https://docs.google.com/document/d/1aIEEqQVWh7wCYyX5TYl45mzuWJw2p_ZvHOzDYg9v65Q/edit?tab=t.0
ADMINISTRATION/STAFF
ADA Title II Readiness Checklist for Spring 2026 Last update: Dec 3, 2025
April 24, 2026 Deadline
Administration/Staff Checklist Spring 2026
LEARN (Jan-Feb)
Learn how to make digital content accessible
PREPARE (Jan-Feb)
Inventory existing public-facing digital content
Determine what will remain in use (and will need to be reviewed/updated for accessibility) or can be retired
IMPLEMENT (Mar-April)
All new digital content is created as accessible (a.k.a. born-accessible)
Update existing content that will remain in use to ensure accessibility
Archive documents that will no longer be used
Let’s get started! We’ll walk you through Learn, Prepare, and Implement step-by-step. Each section can be found below.
LEARN: Making Accessible Digital Content (Jan-Feb)
Microsoft Word, Excel, PowerPoint (PPT), Google Docs, Sheets, Slides, Forms + apply best practices when possible to any digital communication, such as email, e-newsletters, and surveys.
Headings
Headings allow screen readers to navigate content the same way a sighted user might skim a document to find the content they are looking for. Headings should be assigned in order (H1>H2>H3) and never skipped. Avoid using bold or font size to indicate structure.
Word/Docs: Select the text to become a heading. Home view, top menu, go to the styles drop down menu (often set to Normal Text). Select Heading 1, Heading 2… click apply.
PPT/Slides: Use the preset text boxes on the slide templates, they have built-in Heading structure. View > Outline View or Theme Builder.
Sheets/Excel/Tables: Use column and/or row headers. In documents, use the simplest table configuration possible. Tables are best for data, not layout.
Alt Text for Images
In your doc, right-click the image and choose ‘Edit Alt Text’ or equivalent.
Sheets exception: Insert “image in cell”: Right click on image > “image” > alt text. Other option: Insert “image over cells.” Click on the image > click on the three dots on the top right of the image > select “alt text.”
Write a concise description (under 125 characters for simple images). Avoid phrases like ‘Image of…’ or ‘Picture of…’ Describe function and meaning, not just appearance.
Think about the purpose of the image, the context in which it is being used, and what is the most important information it needs to convey.
Complex graphs: Summarize or link to a long description nearby.
Color Contrast
Use high-contrast combinations (e.g., black text on white). Particularly avoid red combined with gray or green. Use the online WebAim Contrast Checker to double check if you are unsure, it will tell you if the color combo passes or fails accessibility standards.
Avoid background images or gradients behind text.
For charts and graphs use clearly distinct colors and/or patterns.
Hyperlinks
Hyperlinks should describe the destination of the link (“course syllabus” instead of “click here”).
Indicate if a link opens in a new window or downloads a file, such as [PDF], [New Tab]. (example: Have the interviewee complete a Video Release Form [Word]).
Things to avoid: Using full URLs as visible (unless print). Underlining text that may appear as a link when it is not.
Provide a brief description of the content at the link.
Additional Tips for Forms and Surveys
Give the Form/Survey a clear, meaningful title and description.
Provide short, clear instructions for each question where needed.
Use the “Add section” option to break long Forms/Surveys into logical parts.
Turn on the “Show progress bar” feature in Settings to help users track their progress.
Consider the accessibility limitations of certain response types such as drop-down menus, and whether the question can be formatted differently.
* A native digital document is a file in its original, unaltered format as created by the software that produced it, such as a Microsoft Word document (.docx) or an Excel spreadsheet (.xls). These files retain all original formatting and embedded metadata.
PREPARE: Inventory Your Digital Content (Jan-Feb)
What Does This Include?
Digital content that communicates information to the public, students, employees, or government agencies. This includes both digital documents and digital environments—such as documents shared with students, job descriptions, web pages, and training videos (see checklist below for common items).
What Does This Not Include?
On the inventory spreadsheet, the below exceptions are indicated with digital content that is “in use – does not need to be updated.”
Materials produced by other UMD/government offices (e.g. W4 forms, Undergraduate Catalog)
Materials posted for archival purposes prior to April 24, 2026 (e.g. handbooks that do not apply to current students)
Preexisting social media posts
Personal planning documents, notes, etc.
Create Inventory
If assigned to you by your team supervisor to participate in this task:
Use the Google Sheets “Digital Content Inventory Tracking” Template to log all digital content that is publicly shared/available right now for you and/or your team to conduct business.
Where do you look: What are you attaching to emails? What do you have on the intranet? What documents or forms are hyperlinked on the college website?
If the digital content (e.g. documents, video file) is saved on your computer hard drive or other location that cannot be shared via hyperlink, move the item to your INFO Google Drive, and insert that link on the inventory.
Don’t Forget to Look for This Digital Content:
Everyone
PDFs, Forms, Surveys
Microsoft Word, Excel, PowerPoint documents
Google Docs, Sheets, Slides
Strategic plans
e-Newsletters
Meeting agendas and minutes
Standard operating procedures (SOPs)
Training manuals
Video or audio content
Finance & Administration
Budget templates, budget reports
Administrative forms
Internal policy documents
Organizational charts
Job descriptions
Internal hiring documents, interview templates, charges
Onboarding checklist, onboarding documents
Travel authorization / reimbursement documents
Scholarship or award applications
Academics
Student handbooks, policy documents, forms
Student course plans, syllabi, learning outcome documents
Student transfer guides, degree requirement sheets, advising forms
Student orientation materials
Graduation application documents
Events
Event and recruitment flyers, marketing materials
Event pages and registration interfaces
Faculty Affairs
Promotion and tenure documents
Faculty orientation materials
Communications, IT
Websites, Social Media, DIY resources, How-To Guides
Indicate on spreadsheet what actions are needed
(List and explain the dropdowns)
IMPLEMENT (Mar-Apr):
Create new born-accessible digital content
Utilize the best practices noted above to ensure all new digital content (documents, videos, websites, etc.) are born-accessible.
Update existing documents that will remain in use to ensure accessibility
Use your inventory spreadsheet to check and update your digital content to be accessible, using the tools built into each application.
Microsoft Word, Excel and Powerpoint – steps
Google Docs, Sheets, and Slides – download to Microsoft equivalent, check using prior steps
Adobe PDF – steps
Add captions to videos – steps
Archive documents that will no longer be used
Work with your unit head/supervisor to determine where you will archive digital content that will no longer remain in use. Note: these documents do not need to be made accessible unless requested.
For web-hosted content you no longer actively use but believe may need to remain available online, reach out to infocomm@umd.edu for the main website and infotechsupport@umd.edu for the intranet.
Share new and updated documents
Reach out to infocomm@umd.edu for main website updates.
Reach out to infotechsupport@umd.edu for intranet updates.
Ensure everyone in your unit knows where to find the updated, accessible documents.
