Digital Accessibility Essentials

Digital accessibility means ensuring everyone, regardless of ability or disability, can access and participate in websites, software, digital documents, social media, and other types of digital content. We achieve that by proactively removing barriers, implementing thoughtful design, doing regular testing, and ensuring adherence to accessibility standards.​

The Web Content Accessibility Guidelines (WCAG) are a global standard for making web content accessible to people with disabilities. Our organization is required to meet WCAG 2.1 Level A and AA criteria. This requires meeting 50 unique criteria—30 at Level A and 20 at Level AA.

Meeting WCAG 2.1 Level A and AA ensures accessibility for users with visual, auditory, motor, and cognitive disabilities. Compliance with WCAG is referenced in ADA Title II, HHS Sec 504, TAC 206, and TAC 213 which requires organizations to meet these standards.​

Learn more about WCAG 2.1.

Per the World Health Organization, Assistive Technology (AT) are products that help maintain or improve an individual’s functioning related to cognition, communication, hearing, mobility, self-care and vision. These can range from physical products such as wheelchairs, glasses, prosthetic limbs, white canes, and hearing aids to digital solutions such as speech recognition or time management software and captioning.

Screen readers are a type of Assistive Technology (AT) that help individuals with visual impairments (e.g., blindness, low vision). Screen readers convert text, images, contextual information (e.g., headings, lists), and UI elements into synthesized speech or braille. They allow users to navigate web only using keyboard (no mouse). Examples include NVDA, JAWS, Windows Narrator, and Apple VoiceOver.

Limit flashing, blinking, flickering, or rapidly changing shots to no more than three per second. Keep transitions smooth and avoid excessive flashing, flickering or rapidly changing shots. Additionally, the user must be able to pause all video and audio content.

All videos must include synchronized closed captions (often abbreviated as “CC”). Closed captions transcribe all spoken words as well as relevant non-verbal sounds (e.g., laughter, applause, musical cues). When multiple speakers are present, the speaker should be clearly identified. Closed captions must always be provided to the user.

Open captions are permanently embedded (i.e., “burned”) into the video and cannot be turned off or adjusted by the user. While they ensure captions are always visible, they offer no flexibility for customization (such as font size, color, or background) and may interfere with the viewing experience for some users.

In contrast, closed captions can be toggled on or off and are often customizable, making them the preferred standard for accessibility. Closed captions allow users to control their experience based on individual needs and device settings.

For these reasons, closed captions should be used whenever possible. Subtitles differ in that they typically display translated dialogue in another language rather than providing full accessibility features.

Closed captions are commonly added to videos by uploading a caption file, such as an .srt file, which enables proper synchronization and user control.

The color of text and other meaningful information must have sufficient contrast against the background color to ensure readability.  For example, yellow text on a white background is extremely difficult to read. In emails and documents, use black or other dark colored text on a light background to maintain adequate contrast.

Tools such as WebAIM’s Color Contrast Checker can be used to check the contrast between two colors meet accessibility standards. This also applies to text placed on top of images.

Ensure color is not the only way information is communicated. Individuals who cannot perceive color differences must still be able to understand the content. For example, a required form field should not be indicated by color alone; adding a symbol such as a red asterisk (*) ensures the requirement is communicated regardless of color perception. Even if someone cannot perceive the red color, they know it is required because there is an asterisk. Similarly, charts and graphs that rely on color (e.g., pie charts) must include additional identifiers such as data labels patterns, or textures so users can distinguish elements without relying solely on color.

Use a font size of 12pt or higher for all text, as small text can be difficult to read. Never underline text unless it is a link – instead, use bold and italics for emphasis. Use all-caps sparingly. Emojis are acceptable (as long as you never replace words with emojis), but never use emoticons.

Use simple, sans-serif fonts like Aptos, Arial, Helvetica, or Verdana. These fonts lack decorative strokes (serifs) at the ends of each letter, ensuring maximum readability. Serif fonts such as Times New Roman should be avoided. Never use cursive, highly decorative or stylized fonts.

Use left-aligned (ragged right) text as the standard for readability rather than justified alignment. Avoid centered text for large blocks of content.

Each webpage should have a proper heading structure. This means having one (and only one) heading level 1 (H1) and ensuring headings structured logically (H2 comes after H1, H3 comes after H2, etc.). Headings are not just used for decorative purposes only. They provide important context for each section and help users navigate, especially screen reader users.

Alternative Text (Alt Text) is required for all non-decorative multimedia, including images, social media posts, graphs, charts, flyers, banners, and infographics. Alt text allows screen readers an assistive technologies used by individuals with limited or no vision as well as by people without vision impairments who may be multitasking (such as driving, listening to content via audio, or using text-to-speech tools) to understand the meaning and purpose of visual content by having the description read aloud.

If an image contains informational text, that information must be included in the alt text. If the image is purely decorative, it should be marked as decorative so screen readers skip over the image. Whenever possible, place images in line with text to ensure the alt text is read at the appropriate time within the document. For complex images and informational graphics, provide a full text description in addition to alt text.

Learn how to write effective alt text.

Links should clearly describe their destination and/or purpose. Avoid using vague link text such as “click here” or “read more,” and do not repeat the same information in both the surrounding text or link. Never underline text unless it is a hyperlink.

Use ordered lists (e.g., numbered lists) when items must follow a specific sequence, such as step-by-step instructions.

Use unordered lists (bulleted lists) when the order is not important, for example, lists of people or features.

Lists improves readability by organizing content, both visually and practically. It also helps assistive technology navigate your email.

Write in a clear, concise, and easy‑to‑understand manner. Organize content so it is easy to scan and understand, and ensure your writing aligns with the Federal Plain Language Guidelines.