GLTHS StepStream · All Staff
Accessibility Cheat Sheet
Quick Reference
stepstream.dev
What it is
Digital accessibility means anyone can find, read, and use your content, even if they have a disability.
Who benefits
Students, families, staff, and community members with permanent, temporary, or situational disabilities. Most of us will benefit from accessible design at some point in our lives.
8 habits that do most of the work
- Clear headings: Use Heading 1, Heading 2, and Heading 3 styles to structure your docs so people can navigate, not just scroll.
- Alt text: Describe images so people who cannot see them still get the information.
- Color contrast: Make sure text is readable, not just visually appealing.
- Descriptive links: Say where a link goes, not just "click here" or a bare link.
- Captions: Add captions to any video you share.
- Plain language: Write so anyone can understand it on the first read.
- No scanned docs: Scanned images of documents cannot be read by screen readers or searched. Share the original editable file instead.
- No merged cells: Merged table cells break the row and column structure that screen readers use to navigate.
Do this, not that
| ✓ Do this | ✗ Not this |
|---|---|
| ✓ Do Use descriptive link text: "View the GLTHS Accessibility Guide" | ✗ Do Not Use vague link text like "Click here" or "Learn more" (no context for screen reader users) |
| ✓ Do Add a text label alongside color to show meaning (for example, a red border and the word "Required") | ✗ Do Not Use color alone to signal something important (not everyone perceives color the same way) |
| ✓ Do Use real headings (Heading 1, Heading 2) to organize a document | ✗ Do Not Use bold or large text to fake a heading (structure that looks visual is invisible to screen readers) |
| ✓ Do Write alt text that describes what the image conveys: "Bar chart showing test scores rising 12% from 2022 to 2024" | ✗ Do Not Leave alt text blank, or write "image" or "photo" (gives screen reader users nothing useful) |
| ✓ Do Add accurate captions when you share a video or recorded meeting | ✗ Do Not Rely on auto-generated captions alone (they frequently mis-transcribe names, technical terms, and accents) |
| ✓ Do Write in short sentences, use common words, define any jargon the first time it appears, and spell out acronyms on first use | ✗ Do Not Copy formal or legal language directly into a notice or email without a plain-language summary |
Full how-to guides for your role at stepstream.dev
Practical Quick Reference · All Staff
Accessibility Cheat Sheet
Quick Reference
stepstream.dev
The 4 POUR principles (WCAG 2.1 AA)
- Perceivable: People can see, hear, or read the content.
- Operable: People can navigate and use it with any device or method.
- Understandable: People can make sense of what they are reading.
- Robust: It works reliably with assistive technology like screen readers.
Word Docs & PDFs
- Use real Heading styles (Heading 1, 2, 3), not just bold or large text
- Add alt text to every meaningful image (right-click > Edit Alt Text)
- Mark decorative images as decorative so screen readers skip them
- Use the built-in table header row, not just bold in the first row
- Run Accessibility Checker before sharing (Review > Check Accessibility)
- Export to PDF from the source file; never scan a printed copy
Emails & Newsletters
- Use live text for key info; never send an image-only flyer as the email body
- Write descriptive link and button text: say where it goes, not "click here"
- Add alt text to every image in the email
- Check body text contrast: minimum 4.5:1 ratio
- Single-column layout reads better on mobile and with screen readers
- Test with dark mode enabled before sending
Flyers
- No text directly on a photo or busy background; use a solid color band
- Minimum 12pt body text, 24pt headlines
- Never use color alone to signal importance; pair with a label or symbol
- Check contrast: webaim.org/resources/contrastchecker
- Export as PDF from the source file; never distribute a scanned copy
- If sharing as an image, include all key info as live text in the email body
Forms
- Labels must go above or to the left of each field, never below or right only
- Mark required fields with an asterisk AND the word "required", not color alone
- Include a legend at the top: "* = Required"
- Never place instructions after the signature line
- Digital forms: set tab order to match the visual reading order
- Print forms: minimum 12pt text and 0.35in line spacing
Social Media
- Add alt text to every image before posting (each platform has an alt text option)
- Caption every video; review auto-captions before posting
- All key information must be in the post text, not only in an image
- Avoid using emoji as the only punctuation or list marker
- Check image contrast; dark mode may affect readability
Virtual Meetings
- Enable captions every session (Meet: ⋮ > Captions; Zoom: Settings > Live Transcript)
- Narrate what you are showing on screen; do not point silently
- Post written instructions in chat before sending students to breakout rooms
- Use full sentences in chat, not just emoji or one-word replies
- Review transcript accuracy before posting the recording
Quick-access tools
- Word Accessibility Checker (Review > Check Accessibility)
- Grackle Docs (Google Docs accessibility add-on)
- WebAIM Contrast Checker (webaim.org/resources/contrastchecker)
- Hemingway App (plain language checker, hemingwayapp.com)
Full how-to guides for your role at stepstream.dev