What is Title II?

Title II of the Americans with Disabilities Act (ADA) prohibits discrimination based on disability by state and local governments. This federal civil rights law requires state and local governments to provide individuals with disabilities effective communication, reasonable modifications, and an equal opportunity to participate in or benefit from their services, programs, and activities.

The Department of Justice’s new final rule, published on April 24, 2024, updates Title II regulations with specific requirements for ensuring that web content (including documents) and mobile applications are accessible to people with disabilities.

As administrative staff, you create and distribute documents, correspondence, and forms that fall under these requirements.

Required Standard

Compliance Timeline

Conforming Alternate Version Disclaimer

State and local governments should not maintain an inaccessible main web page alongside a separate accessible version of the same content. People with disabilities must receive equal access to content on the same page, not a segregated alternative.

The following categories of content are not required to conform to WCAG 2.1, Level AA under the new Title II Final Rule. All conditions listed must be met for an exception to apply.

New Final Rule Exceptions

Checking Documents You Create

• Microsoft Word Accessibility Checker: Review tab → Check Accessibility. Checks: missing alt text, heading structure, contrast, vague link text, table headers. Free & built in.
• Grackle Docs (Google Workspace add-on): Extensions → Grackle Docs → Open. Checks: headings, alt text, tables, reading order, PDF/UA compliance. Install once from Google Workspace Marketplace. Free.

Checking Color Contrast

• WebAIM Contrast Checker at webaim.org/resources/contrastchecker; enter hex codes and it reports WCAG AA pass/fail instantly. Free, browser-based.
• Colour Contrast Analyser: free desktop app (Windows/Mac); eyedropper to sample any color on screen. Tests against WCAG 2.1.
• GLTHS colors: Blue #1F3886 on white passes AA (8.2:1)  |  Gold #FFCA38 on white fails (1.6:1)  |  Dark Gold #B8860B on white passes AA (4.6:1)

Plain Language Check

• Hemingway App at hemingwayapp.com; free, browser-based. Flags complex sentences, passive voice, and reading grade level. Aim for Grade 8 or below for parent-facing text.

Checking PDFs Before Distribution

• Adobe Acrobat Pro: All Tools → Prepare for Accessibility → Check for accessibility.
• Without Acrobat Pro: export from Word using File → Save As → PDF → Options → “Document structure tags for accessibility” + “Best for electronic distribution.” This preserves Word’s heading structure in the PDF.

Checking Web Pages

• WAVE: wave.webaim.org or browser extension (Chrome/Firefox/Edge). Free. Flags missing alt text, heading errors, contrast failures, and empty links on any live page.

Word Keyboard Shortcuts

• Heading 1: Ctrl+Alt+1  |  Heading 2: Ctrl+Alt+2  |  Insert link: Ctrl+K  |  Alt text: right-click image → Edit Alt Text

Daily Workflow

1. Draft in Word or Google Docs using heading styles and alt text from the start
2. Run Word Accessibility Checker or Grackle Docs: fix all errors before distributing
3. Paste parent-facing text into Hemingway App: aim for Grade 8 or below
4. Export to PDF using “Best for electronic distribution” + “Document structure tags”
5. Send: include live text in email body, not image-only attachments

Document Setup

• Always Avoid Scanning Documents: All documents must be original digital versions that can be edited
• Always Start from Accessible Templates: Use GLTHS provided Word templates to more easily create accessible documents

Structure & Navigation

• Proper Heading Structure: Use built-in heading styles (Heading 1, 2, 3) instead of just bold text to create logical document navigation
• Lists and Bullets: Use Word's built-in list formatting rather than manual bullets or numbers
• Reading Order: Organize content logically from top to bottom, left to right
• Table Structure: Add proper column headers and use "Repeat Header Rows" for multi-page tables

Text & Readability

• Readable Fonts: Choose clear, sans-serif fonts (Arial, Calibri, Lato) at minimum 12pt size for body text
• Color and Contrast: Don't rely on color alone to convey information; ensure 4.5:1 contrast ratio minimum
• Write in Plain Language: Use short sentences and paragraphs, an active voice, and avoid technical jargon, abbreviations, and acronyms

Images & Links

• Alternative Text (Alt Text) for Images: Add descriptive alt text to all images, charts, and graphics through the Alt Text menu
• Inline Images: All images must be placed in-line and cannot be "tight" to text
• Meaningful Link Text: Write descriptive hyperlinks ("GLTHS Course Catalog") instead of generic text ("click here")

Do This First

• Lead with the message: Subject line, preheader, and opening heading must clearly explain what the email is about and what action is needed
• Build with resilient content: Use live HTML text for the key message, descriptive buttons, and alt text for every meaningful image
• Test fallback states: Check the email with blocked images, dark mode, mobile width, keyboard navigation, and screen reader reading order

Content Checks

• Use plain language and short paragraphs so readers can skim quickly
• Make every button and link clearly state its destination or action
• Repeat essential text that appears inside hero images as real HTML text

Layout Checks

• Prefer a single-column structure with a logical source order
• Use tables only when email-client support requires them, and keep them simple
• Avoid hover-only interactions or content that depends on animation to make sense

Testing Checks

• Confirm body text reaches 4.5:1 contrast and controls meet 3:1 non-text contrast
• Check that linked images still make sense when images are off
• Review any auto-generated caption or transcript links if video is promoted in the message

Common Problems to Avoid

• Sending an image-only flyer as the email body
• Using complex multi-column layouts that collapse into a confusing mobile order
• Relying on color alone to show urgency, status, or discount information
• Writing vague calls to action such as "read more" or "learn more" without context

Form Structure

• Use a logical reading order: title → instructions → fields in the order a person would naturally complete them
• Group related fields with visible section labels (“Student Information,” “Parent/Guardian Information”)
• Place labels directly above or to the left of their field, never below or to the right only
• Do not place instructions after the signature line

Labels & Field Identification

• Every blank line or box must have a label, never rely on position alone to identify a field
• Mark required fields with both an asterisk and the word “required”, not color alone
• Include a legend at the top: “* = Required”
• For yes/no and multiple-choice items, print the question and each option as readable text, not image-only checkboxes

Fillable vs. Print Forms

• Digital fillable PDFs: use proper form fields with labels, tab order set in document order, and a visible focus indicator
• Print forms: at least 0.35″ line spacing, sufficient field width, checkboxes at least 0.25″ square
• When offering both formats, ensure content and field structure are identical between versions
• Label each version clearly: “Printable Version” vs. “Fill Online”

Plain Language in Instructions

• Write instructions at a 6th–8th grade reading level (check free at hemingwayapp.com)
• Use short sentences (under 20 words) and active voice
• Define any acronym or program name on first use
• Read instructions aloud, if a phrase is awkward to say, rewrite it

Providing Alternatives

• Always offer a paper option when a digital form is primary
• Note on the form how to request a large-print version or translation
• Include a staff contact name or phone number for accessibility accommodation requests
• When distributing by email, include the form as an attachment and an accessible plain-text summary in the email body

Common Problems to Avoid

• Distributing a scanned photocopy as the primary form, scans cannot be read by screen readers
• Two-column layout where reading order jumps unpredictably between columns
• Labels as placeholder text only inside the field (disappears when the user starts typing)
• Instructions in font smaller than 11pt

Chart Design

• Avoid Chart Clutter: Avoid 3D charts, shadows, too many gridlines, backgrounds, and intense colors
• Color and Contrast: Don't rely on color alone to convey information; ensure 4.5:1 contrast ratio minimum. All parts of charts must have high color contrast to background and each other (bar colors, pie colors, gridlines, labels, legends)
  • Patterns, borders, and separating chart elements can help distinguish sections
• Use Common Chart Types: Stick with bar, pie, and line charts when possible

Data Presentation

• Round Numbers When Possible: Reduce mental load by decreasing the amount of decimal points and numbers provided visually
• Sort Data Logically: Make sure bar charts are sorted high to low or vice-versa
• Provide Tables for Complex Charts/Graphs: When charts or graphs cannot be simplified enough, provide an accessible table of the same data

Labeling

• Alternative Text (Alt Text) for Images: Add descriptive alt text to all charts and graphs
• Captions: Add easy to understand captions to all charts and graphs through the References menu

Running a Check

• Extensions → Grackle Docs → Open → click Run Check
• Issues appear organized by category (Headings, Images, Tables, Links, Color, Language). Click any item to jump to that location in the document.

Fix: Missing Heading Structure

• Click the flagged paragraph → open the Styles dropdown in the toolbar (shows “Normal text”) → select Heading 1, Heading 2, or Heading 3 as appropriate

Fix: Image Without Alt Text

• Click the flagged image → right-click → Alt text → type a description in the Description field (leave Title blank). Or use Grackle’s built-in alt text field in the panel.

Fix: Uninformative Link Text

• Select the link → right-click → Edit link → change the display text to something descriptive (e.g., “2026 School Calendar” instead of “click here”)

Fix: Table Without Header Row

• Click in the first table row → right-click → Table properties → under Row, check Pin header rows. For accessible PDF export, use Grackle’s table tagging wizard in the panel.

Exporting an Accessible PDF

• Google’s default PDF export does not include full accessibility tags. After resolving all issues, click Export PDF in the Grackle panel to generate a tagged, PDF/UA-compliant file.
• Without Grackle export: File → Download → PDF Document creates a basic PDF; use Word’s PDF export for better results.

Grackle Slides (Google Slides)

• Extensions → Grackle Slides → Open. Checks for unique titles in title placeholders (not text boxes), alt text on images, reading order, and slide contrast.

Common Problems to Avoid

• Running the check but not fixing errors before exporting to PDF or sharing the link

Agenda Structure

• Use Heading 1 for the meeting title (e.g., “School Council Meeting - May 6, 2026”)
• Use Heading 2 for each agenda section (e.g., “1. Call to Order,” “2. Approval of Minutes”)
• Use Heading 3 for sub-items when needed, do not skip heading levels
• Do not use bold body text as a substitute for heading styles, it creates no navigable structure
• Include a plain-text header block: meeting name, date, time, location, and presiding officer

Minutes Structure

• Follow the same heading hierarchy as the agenda, minutes should mirror the agenda order
• Use a simple table for action items: columns for Item, Responsible Party, and Due Date
• Do not merge table cells or nest tables; keep one header row with clear column labels
• Enable “Repeat Header Rows” in Word table properties for tables that may span a page break

Text & Readability

• Write minutes in plain language at a professional but accessible reading level
• Avoid passive voice that obscures who made a motion or who is responsible for an action
• Spell out names, roles, and program names on first use in each document
• Use numbered lists for sequential steps and bulleted lists for non-sequential items

Distributing Minutes Accessibly

• Run the Word Accessibility Checker before converting to PDF or sending
• When saving as PDF: File → Save As → PDF, check “Best for electronic distribution” and “Document structure tags for accessibility”
• Send minutes as an editable .docx attachment or an accessible PDF, not a scanned printout
• Include a plain-text summary of major decisions in the email body when distributing by email

Archiving Considerations

• Use a consistent filename: YYYY-MM-DD-Meeting-Name-Minutes.docx
• Retain the editable source file (.docx) alongside the PDF in the archive folder
• Do not store minutes only as scanned images, scans are inaccessible to screen readers
• When archiving pre-compliance-date documents, note in the folder that pre-deadline files may not be fully remediated

Common Problems to Avoid

• Scanned or photographed handwritten notes as the official record
• Distributing a document with tracked changes or comments still visible
• Sending minutes as an image-only email or embedded screenshot
• Omitting the responsible party from recorded action items

Opening the Checker

• Windows / Mac / Microsoft 365 (browser): Click the Review tab → Check Accessibility. The pane opens on the right and updates as you edit.
• Windows keyboard shortcut: Press Alt, R, AC sequentially (not held together)

Understanding the Results

• Errors (must fix): block access for screen reader users. Example: an image with no alt text.
• Warnings (should fix): may cause difficulty. Example: a link that says “click here.”
• Tips (consider fixing): best-practice suggestions. Example: a table without a caption.

Fix: Missing Alt Text on an Image

• Click the flagged item in the pane → Word highlights the image → right-click → Edit Alt Text
• Type a brief description of what the image shows. For purely decorative images, check Mark as decorative instead.

Fix: Unclear Hyperlink Text (“Click Here,” Raw URL)

• Click the flagged link → right-click → Edit Hyperlink → change the Text to display field to a descriptive phrase (e.g., “2026 School Calendar PDF”)

Fix: Missing Table Header Row

• Click in the table → Table Design tab → check Header Row
• Then right-click table → Table Properties → Row tab → check Repeat as header row at the top of each page

Fix: Low Color Contrast

• Select the flagged text → Home tab → Font Color → choose a darker color. Verify the new combination at webaim.org/resources/contrastchecker (need 4.5:1 for body text).

Exporting an Accessible PDF

• The Accessibility Checker only checks the Word source. For an accessible PDF: File → Save As → PDF → Options (Windows) or More options (Mac)
• Check Document structure tags for accessibility and choose Best for electronic distribution. Word’s heading structure carries into the PDF.

PowerPoint-Specific Notes

• Missing slide title: every slide needs a unique descriptive title in the title placeholder, not a plain text box
• Reading order: View → Reading Order Pane to confirm content reads top-to-bottom as intended
• Duplicate slide title: two identical titles confuse screen reader navigation: the checker will flag this

Plain Language for a Parent Audience

• Write at a 6th–8th grade reading level, many families read in a second language (check free at hemingwayapp.com)
• Lead with the most important information: what is happening, when, what action is needed
• Use short paragraphs (3–4 sentences max) and bullet points for multi-item information
• Avoid education jargon and acronyms; spell out program names on first use
• Use active voice: “Please return the form by Friday” not “Forms should be returned”

Multilingual Considerations

• Do not use machine translation as the final product for legal or safety-critical notices without human review
• Apply the same accessibility checks to every language version of a document
• Include a contact name and phone number for families who need verbal interpretation

Accessible Flyer Design

• Minimum 12pt body text; 14pt or larger for headers
• Text-to-background contrast: 4.5:1 for body text, 3:1 for large headlines (check at webaim.org/resources/contrastchecker)
• Do not place text over a busy photograph or patterned background
• Use a maximum of two fonts; avoid decorative script fonts for body text
• Clear reading order: headline → date/location → key details → call to action → contact

Images & Alt Text in Digital Notices

• Every decorative image should be marked as decorative (empty alt text)
• Informational images (maps, event photos, QR codes) must have descriptive alt text
• A QR code must always be accompanied by the full URL in plain text below it
• Do not use an image of text as a headline, use real, styled document text

Print vs. Digital Distribution

• When sending a flyer via email, embed the key information as live text in the email body, do not send only an image attachment
• Paper copies remain the primary accessible alternative for families without reliable internet access

Common Problems to Avoid

• Image-only flyers with no alt text or live text equivalent
• Bright yellow or light-colored text that fails contrast requirements
• Long URLs in paper notices, use short links or QR codes with plain-text backup
• Notices that bury the date, deadline, or contact information at the bottom

Before You Start

• Always Start from Accessible Templates: Use GLTHS provided PowerPoint templates to more easily create accessible documents
• Animation Considerations: Limit or avoid flashing animations that could trigger seizures

Slide Structure

• Slide Structure: Use built-in slide layouts and heading styles for proper reading order
• Reading Order: Organize content logically from top to bottom, left to right, and check all slides with the reading order pane
• Title Text: Ensure all slides have a descriptive title
• Lists and Bullets: Use PowerPoint's built-in list formatting rather than manual bullets or numbers

Text & Readability

• Readable Fonts: Choose clear, sans-serif fonts (Arial, Calibri, Lato) at minimum 12pt size for body text
• Color and Contrast: Don't rely on color alone to convey information; ensure 4.5:1 contrast ratio minimum
• Meaningful Link Text: Use descriptive link text instead of "click here" or raw URLs
• Write in Plain Language: Use short sentences and paragraphs, an active voice, and avoid technical jargon, abbreviations, and acronyms

Images & Tables

• Alternative Text (Alt Text) for Images: Add meaningful descriptions for photos, charts, and graphics using PowerPoint's Alt Text feature
• Inline Images: All images must be placed in-line and cannot be "tight" to text
• Table Headers: Properly format data tables with column and row headers

Images & Media

• Alternative Text (Alt Text) for Images: Write descriptive alternative text for all images posted to social media
  • Text within image posts needs to appear in the post content or ALT text if short enough
• Avoid GIFs and Animations: GIFs and animations are often unstoppable and may contain harmful flashing
• Captions: Provide accurate, synchronized captions for all spoken content and important sound effects

Text & Formatting

• Readable Fonts: Choose clear, sans-serif fonts (Arial, Calibri, Lato) at minimum 12pt size for body text
• Color and Contrast: Don't rely on color alone to convey information; ensure 4.5:1 contrast ratio minimum
• Write in Plain Language: Use short sentences and paragraphs, an active voice, and avoid technical jargon, abbreviations, and acronyms

Platform Best Practices

• CamelCase for Hashtags: Use capital letters for each word in hashtags, e.g., #BackToSchool
• Use Emojis With Care: Avoid large numbers of emojis and try to place them at the end when possible
  • Want to learn more about what emojis mean? Check out the emoji dictionary, Emojipedia!

User Experience

• Provide Clear Time Estimates: Let users know up front the expected time to complete the survey
• Show Progress Indicators: Always include progress indicators, especially on multi-page surveys
• Offer Paper Versions: When needed, have a paper version available to be printed

Content

• Write in Plain Language: Use short sentences and paragraphs, an active voice, and avoid technical jargon, abbreviations, and acronyms

Structure

• Always Use Table Headers: Designate the first row as header rows using Word's "Header Row" option in the Table Design tab
• Proper Table Structure: Use Word's Insert Table feature rather than creating tables with tabs or spaces
• Avoid Merged Cells: Avoid merged cells to prevent breaking table layouts
• Simple Table Layout: Avoid complex nested tables; break complex data into multiple simple tables when possible

Headers & Labels

• Clear Column Headers: Write descriptive, concise headers that clearly identify what data each column contains
• Repeat Header Rows: For multi-page tables, enable "Repeat Header Rows" so headers appear on each page
• Table Captions: Add a descriptive caption above the table using Insert Caption to explain the table's purpose
• Table Summary: For complex tables, include a brief description before the table explaining its structure and key findings

Data & Formatting

• Consistent Data Types: Keep data types consistent within each column (all dates, all numbers, all text)
• No Blank Rows or Columns: Don't use empty rows/columns for spacing; use table formatting options instead
• Text Alignment: Left-align text in data cells; only center-align headers when appropriate

Audio & Captions

• Audio Descriptions: When informational actions are happening on screen, add narration describing important visual information for viewers who are blind
• Captions: Provide accurate, synchronized captions for all spoken content and important sound effects
• Transcripts: Create full text transcripts that include speaker identification and sound descriptions
• Clear Audio: Record with minimal background noise and clear speech

Visual Safety

• Avoid Flashing Content: No content must flash more than 3 times per second
• Color and Contrast: Don't rely on color alone to convey information; ensure 4.5:1 contrast ratio minimum

Semantic Structure

• Proper Heading Structure: Use built-in heading styles (Heading 1, 2, 3) instead of just bold text to create logical navigation
• Only One H1 Per Page: Only one H1 tag (Heading 1) is allowed per page
• Use Semantic HTML & WAI-ARIA: Use proper HTML elements for their intended purpose (button, nav, main, section) and add ARIA labels, roles, and descriptions when needed for complex interactive elements
• Use Built-In Features: Lists, tables, and headings should all be created using built-in tools or semantic HTML
• Lists and Bullets: Use <ul>, <ol>, and <dl> for all lists

Navigation & Links

• Keyboard Navigation: Ensure all interactive elements can be accessed using Tab, Enter, and arrow keys
• Reading Order: Organize content logically from top to bottom, left to right
• Meaningful Link Text: Write descriptive hyperlinks ("GLTHS Course Catalog") instead of generic text ("click here")
• Meaningful Page Title: Use descriptive, unique titles for each page, e.g., "Course Syllabus - Automotive Technology"

Content & Readability

• Alternative Text (Alt Text) for Images: Write concise, descriptive alternative text for all images, charts, and graphics
• Readable Fonts: Choose clear, sans-serif fonts (Arial, Calibri, Lato) at minimum 12pt size for body text
• Color and Contrast: Don't rely on color alone to convey information; ensure 4.5:1 contrast ratio minimum
• Write in Plain Language: Use short sentences and paragraphs, an active voice, and avoid technical jargon, abbreviations, and acronyms