Updated September 2025
Purpose of this Guide
This resource is designed to help administrative departments and staff across Virginia Western comply with updated digital accessibility requirements under Title II of the Americans with Disabilities Act (ADA). While our faculty have their own sets of guidelines, this guide is focused on administrative units, providing simple, actionable steps to ensure that the digital content we create, and share is accessible to everyone, including people with disabilities.
Why This Matters
- It’s the law: New federal regulations under Title II of the ADA are now mandatory and enforceable.
- It’s about equity: Accessibility ensures that all members of our community can access important information and services.
- It protects the college: Non-compliance can lead to complaints, legal risks, and reputational harm.
Five-Step Process to Achieve Digital Accessibility Compliance
1. Educate Yourself and Your Team
Understand what digital accessibility is, why it matters, and how it applies to your work. Start with the resources listed at the end of this document.
2. Conduct a Digital Content Audit
Review all digital content your office creates, distributes, or provides access to.
Ask:
- Is it digital?
- Is your office/department responsible for creating, maintaining, or distributing it?
Include:
- Documents (Word, PDF, Excel)
- Videos or multimedia
- Web forms
- Canvas Sites that you maintain
- Content distributed via 3rd party platforms and applications like Accommodate, Team Dynamix, Maxient, scholarship applications, kiosks and digital signage
Exclude:
- The main VWCC website (already compliant)
- Major systems owned by the state or VCCS (e.g., SIS, PeopleSoft, Zoom, Cardinal)
- Archival content (clearly marked and not in active use) does not require remediation.
Notes: If you create or upload content into 3rd party platforms (e.g., a PDF uploaded to Accommodate or Maxient), then that content is your responsibility and must be accessible.
3. Evaluate Accessibility of Each Item
Use built-in accessibility checkers or request documentation as appropriate.
- Documents: Use accessibility checkers built into Word, Excel, PowerPoint, or Adobe Acrobat Pro
- Multi-media content: Captions included and turned on by default
- Third-party platforms: Request a VPAT (Voluntary Product Accessibility Template) or other documentation of accessibility compliance (Wait for further guidance on this from VCCS SSC)
4. Remediate or Replace Inaccessible Content
Make the necessary changes so content meets current standards.
- Use built-in tools to fix errors directly
- Replace outdated or non-compliant materials with accessible templates or updated files
- Pay particular attention to PDFs: Files created from a scanner or photocopier are sometimes just a picture that can’t be read by a screen reader and therefore not accessible
- Seek help from internal support resources if needed (see “Resources” below)
5. Ensure All New Content is “Born Accessibile”
Going forward, all digital content should be created using accessible design principles from the start. Use templates, review content before distribution, and develop team habits for accessibility.
Pro Tip: Enable Accessibility Checker in Outlook, Word, PowerPoint, and Excel to check your email messages, documents, slides, and spreadsheets for accessibility issues while you work, like having spell check on all the time. Check accessibility while you work in Office apps
Tools and Resources
Virginia Western Digital Accessibility Resources
Digital Accessibility Project Webpage
The go-to site for campus-specific guidance, updates on the Digital Accessibility Project and link to upcoming training.
Instructional Technology InfoGuide: Accessibility
While originally designed for faculty, this guide includes practical tools and tutorials that can benefit administrative users as well.
External Resources
Title II ADA Rule – Fact Sheet (ADA.gov)
A summary of the new accessibility requirements for public entities.
WCAG 2.1 Level AA Guidelines
These are the web content accessibility standards we are aligning with.
Navigating DOJ Accessibility Rules (WCET/WICHE) (YouTube)
A recorded video session that helps higher ed institutions understand and respond to new requirements.
Introduction to Accessibility – WebAIM
An overview of digital accessibility concepts, assistive technology, and the importance of inclusive design.
Creating Accessible Documents – NC State University
Step-by-step guidance for making Word, PowerPoint, Excel, and PDF files accessible.
Help Guide: PDF Accessibility Overview
A clear introduction to making PDF documents accessible–one of the most commonly problematic formats.
Accessibility Checker Tools and Help Guides
Microsoft Office Accessibility Checkers
Microsoft Support: Accessibility Checker Overview – Help for Word, Excel, PowerPoint, and Outlook
Adobe Acrobat Pro Accessibility Checker
Adobe Help: PDF Accessibility Features – Tools for evaluating and remediating PDF documents
UDOIT Advantage for Canvas
A Canvas based accessibility assistant to help check your Canvas course or Canvas site for accessibility issues and helps you fix them
Need Additional Help?
Visit the Digital Accessibility Project Webpage. You can also contact these offices for additional support or invite someone to come and speak with your team:
Office of Disability Services (ODS)
Student Life Center S207
Fax: 540-857-7918 TTY: All users 711
Phone: 540-857-6488
Email: disabilityservices@virginiawestern.edu
Online Learning and Instructional Technology (OLIT)
Brown Library Main floor
Phone: 540-857-6202
Email: OLIT@virginiawestern.edu
Media Geeks – Help with video captioning
Business Science Bldg, Room M250
Phone: Call the Help Desk
Service Request Form (submit a ticket)
IET Help Desk – Support for Microsoft or Adobe Accessibility Checkers
Business Science M273
Phone: 540-857-7354
Email: helpdesk@virginiawestern.edu (Students)
Submit a Ticket (Faculty & Staff)
- Office of Disability Services Home
- How to Apply
- Accommodations & Services
- Student Rights & Responsibilities
- Accommodation Access Plans
- Disability Services Forms
- Filing a Grievance
- Regional Academy & Dual Enrollment Students
- For Parents & Supporters
- Campus Resources
- Community & Online Resources
- Digital Accessibility Project
Contact Us
Hillary Holland, LPC
Disability Counselor/ADA Coordinator
hholland@virginiawestern.edu
540-857-6488
Chris Porter, MS
Dean of Learning Resources & Online Learning
Brown Library B105
cporter@virginiawestern.edu
540-857-6697