Project name: Assuring All Text Files Are Accessible Screen ID: Implementing UDL Screen 1 of 11 Date: : May

: May 28, 2020

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Implementing UDL

Explanation of why UDL is important: Opens with story

Invisible disability
Student without internet access
Student with different preferences for expressing
knowledge Audio information

Highlights: Helps with equity and reducing barriers N/A

Not every disability is visible or disclosed

Works for a variety of learners

Accessibility of text files important

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Project name: Assuring All Text Files Are Accessible Screen ID: Assuring All Text Files Are Screen 2 of 11 Date: : May 28, 2020
Accessible
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TextAccessibility.mp4
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Assuring All Text Files are Accessible

Best Practices:
• Run Accessibility Checker in Word/Excel/PowerPoint
• Use Alt-Text or Null-Text for Excel files
• Use Captions and Titles in text boxes pre-generated in
PowerPoint templates Audio information
• Group like items together
• Be sure they are OCR compatible Video

Video screencast for using the accessibility checker in Microsoft

Office (ca. 1 min) here

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Transcript of •To use the accessibility checker in Microsoft Word and PowerPoint, first, go to the navigation ribbon and click on the file tab. Scroll down to check for issues, then click check accessibility. From here, the
accessibility checker pane will open. You should then be able to see whatever issues there may be with the document’s accessibility. You can then address and solve these issues. It is important that once you do
audio: so, you re-run the accessibility checker to be sure that your desired changes were made and that the document is accessible. Please note that the screen and options may differ if you are running Word and
PowerPoint on a Mac or a PC.
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Project name: Assuring All Text Files Are Accessible Screen ID: Clearly Titled with Screen 3 of 11 Date: : May 28, 2020
Categories
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Clearly titled with categories

What types of files need to be titled

Word, Excel, PowerPoint

Best practices for adding titles in Word, Excel, and PowerPoint Audio information
Unique Titles that explain the slide
N/A
Organized categorically
Names should be descriptive
Numbered slides for multiples in one file

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Project name: Assuring All Text Files Are Accessible Screen ID: Not Too Much Text Screen 4 of 11 Date: : May 28, 2020

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Not too much text GoodWhiteSpace.pdf
BadWhiteSpace.pdf

Best practices for deciding on spacing, including the use of white

space

Examples of good use of white space/bad use and why

Minimal text Audio information

Do not overwhelm the reader N/A

Sentence fragments can work
Organize spatially—like items are closer than unlike items
Allow for a lot of white space

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Project name: Assuring All Text Files Are Accessible Screen ID: Available Digitally, Hard Screen 5 of 11 Date: : May 28, 2020
Copy, and as Large Print
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•Available digitally, hard copy, and as large print

•Methods for making files available in various formats

– Course Management System
– Email
– Physical copies brought to class
– Other university-approved methods Audio information
•Converting files
N/A
– What to convert
– Converting file types
•Tools
– Blackboard Ally

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Project name: Assuring All Text Files Are Accessible Screen ID: OCR Compatible Screen 6 of 11 Date: : May 28, 2020

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OCR compatible
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Making a file OCR compatible

– Steps provided by University of Virginia Scholars Lab:
https://collab.its.virginia.edu/wiki/toolbox/How%20to%20OCR%20a
%20PDF.html
1. For most PDFs, you want to run Optimize after you scan them.
2. First rename the file; then pull down the Document menu and select
Optimize.
3. Then, to run OCR: open the PDF file you want to run OCR on.Pull down
the File menu, choose "Save as," and add "-ocr.pdf" to the file name.
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4. Pull down the Document menu, point to "OCR Text Recognition," and
then point to "Recognize Text Using OCR…" and "start.” N/A
5. The OCR process will start. It will take some time, depending on the
number of pages in the PDF.
6. When it finishes, save the file. Be sure to check by doing a search on "the"
or another word in the file and make sure it returns results.
Tools
Ways to test OCR compatibility

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Project name: Assuring All Text Files Are Accessible Screen ID: PowerPoints Using Screen 7 of 11 Date: : May 28, 2020
Contrasting Colors
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Hotlinks to WebAim.org
WCAG Color Contrast
Analyzer
PowerPoints use contrasting colors WAVE Accessibility
Evaluation Tool
LevelAccess.com
Best practices
– While this is targeted to PowerPoints, it also applies to Word documents
– WCAG 2.0 Level AA and AAA Guidelines
Tools for checking color contrast
– WebAim.org Audio information
– WCAG Color Contrast Analyzer
N/A
– WAVE Accessibility Evaluation Tool
– www.levelaccess.com

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Project name: Assuring All Text Files Are Accessible Screen ID: Knowledge Check Screen 8 of 11 Date: : May 28, 2020

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Description and or file
name of graphics to be
used
Navigation information
Knowledge Check Questions: Multiple Choice

See Appendix A of CBT for questions, answers, and feedback.

For each question, if correct, move on. If incorrect, refer

appropriate section of RLO.
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Description: Clicking answers for multiple choice questions.

Project name: Assuring All Text Files Are Accessible Screen ID: Pre-Assessment Screen 9 of 11 Date: : May 28, 2020

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Sorting of Cards into
categories

Pre-Assessment: Sorting Activity

Three piles for sorting: PowerPoint, Excel, and Word

One pile to sort from

See Appendix A of CBT for list of items that will be sorted into those
three categories. Audio information

N/A
If pre-assessment ok, move to assessment.

If pre-assessment not ok, refer learner to review RLO.

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Description: Sorting activity from a list into categories

Project name: Assuring All Text Files Are Accessible Screen ID: Assessment Screen 10 of 11 Date: : May 28, 2020

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File Names:
SampleSyllabus.docx

Assessment: Evaluating for UDL

Directions: The provided Word document syllabus does not adhere

to UDL principles. Select the items below and see how it is
categorized. Then examine the syllabus. Identify what items are not
UDL adherent by ticking the boxes next to them.
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Complete Checklist in Appendix A of CBT
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Description: Tick boxes for multiple select and downloadable Word file.
Project name: Assuring All Text Files Are Accessible Screen ID: Final Thoughts Screen 11 of 11 Date: : May 28, 2020

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Final Thoughts Image File:
Summary of lesson: Congratulations.jpeg
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All files with text-–including Word, Excel, and PowerPoint files

must:

• Have appropriate color contrast

• Be OCR accessible, even when converted to a PDF file
• Use appropriate white space
• Use an easily readable font Audio information
• Have clear titles and headers to be navigable by a screen reader
N/A
• Have the ability to be provided in multiple formats and
converted
Congratulations! You have completed this lesson!

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