ADA Compliance

Accessibility Basics

• Use approved OU web templates
• Add alternative text to all images
• Ensure headings follow a proper structure
• Use high color contrast for text
• Caption all videos and provide transcripts for audio
• Make forms keyboard-accessible and label all fields clearly

Four-Step Process

1. Identify Issues
   We use SiteEnhance, a homegrown automated testing tool built into our CMS, to detect accessibility problems.
2. Prioritize Fixes
   • Recruitment, student success, and presidential content
   • Newer content over older pages
   • High-traffic pages before low-traffic ones
3. Remediate
   • Resolve issues flagged by testing
   • Identifies common errors to prevent repeat problems
   • Recommend outside vendors when projects exceed internal resources
4. Prevent Future Issues
   • Add accessibility features to the CMS
   • Improve widgets, style sheets, and templates
   • Update training materials to reduce author errors

Making Your Content Accessible
As a Content Contributor, one of the best ways to ensure your web pages are accessible is by using free automated accessibility browser tools. These extensions not only check for common issues but also help you learn as you go to avoid repeating mistakes and build good accessibility habits.

Recommended Free Accessibility Tools:

• Axe browser extensions
• Color Contrast Checker
• Tota11y Accessibility Toolkit Firefox Add-on
• WAVE Web Accessibility Evaluation Tool
• Pa11y CLI Web Accessibility Tools

The POUR Principles of Accessibility

• Perceivable – Content must be available to all senses:
  Examples: alt text for images, captions for videos, proper reading order, adequate color contrast, clear form labels.
• Operable – Users must be able to interact with content:
  Examples: keyboard-friendly navigation, no flashing content, skip links, clear focus order, descriptive link text.
• Understandable – Content and interfaces must be easy to understand:
  Examples: specify language, define abbreviations, use clear reading levels, provide error messages and help.
• Robust – Content must work across devices and assistive technologies:
  Examples: compatibility with screen readers, clean code, programmatic names/roles, and future-proof design.

The same principles that guide web accessibility also apply to document accessibility. All documents must be Perceivable, Operable, Understandable, and Robust (POUR). Keep in mind that some formats allow greater control over accessibility than others, and whenever possible, content should be published directly on the web.

Most Accessible to Least Accessible Formats
When deciding on a format, consider accessibility in the following order (from most to least accessible):

1. Google Docs (Docs, Sheets, Slides)
   • Most accessible but can be improved with add-ons such as Grackle.
   • Documents must be shared publicly at Viewer level only to prevent unauthorized edits.
2. HTML
   • Always consider publishing content directly to the web as a solution.
3. Video
   • Must include synchronized closed captions.
4. Audio
   • Must be accompanied by a transcript.
   • Should be embedded with an accessible media player.

External Documents
If you need to provide access to documents from outside sources:

• Link directly to the original source rather than uploading the file to the CMS.
  This ensures:
• Oakland University does not distribute inaccessible documents it cannot remediate.
• Users always see the most up-to-date version of the content.

Creating an Accessible Document with Grackle
Grackle is a Google Workspace add-on that helps check and fix accessibility issues in Google Docs, Sheets, and Slides. Follow these steps to ensure your documents meet accessibility standards:

1. Install the Grackle Add-On
   • Open your document in Google Docs, Sheets, or Slides.
     Go to Extensions > Add-ons > Get add-ons.
   • Search for Grackle Docs, Grackle Sheets, or Grackle Slides (depending on the file type).
   • Click Install and grant permissions.
2. Open the Grackle Sidebar
   • In your file, go to Extensions > Grackle Docs/Sheets/Slides > Launch.
   • A sidebar will open, displaying accessibility checks.
3. Run the Accessibility Check
   • Click Scan to let Grackle evaluate your document.
   • The sidebar will display a list of issues, organized by category:
   • Headings and Structure (proper heading levels, reading order)
     • Text and Contrast (color contrast, font choices, bold/italic use)
     • Links (descriptive link text, no “click here”)
     • Images (alt text descriptions required)
     • Tables (headers identified, logical structure)
     • Document Properties (title, language set)
4. Understanding the Report:
   • The sidebar will display:
     • A summary of accessibility issues
     • A list of sections (headings, images, links, tables, etc.)
     • Red X icons where issues exist
     • Green checkmarks where everything passes
       • You can click each item to see more details and fix it directly.

Common Fixes:

OU follows the Web Content Accessibility Guidelines (WCAG) 2.1 AA across websites, documents, media, and software. We prioritize inclusive design, usability, and continuous improvement through monitoring, remediation, and training.

Roles and Responsibilities

• Content managers
  • Ensure content is up-to-date, grammar is correct and links are active, videos, and Google Drive resources meet WCAG 2.1 AA using the guides and checklists below; remediate issues flagged by scans.
•  UCM Web Team
  • oakland.edu templates, governance, training and remediation guidance.
• UTS
  •  Accessibility reviews for software and tech purchases; maintain assistive-tech compatibility and SSO integration.
• e-Learning and Instructional Support
  • Offers software support in addition to providing a variety of workshops, online program development assistance and a full service instructional design team.
• DSS
  • Coordinates accommodations and assists with alternative formats for academic materials.
• Vendors
  • Must provide a current VPAT/ACR and meet OU accessibility requirements.

Tools and support

• Accessible templates and components:
  • TerminalFour (T4) built-in heading structure, color contrast, nav, buttons, alerts, accordions, and form patterns.
• Captioning and transcription:
  • Guidance for Zoom/Teams, lecture capture, live events, and vendor captioning.
  • Contact department Account manager
• Document remediation
  • Google Drive products - Grackle

Frequently asked questions

• Do all videos need captions?
  • Yes, all public-facing videos require captions. Academic materials should be captioned when used beyond a short-term, limited audience or upon request.
• Is a PDF required?
  • No. Prefer accessible web pages or HTML; they’re easier to maintain and more accessible on mobile and assistive technology.

Over the past eight years, Oakland University has made accessibility a cornerstone of its digital and campus experience. Guided by WCAG 2.1 AA standards and federal ADA requirements, we’ve strengthened our web governance, modernized our content management systems, and built accessible templates and tools to ensure equal access for all. From captioning and document remediation to enterprise-level monitoring and editor training, our efforts continue to evolve—moving from one-time fixes to proactive prevention. Today, accessibility is embedded in our culture, processes, and technology, ensuring that every member of our community can fully engage with OU resources and opportunities.

Oakland University: ADA and Digital Accessibility Overview (2018–2025):

• Shifted from ad-hoc remediation to governance + prevention. OU moved from one-off fixes to a structured model: standards, review processes, training, and automated monitoring baked into web operations.
• Aligned to WCAG 2.1 AA and Title II expectations. Policies, templates, and audits are oriented to WCAG 2.1 AA and recent DOJ guidance, prioritizing high-impact student- and public-facing journeys.
• Modernized the web stack with accessibility in mind. CMS migration, template standardization, and users permission updates.
• Scaled capability through training and automation. Content-manager education and scanning tools increased coverage.
• Institutionalized accountability. Governance (policy, roles, approvals) clarified ownership and created a repeatable path from detection → prioritization → fix → prevention.

 Timeline of key actions and outcomes

• 2018–2019: Baseline and quick wins:
  • Initial baseline audits of priority sites and PDFs; began captioning/transcript standards for video.
  • Introduced alt text, headings, link naming, and color-contrast checklists for content editors.
  • Early triage process for reported accessibility issues (central intake, time-to-acknowledge targets).
  • Rolled out SiteImprove for site wide ADA scanning
• 2020–2021: Standards and governance foundation:
  • Drafted web template and navigation standards; began enforcing WCAG 2.1 AA as the target.
• 2022 - 2024: CMS migration—accessibility baked in:
  • TerminalFour (T4) migration phases begin, with accessible templates/components and standardized patterns (navigation, collapsible boxes, tabs, tables).
  • Updated user permissions to better align with ADA standards
  • Content managers can no longer upload documents / images
  • Expanded captioning requirements
    • Transcripts must be available on page.
• 2025 - 2026: Title II readiness and enterprise posture:
  • DOJ Title II; set campus-wide roadmap to meet WCAG 2.1 AA.
  • Created a 10-question CMS editor assessment to reinforce fundamentals and verify proficiency.
  • ERN CMS migration:
    • Tightened template
    • Asset management
  • Consent Management System RFP and implemented cookie opt-in/opt-out patterns
  • Published a web-friendly governance summary for oakland.edu/UCM/Web; prepared a PDF companion.
  • Homegrown accessibility checker for continuous monitoring, remediation steps, and leadership reporting.
  • Adobe PDF Scanner

What’s working:

• Fewer critical blockers on high-traffic pages due to standardized templates.
• Faster time-to-fix with scanning + prioritized queues.
• Better content quality from trained editors

Ongoing challenges:

• PDFs and forms require sustained remediation capacity.
• Third-party tools (widgets, iframes, portals) vary in conformance; contract language and testing must stay tight.
• Decentralized content increases drift risk without continuous reinforcement and monitoring.

Oakland University is committed to providing a website that is accessible to the widest possible audience, regardless of technology or ability. We actively work to enhance both accessibility and usability of our website in alignment with the Web Content Accessibility Guidelines (WCAG) 2.1 AA standards.

Standards and Best Practices
Our site is built using code compliant with W3C standards for HTML and CSS. This ensures the site displays correctly across current browsers and is designed to remain compatible with future standards.

Accessibility Features
We continuously implement functionality and design updates to keep our website barrier-free. This includes, but is not limited to:

• Clear, introductory page copy to provide context
  Properly structured and nested headings
• Descriptive and meaningful link text
• Alternative text for images
• Keyboard-accessible navigation and focus indicators
• Video captions and transcripts
  Accessible documents and files
• Screen reader–friendly coding and structure

Design Considerations
Our website design is simplified with accessibility in mind. Key design features include:

• Sufficient color contrast between text and backgrounds
• Fully keyboard-accessible navigation
• Scalable text and content, including adjustable font sizes
• Responsive page elements that reflow properly without hidden text or loss of functionality
• Minimal reliance on horizontal scrolling

Additional Resources

• Oakland University ADA Compliance
• University Technology Services: Common Good Resources
• Disability Support Services

Browser Compatibility
For the best experience, we recommend using the latest version of your preferred browser. Oakland.edu works best with Google Chrome, but it is also supported by:

• Firefox
• Microsoft Edge
• Safari
• Opera

Ongoing Commitment
While Oakland University strives to meet recognized accessibility and usability standards, it may not always be possible to achieve full compliance across all areas of the website. We are committed to continual improvement and welcome feedback from our users. For more information on our efforts please visit our ADA Compliance website.

If you experience difficulty accessing any portion of the oakland.edu website, please contact us so we can assist you.

Version 1.0 — August 21, 2025

1. Purpose
   This document establishes the policies, procedures, and responsibilities for ensuring all digital properties under oakland.edu comply with the Web Content Accessibility Guidelines (WCAG) 2.1 AA, Section 508, and Title II of the ADA. It supports Oakland University’s mission to provide equitable access to information and services for all users, including those with disabilities.
2. Scope
   This governance applies to:
   • All official oakland.edu webpages, including ERN
   • Digital documents (PDFs, Word, Excel, PowerPoint) hosted on oakland.edu.
   • Multimedia content (videos, audio, animations) published through official university channels.
   • Event and marketing materials posted online.
   • Third-party tools integrated into oakland.edu.
3. Compliance Standards
   • Primary Standard: WCAG 2.1 AA.
   • Legal Requirements: ADA Title II, Section 504 of the Rehabilitation Act, Section 508.
   • Internal Benchmarks:
     • Automated scanning for accessibility issues via approved tools.
     • Quarterly manual testing of priority pages.
     • Required accessibility statements on major websites.
4. Roles and Responsibilities
   • 4.1 University Communications & Marketing (UCM) – Web Team
     • Owns and enforces oakland.edu accessibility standards.
     • Leads all new departmental site launches/redesigns.
     • Manages CMS accessibility features, templates, and navigation standards.
     • Coordinates with IT on system integration and security.
     • Reports on compliance status to university leadership.
   • 4.2 Department Content Owners
     • Ensure all content uploaded meets accessibility requirements.
     • Complete required accessibility training annually.
     • Remediate accessibility issues in a timely manner.
5. Content Standards & Requirements
   • 5.1 Web Pages
     • Use approved oakland.edu templates.
     • Provide descriptive page titles and meta descriptions.
   • 5.2 Documents
     • Use Grackle to ensure Google docs are ADA compliant
   • 5.3 Multimedia
     • Provide accurate captions for videos.
     • Include transcripts for audio-only content.
     • Avoid flashing content that could trigger seizures.
6. Training and Resources
   • Accessibility training for all content owners.
   • On-demand information for accessible content creation.
   • Access to approved testing tools (e.g., Grackle, WAVE, axe).
   • Regular workshops on ADA compliance and best practices.
7. Grievance & Feedback Process
   • Accessibility concerns may be submitted via the Public Assessability Form
   • All complaints are logged and acknowledged within 5 business days.