Web Accessibility Standards for Presentation Documents.docxmams.rmit.edu.au/ujtu5wkc2fz7.docx · Web viewWeb Accessibility Standards for Presentation Documents. Intent. Articulate

Web Accessibility Standards for Presentation Documents

IntentArticulate the standards and techniques for producing accessibility-compliant documents of this type.

Who uses this documentWeb Editors

Content Creators

Web accessibility standards for presentation templates and slideshowsThe minimum standard is WCAG 2.0 Level AA, plus the recommended practices for creating

presentation templates and slideshows.

When to use this format onlineDo not use this format online unless it is:

Not possible to present the information as a web page.

A template for downloading.

A draft document for others to review or edit and there is no shared folder available on a

network drive. Restrict access to those who need to review or edit the document.

Course material – but note that using non-web formats online may create accessibility

problems for some students. You may need to provide an accessible alternative.

How to prepare files in this formatUse Microsoft Office 2010 to create and check presentations. This version includes an

Accessibility Checker tool.

Evaluation process and checklist

Purpose To ensure accessibility compliance of all presentation slideshows published online.

Responsibility Creators and maintainers of presentation slideshows and templates

When to use Before:

Distributing presentation slideshow templates.

Publishing presentation slideshows online.

If the document has already been published, download a copy to

check.

Methods and tools Visual check: look at the document to see if the checkpoint has been met.

Editorial review: read and evaluate the content to see if it complies with the checkpoint.

Use Powerpoint menu: follow the menu steps listed.

Evaluation tools:

Microsoft PowerPoint

Black and white printer

Colour contrast analyser (The Paciello Group)

PEAT: Photosensitive Epilepsy Analysis Tool (Trace Center)

1. Using the appropriate method, check the resource against each design checkpoint listed

below.

2. In the result column, note if the document passed the checkpoint by circling:

Y = yes,

N = no,

NA = not applicable

3. If the resource fails any of the design checkpoints, make the necessary changes or seek

help from a web or multimedia specialist.

http://trace.wisc.edu/peat/

http://www.paciellogroup.com/resources/contrastAnalyser

GeneralThe presentation passes the Microsoft Office Accessibility Checker. [ Y N NA ]

Result Design checkpoint Method WCAG2.0 Success Criterion

YNNA

Microsoft Office Accessibility Checker reports that the file has no errors or warnings.

Use PowerPoint menu:File > Info > Check for Issues > Check Accessibility

File format, document template and metadataFile is a PowerPoint presentation (PPTX). [ Y N NA ]

Result

Design checkpoint Method WCAG2.0 Success Criterion

YNNA

The document is:

Not able to be published as a web

page, or

A template, or

A draft for someone else to review

or edit, or

Course material.

It is best to publish resources online in HTML format. Publishing a resource in another format may create accessibility problems for some users, and you may need to provide an accessible alternative.

Visual check

The RMIT University template has been used to create PowerPoint presentation. [ Y N NA ]


http://www.rmit.edu.au/browse;ID=hs3gbrli0tsq1

YNNA

RMIT University template has been used.If not available, use templates provided by Microsoft but avoid those with low contrast colour schemes that may create accessibility problems. Do not use custom-built templates unless you are certain they are accessible.

Use PowerPoint menu:File > Properties > Summary

The file properties contain accurate metadata (Title, Comments, Company, Author). [ Y N NA ]


YNNA

The file properties fields (Title, Comments, Company, Author) are descriptive and accurate. The comments field should contain a short summary of the document.

Use PowerPoint menu:File > Info > Show All Properties

2.4.2 Page Titled

Language and grammarDefault language is set to English (Australia). [ Y N NA ]


YNNA

Language is set to English (Australia).

Use PowerPoint menu:Tools > Language > Set Language

SC 3.1.1 Language of Page

The language of foreign words/phrases has been set. [ Y N NA ]


YNNA

Foreign language words/passages have been specified.

Use PowerPoint menu:Select text. Review > Language > Set

SC 3.1.2 Language of Parts

http://www.rmit.edu.au/browse;ID=hs3gbrli0tsq1

Proofing Language…

Content is written clearly and concisely using language appropriate for your document’s

audience and purpose. [ Y N NA ]


YNNA

Content is written clearly and concisely using language appropriate for the document’s audience and purpose. For general public presentations aim for a Flesch-Kincaid Grade Level between 7 to 9.

Editorial review SC 3.1.3 Unusual Words,SC 3.1.5 Reading Level

Content does not reference other content by position, size or colour alone. [ Y N NA ]


YNNA

Content is not being described by its visual characteristics (position, size or colour) alone. If a visual characteristic is used, then it is also referenced by its label or emphasis. This enables users with a visual impairment, who cannot see its visual characteristic, to still be able to locate the content. For example: the key concepts in the essay question have been emphasised in red.

Editorial review SC 1.3.3 Sensory Characteristics

Acronyms and abbreviations are explained on their first occurrence unless they are common

(e.g., DVD, etc.). [ Y N NA ]


YN

Acronyms and abbreviations (except those in common

Editorial review SC 3.1.4 Abbreviations

NA use, e.g. DVD) are expanded when first used.

Unusual words have been defined inline and/or described in a glossary slide. Pronunciation is

also provided. [ Y N NA ]


YNNA

If jargon, idioms (e.g. Fred kicked the bucket) or slang has been used it has been defined inline and/or described in a glossary slide.

Editorial review SC 3.1.3 Unusual Words

YNNA

Glossary of unusual words contains English respelling to assist with pronunciation (e.g. WCAG 2.0 [wuh-cag two point zero]).

Editorial review SC 3.1.6 Pronunciation

YNNA

If emoticons (e.g. fright: =8-0 ) or Leetspeak (e.g. newbie: n00b) is used it is described in a glossary slide.

Editorial review SC 1.1.1 Non-text Content

Slide titles and section headingsSlides have clear and meaningful titles correctly entered into the slide title text box. [ Y N NA ]


YNNA

Each slide has a meaningful title entered into the title text box. Other text boxes have not been used to add a title.

Editorial review plusUse the PowerPoint LHS Outline pane to check slide titles.

SC 1.3.1 Info and Relationships,SC 2.4.6 Headings and Labels

YNNA

Blank slide layouts have not been used. Do not use ‘Blank’ slide layout because you cannot add a proper slide title.

Visual check SC 1.3.1 Info and Relationships

‘Section Header’ slides have been used to break the presentation into sections. [ Y N NA ]

YNNA

‘Section Header’ slides have been used to break the presentation into clear sections.

Editorial review SC 2.4.10 Section Headings

If the presentation is long it has a table of contents. [ Y N NA ]


YNNA

Longer presentations have a table of contents. Links the items (Insert > Links > Hyperlink > Place in This Document) in the table of contents to the appropriate slide.

Visual check SC 2.4.5 Multiple Ways

Fonts, emphasised text and listsThe body text is a minimum of 20pt Arial font. Use of different font faces/sizes is minimal and no

decorative/italicised/light fonts are used. [ Y N NA ]


YNNA

Minimum 20pt Arial font is used for the body text. This will ensure that each line of text is 80 characters or below.

Visual check SC 1.4.8 Visual Presentation

YNNA

No more than two font styles are used. Avoid using too many font faces and font sizes. One or two font faces are sufficient for most documents.

Visual check

YNNA

No decorative (e.g. Freestyle Script or Mystical), or light (e.g. Courier New) font styles are used.

Visual check

Bold (or UPPERCASE) emphasis is restricted to single words or short phrases. [ Y N NA ]


YNNA

Emphasis is used sparingly (e.g. single words or short phrases).

Visual check

YNNA

Emphasis is achieved through bold formatting or UPPERCASE lettering.

Visual check

YNNA

Uppercase lettering is used only for single words or short phrases, not entire sentences or paragraphs.

Visual check

Italics formatting is used only for citing references. [ Y N NA ]


YNNA

Italic formatting is used only for citing references.

Visual check

Underlining is used only for hyperlinks not for emphasis. [ Y N NA ]


YNNA

Underlining is used only for hyperlinks.

Visual check

PowerPoint’s bullet and numbered list styles have been applied correctly. [ Y N NA ]


YNNA

Lists have been created using the ‘Bullets’ and ‘Numbering’ list functionality.

Do not use tabs or manually insert numbers, symbols or images for

Visual check SC1.3.1 Info and Relationships

visual effect.

Alignment and spacingAll headings and body text are left-aligned (no indent on the first line of paragraphs).

Document contains no fully justified text. [ Y N NA ]


YNNA

All body text is left-aligned. Visual check SC 1.4.8 Visual Presentation

YNNA

All headings are left-aligned. Visual check SC 1.4.8 Visual Presentation

YNNA

Presentation does not contain any fully justified text.

Visual check SC 1.4.8 Visual Presentation

Default line spacing (1.5) has been used. [ Y N NA ]

YNNA

Line spacing is 1.5. Visual check plusUse PowerPoint menu:View > Master Views > Slide MasterSelect text box: Home > Paragraph > Paragraph Dialog Box > Line Spacing = 1.5 linesSlide Master > Close > Close Master View.

SC 1.4.8 Visual Presentation

Colour and contrastThere is a high contrast (4.5:1 or more) between text and background colours and adequate

contrast between colours in charts, graphs and images. [ Y N NA ]

Result Design checkpoint Method WCAG2.0 Success

Criterion

YNNA

High contrast colours are used for text and background

Print slides in black and whiteUse Colour contrast analyser (The Paciello Group) to ensure foreground/background colours pass AA.

SC 1.4.3 Contrast (Minimum)

YNNA

High contrast colours are used for tables, graphs or charts.

Print page in black and white

SC 1.4.3 Contrast (Minimum)

No background images or watermarks are used. [ Y N NA ]


YNNA

No background images or watermarks are used.

Visual check

Foreground/background text colour (or font) is not used alone to convey meaning.

Colour is used in combination with emphasis (e.g. bold). [ Y N NA ]


YNNA

Meaning is conveyed by more than just colour (e.g. by bold formatting, text description, or shading/pattern).

Print slides in black and white

SC 1.3.1 Info and Relationships,SC 1.4.1 Use of Color

Animated text and slide transitionsPresentation does not use animations, slide transitions or slide timings to automatically advance

the slides. [ Y N NA ]





YNNA

No animations or slide transitions are used. If they were part of the presentation delivered live, remove them before they are published on the web.

Visual check

YNNA

If Slide Timings are used to automatically advance the slides in the presentation, remove them before they are published on the web.

Use PowerPoint menu:Slide Show > Set Up > Use Timings (not selected)

SC 2.2.1 Timing Adjustable

Images, text boxes, drawings and chartsImages and drawn objects used add value to your document and are not images of text.

Clip art and animations have been avoided. [ Y N NA ]

Result


YNNA

Images and drawn objects add value to the content. They are not merely decorative. The use of extra text boxes has been avoided.

Editorial review

YNNA

Document does not contain any images of text. The RMIT University logo is an exception.

Visual check SC 1.4.5 Images of Text,SC 1.4.9 Images of Text (No Exception)

Images and drawn objects have the correct read order and are grouped into a single object

when appropriate. [ Y N NA ]

Result


YNNA

Drawn objects are grouped into a single image.

Visual check

YNNA

The read order of images, text boxes and other drawn objects is correct.Note: The read order of items will

Editorial review plusUse the PowerPoint menu:

SC 1.3.2 Meaningful Sequence,SC 2.4.3 Focus Order

match the order they were initially added to the slide.

Drawing Tools > Format > Arrange > Selection Pane.Note: In the ‘Selection and Visibility’ RHS pane things are read from the bottom up.

Images and drawn objects have an equivalent short text alternative. [ Y N NA ]

Result


YNNA

Images and drawn objects, that are not merely decorative, have an equivalent short text alternative.Note: Do not give the grouped object an Alt Text Description. The JAWS 13 screen reader has a bug which means that if a grouped object has an Alt Text Description this, and not the text inside the grouped shapes, will be read out.

Editorial review plusUse PowerPoint menu:Right-Click > Format Shape… > Alt Text > Description

SC 1.1.1 Non-text Content

YNNA

The Alt Text Description for complex images, that require more than a short Alt Text Description, informs the user where the longer description is (e.g. “Details in text on the next slide.”).



Complex images (e.g. charts, drawings and SmartArt graphics) have suitable text alternatives to

describe the information they communicate. [ Y N NA ]

Result


YNNA

Complex images, that require more than a short Alt Text Description to communicate their content, are followed by a hidden slide with an equivalent text alternative.


Y Charts are not images but chart Use PowerPoint SC 1.1.1 Non-text

NNA

objects where users can access the underlying Excel data. This is essential for visually impaired users who cannot see the chart.

menu:Chart Tools > Design > Data > Edit Data

Content

Embedded images have been compressed to keep the file size small. [ Y N NA ]

Result


YNNA

Images have been compressed and cropped areas deleted.

Use PowerPoint menu:Picture Tools > Format > Adjust > Compress Pictures > Target output: Email (96 ppi)

People in images are looking into the slide content not away. [ Y N NA ]

Result


YNNA

Images of people are looking into the slide content, not away.

Visual check

ASCII art has been placed in a separate text box with an appropriate text alternative. [ Y N NA ]

Result


YNNA

ASCII art has been placed in a separate text box with an appropriate Alt Text Description. This allows screen reader users to understand what the ASCII art picture is and skip it.

Visual check plusUse PowerPoint menu:Right-Click > Format Shape… > Alt Text > Description


TablesTables have a simple layouts, no complex tables (e.g. nested tables or tables with multiple split

or merged cells) are used. [ Y N NA ]


YNNA

Only simple tables are used:

No multiple heading levels

No merged or split cells

Consider using a series of lists

instead of a table.

Visual check SC 1.3.2 Meaningful Sequence

Tables have been created with the Insert Table option, not with tabs formatting the text into a

table-like layout. [ Y N NA ]


YNNA

Tables are formatted using PowerPoint styles, not TABS or drawn lines.

Visual check SC 1.3.1 Info and Relationships

Table headers are short and descriptive. [ Y N NA ]


YNNA

Table headers are short and descriptive.

Visual check

Table headers in the first row/column have been set as Header Row and First Column. Shading

and colour alone are not being used to communicate a header row/column. [ Y N NA ]


YNNA

Where headers are in the first row/column it is set as a table header.

Use PowerPoint menu:Table Tools > Design > Table Style Options > Header Row/First Column

SC 1.3.1 Info and Relationships,SC 1.4.1 Use of Color

Table summary provides an overview of the table data/layout. [ Y N NA ]


YNNA

Table summary provides an overview of the table data and some basic instructions on how to navigate the table.For example the summary for a bus schedule table might be: “Intersections are listed in row 1. Find the intersection closest to your starting point or destination, then read down that column to find out what time the bus leaves that intersection. Service begins at 4:00 AM and ends at midnight.”

Editorial reviewUse PowerPoint menu:Right-click > Format Shape... > Alt Text > Description

SC 1.3.1 Info and Relationships

YNNA

The table summary informs the user where the longer description is (e.g. “Details in text on the next slide.”).



Slides containing tables are followed by a hidden slide containing an equivalent text alternative. [

Y N NA ]


YNNA

Slides containing tables are followed by a hidden slide containing an equivalent text alternative.Screen readers presently have poor support for reading PowerPoint tables. To read tables users need to enter edit mode (F2) and press Esc to finish reading the table.


If a table has been used for layout the reading order is correct when read left to right, top to

bottom. [ Y N NA ]


YNNA

Reading order of layout tables (left to right, top to bottom) matches the visual reading order.

Visual check SC 1.3.2 Meaningful Sequence

MultimediaEmbedded audio or video has an equivalent short text alternative and lets the user know where

the transcript is located. [ Y N NA ]

Result


YNNA

Embedded audio/video has an equivalent short Alt Text Description.



YNNA

The Alt Text Description informs the user where the longer description is (e.g. “Transcript for video on the next slide.”).



Slides with embedded audio or video are followed by hidden slides containing a transcript or a

link to a transcript. [ Y N NA ]

Result


YNNA

Slides with embedded audio or video files are followed by hidden slides containing a transcript or a link to a transcript.

Visual check SC 1.2.1 Audio-only and Video-only (Prerecorded)

Y Slides with embedded Editorial review SC 1.2.3 Audio Description

NNA

multimedia files are followed by hidden slides containing an accessible equivalent or a link to an accessible equivalent.

or Media Alternative (Prerecorded)

Embedded video has closed captions and if required links to a version with audio captions.

[ Y N NA ]

Result


YNNA

Embedded video has closed captions.The STAMP plugin can be used to add/edit captions on video.

Visual check SC 1.2.2 Captions (Prerecorded)

YNNA

Slide contains a link to a version of the video with audio captions. Audio captions describe visual content for users who have a visual impairment.

Visual check SC 1.2.3 Audio Description or Media Alternative (Prerecorded),SC 1.2.5 Audio Description (Prerecorded)

Embedded audio/video does not automatically start or continually loop. [ Y N NA ]

Result


YNNA

Embedded audio/video does not automatically start or continually loop.

Visual check plusUse PowerPoint menu:Audio Tools > Playback > Audio Options > Start = On Click and Loop until Stopped not selected.

SC 1.4.2 Audio Control

Embedded video does not flash more than three times in any one second period. [ Y N NA ]

Result


YN

Embedded video does not flash more than three times

Visual check plusUse PEAT: Photosensitive

SC 2.3.1 Three Flashes or Below Threshold


http://office.microsoft.com/en-au/powerpoint-help/sub-titling-text-add-in-for-microsoft-powerpoint-stamp-HA102540315.aspx

NA in any one second period. Epilepsy Analysis Tool (Trace Center) to analyse video.

Embedded audio and video has been optimised for compatibility and compressed. [ Y N

NA ]

Result


YNNA

To reduce file size and download time, embedded audio and video has been optimised for compatibility and compressed.

Use PowerPoint menu:File > Info > Optimise Compatibility;File > Info > Compress Media > Presentation Quality OR Internet Quality. Choose quality appropriate your audience.

LinksHyperlink menu (Ctrl k) has been used to create descriptive links (e.g. School of Applied

Communication) rather than click here or the URL. [ Y N NA ]

Result


YNNA

Link text uses meaningful words, not URLs. URLs can be used in references and bibliographies.

Editorial review SC 2.4.4 Link Purpose (In Context),SC 2.4.9 Link Purpose (Link Only)

YNNA

Links to files other than web pages identifies the format, size of the file and number of pages/duration as part of the link text.

Visual check SC 2.4.4 Link Purpose (In Context),SC 2.4.9 Link Purpose (Link Only)

Linking to presentationsThe link to the presentation identifies the format, size and number of slides (e.g. RMIT

University Annual Report (PPT, 196KB, 14 slides)). [ Y N NA ]




YNNA

The link to the presentation identifies the format, size and number of slides in the presentation.

Visual check on web page where link appears

SC 3.2.1 On Focus

References WebAIM: WebAIM: PowerPoint Accessibility

WebAIM: Microsoft Word (instructions can be used in PowerPoint)

Microsoft:

Create accessible PDFs

Creating accessible PowerPoint presentations

STAMP: Sub-titling text add-in for Microsoft PowerPoint

http://office.microsoft.com/en-au/powerpoint-help/sub-titling-text-add-in-for-microsoft-powerpoint-stamp-HA102540315.aspx

http://webaim.org/techniques/powerpoint/