[Ucrfacultyandstaff] Week Five Challenge: The UCR Digital Deep Clean

[UCR Provost]

[image: UC Riverside logo]
The UCR Digital Deep Clean

[image: A disorganized home office]
Week Five: The Home Office

We’ve hit the halfway mark of our challenge! This week, we’re stepping into
the "Home Office" to focus on two foundational elements of digital
accessibility: file type and structure.

Organizing a physical office is typically about choosing the right
container and labeling your files. In our digital home office, your file
types act as the containers, and some are much easier to access than
others. Think of a paper tray organizer versus a locked filing cabinet.
Once you’ve picked the right container, Heading tags (H1-H4) act as the
labeled dividers inside. Proper headings create a digital map that allows
screen readers and search engines to “read the labels” and jump to the
needed information.
The Weekly Guidance

[image: A monitor displaying a sample Google document that illustrates
accessible heading structure]
Start on the Right Foot

To reduce the burden of remediation later, we encourage a "browser-first"
approach. The file type you choose today determines how accessible your
content will be tomorrow.

File Type Considerations:

   -

   The “Gold” Standard: Webpages (e.g., Canvas, Drupal, etc.) — Native web
   content is the most flexible, mobile-friendly, and inherently accessible
   format.
   -

   Preferred Document: Google Docs <https://docs.google.com> —
   Browser-based and includes the Grackle accessibility tool
   <https://accessibility.ucr.edu/grackle> which, upon launch
   <https://ucrsupport.service-now.com/ucr_portal?id=kb_article_view&sysparm_article=KB0012426>,
   flags potential accessibility issues.
   -

      Next Best Document: Microsoft Word (Online) <https://www.office.com/>
      — Browser-based versions of Word are more accessible than
desktop versions
      and contain Microsoft’s basic “Check Accessibility” feature.
      -

   Alternative Formats: Presentations (PowerPoint & Slides) — Great for
   visual storytelling, but they require more "tidying-up" around reading
   order and alt-text. Browser-based versions are inherently more accessible
   than desktop.
   -

   Handle with Care: PDF — PDFs are the most difficult to make accessible
   and do not "reflow" well on mobile screens. PDF may be appropriate if the
   document requires a fixed layout for legal reasons or professional
   printing. If it’s just information meant to be read, a webpage or
   browser-based document is a much more Highlander-friendly choice because of
   the built-in accessibility features.
   -

   Alt-text Required: Images — Images are inherently inaccessible and
   always require alt text. If the software you’re using does not support alt
   text, please consider a different tool for your digital content.


Pro Tip: Any of the above formats can be made accessible. By the same
token, all of the above formats can experience accessibility violations if
the proper accessibility features and practices are not applied. Visit the
UCOP accessible documents and PDFs page
<https://www.ucop.edu/information-technology-services/services/ucop-it-services/application-and-web-services/accessible-pdfs.html>
to learn more.
[image: A screenshot of a Google document that highlights the selection of
the built-in Styles menu]
Use the Built-in Styles for Accessible Structure

Many of us try to create "headings" by simply making text bold or
increasing the font size. While this looks like a heading to sighted users,
a screen reader just sees it as regular text. To make it functional, you
must use the built-in "Styles" or "Paragraph Format" menus in your software.

Beyond accessibility, using the built-in styles menu in Word or Google Docs
automatically builds your Table of Contents and allows you to restructure
long documents in seconds. It is a major time-saver for your daily workflow!



The Weekly Challenge

[image: A woman holding a laptop who is deep in thought]

Audit your "Go-To": Look at the files you share most often. Could that PDF
syllabus be a Canvas page or a Google Doc? Could that department memo be a
clear, well-structured email or browser-based document?

Format with Styles: Open a Google Doc or Word Online file and use the
"Styles" or "Paragraph Format" menu to add appropriate Title, Heading 1
(H1), Heading 2 (H2), etc,. tags.

Run Grackle: If you’re in Google Workspace, launch Grackle
<https://ucrsupport.service-now.com/ucr_portal?id=kb_article_view&sysparm_article=KB0012426>
to review your Docs, Sheets, and Slides for structural errors.
Faculty Focus

Canvas has built-in heading functionality within its Rich Content Editor
(RCE). Since Canvas uses Heading 1 for the Page Title, start your content
with Heading 2.

   -

   H2: Use for main sections.
   -

   H3: Use for sub-sections.
   -

   H4: Use for sub-sub-sections.

Proper use of these built-in headings enables students using screen readers
to scan and jump to the specific content they need.
Canvas Heading Structure Guidance
<https://teaching.ucr.edu/heading-structure>
Writing and Formatting Guidance
<https://accessibility.ucr.edu/digital-accessibility/writing-and-formatting>
Comprehensive Document Accessibility Training
<https://learninghub.siteimprove.com/path/comprehensive-document-accessibility>

Website Wranglers
Website Structure Guidance
<https://accessibility.ucr.edu/digital-accessibility/websites#layout-and-structure>
Accessibility for Content Contributors Course
<https://learninghub.siteimprove.com/customer-training-accessibility-for-content-contributors-1>

In Drupal or other platforms, always use headings logically rather than
choosing them based on visual appeal. Skipping from an H2 to an H4 because
you like the font size can break the "map" for assistive technology. If
it’s a new section, use the next level down in the hierarchy.
Did You Miss Previous Weeks or Want to Get Ahead?

You can find all of the accessibility guidance and resources provided as
part of the Digital Deep Clean challenge on the Digital Accessibility
webpage!
Visit the Digital Accessibility Webpage to Learn More
<https://accessibility.ucr.edu/digital-accessibility>


Access barrier? Report digital accessibility issues or request remediation
<https://ucrsupport.service-now.com/ucr_portal?id=ucr_accessibility_form_login>
of inaccessible digital content.

University of California, Riverside

900 University Ave.

Riverside, CA 92521

951-827-1012 | ucr.edu <https://www.ucr.edu/>
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