Accessibility Basics for Secretaries and Administrative Staff

• People can read the document or notice in a usable format
• People can complete the form with clear labels, instructions, and order
• People can understand the message and the next step quickly
• Key information should be in live text, not hidden in an image or attachment
  • A scanned photo of a flyer cannot be read by a screen reader
  • Text inside a JPEG or PNG is invisible to assistive technology
• The main version should work without guesswork or a separate fallback

• Front-office staff often send the information families depend on most
• Format barriers can hide the message completely
  • A family using a screen reader gets nothing from an image-only notice
  • A keyboard-only user cannot fill in an unlabeled form field
• Clearer notices and forms reduce errors and follow-up
• Accessibility improves service, not just compliance

• The DOJ published the final rule on April 24, 2024
• Public-school digital content must be accessible
• Digital content generally must meet WCAG 2.1 Level AA
• Compliance dates: April 24, 2027 for entities serving 50,000 or more people; April 26, 2028 for smaller entities and special district governments

• Letters, memos, and notices
• Forms, permission slips, and intake packets
• Emails, flyers, and newsletters
• Agendas, minutes, and meeting materials

If families or staff rely on it digitally, it should follow accessibility guidelines.

PDFs are one of the most common problem areas in office work.

• A PDF must contain real, selectable text, not just a scanned image
• The document must have headings and reading order so screen readers can follow it
• If the original was created in Word or Google Docs, export the PDF from there, do not scan a printout
• If you only have a paper copy, flag it for remediation before distributing digitally
• Keep the editable source file; do not delete the Word or Docs version after exporting

The fastest way to make an accessible PDF is to start with an accessible Word or Google Doc.

• Start with accessible templates and editable source files
• Keep the key message in live text, not only in attachments
• Use headings, labels, plain language, and descriptive links
• Run Microsoft Accessibility Checker or Grackle Docs for Google before sending, posting, or exporting

• Sending scanned photocopies as the working file
  • Scans are images; they have no readable text and cannot be fixed quickly
• Using unlabeled or placeholder-only form fields
  • A field labeled "Field 1" tells the user nothing about what to enter
• Sending image-only flyers by email
  • The entire message is invisible to screen reader users and some mobile users
• Hiding the action or deadline inside dense wording
  • Put the key date, location, or next step at the top, not buried in paragraph three

Alt text is a short description of an image that screen readers read aloud.

• If the image carries meaning, describe what it shows in one or two sentences
  • Bad: "image.png" or leaving it blank
  • Better: "Diagram showing the enrollment steps from application to acceptance"
• If the image is purely decorative, mark it as decorative so screen readers skip it
• Logos, charts, photos with people, and diagrams all need alt text
• Microsoft Word and Google Docs both have a built-in alt text field for images

1. Draft in Word or Google Docs using real headings and labels
2. Check family-facing wording for clear structure and action steps
3. Run Accessibility Checker or Grackle before distribution
4. Export accessible PDFs only when needed and keep the editable source

• Forms and intake documents
• Family notices and flyers
• Emails to families and staff
• Meeting agendas, minutes, and posted records

1. Replace the most-used template with an accessible version
2. Stop emailing image-only notices
3. Fix one form workflow that depends on visual guesswork
4. Run the checker on the next document before sending it

• Use the packet for forms, notices, emails, and minutes
• Send questions or barriers to accessibility@gltech.org
• Use StepStream, GLTHS quick guides, and Mass.gov resources
• Use Word Accessibility Checker, Grackle, and Hemingway in daily work

• Which document do you send most often?
• Where do families get stuck now?
• What workflow should we fix first?