Digital Compliance

This is not a new requirement, but it is being reintroduced due to updates to the WCAG standards and the Department of Justice (DOJ) final ruling that requires public schools, community colleges, and public universities to ensure their web content and mobile apps are readily accessible to and usable by people with disabilities.

"WCAG stands for the Web Content Accessibility Guidelines, created by the World Wide Web Consortium (W3C). These guidelines are technical standards web content developers use to update technology tools.

Even if your institution is WCAG 2.0 Level AA-compliant, it must meet additional requirements to become WCAG 2.1 Level AA-compliant.

- WCAG 2.0 was published in 2008 with 12 guidelines.
- WCAG 2.1 was published in 2018 and expanded one guideline and 17 success criteria."

Source: United Educators Insurance

In practice, this covers nearly all the digital content a school provides: websites, learning management platforms, documents (PDFs, slides), videos, emails, apps, and social media.

Importantly, these requirements also extend to contractors and third-party vendors, meaning any content created or delivered on behalf of the district to the public must meet accessibility standards. 

Below are common requirements to check for websites and their contents:

Public-facing school documents are any digital materials that are intended for or accessible by the public, including students, parents, guardians, community members, and prospective families. This includes, but is not limited to:  

• Event posters and fliers 
• Board meeting minutes and presentations 
• Reports 
• Memos 
• Surveys 
• Enrollment forms 
• Calendars 
• Newsletters  
• And more 

 It's critical to make documents accessible before converting to PDF. Frequent document accessibility features include: 

Images and graphics are not just decoration—they convey information, and that information must be available to everyone. All non-text content must have a text alternative (alt) that serves the equivalent purpose. The type of alt text depends on the image's function.   

If an image truly is decorative, such as a colorful line or green background, it must be properly marked in the tool. Tools like Word, Google Docs, PowerPoint, and website editors usually have a built-in space to add alt text or designate an image as decorative.

Image tutorial resource: https://www.w3.org/WAI/tutorials/images/ 

Yes. All digital content on behalf of the district or school, including social media posts, must be accessible. Just like a traditional website, alt text must be applied to images on Facebook, X, LinkedIn, and other platforms.  

Yes. Any video shared with students, parents, or the public must be accessible to people with disabilities. This usually means including captions for people who are deaf or hard of hearing and audio descriptions for essential visual content for people who are blind or visually impaired. Examples include:   

• Recorded lessons posted on the school website or learning platform 
• Event recordings, like assemblies or award ceremonies 
• Promotional or informational videos about school programs 

Making videos accessible ensures all members of our school community can access the information, and it helps the school comply with ADA and WCAG requirements. 

Example WCAG 2.1 Level AA video standards:

Video and Audio Resource: https://www.w3.org/WAI/media/av/  

Yes, but only in very limited cases. Archived content can be exempt from WCAG 2.1 compliance if it meets all of these criteria:

• It was created before the school was required to follow accessibility rules.
• It is kept only for reference, research, or recordkeeping.
• It has not been altered or updated since it was archived.
• It is stored in a clearly labeled archived section of the website.

Example

• Example A: a report from 2024, that is in your archive, is exempt from being updated.
• Example B: a form you are actively using is not exempt and must be made accessible.

Important: If someone with a disability requests access to archived content, the school must provide it in an accessible format—the exception only applies until that point.

Source: https://www.ada.gov/resources/small-entity-compliance-guide/ 

Digital communication is a cornerstone of family engagement, but for many people with disabilities, accessing that information isn’t always easy. Web accessibility ensures that all users—including those with visual, hearing, motor, or cognitive disabilities—can perceive, navigate, and interact with your content effectively. When school faculty and staff follow accessibility standards, they not only comply with legal requirements but also support equity and inclusion for every visitor.