Accessibility Workshop

1. Accessibility Workshop by Dr. Marlene Cvetko

2. Our Goals • Define accessibility • Review some accessibility laws and guidelines • Demonstrate how you can make your content more accessible • Creating Compliant Word Documents • Creating Compliant PowerPoint Documents • Creating Compliant Adobe PDFs • Review some accessibility tools and resources that can make your life easier. Access is not about disability, it is for everyone.

3. What is Accessibility? Accessibility is removing barriers to the content you create so that students can: Perceive Understand Navigate Interact

4. Types of Barriers • Visual • Blind • Low vision • Color blind • Scotopic Sensitivity • Auditory • Hearing • Language processing • Motor/Physical • Spinal cord injury • Parkinson’s, MS, MD, CP • Seizure disorders • Speech • Cognitive • Learning Disabilities • Acquired Brain Injury

5. Déjà vu? Barriers don’t exactly match Gardner’s Theory of Multiple Intelligences … but they’re close.

6. Assistive Technologies • Vision: screen readers; Braille machines; magnifiers, voice recognition • Hearing: captioning, transcription • Physical: Voice recognition, switches and pointing sticks, touch screens Same technologies but configured differently • Voice or Keyboard navigation • Browser or system font size • Browser window size • Color settings • Style sheets

7. Some Common Misconceptions Accessibility is not just for people with observable disabilities. Accessibility does not give students an unfair advantage. Making accessible content is not all that difficult. Accessibility does not make content boring.

8. Accessibility and the Classroom Suppose that none of your students have a disability: Make your content accessible anyway. Think Universal Design

9. Universal Design Principles • Universal design principles reduce the need for many specific kinds of assistive technology devices and services by building in accommodations for individuals with disabilities during production. • Universal design principles increase the likelihood your product will be compatible with existing assistive technologies. Adapted from : Assistive Technology Act of 1998

10. Accessibility laws and guidelines American with Disabilities Act of 1990 Section 504 of the Rehabilitation Act of 1973 Section 508 of the Rehabilitation Act of 1973 Assistive Technology Act of 1998 WCAG Guidelines

11. Section 504 Sec. 504.(a) No otherwise qualified individual with a disability in the United States … shall, solely by reason of her or his disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance … (b) For the purposes of this section, the term "program or activity" means all of the operations of … (2)(A) a college, university, or other postsecondary institution, or a public system of higher education; or (B) a local educational agency (as defined in section 14101 of the Elementary and Secondary Education Act of 1965), system of vocational education, or other school system;

12. Section 508 • Section 508 requires that individuals with disabilities have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on us. From Onlone Community College website http://www.ohlone.edu/core/accessibility.html • The California Chancellor's Office strongly recommends that colleges fully comply with section 508. • In its 1998 decision concerning accessibility for blind and visually impaired students in the community colleges, the Office for Civil Rights of the U.S. Department of Education (OCR) held that the Americans with Disabilities Act of 1990 imposes essentially the same requirements on colleges. From http://www.icdri.org/legal/Ccommunity.htm

13. Web Content Accessibility Guidelines (WCAG) Principles Perceivable - Information and user interface components must be perceivable by users Operable - User interface components must be operable by users Understandable - Information and operation of user interface must be understandable by users Robust - Content must be robust enough that it can be interpreted reliably by a wide variety of user agents, including assistive technologies

14. Design Standards and Considerations

15. Text Equivalents: • Make text content readable, understandable and robust. • Provide a transcription of audio recordings. • Equivalent synchronized alternatives (captioning) for any multimedia presentation. • Video and images must include a description of important information. • Pages appear and operate in predictable ways. • Documents must be organized so they are readable without requiring an associated style sheet. • Languages changes must be clearly identified • Summarize graphs and charts or provide a longdesc attribute

16. Users with disabilities must be provided enough time to read and use content. Timed responses require that the user be alerted and given sufficient time to indicate more time is needed. Links should be descriptive – Click here is not adequate. All functionality available from a keyboard, not just mouse clicks. Provide navigation tips that make is easy to find content. Row and column headings should be provided in all data tables. All information conveyed with color should be available without color. Color coding cannot be used as the only means of conveying information, indicating an action, prompting a response, or distinguishing a visual element. Additional Standards

17. Other Important information • E-books • You cannot require use of electronic reader like Kindle. They are not fully accessible. • If using e-text, use plain text or rich text as much as possible. They are accessible by any screen reader and can be easily converted to audio format. • Use videos and film that are captioned of subtitled. • If it is not possible to obtain a captioned version, contact Fred Frontino in DSPS to discuss alternatives. • You Tube videos should be captioned. • Google has some capability to do this. Adapted from CSUN - http://www.csupomona.edu/~accessibility/im.shtml

18. Accessible Technology Initiative Timeline • As of Fall 2008 all new courses, including instructional materials and instructional websites, will be designed and authored in a manner that incorporates accessibility. • Existing course content needs be made accessible when the course it updated or when a student with a disability enrolls in the course. • By Fall 2012, All course, instructional materials and instructional websites will be accessible. Adapted from Humboldt - http://iss-tech.humboldt.edu/cdc/?q=node/144

19. But it all seems so hard…. How you can make your content more accessible. Some tips to make your life easier.

20. Microsoft Office and Open Office Overview • Word, Excel, and PowerPoint are accessible to most modern screen readers. • Open Office Writer, Calc, and Impress are assessable with Java Bridge • Windows has features that allow screen readers and other Assistive Technology (AT) devices to interpret the document. • There are several basic steps to make your document Section 508 Compliant.

21. Compliant Word Documents 3 easy steps

22. Microsoft Office: Word 3 steps to make Word documents 508 compliant: • Create a structured document. • Provide descriptive alternative text for images. • Properly create and label tables, including specified row and column headers.

23. Unstructured Document Structured Document 508 compliance: Step 1 Document Structure • Provide a clear navigable structure to your document • A table of contents contains: - Topics - Subtopics - Page Numbers • Properly formatted documents have a structure that Assistive Technology (AT) devices can readily access

24. Stylized text Format and Styling • Home>Styles • Apply standard or custom styles and formatting rather than merely altering the size or weight of fonts • Use San Serif Fonts • Arial, Verdana, Calibri, Century Gothic

25. Modify a Style • Right click arrow in lower right hand corner to open the list • Highlight the Style and right Click • Select Modify

26. 508 compliance: Step 2 Provide descriptive text for images and graphics • Right click the image to access the pop-up menu • Format Picture to open the dialog box

27. Add Alt text to Images Format Picture dialog box • Select Alt Text Tab • Key in descriptive text • Click OK

28. 508 compliance: Step 3 Properly created tables is the key to accessibility • Insert >Table

29. Table design and Layout Design Ribbon Change the style Add border and shading Layout Ribbon To modify look or properties

30. Some Helpful Tricks Some helpful shortcuts to make your life easier

31. Format – save text documents in Rich Text Format to increase access. File>Save>Save as Type> R will select the correct format F12 is the shortcut to the Save As dialog box. This allows you to save a existing document under a new format or name. Paragraph Style and white space Fonts and Kerning Background colors – allow for changes whenever possible Scrolling - whenever possible keep scrolling to a minimum To remove existing formatting from a document, you can copy and paste text into Windows NotePad. Because it is a basic text editor, it strips out formatting. Then, you can copy the text back into your robust word processor and apply new formatting. Other design considerations

32. Save Formats: Word Documents • Word 2007 saves as *.docx. This format cannot be opened by most readers. The older *.doc format can. • Many students have MS Works on their home PC. It saves as *.wps. The format cannot be opened by most screen readers. • There are a number of options to save • Save as Rich Text Format • Save as PDF • Save as Web page, filtered HTML Source: http://www.webaim.org/techniques/word/

33. Formatting Tips • Avoid pressing the enter key to add space between paragraphs. If you want to add additional space after paragraphs, use the before and after feature. • To access this click on the arrow in the lower right-hand corner of the paragraph group to open the dialog box. Then change the before and after spacing.

34. Fonts and Screen View • Shortcut to font dialog box - Ctrl + D • Font style – use Sans serif • Arial, Verdana, Century Gothic, Calibri • Kerning is space between characters • Font Size - screen view may enlarged in most cases (not all) • Ctrl ++ increases screen view • Ctrl +- decreases screen view • Windows Magnifier can be use to enlarge screen view • Zoom Slider or View>Zoom

35. Hidden Attribute Trick • When creating worksheets or exams. • Create the exam with the answers on it to make the key. • Use Hidden attribute to hide the correct answer. It won’t show up on a print copy with the Show/Hide turned off. • I delete the answer for electronic versions.

36. Hyperlinks • Hypertext links. • Ctrl + K is the shortcut • Text to Display - Use text that makes sense when read out of context. For example, avoid "click here.“ • If you highlight existing text, it will automatically use it as the Text to Display • Can hyperlink within documents, new, or external documents or email addresses. Source: http://www.w3.org/WAI/quicktips/

37. Some useful shortcuts • Ctrl + A to Select all text • Ctrl + 2 - double space • Ctrl + 1 - single space • Ctrl + 5 -1.5 space • Ctrl + D - opens font dialog box • F12 to Save As • Ctrl + Shift + > to increase font size • Ctrl + Shift + N reverts to Normal Style • F8 – Extend Selection • File>Options to change default settings • Arrow in group boxes open dialog boxes • To add citations, use the new references feature. • To make a set of notes from PowerPoint, click Outline tab from the task pane. Copy and paste into Word and save.

38. Working with multiple documents Moving among documents • Alt + tab switches or • Right click Start Bar • Select Show windows side by side to see more than one document at a time. • You can drop/drag or copy/paste between documents quickly.

39. Compliant PowerPoint PowerPoint presentations cannot be completely accessible as a presentation.

40. Accessible PowerPoint Presentations • You can: • Meet 508 by converting it to a Word document. • Make a Camastia Presentation with audio and captioning. • Save as video presentation in Office 2010 • Run the presentation through a software like LecShare Pro and then save the modified .ppt or .pptx file • Convert the file to HTML and post that as well. • Create a new HTML version of your presentation from scratch.

41. Microsoft Office 2003 : PowerPoint A PowerPoint file can be made 508 compliant by saving it as a Word document. Simply follow these steps: • Select File Send To Microsoft Office Word. • There are several options to choose from. Select the Outline Only option to save only the text from the slides. • The other options copy the individual slides into a Word document making the file size large. • Switch to Outline View. Copy and paste text to a Word document.

42. PowerPoint Slide Shows • Slide shows can be driven in the same way as Power Point. • To advance to the next slide click pretty much anywhere on the page with the mouse, or press the space bar. You can move forwards or backwards through the slides with the Cursor left, Cursor right, Pg Up and PgDn keys. • The font size is automatically adjusted to match the browser's window width, but you can also adjust it manually using the "S" key for smaller and the "B" key for bigger. • You can also use the "<" and ">" keys. Before printing, use the "A" key to toggle between current slide and all slides. Use the "F" key to switch off/on the bottom status line. • The "K" key toggles the use of mouse click to advance to the next slide. You can use "C" to show the table of contents and any other key to hide it. Press the "H" key to view this page. • F11 toggles to the browser's full screen mode.

43. Save PowerPoint as video in 2010

44. PowerPoint and Camtasia

45. Comliant PDF

46. Adobe PDF Overview • Adobe Portable Document Format (PDFs) can be made accessible • PDFs must be tagged correctly to be accessible • There are resources available to assist in making PDFs 508 compliant

47. Adobe PDF What are PDFs? • PDF is an open source file format commonly found on the Internet. • There are 3 types: • Legacy: old format designed to print • Scanned: image of documents • Tagged: structured documents • Only by opening the file can you determine the type. All end in .pdf extension

48. Adobe PDF When is a PDF accessible? • PDFs are accessible when tagged correctly. • Tagging involves: • Converting the scanned image to text • Specifying reading order across columns • Adding descriptive text to images

49. Adobe PDF Documents easily made accessible • PDFs composed of text in a single column • PDFs with minimal graphics • PDFs with simple tables • Convert properly tagged Word documents to PDF format

50. PDF Adobe Reader feature • Adore reader includes rudimentary read feature. • View>Read Out Loud • Allows several options including Pause. • Voice is not great but OK.