HEAL Your Digital Content

Overview

Digital accessibility is a shared responsibility across the organization. It is not just about compliance. It is about creating digital experiences that are usable, inclusive, and welcoming for all members of our community.

We developed the HEAL framework to focus on four foundational accessibility practices that can make a meaningful difference in emails, LMS courses, websites, documents, presentations, and other digital materials. It is an introductory approach to evaluating content and forms basic skills every professor should know and use regularly.

Many of the items below only take a few moments to implement! If you take these items to heart, then building or selecting new materials will be a breeze!

The HEAL Framework

Letter H vertical banner with icon of two headings over text.

"H" for Headings

Organize content with formal, semantic headings.

Headings provide the structure or logical reading order for a document. Simply applying bold formatting or increasing the font size of text is not enough. We must use the formal or official heading styles. These headings are vital so that people using assistive technologies can understand and navigate the structure of a paper, web page, or application.

It is easy to apply formal headings in Microsoft Word, Google Docs, and Pepperdine Canvas using the ribbon, menu bar, or rich text editor.

How to Apply Headings to Content (click to expand)

Learn How to Apply Headings in Popular Applications

Pepperdine Canvas: Use the Canvas Rich Content Editor to apply heading styles. Use the "Paragraph" ("Blocks") drop-down menu or the "Format" menu, then choose the Blocks submenu to apply the appropriate heading levels to selected text.
Microsoft Office Word: Use the Styles gallery to add a heading in a Word document.
Google Docs: Use the Styles drop-down menu or the Format menu and Paragraph Styles to apply the appropriate heading levels. Learn more about adding headings in Google Docs.
Modern Campus CMS (aka OmniUpdate or OU): Use the Modern Campus CMS WYSIWYG Toolbar to apply heading styles. Use the "Paragraph" drop-down menu to apply the appropriate heading levels.

Use Keyboard Shortcuts to Apply Headings

Applications like Microsoft Office and Google Docs let you quickly add headings to your text.

Heading 1: Ctrl-Alt-1 (Windows) or Cmd-Alt 1 (Mac).
Heading 2: Ctrl-Alt-2 (Windows) or Cmd-Alt-2 (Mac).
Heading 3: Ctrl-Alt-3 (Windows) or Cmd-Alt-3 (Mac).

NOTE: You can modify styles in Microsoft Word to assign additional keyboard shortcuts for Heading 4-6, if desired. In the Modify window, use the Format button and select Shortcut Key. Word will notify you if a shortcut is assigned to something else already.

Common Heading Issues (click to expand)

Avoid Common Issues with Headings

Not Using Headings: The top issue is not using formal headings, but using manual formatting instead. The fix is easy: Apply formal headings! TIP: Use keyboard shortcuts like Ctrl-Alt-1 or Cmd-Alt-1 to apply Heading 1
Empty Headings: This error or issue happens when you accidentally apply a heading to a blank link or an image. Correct it by selecting the line and setting the line to "Normal" or "Paragraph" text.
Using Headings as a Formatting Shortcut: Do not apply a heading to text that is not intended as a heading. For example, do not apply a heading to a paragraph of text simply because you want the text to be large, bold, and a certain color. Manually format non-heading text.

Learn more about Headings.

"E" for Explanatory Links

Make hyperlinks descriptive and unique. Never place links on generic words or phrases like "click here" or "this website."

To aid users of assistive technologies, place hyperlinks to websites and resources on wording that clearly communicates where the link will go or what action will occur. At the same time, don't place links on full sentences or paragraphs; be clear and concise with your link terms. Links on the same page or in the same document should be unique. Avoid multiple "register here" or "learn more" links, for example.

Example: Place Web Links on Descriptive or Explanatory Text (click to expand)

Rules of Thumb for Writing Web Links

Place links on descriptive text, such as subjects, verbs, and/or direct objects, that clearly define the destination or resulting action.
Do NOT place links on generic words like "click here," "this link," or "this website."
Avoid writing the full URL on a page; please place the link on human-friendly text. Exceptions include very short links, often used for marketing purposes, like pepperdine.edu/techlearn. If you can't read a web link aloud comfortably, then place the link on easy-to-read, descriptive text instead.
Make link wording unique; do not reuse the same language (e.g., "register now") if multiple links point to different locations.
Remember: You must ensure that the destinations of your web links are accessible to your students or audience. Your well-written web link to an inaccessible external PDF, for example, will be a barrier to student learning. Coordinate with Pepperdine Libraries, textbook publishers, and other partners to provide accessible learning materials.
Please limit the use of the underlining format to web links only. Kindly avoid using underlining for emphasis in documents or on web pages. Instead, please use italics or bold formatting. For example, all modern style guides, such as APA, MLA, and Chicago, have abandoned underlining for long titles (books, journals) and reserve it for links.

**Table of Web Link Dos and Don'ts**
Bad Practice (Don't do this!)	Best Practice (Please do this!)
To learn more about the Pepperdine IT department, click here.	Learn more about Pepperdine IT.
For instructions and the application to apply for student accessibility accommodations, follow this link.	For instructions and application details for student accessibility accommodations, please visit How to Apply with OSA.
Register now!	Register for Gemini Essentials!
Go to https://infoguides.pepperdine.edu/c.php?g=1275919&p=9361427	Pepperdine Libraries shares how to Avoid Plagiarism.

Learn more about Meaningful Links.

"A" for Alternative Text

Describe all visual or non-textual content.

We need to help anyone who may need visual accommodations by providing text descriptions of elements such as images, charts, and graphs. If an image is purely decorative (and serves no other purpose than as a design element), be sure to mark it as decorative. When describing visuals, focus on the instructional purpose of the object.

Example: Add Alternative Description (Alt Text) to an Image (click to expand)

About Image Alternative Descriptions or Alt Text

For all images, you must provide a concise description to help someone who may not be able to perceive it. Namely, what does the image depict, and what is its purpose? A description may vary based on the context within the learning materials.

**Table of Image and Alternative Text Example**
Example Image	Example Description
	A view of the Phillips Theme Tower on Pepperdine University's Malibu campus with the Santa Monica Mountains in the background.

How to Add Alternative Descriptions to an Image

Pepperdine Canvas LMS: "How do I manage alt text and display options for images embedded in the Rich Content Editor?"
Microsoft Office: "Add alternative text to a shape, picture, chart, SmartArt graphic, or other object"
Adobe Acrobat: "How to Add Alt Text in Adobe Acrobat: A Step-by-Step Guide"
Modern Campus CMS (formerly OmniUpage or OU): "Insert/Edit Image"

Refer to the help documentation of any other tool or service.

Example: Add Alternative Description (Alt Text) to a Chart, Graph, or Infographic (click to expand)

About Alternative Descriptions for Charts, Graphs, or Infographics

In addition to descriptions for photographs or illustrations, we need descriptions for other visual media, such as data charts, graphs, or infographics. These visualization graphics are often complex, so we may need to provide both an alternative (alt) description as well as a separate long description, data summary, or appendix to explain the graphic in detail. A long description may appear on the same page as the image or link to a separate page with the details.

**Table of Complex Image and Description Examples**
Example Image	Example Descriptions
Open LMS Landscape image in a new window.	Image Alternative Description (Alt Text) A bubble chart of the LMS marketplace with Canvas as the major market leader and Sakai as a market laggard with limited adoption. Accompanying Long Description This bubble chart depicts the market share of common learning management systems (LMS) in the United States and Canada. The clear market leader is Canvas LMS with 41% market share and an upward arrow indicating increasing adoption. It is followed by Moodle LMS with 18% share, but decreasing adoption; Desire2Learn (D2L) Brightspace LMS with 17% share and increasing adoption; and Blackboard LMS with 17% share and decreasing adoption. An outlier on the chart is the Sakai LMS, highlighted in an orange box, with approximately 2% share and decreasing adoption.

How to Add Alternative Descriptions for Charts, Graphs, and Infographics

US Government Section 508: "Authoring Meaningful Alternative Text: Charts, Graphs, and Diagrams"
Web Accessibility Initiative (WAI): "Complex Images"
Harvard University: Data Visualizations, Charts, and Graphs

Learn more about ALT Text.

"L" for Lists

Use formal bulleted or numbered lists, not manual lists.

Structure your lists of information using formal bulleted or numbered lists. Do not bypass formal lists by manually entering numbers, hyphens, or indents to mimic lists. These manual edits do not communicate to people using assistive technology that there is a list, how many items are on the list, and which item they are currently accessing. For this and other reasons, we should use the formal list options in word processors and websites to create ordered (e.g., numbered) and unordered (e.g., bulleted) lists.

How to Apply Formal Lists (click to expand)

Learn How to Create Formal Lists in Popular Applications

Pepperdine Canvas: Use the Canvas Rich Content Editor to create ordered or unordered lists. Use the "Ordered and unordered lists" button in the editor menu. The default is a bulleted or unordered list. Use the options arrow to the immediate right of the list button to select the type of list. You may then use the Tab key or the Increase/Decrease Indent button in the menu bar to nest list items as needed.
Microsoft Office Word: Use the Bullet List or Numbered List buttons in the Home ribbon to add your lists. Learn how to create a bulleted or numbered list in Word.
Google Docs: Use the Bullet List or Numbered List buttons in the Google Docs toolbar to add your lists. Learn how to add a numbered list, bulleted list, or checklist in Google Docs.
Modern Campus CMS: Use the Bullet List or Numbered List buttons in the Modern Campus WYSIWYG Toolbar Options to add desired lists. Use the Increase/Decrease Indent buttons to nest lists as needed.

Use Keyboard Shortcuts to Apply Lists

Microsoft Word: Ctrl-Shift-L (Windows)
Google Docs or Gmail: Ctrl-Shift-8 (Windows) or Cmd-Shift-8 (Mac)

Exception: Plain Text Files (click to expand)

Most applications use rich text editors that offer automated list and other formatting features. However, if a file is in plain text (.txt or similar), then manual lists are acceptable.

The standard conventions for creating lists in a plain text document are:

Unordered Lists: Use the hyphen (-) to simulate a list in plain text. Always leave a space after the hyphen and before the list item text (e.g., "- Item").
Ordered Lists: Use numerals (e.g., "1"), uppercase letters (e.g., "A"), or lowercase Roman numerals (e.g., "i"). Consistently add the sequential value, followed by a period and space, and then your list item (e.g., "1. Item," "i. Item"). The exception is an alphabetical list that will use a closed parenthesis instead of a period (e.g., "A) Item").

Learn more about plain text list conventions.

Learn more about Structuring Data (Lists and Tables).

Check Your Work! Use Accessibility Checkers.

Use the built-in tools within websites, word processors, and other software to verify that your content meets basic accessibility guidelines:

Try Grackle Docs Now

We created a small Google document with multiple accessibility errors. Engage in active learning with the button below:

Test Your HEAL Skills

Note: Requires a Pepperdine Google account. Refer to the Grackle Docs prerequisites.

Strategies for Success

Building is Easier than Remediating. If you create content with accessibility in mind, you'll save time compared to fixing issues down the road.
Start with Structure. Outline your document or web page with headings. Use keyboard shortcuts like Control-Alt-1 (Windows) or Command-Alt-1 (Mac) to quickly apply Heading 1. Change the numbers to 2 or 3 to apply Heading 2 or 3. If building an LMS page, remember that your first heading will be Heading 2, not Heading 1.
Adopt Healthy Habits. Over the years, we tend to pick up a bad habit here and there. Switch bad linking habits to healthy habits by placing web links on unique, descriptive words that guide people appropriately. Other considerations:
- Limit the use of ALL CAPS to acronyms or use sparingly to draw attention.
- Reserve underlining for web links only. Use italics or bold for emphasis.
- Choose colors wisely. Ensure adequate color contrast and don't rely on color alone to convey meaning, like green for good.
- Convert any old, scanned documents to OCR, text-searchable, and tagged versions of the content.
Move from Small to Large. Tackle the quick wins first, such as headings and lists. Then focus on explanatory links and alternative text. You may then want to expand to more advanced elements, such as data tables or captions. Refer to the full ACCESS Checklist for guidance.
Enjoy the Added Benefits. Did you know that by using formal headings in Microsoft Word or a Google Doc, you can easily build a Table of Contents? Also, by using formal headings, you can change the format in one place and automatically apply it to all instances of the same heading (a huge time saver!).

Remember, the HEAL Framework is the entry point for addressing common and easy digital accessibility issues. After mastering these items, graduate to the full ACCESS Checklist for a more comprehensive set of accessibility skills. Thank you for supporting all learners!