Creating an Accessible Section 508 Compliant Power Point

Creating an Accessible (Section 508 Compliant) Power. Point Presentation

Why does my Power. Point presentation need to be Section 508 compliant? § To comply with regulations. § All electronic documents that are to be posted on the Department of Education’s internal and external website should be 508 compliant. § Presentations from the EIR Meeting will be made publicly available on the IER Meeting website. § To promote equal access. § Making documents accessible is important so that individuals with disabilities can access information. 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 2

Tips for Making Accessible Presentations 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 3 3

Use the EIR Meeting presentation template § This template conforms to Section 508 and will be provided by MSG. § Please use the provided layouts from the template as instructed. § For example, do not create your own bullets, use the PLACEHOLDERS instead; use the pre-defined slide designs and layouts; do not change the color schemes. § If you have any questions about making your presentation 508 compliant, please contact EIRHELP@manhattanstrategy. com. 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 4

Do not use transitions or animations § There should be no automatic slide transitions or animations within a slide. 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 5

Format images and clip art appropriately § All images and clip art must have Alt Text. § It should be a clear, concise description that conveys the meaning or purpose of the media content. § If an image is purely decorative (please limit use of noninformative images), click the “Mark as decorative” checkbox. § If you have multiple images you must group them together as one image (as shown to the right) or use the Snipping tool, and then add Alt Text. 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 6

How to create Alt Text § To create Alt Text, right click on the border of the non-text element and then click on “Edit Alt Text” in the resulting menu. § The Alt Text pop-up box is where you place your description. 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 7

How to use the Snipping Tool § The Snipping Tool can be used to take a screenshot so that you can capture multiple images or shapes and save them as a single image. § To use the Snipping Tool, select the “Start/Windows icon, ” type “snipping tool, ” and then select it in the search results. § Select “New” and use your mouse to select the area that you want to capture. § Save or copy your snip and insert or paste it into your presentation. § Don’t forget to include Alt Text after pasting it into 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 8

Format shapes, smart art, & charts appropriately § Use the pre-defined formats for shapes, smart art, and charts within Power. Point. § Similar to images and clip art, provide Alt Text for all shapes, smart art, and charts; and group multiple shapes as needed. 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 9

Create accessible tables § For simple tables, create your tables within Power. Point. § Designate the first row as a ‘Header Row’ in Table Style Options by selecting the “Design” table and placing a check in the checkbox for “Header Row” in Table Style Options. § The screen reader will read each column and row. § For more complex tables, including tables with merged cells or multilevel headings, you can create the table in Power. Point and add Alt Text to the table to prevent the screen reader from reading the column and rows of the table. * 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 10

Example of different table layouts Simple Table Weeks Week 1 Day Monday Complex Table Days Courses Making an Accessible Word Document Courses Monday Making an Accessible Word Document Week 1 Tuesday Share point Power User Course Part 1 Week 2 Wednesday Making an Accessible PDF Document Thursday Share point Power User Course Part 2 Week 2 Thursday Share point Power User Course Part 2 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 11

Treat equations as an image § If equations are included in the presentation, make the equation an image. § To do this, use the snipping tool to capture the image of the equation, and paste it on the slide. § Don’t forget to use Alt Text to describe the equation! 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 12

Do not repeat slide titles § Use a unique title for each slide. § If there are multiple slides that address a continuous topic, add text at the end of the title to distinguish it from the previous slide. § For example: If you need to break a slide into two, label one “Slide Title, Part 1” and the next slide “Slide Title, Part 2” 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 13

Provide hyperlinks to videos § Do not embed videos in your Power. Point presentations. § Instead, include a hyperlink to the video. § For example: Opportunity Zones Panel. § Presentations containing an audio file should have a text description or transcript as part of the slide. 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 14

Hyperlink web addresses § Create hyperlinks to connect to websites. § Using URL text is discouraged, because it is not descriptive and is a pain to listen to with a screen reader. § Provide descriptive hyperlink text § Hyperlink the entire sentence or phrase rather than just hyperlinking “click here. ” § Ensure that all links work! 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 15

Be careful with color § Create content with text or images of text that use color or shading with sufficient color contrast. § Avoid color coding – screen readers do not pick up color used formatting. § Do not use color, bold, or italics alone to emphasize or indicate importance. § Use asterisks or headers (in addition to color) instead 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 16

Pay attention to formatting § Use a minimum font size of 12. § Refrain from using abbreviations or acronyms because the screen reader will read the abbreviation as a single word. § For example, instead of UVA, use the University of Virginia. § And, remember – use the EIR Meeting template with the predefined layouts and placeholders! 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 17

Accessibility Tools 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 18 18

Run an accessibility check § The Accessibility Checker indicates potential issues a user with an Assistive Technology may have understanding your presentation. § To run the checker in Power. Point, go to “File” then “Info” then “Check for Issues” and finally “Check Accessibility. ” § A new tab will open on the right side with information about any issues and 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance instructions on how to fix Meeting 19

Check the reading order § The Selection Pane provides the reading order for the slide. § To check the reading order within Power. Point, go to “Home” then under “Drawing” click “Arrange” then “Selection Pane. ” § The Selection Pane is a list of items contained in the slide. § The reading order is from bottom to top (meaning the first item to be read is always at the bottom of the list). § The items can be re-ordered using the arrows provided. 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 20

Making a 508 Compliant Video 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 21 21

How to develop an accessible video § For a video to be accessible, the viewer must be able to understand what is happening in both the visual and audio portions of the video. § Accessible videos have three main elements: 1. Captions 2. An audio description 3. A 508 -compliant video player 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 22

Additional tips for accessible videos § A method MUST be provided to pause, stop, or hide any media content that begins playing automatically and which lasts 5 seconds or more. § A mechanism MUST be provided to stop, pause, mute, or adjust volume for audio that automatically plays on a page for more than 3 seconds. § A page MUST NOT contain content that flashes more than 3 times per second. 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 23

More resources on Section 508 compliance § Section 508 - Accessibility Tutorials § Creating Accessible Microsoft Power. Point Presentations § Making an Accessible Document in Microsoft Word § Creating Accessible Excel Spreadsheets § Creating Accessible Video, Audio and Social Media 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 24

Thank you! 2020 Education Innovation and Research (EIR) Project Directors and Evaluators Technical Assistance Meeting 25 25