PSU Resources

Planning Resources

Tab/Accordion Items

Addressing digital accessibility requires a coordinated, comprehensive effort, but starting with a phased approach can allow for strategic prioritization and steady progress. This resource outlines the phases for focusing on critical content first, expanding efforts, and building sustainable practices.

Timeline and strategic plan template

This resource is designed to support the strategic planning efforts of PSU teams as they work to meet the ADA title II rule compliance start date within two or three years. This document provides a sample two-year and three-year phased project timeline:

  • Phase 1: Preparation and initial assessment
  • Phase 2: Planning and resource allocation
  • Phase 3: Implementation and remediation
  • Phase 4: Evaluation and continuous improvement

The strategic plan structure and timeline will vary across PSUs. This planning document is intended to provide an example timeline with goals, strategies, and tasks.

Make a forced copy of the Project timeline and strategic plan document.

Self-assessment document

This document provides a framework for Public School Units (PSUs) to evaluate their progress in improving digital accessibility. The rubric is designed for teams to assess accessibility awareness, team development, audits, and continuous improvement, and to track progress over time.

Make a forced copy of the PSU self-assessment.

Digital content inventory template (document)

This document is designed as an optional support tool to help PSUs identify and inventory various types of digital content created/procured, offering a non-exhaustive list of content categories to consider as they assess the current landscape of digital resources.

Digital content inventory and audit template (spreadsheet)

This spreadsheet is an optional support tool designed to assist Public School Units (PSUs) in auditing and planning for the remediation of inaccessible digital content. It includes separate tabs for different types of digital content: documents, web pages, videos, and procured solutions.

Columns in tabs to note

  • Whether content meets an exception to the ADA rule or requires review (Column A)
  • Impact of the content on stakeholders (Column B)
  • Effort needed for remediation (Column C)
  • These factors correlate to a priority ranking (1-6) to help PSUs effectively prioritize and plan for content review, audit, and remediation. (Column D)
  • Additional columns provide space for audit and remediation action steps

Make a forced copy of the Digital content inventory template (document).
Make a forced copy of the Digital content inventory and audit template (spreadsheet).

Additional Resources

Tab/Accordion Items

An accessibility statement is a public declaration of your organization's commitment to providing inclusive digital experiences. It demonstrates transparency, accountability, and an actionable plan for achieving accessibility goals. Below, you’ll find guidance on creating an effective accessibility statement, sample text, and considerations for expanding accessibility resources.

Sample accessibility statement

Our organization is committed to ensuring digital accessibility for all individuals, including those with disabilities. We are actively working to bring our website into compliance with the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA, as required by Section 504 of the Rehabilitation Act and Title II of the Americans with Disabilities Act regulations.

If you experience difficulty accessing information on our website or have specific questions or concerns about the accessibility of our online content, please contact us through one of the following methods:

  • Email: [Insert email address]
  • Phone: [Insert phone number]

When reporting an issue, please provide the following details to help us address your concern:

  1. The web address (URL) of the page or document you are trying to access.
  2. The nature of the accessibility issue.
  3. Your contact information (optional, if you would like a response).

Best practices for accessibility statements

  • Be clear and specific: State your commitment to accessibility and compliance with relevant standards (e.g., WCAG 2.1 Level AA).
  • Offer multiple contact methods: Include both an email address and phone number. If possible, provide an accessible online form for issue reporting.
  • Provide reporting instructions: Clearly outline the information needed to investigate and address accessibility issues effectively.
  • Transparency in improvements: Acknowledge current challenges and outline future plans for improvement, showing an active commitment to accessibility.
  • Keep it updated: Periodically review your statement to reflect progress and changes in regulations or organizational efforts.

Benefits of developing an accessibility statement

  1. Demonstrates accountability: Shows your organization’s proactive approach to accessibility, building trust with users.
  2. Fosters inclusivity: Reinforces your commitment to providing equal access to all individuals, including those with disabilities.
  3. Ensures compliance: Meets legal and regulatory requirements under ADA Title II and Section 504.
  4. Encourages feedback: Creates a pathway for users to report issues, which helps identify and resolve accessibility gaps.
  5. Enhances transparency: Communicates ongoing efforts and builds credibility by openly addressing accessibility challenges and achievements.

Additional resources to consider including

  • Accessibility reporting page: A dedicated webpage with detailed information about:
    • How to report issues using email, phone, or an accessible form.
    • The process and timeline for addressing reported issues.
    • Accessibility improvements made and plans for future enhancements.
  • Staff training resources: Provide links to training resources for staff on creating accessible content.
  • Accessibility roadmap: Highlight your organization’s specific goals and ongoing efforts to enhance accessibility across all digital platforms.

Establishing a clear and actionable workflow for addressing accessibility issues is critical to ensuring equitable access to your district’s programs, services, and activities. Accessibility is not just about compliance—it’s about creating an inclusive environment where everyone, including individuals with disabilities, can participate fully and independently.

Workflow process benefits

  • Timely resolution: A structured process ensures that reported issues are prioritized and addressed quickly, minimizing disruption to users who encounter barriers.
  • Alternative access: While permanent solutions are being implemented, the workflow provides a mechanism for offering temporary alternatives, ensuring users can still access the information or services they need.
  • Accountability: A documented process promotes transparency and builds trust by showing a clear commitment to resolving accessibility concerns.
  • Efficiency: With limited staffing and resources, a workflow helps streamline efforts, ensuring that accessibility issues are handled consistently and effectively without overburdening staff.
  • Continuous improvement: Tracking and analyzing reported issues allows the district to identify patterns, address systemic challenges, and proactively enhance accessibility across all platforms.

Sample workflow process

StepActions
Acknowledging the report

Upon receiving a report of an accessibility barrier, we acknowledge the submission within 1-2 business days. The acknowledgment includes:

  • A confirmation that the issue is under review.
  • An offer to provide immediate access to the underlying content, program, or service through an alternative format or method.

Example language used in our acknowledgment:
"Thank you for bringing this to our attention. We are currently reviewing the issue you reported. While we work to resolve this matter, we can provide immediate access to the requested information or service in an alternative format. Please let us know how we can assist you further."

Assessing the issue

Within 5 business days, a designated staff member reviews the reported issue to determine:

  • The nature of the barrier (e.g., inaccessible PDF, missing alternative text, poor color contrast).
  • Whether the issue can be resolved internally or requires external resources or vendor support.
  • The urgency of the issue based on the level of impact on access to programs or services.
Providing immediate alternative access

If the issue prevents access to critical information or services, we provide an accessible alternative format or method of access within 1-2 business days.

Examples of alternative access methods include

  • Sharing the information via email in a plain text or accessible file format.
  • Providing verbal descriptions or details over the phone.
  • Offering in-person or remote support to ensure access.
Resolving the issue
  • Simple issues: Barriers that can be resolved quickly (e.g., adding alt text, fixing links, re-uploading accessible files) are addressed within 10 business days.
  • Complex issues: Barriers requiring significant time or external resources (e.g., remediating large PDFs, addressing platform-level issues) are addressed on a longer timeline, as necessary.

Users are informed of the estimated timeframe and updated regularly on progress.

Communicating with the reporter
  • Throughout the process, we maintain open communication with the individual who reported the issue.
  • Updates are provided at key milestones (e.g., acknowledgment, alternative access provided, resolution implemented).
  • Users are notified when the issue has been resolved and are invited to verify the resolution.
Logging and tracking

All reported issues are logged in an internal tracking system, which includes

  • Date of report submission.
  • Description of the issue.
  • Actions taken (alternative access provided, resolution steps).
  • Date of resolution or status update.

This log is reviewed periodically to identify patterns, improve processes, and ensure accountability.

Proactive measures

To minimize future accessibility barriers, we have implemented proactive measures, including:

  • Staff training on creating and maintaining accessible content.
  • Regular monitoring of the website and digital resources using automated and manual accessibility testing tools.

These templates were designed with accessibility in mind. For example, the colors have sufficient contrast, the text size is adequate, headings are used, and navigation is consistent. It is important to also use accessibility strategies when adding content to these templates. 

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