Creating accessible digital content isn't just about meeting legal requirements—it's about making sure all students, faculty, staff and visitors can access the information and tools they need to succeed.
New federal guidelines require most university web content and digital documents to meet accessibility standards by April 2026. This page explains what's changing, which documents are affected and how you can get support to make your content accessible.
What is changing regarding digital accessibility?
In April 2024, the U.S. Department of Justice released a final rule requiring that digital content from state and local government entities (including public universities) conform to Web Content Accessibility Guidelines (WCAG) 2.1 Level AA. This includes websites, web applications and most digital documents (like PDFs, Excel files and Word docs). Compliance deadlines begin April 2026 for larger institutions.
What is WCAG 2.1 Level AA, and how do I know if a document meets it?
WCAG 2.1 Level AA is a set of internationally recognized standards for digital accessibility. Documents must:
- Use clear structure with proper headings
- Be navigable by keyboard and screen readers
- Avoid reliance on color alone
- Include alt text for meaningful images
- And more
For guidance, training or document checks, contact [email protected].
Which documents must meet WCAG 2.1 Level AA?
At East Texas A&M, this includes any electronic document (e.g., PDF, Word, Excel) that is:
- Required to receive a university service
- Used to participate in a program or fulfill a requirement (academic or employment-related)
- Necessary to perform job duties
Does this apply to internal documents for staff and faculty?
Yes. Internal documents that faculty or staff must complete to perform job responsibilities (e.g., HR forms, training logs, supplemental pay requests, etc.) are considered part of university services or programs and must meet WCAG 2.1 Level AA standards.
Are we still allowed to use PDFs or Excel files?
Yes, PDFs and Excel files are allowed, as long as they are:
- Fully accessible at the time they are published,
- Maintained in an accessible format when updated, and
- Meet WCAG 2.1 Level AA.
In many cases, converting these into a web-based format (such as Laserfiche forms or HTML webpages) can be more sustainable and accessible.
What about older documents that were already posted?
Documents may be exempt under the archival content exception if they:
- Were posted before the April 2026 compliance deadline,
- Are not required to access a service, and
- Are not expected to be updated.
Examples: Past commencement programs, archived meeting minutes or annual reports no longer in use.
What if a document doesn't meet accessibility standards?
If a document cannot be made accessible, it must be:
- Reformatted into an accessible alternative, such as a web form or HTML webpage, or
- Accompanied by an equally effective accessible alternative format upon request.
Who can I contact for help with document accessibility?
Contact [email protected].