Clean up files, documents to promote digital accessibility next semester

From: Office for Civil Rights Compliance and Prevention Education, Technology-enhanced Learning and Online Strategies 

With the holidays and the end of the year approaching, staff and faculty should implement a “clean up” strategy to manage digital content as a step toward meeting Virginia Tech’s obligations for digital accessibility under the Americans with Disabilities Act (ADA) Title II.  
 
Title II mandates equal access for individuals with disabilities in all public services and programs. The Office for Civil Rights Compliance and Prevention Education (CRCPE), in coordination with Technology-enhanced Learning and Online Strategies (TLOS), emphasizes that all employees, including teaching faculty, are responsible for ensuring that the digital materials they create, share, or use are accessible to people of all abilities. This includes materials in all formats, including documents, websites, videos, and other media. 

Here are some things you can do to start cleaning up your content and prepare for the next semester:

• Remove: Delete or archive outdated, unused, or duplicate content. Use specific functions within Learning Management Systems (LMS) like Canvas to identify and remove unused files and pages before generating new course shells.
• Revise: Prioritize high-impact or frequently used documents (e.g., syllabi, home pages, main course pages, and primary slide decks) and revise them using accessibility best practices. Utilize built-in tools like the accessibility checker in Microsoft Office products, university-provided tools like Ally within Canvas, or Grackle within Google Workspace, to identify and fix remaining accessibility issues in active content.   
• Make it right from the beginning: Commit to creating new digital content with accessibility in mind is more efficient than fixing issues later. This is especially important for new course prep or any new content that is being created for the upcoming semester. Again, use built-in accessibility checkers as you develop digital files.

By following these steps, staff can ensure an inclusive digital environment. The university has a variety of tools that you can use to assess your digital content and  training options that are available until June 2026 to help you learn more about creating accessible documents. Contact 4Help IT Support online at 4Help.vt.edu with questions.