Accessibility Basics for Administrators

• People can find, read, hear, and use the information
• Documents, forms, videos, and tools work for people using assistive technology
  • Screen readers, voice control, keyboard-only navigation, captions
• People can complete the task independently, without extra guesswork
• Structure, labels, and language are clear enough to follow
• Access should be comparable in quality and timing, not slower or harder for disabled users

• Accessibility is a civil rights issue, and the new Title II rule makes the expectation clearer
• It affects families, staff, students, and community trust
  • Families relying on screen readers, translation tools, or phone-only access
  • Staff and students with visual, motor, or cognitive disabilities
• Most barriers come from routine workflows, not bad intent
• Clearer, simpler communication usually works better for everyone

• The DOJ published the final rule on April 24, 2024
• Public entities must provide accessible digital content and services
• Digital content generally must meet WCAG 2.1 Level AA
• Compliance dates: April 24, 2027 for entities serving 50,000 or more people; April 26, 2028 for smaller entities and special district governments

• Websites and web pages
• PDFs, Word documents, slide decks, and forms
• Email, newsletters, and social posts
• Videos, audio, apps, and vendor platforms
• Any tool staff, students, or families are required to use

If people rely on it digitally, it should follow accessibility guidelines.

WCAG 2.1 AA is the required standard. In practice it means:

• Text must have enough contrast to be readable without extra effort
• Images must have Alternative Text (Alt Text) that a screen reader can read aloud
• Videos must have accurate captions, not just auto-generated approximations
• Forms must have clear labels so keyboard and screen reader users can complete them
• Documents must use real headings so users can navigate by structure, not just by eye

You do not need to read the WCAG standard. You need to know what it expects from everyday content.

• Set the expectation that accessible content is the default
• Make sure teams have templates, tools, training, and time
  • Accessible templates remove the need to make decisions case by case
  • Tools like Accessibility Checker and Grackle do the quality check
• Build accessibility into review, approval, and publishing routines
• Escalate template, platform, and vendor barriers staff cannot solve alone

• Treating accessibility as cleanup after a complaint
  • By then, the harm has already happened and the workload is larger
• Focusing only on the website while documents, email, and forms stay unchanged
  • Front-office and classroom content reaches families just as directly
• Assuming staff already know how to create accessible content
  • Most staff were never taught; training and templates have to come first
• Assuming a vendor is accessible without proof
  • Ask for documentation before purchase, not after rollout

Accessibility must be checked before purchase or renewal, not after rollout.

• Ask every vendor for a current VPAT or Accessibility Conformance Report
• Ask the vendor to demonstrate keyboard navigation, captions, and screen reader support
• Include accessibility language in contracts and renewal terms
• Record any unresolved gaps and a remediation plan before staff are required to use the tool
• Do not assume a contract covers accessibility unless the documentation says so

A platform problem becomes your staff's problem the minute you require them to use it.

1. Identify the highest-volume public-facing workflows in your area
2. Require an accessible template and a checker step for those workflows
3. Assign an owner for review, support, and escalation
4. Track barriers that need leadership action or vendor follow-up
5. Share the reporting path so staff know where to send questions and problems

• Family and community communications
  • Notices, newsletters, emergency updates, and permission slips
• Forms, surveys, and registration workflows
• Meeting materials, posted PDFs, and public notices
• Required software, apps, renewals, and procurement decisions

1. Tell staff which workflows to fix first
2. Confirm training, templates, and checker steps exist for those workflows
3. Review upcoming purchases and renewals for accessibility risk
4. Share the reporting path for questions and barrier reports

• Use the packet for checklists, examples, and exception guidance
• Route policy or barrier questions to accessibility@gltech.org
• Use GLTHS accessibility resources and quick guides
• Use StepStream, GLTHS quick guides, the GLTHS Accessibility Portal, and Mass.gov resources for staff training

• Which workflow creates the most risk right now?
• Where are staff getting stuck?
• What needs leadership support first?