Accessible Content Creation

These procedures provide practical guidance for BRCC content creators to ensure digital content published on the BRCC website and associated digital platforms is accessible to individuals with disabilities. 

The procedures operationalize the requirements outlined in the BRCC Digital Accessibility Policy and support compliance with: 

• Americans with Disabilities Act (ADA) 

• Section 504 and Section 508 of the Rehabilitation Act 

• Web Content Accessibility Guidelines (WCAG) 2.2 Level AA 

Scope 

These procedures apply to all individuals who create, publish, or manage digital content on behalf of Baton Rouge Community College, including: 

• Web content editors 

• Marketing and communications staff 

• Academic departments 

• Administrative offices 

• Contractors publishing content within the CMS 

The procedures apply to the following digital content types: 

• Web pages 

• Images and graphics 

• Documents (PDF, Word, PowerPoint, etc.) 

• Tables and data displays 

• Audio and video media 

• Social media content linked from the website 

Responsibilities of Content Creators 

Content creators are responsible for ensuring that all digital content they publish meets accessibility requirements prior to publication. 

Content creators must: 

• Follow accessibility procedures described in this document. 

• Use built-in accessibility tools within the CMS when available. 

• Correct accessibility issues identified during testing. 

• Coordinate with the BRCC web administrator or accessibility lead if accessibility barriers cannot be resolved. 

Content that does not meet accessibility standards may be removed or remediated by the PR & Marketing team. 

Accessible Page Structure 

Headings 

Content creators must use proper heading structure to organize page content. 

Requirements: 

• Use headings in hierarchical order (H1 → H2 → H3). 

• Do not skip heading levels. 

• Do not use headings purely for visual styling. 

Example structure: 

H1: Financial Aid 

H2: Applying for Financial Aid 

H3: FAFSA Requirements 

Headings help screen readers and assistive technologies navigate page content efficiently. 

Links 

Links must clearly describe the destination or action. 

Content creators must: 

• Use descriptive link text. 

• Avoid vague link phrases such as: "Click here,” “Read more” or “More information” 

Poor example: 

Click here to view the academic calendar. 

Improved example: 

View the BRCC Academic Calendar. 

If multiple links appear on a page, each link must remain understandable when read independently. 

Images and Graphics 

Alternative Text (Alt Text) 

All meaningful images must include alternative text describing the image. 

Alt text must: 

• Convey the purpose or meaning of the image. 

• Be concise. 

• Avoid phrases such as “image of” or “picture of.” 

Poor alt text example: 

image of students 

Improved alt text example:

BRCC students studying in the library 

Decorative Images 

Images that provide no informational value should be marked as decorative so assistive technologies ignore them. 

Complex images (charts/infographics) 

Complex images such as charts, graphs, diagrams, organizational charts and infographics often communicate important information visually. Individuals using screen readers or other assistive technologies must have access to the same information presented visually. 

When publishing complex visual content, content creators must provide accessible text alternatives that convey the same information. 

An image is considered complex when the information cannot be adequately described in a short alt text phrase. 

Examples include: 

• charts and graphs 

• statistical visualizations 

• maps 

• process diagrams 

• organizational charts 

• timelines 

• infographics containing multiple data points or sections 

If the image contains multiple pieces of information or structured data, it must be treated as a complex image. 

Steps to follow for complex images:

Step 1: Provide Brief Alt Text 

All complex images must include short alt text summarizing the purpose of the visual. 

Alt text should briefly identify what the image represents. 

Example: 

Bar chart showing enrollment growth at BRCC from 2019 to 2024. 

Alt text for complex images should not attempt to describe all data points, as that would make the alt text overly long and difficult to navigate. 

Step 2: Provide a Full Text Description 

Complex images must include a longer description that communicates the key information contained in the visual. 

This description can be provided: 

• in surrounding page text 

• in a caption 

• in a paragraph immediately following the image 

• on a linked page containing the full description 

The description must communicate the same meaningful information that sighted users obtain from the image. 

Example description: 

Enrollment increased steadily from approximately 8,000 students in 2019 to over 11,000 students in 2024, with the largest increase occurring between 2021 and 2022. 

Step 3: Ensure Data Is Accessible 

When charts or graphs present structured data, the underlying data should also be available in an accessible format. 

Preferred options include: 

• an accessible data table 

• structured text description summarizing trends 

• downloadable accessible datasets when appropriate 

Providing data in table form allows assistive technologies to navigate and interpret the information effectively. 

Infographics 

Infographics frequently combine: 

• images 

• icons 

• short text statements 

• statistics 

When publishing infographics, content creators must ensure the information is also available as accessible text on the page. 

Recommended approach: 

1. Include a brief alt text description for the infographic. 

1. Provide the full information in structured page content below the image. 

Example: 

Alt text: 

Infographic summarizing BRCC student support services. 

Accessible text below the image: 

Student Support Services at BRCC include: 

• Academic advising 

• Tutoring services 

• Career counseling 

• Mental health support 

• Financial aid assistance 

Avoid Images of Text 

Content creators must avoid publishing images that contain essential text. 

Problems with images of text: 

• screen readers cannot read them 

• users cannot resize or reflow the text 

• text may not meet color contrast requirements 

If text must appear in an image (such as in marketing graphics or infographics), the same information must be provided as accessible text on the page. 

Example Workflow for Complex Images 

When publishing a chart, infographic, or diagram: 

1. Add short alt text describing the visual. 

1. Provide a written explanation of the key information. 

1. Include accessible data tables when appropriate. 

1. Ensure the information is understandable without viewing the image. 

Example 

Image: Chart showing graduation rates. 

Alt text: 

Line chart showing increasing graduation rates at BRCC from 2020 to 2024. 

Accessible description: 

Graduation rates increased from 42% in 2020 to 57% in 2024. The largest increase occurred between 2022 and 2023 following the expansion of student advising programs. 

Accessible data table: 

When to Request Assistance 

Content creators should contact the BRCC web team or accessibility lead when: 

• charts or visualizations contain complex datasets 

• maps or diagrams require detailed descriptions 

• the appropriate text description is unclear 

Important Note 

Providing a complete text alternative ensures that people with the following conditions can access the same information presented visually:

• screen reader users 

• individuals with low vision 

• users with cognitive disabilities 

• users who disable images 

Tables

Tables are commonly used to present structured information such as schedules, program requirements, or statistical data. When tables are created incorrectly, screen reader users may not be able to understand how the information is organized. 

Accessible tables allow assistive technologies to correctly identify relationships between rows, columns, and header labels. 

Content creators must ensure tables are structured so users can navigate and interpret the data. 

When to Use a Table 

Tables should only be used to display structured data that benefits from row and column relationships. 

Appropriate uses include: 

• course schedules 

• tuition or fee comparisons 

• program requirements 

• statistical data 

• enrollment or graduation rates 

Example: 

Do Not Use Tables for Layout 

Tables must not be used for visual formatting or page layout. 

Problems with layout tables include: 

• confusing reading order 

• incorrect navigation for screen readers 

• difficulty when content is resized or viewed on mobile devices 

Instead, use headings, lists, or standard page formatting tools. 

Steps for using tables:

Step 1: Include a Header Row 

Every data table must include a header row that identifies the content of each column. 

Header rows allow assistive technologies to announce the column heading as users move through the table. 

Example: 

[Text Wrapping Break]Without header rows, screen readers may read the data with no context. 

Step 2: Use Clear, Descriptive Headers 

Table headers must clearly describe the data contained in each column or row. 

Poor example: 

| Item | Value | Other | 

Better example: 

| Program | Required Credits | Credential Type | 

Headers must be specific and meaningful. 

Step 3: Keep Tables Simple 

Simple tables are easier for assistive technologies and users to navigate. 

Whenever possible: 

• avoid merged cells 

• avoid nested tables 

• avoid multi-level headers 

• limit the number of columns when possible 

Complex tables often become difficult for screen readers to interpret correctly. 

If a table becomes too complex, consider: 

• splitting it into multiple tables 

• converting information into lists or paragraphs 

• providing additional explanations in surrounding text 

Step 4: Provide a Table Caption (When Needed) 

For large or complex tables, a short caption can help explain the purpose of the table. 

Example caption: 

Table: Tuition and Fee Comparison by Program. 

Captions help all users understand what the table represents before navigating its contents. 

Step 5: Ensure Logical Reading Order 

Tables must be organized so the data reads logically from: 

left to right and top to bottom 

Assistive technologies read tables in this order. 

Poorly structured tables may cause information to be read incorrectly. 

Step 6: Avoid Empty Cells 

Empty table cells can create confusion for screen reader users. 

Instead of leaving cells blank: 

• insert “N/A” 

• insert “None” 

• provide appropriate explanatory text. 

Example: 

Step 7: Check Table Accessibility Before Publishing 

Before publishing a table, content creators must verify that: 

• The table is used for data (not layout) 

• Column headers are clearly defined 

• The table structure is simple and readable 

• Cells are not merged unnecessarily 

• Data reads logically from left to right 

If tables are created in documents such as Word or Excel before being uploaded, the document accessibility checker must be run prior to publishing. 

Example Accessible Table 

This table is accessible because: 

• column headers are defined 

• data relationships are clear 

• the structure is simple 

• there are no merged cells. 

When to Request Assistance 

Content creators should contact the BRCC web team or accessibility lead when: 

• a table contains many columns or rows 

• multiple header levels are required 

• data relationships are difficult to represent in a simple table. 

In some cases, the PR & Marketing team may recommend alternative formats that improve accessibility. 

Important Reminder 

Tables must always communicate information clearly to all users, including those who: 

• use screen readers 

• navigate using keyboards 

• use magnification or screen zoom 

• access content on mobile devices. 

Proper table structure ensures that data is understandable regardless of how the content is accessed. 

Important! Avoid copying tables form Microsoft Word, Excel, PDFs, or other external documents into the CMS.  

Copying and pasting tables can introduce formatting or structural issues that may prevent assistive technologies from correctly interpreting the table. 

Content creators must not publish images that contain tables or tabular data in place of an accessible table. In rare situations where an image containing tabular information must be displayed (such as historical documents or screenshots used for instructional purposes), the same information must also be provided in an accessible format (see “Complex Images”). 

Color and Visual Design

Content creators must ensure information is not conveyed by color alone. 

Examples: 

Problematic example: 

“Items marked in red are required.” 

Accessible alternative: 

“Required fields are marked with an asterisk (*).” 

Content creators must also ensure sufficient color contrast between text and background when formatting content. 

Documents and Downloads

Documents linked from the BRCC website must be accessible. 

Preferred format: 

• HTML web pages when possible. 

If documents are necessary, they must be created using accessible practices. 

Requirements for documents: 

• Use structured headings. 

• Provide alt text for images. 

• Use properly formatted tables. 

• Ensure reading order is correct. 

• Verify accessibility using built-in accessibility checkers. 

PDF documents must be created from accessible source files whenever possible. Never upload scanned PDFs, assistive technology cannot interpret any information in scanned PDFs. 

Video and Audio Content

Multimedia content must include accessible alternatives. 

Video must include: 

• accurate captions, including descriptions of sounds that contribute to meaning of the video 

• audio descriptions of important visual information not conveyed through narration 

• accessible player controls 

• accurate, comprehensive transcript  

Audio-only content must include: 

• transcripts, including timestamps and speaker identification 

Social Media Content

Content posted on official BRCC social media accounts must follow accessibility practices. 

Content creators must: 

• include alt text for images 

• provide captions for videos 

• avoid posting images that contain essential text without alternative descriptions. 

Embedded third-party tools

Embedded third-party tools include items such as calendars, forms, directories and other aspects of a website.

These tools must also be as accessible as feasible. 

Accessibility Checks Before Publishing

Before publishing content, creators must verify: 

• Headings are structured correctly 

• Images include alt text 

• Links clearly describe destinations 

• Tables include header rows 

• Documents are accessible 

• Videos include captions 

Reporting Accessibility Issues

Accessibility issues identified on BRCC digital content should be reported to the web accessibility coordinator. 

Content creators should coordinate with the web administrator or web accessibility coordinator to address reported issues promptly. 

Training and Support

BRCC provides accessibility training and guidance for content creators. 

Resources may include: 

• accessibility training modules 

• documentation and checklists 

• consultations with the accessibility lead or web administrator. 

• Accessibility testing tools: how to use the tools, how to interpret reports 

Content creators are expected to participate in required accessibility training.