ADA COMPLIANCE RESOURCES

All online materials, including those shared via Canvas, UF websites, third-party party websites, social media platforms, etc. are required to meet the new accessibility standards, including but not limited to:

• Website content (headlines, files, links, images, forms, videos, etc.)
• PDFs
• Microsoft Office files (Word, PowerPoint, etc.)
• Videos
• Social media
• Electronic Newsletters

• #CamelCase your hashtags so that assistive technology can interpret each word – when using acronyms, test these with a screen reader to determine the appropriate letter case.
• Always add alternative (alt) text and captions, and never rely on the auto-generated options. THEY ALWAYS NEED EDITS!
  • All primary social platforms except for Instagram Stories allow for alt text, with auto- and self-generated options.
  • You can’t retroactively edit or add alt text to X or Threads.
  • Remember to add alt text to GIFs on X and Threads.
• Always include captions on videos with dialogue.
  • Note which platforms need open captions (embedded/burned-in – inaccessible to screen readers) versus closed captions (SRT file upload – accessible to screen readers).
  • All platforms now have options for auto-generated captions, but again, remember to edit these. If edits aren’t possible, use open captions.
  • Facebook, LinkedIn, X, and YouTube allow SRT file uploads. Instagram (Stories included) and Threads require open captions, because the auto-generated cannot be edited.
  • Facebook and LinkedIn captions cannot be edited after the post is live.
• Shorten URLs and remove “www.,” “https://,” etc.
• Consider how assistive technology interprets emojis – avoid overuse and don’t replace words with emojis.
• Use person-first language.
• When designing social graphics, check color contrast and combinations, keep text minimal, and consider typeface legibility and readability – left-aligned is best.
• For more on how to write alt text, platform features, and almost everything you need to know on accessibility (until the next app updates), view Accessibility Over Everything training.
• Source: Brand Center – Social Media

• Make sure that all images, videos, and other non-text content have a text alternative (e.g. alt text or longdesc). The text should convey meaningful information that helps a user who cannot see the image understand what it is. For example, rather than giving a photo of Dean Reid the alt text “dean.jpg” a better alternative would be “Portrait of Dean Michael Reid.”
  • We recommend using tools like NaviGator to ask for alt text suggestions.
• Avoid using “click here” or generic phrases, as well as full URLs, for link text. Generic phrases can be confusing when read by a screen reader out of context, and full URLs are read aloud by a screen reader. Instead, use brief yet unique and meaningful link text like “Register for the cybersecurity talk” whenever possible.
  • We recommend using tools like NaviGator to ask for meaningful link text suggestions.
• Avoid setting specific font colors and sizes. Users need to be able to manipulate color and size in browser displays to make it more accessible to them, and dictating those settings often makes this impossible.
  • The approved UF brand colors and font types are appropriate and acceptable.
• When designing graphics that include text, make sure there is high enough contrast for the message to be understandable even with limited perception of color.
  • We recommend using visiting webaim for a color contract checker.
• Make sure text in PDF documents is text based, not image based

Yes, however, they must meet the new accessibility standards before they are shared on the website and on Canvas.

There are a variety of training videos available that show how to create accessible materials using Microsoft Office and Adobe. Please visit the UF Accessibility website to learn more about creating accessible documents.

Please also visit the UF Accessibility website to find tools that can help you with updating already created materials.

Yes, however, they must meet the new accessibility standards before they are shared on the website and on Canvas.

There are a variety of training videos available that show how to create accessible materials using Microsoft Office and Adobe. Please visit the UF Accessibility website to learn more about creating accessible documents.

Please also visit the UF Accessibility website to find tools that can help you with updating already created materials.

Yes, any tools and resources used by college faculty need to meet Title II ADA compliance. This includes learning management systems, websites, instructional software and even documents shared with students, ensuring that all participants have equal access regardless of disability.

Faculty can determine if a tool meets compliance standards by checking for an accessibility statement or Voluntary Product Accessibility Template (VPAT) from the tool’s provider, consulting with their institution’s accessibility or IT office, and testing the tool’s key features with assistive technology.

• A VPAT is a document prepared by a product, developer, vendor or third-party accessibility reviewer that describes how well the product conforms to accessibility standards. Watch the VPAT video series to learn more about talking to vendors, what to do once you receive the VPAT and more.

There are seven exceptions to website and mobile accessibility requirements, but access must still be provided as described elsewhere.

Exceptions include:

• Archived content created or reproduced before April 24, 2026, kept only for reference and not updated (e.g., previous semester Canvas sites).
• Content posted by third parties (unless contracted or employed by UF).
• Changes that would fundamentally alter services, as determined by UF’s ADA Coordinator.
• Individualized, password-protected documents such as PDFs or presentations about a specific person.
• Preexisting documents (like PDFs or slides) made public before compliance rules, unless actively used for core services or participation.
• Social media content posted before April 24, 2026.
• Situations where meeting accessibility requirements would cause undue financial or administrative burden, as determined by UF’s ADA Coordinator.

For more information regarding exceptions, please visit the Electronic Information Technology and Communication Accessibility policy. 

There are two sides to consider in terms of website accessibility and compliance:

1. The content you upload to these sites: This part is your/the editors responsibility.  This includes things like ensuring you provide alternative text descriptions when you upload images, that any videos you create have captions and audio descriptions and that you avoid using PDF and non-website documents (e.g., DOC, XLS, etc.), or if you do, you must make them accessible.
2. The technical code/back-end side: This is handled by the UF Health Web Services team. You can rest assured the website itself will exceed any accessibility requirements.

Web pages should be your “go-to” method of adding content to your site to provide the best user experience. PDFs and other downloadable files should only be used if no other option is available. If a PDF or Microsoft Office file is the only means to post your content, you must make sure they are accessible.

Yes, this covers all websites, website-based applications and mobile applications that are associated with programs, services and activities operated by UF. 

• For questions relating to UF websites, third-party website, social media platforms and electronic communication, please email communications@hhp.ufl.edu.
• For questions related to Canvas, please email XYZ.