Canvas

Canvas announcements to students must be accessible. This includes attachments such as videos, images, documents, et cetera as well. Canvas Instructure provides some general accessibility tools for you to use such as rich text formatting and the Canvas Accessibility Checker.

General issues to be aware of:

• The Title is automatically a Heading 2 in Canvas. So, be sure to not format any text as Heading 2's in the Rich Content Editor.
• Utilize italics sparingly as it can make it difficult to read for students with learning disabilities.
• Do no underline for emphasis as it can create a poor user experience for students with colorblindness.
• When providing a QR code, be sure to hyperlink the QR code and include descriptive alt text on the image that describes the location of the link, or mark the QR code image as decorative and include the link with descriptive text nearby.
• Images files of flyers are not accessible. Type the flyer in true text or create an accessible file type such as a tagged PDF, PowerPoint, or Word Document. Canva is not accessible!

The Canvas Accessibility Checker can be found in the Editor Status Bar. Select the Accessibility Checker button (person in a circle icon) to open the Accessibility Checker side panel.

Any messages sent to students, staff, or faculty, should be made accessible. Canvas messages do not have a rich content editor, so it is all plain text. With that, you cannot format lists, links, headings, et cetera. However, you do have the ability to attach files. These files must be accessible prior to sending to students. Please refer to other guides for more information:

• Microsoft Word Accessibility
• Microsoft PowerPoint Accessibility
• Microsoft Excel Accessibility
• PDF Accessibility

Formatting a clear heading structure in Canvas is essential for users who rely on assistive technology. These tools allow users to navigate a page by its heading hierarchy, helping them quickly understand the organization and main ideas of the content.

A proper heading hierarchy means nesting headings in logical order based on their level. For example, the main heading represents the title of the page. There should only be one main heading per page, which in Canvas is automatically reserved for the page title.

Because of this, Canvas only provides formatting options for Heading 2, Heading 3, and Heading 4 levels (WebAIM: Semantic Structure—Regions, Headings, and Lists, 2020).

To change text to a heading:

1. Select the text or place your cursor on the paragraph line.
2. In the toolbar, select the Blocks button.
3. Select an appropriate heading level: heading 2, heading 3, or heading 4.

Lists are an effective way to organize and present information in a course. They help break up large blocks of text, making content easier to read, understand, and remember. There are two main types of lists: unordered and ordered.

• Unordered lists use bullet points and are best for items that do not need to follow a specific sequence.
• Ordered lists use numbers or letters and are ideal for information that follows a defined order or hierarchy.

Using list types appropriately enhances readability and supports accessibility. Users who are low-vision or neurodivergent often navigate and process content more efficiently when it is structured in a predictable and logical way (WebAIM: Semantic Structure—Regions, Headings, and Lists, 2020).

To create a list, open the Rich Content Editor of a Canvas page, expand the Ordered and Unordered Lists button on the toolbar, and then select an unordered bullet point design from the top row options.

Tables must be properly formatted to ensure they are accessible to all users. Screen readers interpret tables by following a specific reading pattern, making it essential to designate header rows and header cells accurately.

When a user navigates through a table, the screen reader announces the corresponding row and column headers for each cell, allowing the user to understand the data in context (WebAIM: Creating Accessible Tables – Data Tables, 2017).

Using proper table structure is a key accessibility practice that helps ensure all learners can fully engage with your course content.

To create a table with headers:

1. While in the Rich Content Editor of a Canvas page, select the Table button located on the menu bar. A drop-down menu will appear.
2. Select the Table expandable menu option from the drop-down menu and select the dimensions of your choice.
3. Once your table is displayed within the Rich Content Editor, place your cursor within the first cell of the first row and column.
4. On the menu bar, select the Table button. A drop-down menu will appear.
5. Expand the Row option, and select the Row Properties button. The row properties dialog box will open.
6. Change the Row Type to Header. Then, select the Save button.
7. Place your cursor into the first cell of the first row and column and select the entirety of the first row.
   This can be accomplished by clicking and dragging your cursor across the cells, or by clicking Ctrl + Alt + → on your keyboard.
8. On the menu bar, select the Table button. A drop-down menu will appear.
9. Expand the Cell option, and select the Cell Properties button. The cell properties dialog box will open.
10. Change the Cell Type to Header Cell and change the Scope to Column if needed. Select the Save button.

Links are used for a variety of purposes such as providing extra resources for your students or citing your sources. When providing a hyperlink to an external source it is important to use descriptive link text. Do you want to read or listen to every character of a URL? Neither, do screen reader users. So, instead of providing the hyperlinked URL, unless the document with URLs is for printing purposes, you can hyperlink descriptive text that lets the user know what that link is for (WebAIM: Links and Hypertext - Link Text and AppearanceLinks to an external site., 2019). You can also create buttons if you want your links to look more aesthetic. This will be taught in a later module.

Tips for descriptive link text:

• Linked text should be concise
• Do not remove text decoration such as the underline (with few exceptions)
• Links must have unique descriptive text
  • No two links can have the same text and go to different locations
• Do not provide multiples of a link on any page (redundancy)

To create an external link:

1. With your Rich Content Editor open on a Canvas page, select the Insert tab on the menu bar. A drop-down menu will appear.
2. Expand the Link option then select External Link. The Insert Link dialog box will open.
3. In the Text textbox, insert descriptive text briefly describing the content of the website. In the Link textbox, insert the full URL of the website.
4. Select the Done button.

Decorative images do not contribute meaningful information to the content and are typically included for visual appeal. An image may also be marked as decorative if the same information it conveys is already provided in nearby text.

To include a decorative image:

1. With the Rich Content Editor opened on Canvas, select the Image button on the toolbar. A drop-down menu will appear.
2. Select the Upload Image option. The Upload Image dialog box will open.
3. Select the Upload Image drag and drop, or click to browse your computer button. Your File Explorer will open.
4. Select the image you want to upload to your Canvas page and select the Open button.
5. Under the Attributes section, check the box to mark it as a Decorative image.
6. Select the Submit button.

Including images or GIFs in your lectures can enhance visual engagement and support visual learners. However, it’s important to consider the purpose of each image and format it appropriately to ensure accessibility.

Screen reader users depend on alternative text, figure captions, or nearby descriptive text to understand visual content presented to sighted users. Alternative text is read aloud by screen readers in place of the image.

To include an image with alternative text:

1. With the Rich Content Editor opened on Canvas, select the Image button on the toolbar. A drop-down menu will appear.
2. Select the Upload Image option. The Upload Image dialog box will open.
3. Select the Upload Image drag and drop, or click to browse your computer button. Your File Explorer will open.
4. Select the image you want to upload to your Canvas page and select the Open button.
5. Under the Attributes section, enter appropriate alt text in the textbox.
6. Select the Submit button.

Educational content should not rely on color to interpret meaning. For instance, a calendar with cells colored green for available days. This information cannot be interpretted by a screen reader.

It is essential that all content created for courses and campus materials be available in an accessible format for individuals with disabilities, as well as for faculty and staff.

For example, a flyer created in Canva or Microsoft Publisher and exported as a PNG or JPEG is not accessible to screen reader users. While you may continue to share the flyer in those formats for visual purposes, it is critical to also provide the same information in plain text or an accessible version of the original document. Under Section 508 of the Rehabilitation Act of 1973, the loss of content or information due to inaccessible formats constitutes an accessibility issue (U.S. Access Board – Rehabilitation Act, 2015).

Accessible file types include:

• HTML or XML
• Tagged PDF
• Microsoft Word (DOCX)
• Microsoft PowerPoint (PPTX)
• Microsoft Excel (XLSX)

It is important to note that PowerPoint files do not convert to HTML or XML formats in an accessible way. However, if a PowerPoint presentation is created accessibly, it may be shared as is. Word documents, when properly formatted for accessibility, can be easily converted to HTML or XML, offering additional flexibility for keyboard and screen reader users.

Avoid converting any document to a PDF unless you have the knowledge, tools, and ability to create a tagged PDF that preserves accessibility features.

Finally, keep in mind that any file type—regardless of format—can become inaccessible if not structured correctly. In a separate course, you will learn how to format these file types to meet accessibility standards.

Many instructors enjoy incorporating video content into their lectures because it is interactive, engaging, and supports learners who benefit from visual and auditory materials rather than text alone. Videos can be powerful teaching tools, but it is essential to ensure that all students can access the information they contain. To achieve this, every video must include captions or a text equivalent in accordance with the (Web Content Accessibility Guidelines (WCAG) 2.0, 2023).

Captions provide a textual representation of spoken dialogue, sound effects, and other relevant audio elements for users who are deaf, hard of hearing, visually impaired, or who process information better through text. In addition, captions allow for the creation of transcripts, which serve as a text-only alternative to video content.

Fortunately, Canvas Studio automatically generates captions with approximately 85% accuracy. With a brief review and correction process, captions can easily be improved to near-perfect accuracy—about 99%. Once captions are added, all students gain access to a transcript, enhancing both accessibility and learning flexibility.

Tips for remediating captions:

• Fix grammar and spelling errors
• Reduce orphaned words and punctuation
• Fix the timing of the captioning lines
• To identify multiple speakers, include their names before their dialog within parenthesis e.g. (Jon)
• To describe sounds, identify the sound in brackets e.g. [dog barking]
• Clarify that the dialog and onomatopoeia are accurate to the video's audio
• Do not let captions exceed two lines of text

Normal text is defined as 12-point regular font, while large text is defined as either 14-point bold or 18-point regular font. Normal text must have a minimum contrast ratio of 4.5:1, and large text must have a minimum contrast ratio of 3:1. These issues can often be identified and corrected using automated testing tools.

The Canvas Accessibility Checker is able to check for:

• Color Contrast
• Table Headers
• Table Captions
• Alternative text (if it contains ".png" or ".jpg")
• Potential lists
• Alt text length
• Adjacent links
• Sequential headings
• Heading paragraphs

To open the accessibility checker in Canvas:

1. Open the Rich Content Editor by selecting the Edit button on the page toolbar.
2. Select the Accessibility Checker button on the status bar (stick figure in a circle icon). The accessibility checker side panel will expand on the right-hand side.

PopeTech Accessibility Guide Errors (critical issues):

• Very low color contrast
• Empty Links
• Missing alt text
• Linked images with no alt text
• Empty Headings
• Empty table headers

PopeTech Alerts (potential issues):

• Layout table
• Possible table caption
• Possible lists
• No heading structure
• Skipped headings
• Possible headings
• Suspicious alt text and link text
• Duplicate and redundant alt text
• Long alt text
• Redundant links
• Very small text
• Underlined text

To open the PopeTech Accessibility Guide:

1. Open the Rich Content Editor by selecting the Edit button on the page toolbar.
2. Select the Accessibility Guide button on the page actions toolbar (next to the Cancel and Save buttons). The accessibility guide side panel will open on the right-hand side.

The DesignPLUS accessibility checker will check for:

• Color contrast
• Possible headings
• Skipped headings
• Missing alt text
• Suspicious alt text
• Vague link text
• Math alternative text
• Table headers

To open the DesignPLUS accessibility checker:

1. Open the Rich Content Editor by selecting the Edit button on the page toolbar.
2. Select the Open DesignPLUS Sidebar button on the top right-hand side (after the Save button). The DesignPLUS Sidebar will expand on the right-hand side.
3. In the DesignPLUS Sidebar main navigation, select the Accessibility/Usability button (stick figure in a circle icon).