Introduction

Workgroup

In February 2023, the Digital Accessibility Community of Practice steering committee formed a workgroup with the following members to establish a campus-wide strategy for improving digital web accessibility at the University.

  • Luke Kudryashov, Disability Resource Center, Twin Cities (Co-chair)
  • Dimitri Tadege, University Relations, Twin Cities (Co-chair)
  • Jane Flis, Carlson School of Management, Twin Cities
  • Christina Goodland, Office of Information Technology, Twin Cities
  • Kieran Kohlhase, Office of Information Technology, Twin Cities
  • Khaled Musa, Office of Information Technology, Twin Cities
  • Jane Reed, Natural Resources Research Institute, Duluth

Charge

Part of the charge was to "[understand] the University’s and peer institutions’ digital accessibility landscape" and to provide "recommendations to the Policy Workgroup to make sure the Digital Content and Information Technology Accessibility strategy is aligned with the University’s Policy on web accessibility."

Tasks

To accomplish both and develop the strategic plan, we:

  • Searched the web for and reviewed information on similar institutions' accessibility efforts 
  • Conducted interviews with digital accessibility professionals, UMN digital content contributors, UMN web developers, and representatives of other institutions that have similar distributed web governance and staffing structures or who use automated accessibility checking tools like Pope Tech for web accessibility and UDOIT for online courses
  • Provided feedback on the policy workgroups' proposed revision of the University’s policy on web accessibility and included related recommendations in the strategic plan
  • Identified what we wanted to recommend in a consensus workshop
  • Drafted the strategic plan in a series of workgroup sessions using Google Docs, and then refined it on this website

Community Input

We are grateful for the information shared by professionals from the University and outside institutions, which helped us determine what to recommend.

Scope

Initial

The intent of this initial strategic plan is to ensure that our most public and widely used digital content—the text, media, and files posted on our official websites and ongoing live courses in the University's learning management system—meet a minimum set of of accessibility standards within a short timeframe and demonstrate significant progress toward complying with the policy and WCAG 2.1 AA requirements.

  • Websites and web applications using the umn.edu domain name
  • Websites and web applications produced by employees to conduct official University business and outreach
  • Web content and applications connected to a service provided by a third party vendor
  • Communication modalities or platforms used by the University such as email and social media
  • Course sites on the University's learning management system that are actively being used for online teaching and instruction
  • Web applications internally developed or purchased for use in University business processes

New Federal Guidelines

Proposed new federal accessibility guidelines were released while we were developing the strategic plan, and finalized while the draft strategic plan was being reviewed.

May 2023

The Department of Justice (DOJ) and Department of Education's Office for Civil Rights (DOE OCR) issued a joint letter about their ongoing efforts to address accessibility issues related to online services, programs, and activities in higher education.

August 2023 

The DOJ released a proposed rule on the Accessibility of Web Information and Services of State and Local Government Entities and opened the comment period for all higher education and public institutions until October 3, 2023. 

April 8, 2024

Attorney General Merrick B. Garland signed a final rule under Title II of the Americans with Disabilities Act (ADA) titled “Accessibility of web content and mobile applications (apps) for people with disabilities.”

The Advance Copy (PFD) of the rule highlights all the comments that were taken into consideration, and explanations for those that didn’t. 

The Fact Sheet has a good summary of the rule and what it covers.

Summer 2024

Changes have been made to the strategic plan accordingly, as summarized below.

  • The University must provide and make accessible all web content and mobile apps that it offers directly or through contractual, licensing, or other arrangements. This covers websites (public or behind authentication), and all content provided via a vended tool like Canvas and Kaltura.
  • All public institutions must make their websites and mobile apps comply with WCAG 2.1 A/AA. The University is expected to comply by April 24, 2026. 

Future

After significant progress has been made, we will update the plan further to meet higher accessibility maturity levels, until we ultimately have a sustainable accessibility program.

Goals

This plan presents a roadmap of initial tasks organized to meet four broad goals: 

  1. Create a central University structure that will oversee and lend support to digital accessibility efforts across all departments and campuses within the University system.
  2. Develop an accountability structure to clarify roles and responsibilities.
  3. Create a system to track issues and remediation progress.
  4. Develop a communications plan and regularly share information about responsibilities, resources, and progress.

Rationale 

We believe that the accessibility policy and a plan to enact it are essential in enabling individuals to excel in their academic and professional pursuits. We made it a priority to align the plan with University values and priorities, comply with legal obligations, and honor past efforts.

Values and Priorities

The University mission statement expresses a commitment to “making the knowledge and resources created and preserved at the University accessible to the citizens of the state, the nation, and the world.”

Websites and digital materials that are not designed with accessibility in mind exclude a significant portion of citizens of both our University and larger communities.

We hope the strategic plan helps extend the benefits of accessible design to all people who use our digital content and bolsters larger diversity, equity, and inclusion initiatives in the MPACT 2025 strategic plan.

Central to our efforts in all areas is a commitment to people. According to the social model of disability, every person is responsible for contributing to the accessibility of the environment that we all share. We want to help us all collectively meet that responsibility.

Legal Obligations

The University must comply with federal and state laws that prohibit discrimination on the basis of disability, including the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act of 1973. 

Past Accessibility Efforts

Over the past several decades, the dedicated efforts of numerous passionate individuals have propelled the University of Minnesota toward a more accessible digital landscape. See About the ODA for details. This strategic plan formalizes, builds upon, and expands these efforts. 

Results

Displaying 1 - 45 of 45 tasks

Task Responsibility Metric Milestone Date Milestone Status
Refine the Content Strategy Accessible U Committee, Office for Digital Accessibility (ODA) Content strategy is updated, revised based on stakeholder feedback, and published on Accessible U 09-30-2026 To Do
Refine the Content Strategy Accessible U Committee, Office for Digital Accessibility (ODA) Content strategy is updated, revised based on stakeholder feedback, and published on Accessible U 09-30-2026 To Do
Develop an Accessibility Pledge and Campaign ODA Communications Staff The campaign activities are added to the editorial calendar 01-31-2026 To Do
Update the Content Review Process Accessible U Committee, Office for Digital Accessibility (ODA) The process is drafted, revised based on stakeholder feedback, and published on Accessible U 10-31-2025 To Do
Update the Content Review Process Accessible U Committee, Office for Digital Accessibility (ODA) The process is drafted, revised based on stakeholder feedback, and published on Accessible U 10-31-2025 To Do
Assess Website Usability Accessible U Committee, Office for Digital Accessibility (ODA) All usability issues found are added to and prioritized in the backlog so work can be planned 09-30-2025 To Do
Determine When to Adopt New WCAG Guidelines IT Accessibility Liaisons ODA agrees and communication tasks are added to the editorial calendar 09-30-2025 To Do
Assess Website Usability Accessible U Committee, Office for Digital Accessibility (ODA) All usability issues found are added to and prioritized in the backlog so work can be planned 09-30-2025 To Do
Implement the Editorial Calendar IT Accessibility Liaisons, ODA Communications Staff Over 90 percent of calendar items are delivered on time 08-31-2025 To Do
Complete Recommended Liaison Training IT Accessibility Liaisons Liaisons self-report completion of two badging courses via a survey 08-31-2025 To Do
Develop an Annual Editorial Calendar IT Accessibility Liaisons, ODA Communications Staff The calendar is drafted and updated based on liaison feedback 08-31-2025 To Do
Implement the Editorial Calendar IT Accessibility Liaisons, ODA Communications Staff Over 90 percent of calendar items are delivered on time 08-31-2025 To Do
Develop an Annual Editorial Calendar IT Accessibility Liaisons, ODA Communications Staff The calendar is drafted and updated based on liaison feedback 08-31-2025 To Do
Create a Liaison Training Report Form Office for Digital Accessibility (ODA) The form is sent to all liaisons and submissions are reviewed at least annually 08-31-2025 To Do
Promote Badging Courses Office for Digital Accessibility (ODA) Tasks are added to the editorial calendar 08-31-2025 To Do
Hire Student Workers Office for Digital Accessibility (ODA) At least four student workers start appointments 08-31-2025 To Do
Publish Progress Reports Office for Digital Accessibility (ODA) Regular progress updates and annual reports are added to the editorial calendar 08-31-2025 To Do
Inventory Liaison Appointments and Training Office for Digital Accessibility (ODA) Tracking system includes way to store liaison contact, manager, and training information 08-31-2025 To Do
Submit DAM/Remediation Plan Reports Faculty and Instructional Staff Reports are submitted through the tracking system within 6 months and annually thereafter 05-31-2025 To Do
Inventory Course and Web Sites IT Accessibility Liaisons, Marketing and Communications Leads, Office for Digital Accessibility (ODA) Inventory of course sites and websites is created 05-31-2025 To Do
Identify Audiences, Goals, and Channels IT Accessibility Liaisons, ODA Communications Staff Audiences, goals, and channels are listed and updated based on liaison feedback 05-31-2025 To Do
Inventory Course and Web Sites IT Accessibility Liaisons, Marketing and Communications Leads, Office for Digital Accessibility (ODA) Inventory of course sites and websites is created 05-31-2025 To Do
Identify Audiences, Goals, and Channels IT Accessibility Liaisons, ODA Communications Staff Audiences, goals, and channels are listed and updated based on liaison feedback 05-31-2025 To Do
Develop Processes for Evaluating DAM/Remediation Reports Office for Digital Accessibility (ODA) Processes are drafted and updated based on liaison feedback 05-31-2025 To Do
Inventory Course and Web Sites IT Accessibility Liaisons, Marketing and Communications Leads, Office for Digital Accessibility (ODA) Inventory of course sites and websites is created 05-31-2025 To Do
Review Scan and DAM/Remediation Reports Office for Digital Accessibility (ODA) Scan and DAM/remediation reports for each unit, course site, and website are reviewed and owners who are not making progress are contacted 05-31-2025 To Do
Identify Error and Digital Content Remediation Priorities Office for Digital Accessibility (ODA) A list of priority digital content and errors is drafted, updated based on stakeholder feedback, and published on Accessible U 05-31-2025 To Do
Inventory DAM/Remediation Reports Office for Digital Accessibility (ODA) Tracking system is set up and tested 05-31-2025 To Do
Create DAM/Remediation Report Samples and Templates Office for Digital Accessibility (ODA) Template and sample reports are drafted, updated based on liaison feedback, and published on Accessible U 05-31-2025 To Do
Update the Content Inventory Accessible U Committee, Office for Digital Accessibility (ODA) A current inventory of coordinated content is completed 03-31-2025 To Do
Update the Content Inventory Accessible U Committee, Office for Digital Accessibility (ODA) A current inventory of coordinated content is completed 03-31-2025 To Do
Notify ODA of Liaison Changes IT Accessibility Liaisons Responsible parties are prompted annually to submit updates 02-01-2025 To Do
Add “Report a Course or Web Site Disability-Related Issue” Form Link to All Course Sites and Websites Course Site and Website Platform Owners Instructions are sent to course and web site owners identified by liaisons 01-31-2025 To Do
Document Liaison Responsibilities Human Resources Staff Job responsibilities are drafted and updated based on feedback from liaisons, their supervisors, and human resources staff 01-31-2025 To Do
Assess Training Needs and Make Recommendations IT Accessibility Liaisons Training report published 01-31-2025 To Do
Designate a Liaison for Each Unit Marketing and Communications Leads A liaison is identified for each unit and their manager informed 01-31-2025 To Do
Inventory “Report a Course or Web Site Disability-Related Issue” Form Submissions Office for Digital Accessibility (ODA) Tracking system is set up and tested 01-31-2025 To Do
Establish Regular Liaison Meetings Office for Digital Accessibility (ODA) Liaisons are invited to repeated meetings for the quarter and operating standards are drafted 01-31-2025
Finalize Minimum Digital Accessibility Standards Office for Digital Accessibility (ODA) The standards are drafted, updated based on stakeholder feedback, and published on Accessible U 01-31-2025 To Do
Inform Liaisons' Supervisors Office for Digital Accessibility (ODA) A process is drafted and updated based on liaison feedback 01-31-2025 To Do
Develop Processes for “Report a Course or Web Site Disability-Related Issue” Submissions Office for Digital Accessibility (ODA) Processes are drafted and updated based on liaison feedback 01-31-2025 To Do
Update the “Report a Course or Web Site Disability-Related Issue” Form Office for Digital Accessibility (ODA) Reporting form is updated 01-31-2025 To Do
Define Roles and Responsibilities Office for Digital Accessibility (ODA) RACI matrix is drafted, updated based on stakeholder feedback, and published on Accessible U 12-31-2024 In Progress
Plan and Implement Site Updates Office for Digital Accessibility (ODA) SAFe program increment planning begins 08-31-2024 In Progress
Appoint Staff Members Responsible Officers of Policy Full- and part-time staff members start appointments 08-31-2024 Done

Conduct Periodic Manual Assessments and Tests

Overview

In addition to using accessibility checkers as you create or update digital content, you should periodically conduct additional assessments and tests to ensure your digital content is as accessible as possible.

Manual Assessments

The Web Accessibility Initiative provides a guide to evaluating web accessibility that includes information about manual assessment methods.

Keyboard Tests

Testing with a keyboard is an essential part of any accessibility evaluation. In order to use a screen reader it also is necessary to learn some simple keyboard commands.

See WebAIM's Keyboard Testing.

Screen Reader Tests

A screen reader is software that enables people who are blind or have low vision to use a computer. When considering web accessibility it is helpful to have an idea how a blind person uses the web.  

  1. Similar to sighted people who get their first impression of a web page from its structure and layout, so will a blind person “scan” the page for structural elements (headings, landmarks, title, and links).  
  2. Once an area of interest is found, a blind person will use the screen reader shortcuts to navigate to that section of the web page.
  3. The user will either listen to the content as the screen reader reads it, or use a Braille display to read it.

There are several screen readers available. At the University, the Disability Resource Center Computer Accommodations Program (CAP) offers adaptive technology-related services to members of the University community using tools such as the two common ones listed in the table below.

CAP also works with the Office of Information Technology (OIT) to make adaptive applications available on machines in OIT Computer Labs across the Twin Cities campuses.

University of Minnesota Supported Screen Readers
ToolDescriptionResources
JAWS (Job Access with Speech for Windows)Windows-based application that captures text-based output and speaks it using synthesized speech AKA: Text To Speech (TTS), or sends it to a refreshable Braille display; Hotkey combinations provide access to reading, navigational, and system controls

Basic Overview of the JAWS Screen Reader (video)

JAWS Product Information  

VoiceOver for MacApple OSX and iOS application that captures text-based output and speaks it using synthesized speech AKA: Text To Speech (TTS), or sends it to a refreshable Braille display; Hotkey combinations or finger gestures provide access to reading, navigational, and system controlsVoiceover Getting Started 

Use Accessibility Checkers Early and Often

Overview

Accessibility checkers highlight areas in your document that might be problematic for people with disabilities, as well as for anyone using assistive technology. UMN-supported accessibility checker tools are built in to Canvas and Drupal websites, and can be used for checking other websites as well. Some tools are also available for content created with other digital technologies. 

However, these tools cannot find all accessibility issues, and they won't be able to tell you whether your content makes sense or is out-of-date. Accessibility checkers, manual assessments and tests, and critical thinking must work in tandem.

Course Sites

Two accessibility checking tools are built into the University's learning management system, Canvas.

ToolDescriptionResources
Rich Content Editor (RCE)The RCE includes an accessibility tool that detects common accessibility errors in content created within the RCE.How do I use the Accessibility Checker in the Rich Content Editor?
Universal Design Online Content Inspection Tool (UDoIT)

UDOIT scans content within a specific course site and creates a report that identifies possible accessibility issues. 

Additionally, the included U FIX IT tool provides guidance on how to repair the issues.

UDoIT UMN self-help resources

Digital Documents

Accessibility checking features are built in to Microsoft Word, which is available systemwide (see the Microsoft Office page). The feature can be used to check both Word documents and Google Docs. Accessibility checkers for content created in other tools exist but are not supported by UMN.

ToolDescriptionResources
Microsoft Word accessibility toolAn accessibility checker is built in to Microsoft Word that works with any version released after 2010.Consult the list of rules for Microsoft's Accessibility Checker.
Google DocsAt present, Google Docs does not have a built-in accessibility checker, but one way to check your Google Doc is to use the accessibility checker built into Microsoft Word (row above).
  1. Download your Google Doc as a Microsoft Word file.
  2. Use the accessibility checker built into Microsoft Word.
  3. When you are finished, you can upload your file to Google Drive again. Accessibility changes made when the file was in Microsoft Word format are retained.
Grackle walks users through accessibility fixes for content created in some Google Apps, but it is not currently available to accounts managed by the University of Minnesota. You can try them with a personal account. 

Websites

An accessibility checker is built into UMN Drupal websites, and another can be used on all websites, including those built in Drupal.

ToolDescriptionResources
Editoria11yContent contributors can use the Editoria11y module to identify accessibility issues on each page in Drupal Lite and Drupal Enterprise websites.Drupal: Find Content Accessibility Issues with Editoria11y
Pope TechWebsite owners and their delegates can use Pope Tech to scan a website or single web page for accessibility issues and see a report of specific errors along with their exact locations. Pope Tech UMN self-help resources

Right First When Creating Content

Overview

The 3Rs framework can help guide your next steps toward meeting the digital accessibility deadline.

The Right First phase involves creating all content with digital accessibility in mind from the start. It is crucial for many reasons, including because it:

  • Enables equity and inclusion
  • Supports UMN values
  • Ensures legal compliance and reduces institutional risk
  • Saves time and resources
  • Reduces the need for accommodations
  • Improves usability for everyone

Learn more on the Understanding Accessibility page.

Recommendations

  Use Accessibility Checkers

Think of accessibility the same way you think of spell check and use accessibility checkers early and often as you create digital content. 

  Learn and Practice Accessibility Skills

  Develop an Accessibility Plan

Consult with an academic technologist, instructional designer, or ODA staff member to develop an individualized plan.

  Get Help

Both local and central support is available to help you meet the accessibility deadline.

Revise Content

Overview

The 3Rs framework can help guide your next steps toward meeting the digital accessibility deadline.

The Revise stage involves taking stock of all the content you’ve decided you want to keep in the Remove stage. For any content that has accessibility issues, you can replace it with more accessible versions or revise it to correct any accessibility issues.

Recommendations

  Prioritize Content That Needs to Be Fixed

Determine what you want to revise first based on your situation.

Prioritization Options

OptionDescription
TimePrioritize the content you need to share now or in the future. 
ImpactFocus on materials that are used frequently or are critical for success. 
Disabilities

Address accessibility for the most common disabilities.

Visual impairments:

  • Use alt text for images.
  • Provide screen reader-friendly formats.
  • Ensure sufficient color contrast. 

Hearing impairments:

  • Add captions or transcripts for all audio and video content. 

Cognitive and learning disabilities:

  • Write in clear language.
  • Structure headings using the styles menu.
  • Use consistent layouts.
Checker-Identified Issues

Tackle issues identified by automated accessibility checkers such as Pope Tech or UDoIT. Automated checkers can highlight where you have the most critical errors, such as:

  • Missing alt text
  • Lack of heading structure in documents or web pages
  • Color contrast issues

  Replace Inaccessible Content if Possible

You may be able to replace inaccessible content with more accessible versions curated from other sources.

Replacement Options

  • Find a learning activity or content you can use that is already in an accessible format from a publisher, another institution, or a colleague.
  • Replace downloaded or PDF files with HTML web pages or web forms.

  Revise and Correct Remaining Inaccessible Content

If more accessible versions of your learning activities or content aren’t available to serve as replacements, you can learn to revise and correct the remaining inaccessible versions.

  Get Help

Both local and central support is available to help you meet the accessibility deadline.

Remove Content

Overview

The 3Rs framework can help guide your next steps toward meeting the digital accessibility deadline.

The Remove stage sets the foundation for a successful implementation of the accessibility compliance process. We do not want you to put time and effort into making unwanted and unused content accessible; it’s a waste of your time and the University’s resources.

Recommendations

 Inventory Content

Take an inventory of your digital content on course or websites and determine what content should stay and what content is outdated or out of use and can be deleted, unpublished, or archived. 

Inventory How-tos

 Delete Unneeded Content

Delete content you will not use again.

Canvas Delete How-tos

Drupal Delete How-tos

Google Delete How-tos

UMN Delete Policies

 Unpublish Content You Want to Save

If you have content you want to save but aren’t sure you’ll be using again, you can unpublish it on course sites and Drupal websites. That way you can republish it easily when you need to.

Canvas Unpublish How-tos

Drupal Unpublish How-tos

Google Docs Unpublish How-tos

 Change Sharing Settings

You can also change who has access to your content in Google Docs and other applications to prevent others from finding the content.

Canvas Sharing How-tos

Drupal Sharing How-tos

Google Apps Sharing How-tos

  Get Help

Both local and central support is available to help you meet the accessibility deadline.

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