Digital Communications
Digital communications, including emails, ParentSquare messages, Canvas announcements, and digital newsletters, are commonly used to share important information with students, families, employees, and the community. Whether you’re sending a quick reminder, sharing a school newsletter, or communicating important updates, accessibility should be considered from the beginning. Creating accessible digital communications goes beyond writing a clear message. How information is organized, formatted, and shared can affect how easily people access and understand it. Images, links, attachments, and other elements can create barriers if accessibility is overlooked. Applying Universal Design for Learning (UDL) principles can further support different ways people receive, process, and respond to information. It’s also important to remember that accessibility may change when communications are embedded or shared on a website.
Explore the following tips and resources to learn how to create accessible digital communications, apply Universal Design for Learning (UDL) principles, and share communications on websites while maintaining accessibility across different platforms.
Use Clear and Descriptive Subject Lines
Give emails, announcements, and newsletters meaningful titles that clearly communicate the purpose of the message.
Organize Information Logically
Put important information first, use short paragraphs, and organize longer messages with built-in headings and lists when available.
Use Clear and Simple Language
Write short, easy-to-understand sentences, avoid unnecessary jargon, and clearly explain what readers need to know or do.
Add Alternative Text to Images
Include meaningful alt text for informative images and graphics, and provide essential information from flyers or images directly in the message.
Use Accessible Color and Contrast
Choose colors with sufficient contrast, avoid text over busy backgrounds, and never rely on color alone to communicate information.
Create Meaningful Links
Use descriptive link text that identifies where a link will take readers, and check that links work before sending.
Keep Formatting Simple
Use readable fonts, appropriate text sizes, consistent spacing, and built-in formatting tools instead of decorative fonts or complicated layouts.
Keep Formatting Simple
Use readable fonts, appropriate text sizes, consistent spacing, and built-in formatting tools instead of decorative fonts or complicated layouts.
Make Attachments Accessible
Ensure attached documents, PDFs, flyers, and other files are accessible, and include essential information directly in the message whenever possible.
Make Instructions and Next Steps Clear
Clearly identify important dates, deadlines, required actions, and contact information so readers know exactly what to do next.
Lead with the Main Message
Start emails, ParentSquare messages, Canvas announcements, and newsletters with the most important information so readers quickly understand the purpose.
Make Important Details Easy to Find
Clearly identify dates, times, locations, deadlines, and required actions so readers can quickly find what they need.
Keep Messages Short and Focused
Break longer communications into manageable sections using short paragraphs, headings, and lists to avoid overwhelming readers.
Use Visuals with Purpose
Include accessible images or graphics that reinforce your message and support understanding rather than simply adding decoration.
Provide Clear Next Steps
Explain exactly what recipients need to do, when they need to do it, and where they can find additional information or support.
Share Information in Multiple Ways
When appropriate, provide information through accessible written messages, webpages, or captioned videos to support different needs and preferences.
Support Understanding
Explain unfamiliar terms, spell out acronyms, and provide examples or context to help readers understand the message.
Consider Your Audience
Use language, examples, and communication formats that meet the needs of students, families, and employees, including translation and language access when needed.
Share Important Information
Include essential announcements, dates, instructions, and contact information directly on the webpage rather than requiring visitors to open a message, download a file, or sign in to another platform.
Use Meaningful Links
se descriptive link text that identifies the newsletter, announcement, or communication being shared, and verify that links work.
Check Embedded Content
Test embedded newsletters, announcements, and videos to ensure visitors can navigate with a keyboard, use assistive technology, and access captions and alternative text.
Provide Accessible Alternatives
Include important information as accessible webpage text when embedded messages, newsletters, or third-party content create accessibility barriers.
Keep Information Current
Regularly review posted announcements, newsletters, and linked communications to update or remove outdated information and broken links.
