Web Accessibility Standards for Presentation Documents

Web Accessibility Standards for Presentation Documents

Web Accessibility Standards for Presentation Documents

Intent

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

Who uses this document

Web Editors

Content Creators

Web accessibility standards for presentation templates and slideshows

The minimum standard is WCAG 2.0 Level AA, plus the recommended practices for creating presentation templates and slideshows.

When to use this format online

Do 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 format

Use 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
  1. If the resource fails any of the design checkpoints, make the necessary changes or seek help from a web or multimedia specialist.

General

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

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 metadata

File is a PowerPoint presentation (PPTX).[ Y N NA ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 grammar

Default language is set to English (Australia).[ Y N NA ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / Foreign language words/passages have been specified. / Use PowerPoint menu:
Select text. Review > Language > Set Proofing Language… / SC 3.1.2 Language of Parts

Content is written clearly and concisely using language appropriate for your document’s audience and purpose. [ Y N NA ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 1.3.3Sensory Characteristics

Acronyms and abbreviations are explained on their first occurrence unless they are common (e.g., DVD, etc.). [ Y N NA ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / Acronyms and abbreviations (except those in common use, e.g. DVD) are expanded when first used. / Editorial review / SC 3.1.4 Abbreviations

Unusual words have been defined inline and/or described in a glossary slide. Pronunciation is also provided. [ Y N NA ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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
Y
N
NA / 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
Y
N
NA / 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 headings

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

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 plus
Use the PowerPoint LHS Outline pane to check slide titles. / SC 1.3.1 Info and Relationships,
SC 2.4.6 Headings and Labels
Y
N
NA / 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 ]

Y
N
NA / ‘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 ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 lists

The 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 ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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
Y
N
NA / 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
Y
N
NA / 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 ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / Emphasis is used sparingly (e.g. single words or short phrases). / Visual check
Y
N
NA / Emphasis is achieved through bold formatting or UPPERCASE lettering. / Visual check
Y
N
NA / 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 ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / Italic formatting is used only for citing references. / Visual check

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

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / Underlining is used only for hyperlinks. / Visual check

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

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / Lists have been created using the ‘Bullets’ and ‘Numbering’ list functionality.
Do not use tabs or manually insert numbers, symbols or images for visual effect. / Visual check / SC1.3.1 Info and Relationships

Alignment and spacing

All headings and body text are left-aligned (no indent on the first line of paragraphs).
Document contains no fully justified text.[ Y N NA ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / All body text is left-aligned. / Visual check / SC 1.4.8 Visual Presentation
Y
N
NA / All headings are left-aligned. / Visual check / SC 1.4.8 Visual Presentation
Y
N
NA / 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 ]

Y
N
NA / Line spacing is 1.5. / Visual check plus
Use PowerPoint menu:
View > Master Views > Slide Master
Select text box: Home > Paragraph > Paragraph Dialog Box > Line Spacing = 1.5 lines
Slide Master > Close > Close Master View. / SC 1.4.8 Visual Presentation

Colour and contrast

There 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
Y
N
NA / High contrast colours are used for text and background / Print slides in black and white
Use Colour contrast analyser (The Paciello Group) to ensure foreground/background colours pass AA. / SC 1.4.3 Contrast (Minimum)
Y
N
NA / 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 ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 transitions

Presentation does not use animations, slide transitions or slide timings to automatically advance the slides. [ Y N NA ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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
Y
N
NA / 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 2.2.1Timing Adjustable

Images, text boxes, drawings and charts

Images 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 / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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
Y
N
NA / 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 / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / Drawn objects are grouped into a single image. / Visual check
Y
N
NA / The read order of images, text boxes and other drawn objects is correct.
Note: The read order of items will match the order they were initially added to the slide. / Editorial review plus
Use the PowerPoint menu:
Drawing Tools > Format > Arrange > Selection Pane.
Note: In the ‘Selection and Visibility’ RHS pane things are read from the bottom up. / SC 1.3.2 Meaningful Sequence,
SC 2.4.3 Focus Order

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

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 insidethe grouped shapes, will be read out. / Editorial review plus
Use PowerPoint menu:
Right-Click > Format Shape…> Alt Text > Description / SC 1.1.1 Non-text Content
Y
N
NA / 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.”). / Editorial review plus
Use PowerPoint menu:
Right-Click > Format Shape… > Alt Text > Description / SC 1.1.1 Non-text Content

Complex images (e.g. charts, drawings and SmartArt graphics) have suitable text alternatives to describe the information they communicate. [ Y N NA ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / Complex images, that require more than a short Alt Text Description to communicate their content, are followedby a hidden slide with an equivalent text alternative. / Editorial review / SC 1.1.1 Non-text Content
Y
N
NA / Charts are not images but chart objects where users can access the underlying Excel data. This is essential for visually impaired users who cannot see the chart. / Use PowerPoint menu:
Chart Tools > Design > Data > Edit Data / SC 1.1.1 Non-text Content

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

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 plus
Use PowerPoint menu:
Right-Click > Format Shape… > Alt Text > Description / SC 1.1.1 Non-text Content

Tables

Tables have a simple layouts, no complex tables (e.g. nested tables or tables with multiple split or merged cells) are used. [ Y N NA ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 tabsformatting the text into a table-like layout. [ Y N NA ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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 review
Use PowerPoint menu:
Right-click > Format Shape... > Alt Text > Description / SC 1.3.1 Info and Relationships
Y
N
NA / The table summary informs the user where the longer description is (e.g. “Details in text on the next slide.”). / Editorial review plus
Use PowerPoint menu:
Right-Click > Format Shape… > Alt Text > Description / SC 1.1.1 Non-text Content

Slides containing tables are followed by a hidden slide containing an equivalent text alternative. [ Y N NA ]

Result / Design checkpoint / Method / WCAG2.0 Success Criterion
Y
N
NA / 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. / Editorial review / SC 1.1.1 Non-text Content

If a table has been used for layout the reading order is correct when read left to right, top to bottom. [ Y N NA ]

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