Accessibility Begins with you—and we're here to help

Captions and transcripts make videos accessible for learners with hearing impairments and allow all students to view videos in sound-sensitive environments.

To add captions to a video in Canvas:

• If using a YouTube video without captions, copy the video link.
• Go to My Media in Canvas.
• Select Add New and choose the appropriate video type.
• Paste the link and add the video.
• Select the video from the starting page in My Media.
• Select Actions (bottom right).
• Choose Caption and Enrich.
• Click Submit to generate captions.

To add transcripts for audio recordings:

• Upload the document you are reading to Files.
• Link to that document under the audio recording.

NOTE: Basic captioning functionality is available within Kaltura in Canvas. Contact the Help Desk for assistance.

Audio descriptions narrate what is happening on screen—such as actions, settings, or charts—so students who are blind or have low vision can fully understand the content.

To add audio descriptions to a video:

• Create a version of the video with narration that describes the important visual content.
• Provide a separate audio track or a descriptive transcript that covers all key visuals.
• For live or interactive sessions, assign a narrator to describe visual content as it appears.

Alternative text (“alt text”) provides a description of an image for students who use screen readers. Instructional images such as charts, graphs, and infographics should have descriptive alt text that conveys meaning.

To add alt text to an image in Canvas:

• Go to the image in Files.
• Click the meter icon on the right.
• Enter a description in the text box.
• Click Add.
• The meter icon will change from red to green!

Images of text should only be used when essential to the information being conveyed. (e.g., logos).
Use the Ally Accessibility Report tool in Canvas to convert scanned PDFs to text using Optical Character Recognition (OCR).

To convert a PDF into a readable format:

• Go to Files in Canvas.
• Click the three dots next to the file.
• Select Alternative Formats.
• Choose OCRed PDF and download.
• Re-upload the file.

Avoid vague links such as “Click here.” Instead, embed links in descriptive text.

Example: : “Visit the NASA site to learn more about the International Space Station.”

To modify a hyperlink in Canvas:

• Click on the link, then select Link Options
• Edit the Text field to change the display text

Screen readers rely on headings (Heading Level 1 = H1, Heading Level 2 = H2, Heading Level 3 = H3, etc.) to interpret content order. Incorrect hierarchy can cause confusion.

Important: In Canvas, the page title is automatically set as Heading 1 (H1). Do not insert another H1 within the body of the page—start with Heading 2 (H2) for top-level section headings.

To add a new heading to the Canvas page you are editing:

• Click Paragraph in the Rich Content Editor.
• In the dropdown menu, choose the heading level needed (H2, H3, H4).

Important: Never place a higher-level heading under a lower-level heading within a page. Use sequential order (H2 → H3 → H4).

• Spell out acronyms and abbreviations the first time they appear (e.g., Grade Point Average (GPA)).
• Provide pronunciations or audio links for difficult terms.
• Pair technical vocabulary with simpler synonyms when possible.
• Aim for concise, clear writing that can be understood by the average college student.

Complex images like graphs, charts, diagrams, illustrations, or maps can be difficult to understand, particularly for people with learning disabilities or low vision. Information conveyed in a complex image should also be included in the text of the page.

Example: “The following graph shows a decline in visitors during the first quarter, followed by recovery in the second quarter.” This helps to point out relevant information that the image presents.

When possible, simplify visuals to reduce complexity and make them easier to understand for everyone.

Tagging a document establishes a reading order for screen readers, and untagged documents may be read out of order. If you have an untagged document, you can tag it using Microsoft Word.

To tag a document and convert to PDF in Microsoft Word (Windows):

• Open the document in Microsoft Word
• Click on File > Save As and select PDF.
• In Options, check Document Structure Tags for Accessibility.

To tag a document and convert to PDF in Microsoft Word (Mac):

• Open the Document in Microsoft Word.
• Go to File > Save As and select PDF from the drop-down menu.
• Select Best for electronic distribution and accessibility.

Have you ever seen a Powerpoint presentation with yellow text on a white background? It’s nearly impossible to discern the words on the page. Having good contrast is especially important for learners with low vision and color blindness. Canvas and DesignPLUS are able to recognize if the text color on a page is difficult to read against the color of its background. If there is not enough contrast between the background and the text on a page, or if the text is not very large, another tool UT Online provides—DesignPLUS—will warn you that it does not meet this standard.

To check and adjust color contrast in Canvas:

• Select the text you want to check.
• In DesignPLUS, open the Customize the Style tab and then select Current Element Style.
• Open the dropdown menu Colors – Advanced and click the underlined “A.”
• Review the AAA rating (green = pass, red = fail).
• Adjust text size or color until the rating is green.

Canvas Quizzes can accept many types of answers, including text entry, multiple choice, and file uploads. To avoid confusion and reduce errors, follow these best practices:

• Clearly state the required format for answers (e.g., text, numbers, symbols) and provide examples if possible.
• Write multiple-choice questions clearly, and indicate whether students should select the best answer or all correct answers.
• If a file upload is required, notify students in advance so they can prepare the necessary resources.
• When possible, configure quiz feedback to alert students if their input is incomplete or in the wrong format.