are creating e-books or training materials, we recommend that you create them as a Google Doc. You can also export the Google Doc as an .EPUB file, which is compatible with e-readers. (i.e. Kindle, Nook).
  • Formatting Guidance:
    • Ensure your document is properly formatted in Google Docs with clear headings, chapters, paragraphs and appropriate styling. This will translate well into an EPUB format.
    • If applicable, add high-quality images with alt text.

Electronic Signature Platforms

  • With respect to accessibility, Docusign and Adobe Sign are not ideal. The unit will need to include the following accessibility note in the communication to the person signing the document:
    • “We recognize there may be accessibility issues with signing this document online. If you aren’t able to access the document, please contact [insert unit contact email] for verification.”

Font Usage

The most accessible fonts for digital use (emails, newsletters, text in google docs, LCD’s, etc) are sans-serif fonts. Proxima Nova should be used as the primary font option. If you are in an application that does not have Proxima Nova (such as Microsoft Outlook) Arial font should be used.

Org Charts

There are two options to create accessible org charts:

  1. Add the org chart to a webpage with text describing the org chart and a corresponding image. The image is optional.
  2. Add the org chart to a view-only google doc with text describing the org chart and a corresponding image. The image is optional.

To share the org chart, share the link to the webpage or the google doc because both versions would be accessible. Never send just the image of the org chart without the descriptive text, unless it is being used for print.

EXAMPLE: University of Washington Organizational Chart Guidance

FAQ

Is it better to use google doc or word doc/google slides vs. .ppt? 
There is not a big difference in accessibility features, however, we prefer google docs with the collaboration features and universal access to the platform. All of these platforms have external accessibility guides that we have linked to below:

How to test accessibility?
While there are various screen readers available, we recommend that you utilize the built-in accessibility checks that are available in Microsoft Word and PowerPoint. For Google Suite products, you can install an add-on Accessibility Checker in the “Extensions” menu. For web content, we recommend using Siteimprove to check accessibility.

Do I need to back and update all documents that were created/posted prior to April 2026?
You must add an “Archive” section for any documents that were posted prior to April 2026 and are not accessible. As long as they are marked as “Archive,” you do not need to update the old version for accessibility compliance. However, if you receive a request for an archived file in an accessible format, then you will need to update the document and provide it to them.

Accessibility by Medium

Design

Whether you are designing for print or digital, you must consider font size and color contrast. As you know, the university has two approved color palettes and three fonts that we must use when creating any material. The Student Affairs Color Contrast chart shows accessible color combinations and mandatory font size options for every single approved color.

Social Media

Social media accessibility is everyone’s responsibility. Posting an image (PDF, jpeg, png, etc.) is not accessible without the use of alternative text. However, social media platforms don’t always make it easy to add alt text or take into account other disabilities like hearing impairment or loss, visual impairment or loss, distractions, etc. Visit UC Davis’ Brand Guide on Social Media for best practices, including alt text guides by platform, to make your social media content as compliant as possible so everyone can participate.

Videography

When creating videos, the goal is to create stories that are accessible to everyone. Closed captions are the preferred option for platforms like YouTube and Vimeo where users can turn captions on and off, adjust their appearance and benefit from searchable, machine-readable caption files. In contrast, open captions are more effective on social media platforms such as Instagram, Facebook and LinkedIn, where videos autoplay without sound and closed captions are often not supported or not reliably displayed. This includes Instagram Stories, which also provide a built-in caption sticker that should be used whenever possible. No matter the platform, all videos must include captions to meet accessibility standards and ensure equitable access. When using open captions, it’s important to also consider visual accessibility. Caption text must meet color contrast guidelines against the background video, use a legible font and avoid being obscured by other on-screen elements. Captioning and translation resources are also available for faculty and staff from Academic Technology Services (ATS) on the campus accessibility website.

Web

While there are many policies and regulations around web accessibility, the campus also has many resources to ensure your website is in compliance. Please visit the Web Accessibility and Best Practices page and familiarize yourself with the relevant policies. Additionally, you have access to a tool called SiteImprove through UCOP. This tool will allow you to test your current website for accessibility issues and features many high quality trainings in accessibility for various media (web, social media, design, videography, etc.)

Writing

While writing might not be the first thing you think of when considering accessibility, there are some easy ways to make sure your writing is accessible. First, you should think about word choice. In general, it is recommended that you keep your writing between a sixth and ninth grade reading level. Obscure or overly complicated words can be very difficult for people with dyslexia to parse out. For reference, this website simulates dyslexia. While you can still read much of the text on that webpage, the scientific word in blue shows how difficult it can be. Additionally, Microsoft Word has built-in accessibility features to review the reading level of your writing as well as font and color contrast choices. The campus also has document conversion software to convert documents from text or image-based files into different formats, such as audio, Braille, and e-text.