Digital Accessibility - Best Practices & Funding Options

Following our recent accessibility fireside chat, we received some excellent questions that we couldn’t address during the session. As promised, we’re sharing responses to key topics raised, covering accessibility best practices for accordion widgets, funding options for digital compliance, and making PDFs more accessible. Below, we reference the specific questions that were asked during the session and provide detailed answers.

Accordion Widgets and Accessibility

Question: How can we ensure accordion widgets are accessible?

Accordion widgets are useful for organizing content and reducing page clutter, but they must be implemented correctly to remain accessible. Here’s what to consider:

When to Use Accordions:

• To organize secondary or supporting content, such as FAQs or additional explanations.

• When users benefit from scanning high-level headings before deciding to view more.

When Not to Use Accordions:

• If the content inside is essential for understanding the page.

• If users frequently need to reference multiple sections at once, such as policies or step-by-step instructions.

Best Practices for Accessible Accordions:

• Keyboard Accessibility: Users should be able to navigate using only the keyboard. The Tab key should move between headers, and Enter or Space should expand/collapse sections.

• ARIA Attributes: Use aria-expanded="true" when open and aria-expanded="false" when closed. aria-controls should associate buttons with their content panels.

• Visible Focus: Ensure focus remains visible when expanding or collapsing sections.

• Screen Reader Compatibility: Use proper HTML structures, like <button>, so screen readers can interpret expandable sections correctly.

Funding Digital Accessibility Initiatives

Question: What funding sources are available to help municipalities with digital accessibility?

For municipalities looking to improve digital accessibility and attain digital compliance, securing funding can be challenging, especially as American Rescue Plan funds phase out. Here are potential funding sources and cost-saving strategies:

Grant Opportunities

• U.S. Department of Education - OSEP: Supports accessibility technology under IDEA. Some grants may apply to municipal services related to educational technology. Find out more about available grants by clicking on this link.

• Community Development Block Grants (CDBG): These grants, administered by HUD, can fund digital accessibility initiatives that promote community inclusion. To learn more about CDBG grants, follow this link.

• Digital Equity Act (DEA) Funding: Provides grants for digital inclusion, which may support accessibility projects. Find the details of DEA funding by clicking this link.

• State-Specific Grants: Some states, such as Massachusetts, offer digital equity funding. Check with your state’s disability office.

Cost-Sharing Partnerships

• Local Institutions: Universities and accessibility groups may provide free audits, training, or shared resources.

• Technology Companies: Some companies offer discounted or free digital tools for municipalities working toward compliance.

Existing Accessibility Resources

• U.S. General Services Administration (GSA): Provides guidance and tools to support digital accessibility. Click this link to explore GSA resources.

• Web Accessibility Initiative (WAI): Offers global accessibility standards and best practices. Visit WAI by clicking here.

Making PDFs More Accessible

Question: What are the best practices for making PDFs more accessible?

Municipalities frequently use PDFs for public resources, but inaccessible PDFs can create significant barriers. Here’s how to ensure accessibility:

Step 1: Decide Whether a PDF is Necessary

Use HTML instead of PDFs when:

• Content is frequently updated (webpages are easier to maintain).

• Users need search-friendly, mobile-accessible content.

• Reports and data can be structured in web-friendly formats.

Use PDFs when:

• Documents must be printable (e.g., permits, official reports).

• Offline access is needed (e.g., in low-bandwidth areas).

• Legal requirements mandate a specific document format.

Step 2: Creating Accessible PDFs

Best Practices:

• Use Accessible Source Documents:

• Apply structured headings (Heading 1, Heading 2) for logical reading order.

• Add alt text for images and charts.

• Ensure proper table structures with clear headers.

• Use descriptive hyperlinks instead of “click here.”

• Convert to PDF with Accessibility Features:

• In Microsoft Office, use “Save As” > “PDF” and check “Document structure tags for accessibility.”

• In Adobe InDesign, map styles to tags before exporting.

• Enhance PDFs in Adobe Acrobat Pro DC:

• Run the Accessibility Checker (Tools > Accessibility > Full Check).

• Ensure proper reading order and document tagging.

• Specify metadata such as document title and language.

Step 3: Test with Assistive Technologies

• Screen Readers: Test using NVDA (Windows) or VoiceOver (Mac).

• Keyboard Navigation: Ensure all interactive elements are accessible by keyboard.

Step 4: Provide Alternative Formats

• Offer HTML versions of important PDFs to improve accessibility and mobile usability.

Final Thoughts

Improving digital accessibility is an ongoing effort, but by implementing these best practices and leveraging available resources, municipalities can create a more inclusive online experience. If you have further questions or need guidance, reach out to our team—we’re here to help!