216digital.
Web Accessibility

ADA Risk Mitigation
Prevent and Respond to ADA Lawsuits

WCAG & Section 508
Conform with Local and International Requirements

a11y.Radar
Ongoing Monitoring and Maintenance

Consultation & Training

Is Your Website Vulnerable to Frivolous Lawsuits?
Get a Free Web Accessibility Audit to Learn Where You Stand
Find Out Today!

Web Design & Development

Marketing

PPC Management
Google & Social Media Ads

Professional SEO
Increase Organic Search Strength

Interested in Marketing?
Speak to an Expert about marketing opportunities for your brand to cultivate support and growth online.
Contact Us

About

Blog

Contact Us
  • Will H.R. 3417 Finally Clarify Accessibility?

    Will H.R. 3417 Finally Clarify Accessibility?

    Digital accessibility in the U.S. has always existed in a kind of fog. Everyone agrees it’s important, but the lingering question is simple: Does the ADA actually require my website or app to be accessible?

    For years, that answer has depended on where you are and who you ask. Some courts say yes. Others hesitate. Agencies offer guidance but stop short of making it binding. For organizations trying to do the right thing, the result has been confusion—and a fair amount of frustration.

    That may soon change.

    H.R. 3417, known as the Websites and Software Applications Accessibility Act of 2025, is Congress’s latest effort to clear the air and make digital accessibility a matter of law, not interpretation. Let’s unpack what it aims to do, why it matters, and what steps you can take to prepare before it takes effect.

    What the Bill Proposes

    Introduced in May 2025 by Rep. Pete Sessions (R-TX), H.R. 3417 takes on something that’s been missing for far too long—a single, consistent standard for digital accessibility under the Americans with Disabilities Act.

    It brings long-needed structure to how accessibility is defined and maintained online.

    Under the bill:

    • The Department of Justice (DOJ) would oversee regulations for Titles II and III, covering state and local governments as well as public accommodations.
    • The Equal Employment Opportunity Commission (EEOC) would manage Title I, which is focused on employment.

    Together, these agencies would be responsible for creating clear, enforceable rules—and updating them every three years so the law evolves alongside technology instead of chasing it.

    Rooted in the POUR Principles

    The framework builds on the four POUR principles that continue to shape accessibility standards worldwide:

    • Perceivable: Information should reach people through more than one sense.
    • Operable: Interfaces must respond to different types of input.
    • Understandable: Content should be predictable, consistent, and easy to follow.
    • Robust: It needs to work with assistive technologies—both now and as they advance.

    These principles aren’t new, but their inclusion helps bridge the gap between policy and real-world design. It connects legislation to the human experience of using digital tools—the moments when clarity, contrast, and focus truly matter.

    A Step Forward for Digital Inclusion

    Advocacy groups, including the National Federation of the Blind and the American Council of the Blind, have voiced strong support for the bill. For many, it marks a long-awaited turning point—one that reinforces what accessibility professionals have long understood: inclusion isn’t limited to ramps and doorways. It belongs in every digital space where people work, learn, and live their daily lives.

    Why H.R. 3417 Matters

    When the ADA became law in 1990, the web wasn’t yet central to daily life. Today, nearly everything happens online—shopping, learning, applying for jobs, and even managing health care. Yet the law never clearly said how accessibility applies to the digital world.

    Under Title III, businesses and nonprofits can’t discriminate. Yet there’s still no binding rule that defines what accessibility actually means for websites or apps. Courts have often relied on WCAG (Web Content Accessibility Guidelines) as a reference, but WCAG itself isn’t law. The result is a patchwork of interpretations and uneven enforcement.

    H.R. 3417 would change that by replacing uncertainty with structure. It extends accessibility expectations to private businesses, nonprofits, and employment platforms—aligning them with the clarity already provided to public entities under the 2024 DOJ web rule for Title II.

    It also ensures the right people are guiding the process. The bill requires an advisory committee—led primarily by individuals with disabilities—to help shape standards that work in real life, not just on paper.

    What the Bill Would Do

    At its core, H.R. 3417 says this: maintaining an inaccessible website or app would violate the ADA. No more gray zones. No more “we didn’t know.”

    The DOJ and EEOC would create detailed accessibility standards—likely drawing from WCAG 2.2 Level AA or its successor—and require all covered entities to comply.

    To make adoption realistic, the bill supports smaller organizations with grants up to $10,000, access to a technical assistance center, and longer compliance timelines—up to three years after the final rule takes effect.

    It also preserves individuals’ right to sue if barriers remain. Courts could require fixes and award damages or attorney fees. To back it all, Congress plans to allocate $35 million per year for enforcement and oversight from 2026 through 2035.

    Who’s Covered

    • Employers and employment agencies (Title I)
    • Public entities like state and local governments (Title II)
    • Businesses, nonprofits, and testing providers (Title III)

    That reach is broad—and that’s exactly the point. If you’re already subject to the ADA, your digital platforms will soon fall under the same expectations.

    What H.R. 3417 Could Change

    If passed, H.R. 3417 would finally give organizations a single, national rulebook for digital accessibility. It would eliminate the guesswork that’s led to years of inconsistent rulings and conflicting advice. For most organizations, that means a clearer sense of what compliance looks like—and how to plan for it.

    It would also shift responsibility to where it belongs. For decades, people with disabilities have carried the burden of filing complaints and lawsuits to gain access. This bill would make accessibility an active obligation, not a reaction to litigation.

    Of course, laws are only as strong as their enforcement. While the bill includes funding, it doesn’t yet specify how the DOJ or EEOC will prioritize or staff digital accessibility enforcement. Some expect a wave of early lawsuits—similar to what we saw with Section 508 and GDPR—but that initial pressure could drive lasting improvement.

    The Act doesn’t explicitly address international harmonization either, though alignment with WCAG would naturally connect it to Europe’s EN 301 549 standard. That keeps global compliance more straightforward for companies working across borders.

    The bottom line is that this bill sends a message that’s been coming for a long time—digital accessibility is no longer optional.

    What Organizations Can Do Now

    There’s no need to wait for the ink to dry—you can start preparing today.

    Take a close look at your digital environment: your website, apps, internal portals, and documents. Ask the simple questions first. Can users navigate without a mouse? Are forms labeled clearly? Do videos include captions? Small discoveries today prevent bigger problems tomorrow.

    Start With What Matters Most

    Focus on the areas people use most—where they log in, fill out forms, or complete purchases. Fix the issues that stop someone from moving forward, like missing labels, alt text, or keyboard navigation.

    Include Your Documents

    PDFs and digital forms often get overlooked, but are a common source of frustration. Add proper tags, label form fields, and set a logical reading order. Once your templates are structured correctly, every new document follows suit.

    Make Accessibility a Shared Effort

    It’s not a job for one department. Developers, designers, content creators, and leadership all play a part. Build accessibility checks into your regular workflows and let people know how to report issues.

    Collaborate With Your Vendors

    Include accessibility expectations in contracts and RFPs. Ask for VPATs or accessibility documentation before new tools go live.

    Keep Learning and Documenting

    Train your team, stay informed about new regulations, and track your progress. A simple paper trail of audits, fixes, and training sessions shows commitment that goes beyond compliance.

    When accessibility becomes part of your process—not a last-minute fix—it strengthens everything: your brand, your usability, and your connection with every user.

    The End of Uncertainty—and the Start of Accountability

    H.R. 3417 isn’t just another bill. It’s a signal that the era of uncertainty is ending. It tells organizations, large and small, that accessibility isn’t a nice-to-have—it’s a right.

    Whether it passes this year or the next, the direction is clear. Start building accessibility into your workflow now, not later.

    At 216digital, we see this as a turning point—one that rewards teams who act early and design with everyone in mind. If you’re ready to take the next step, consider scheduling an ADA briefing with our team. These sessions help organizations identify accessibility gaps, plan remediation, and prepare for compliance with confidence.

    The web was built for all of us. This bill helps make sure it finally works that way.

    Greg McNeil

    October 10, 2025
    Legal Compliance
    Accessibility, accessibility laws, H.R. 3417, state accessibility laws, Web Accessibility, Website Accessibility
  • ADA Title II Conformance Mistakes to Avoid

    ADA Title II Conformance Mistakes to Avoid

    Let’s start with a familiar scene.

    A resident with low vision tries to pay a utility bill online. The button text fades into the background. They zoom in, squint, and finally give up. Across town, a veteran downloads a benefits form—but the PDF won’t open in their screen reader. They call, wait on hold, and eventually hear the same line everyone dreads: “Try again later.”

    These moments rarely make headlines, but they happen every day. And they’re exactly what ADA Title II conformance is designed to prevent.

    With new deadlines approaching, the clock is officially ticking. The Department of Justice has set clear expectations: every website, mobile app, and digital document must meet WCAG 2.1 Level AA standards to be considered accessible.

    Still, even with those expectations in place, many agencies stumble—not from neglect, but from complexity. Outdated systems, legacy PDFs, limited budgets, and competing priorities all pull in different directions.

    This guide outlines ten of the most common pitfalls local governments encounter—and how your team can avoid them before small issues grow into time-consuming, costly problems.

    1 | Waiting Too Long to Begin ADA Title II Conformance

    One of the most common mistakes is simply waiting. Waiting for next year’s budget, a redesign, or until “things calm down.” But accessibility work takes time—often months, sometimes years—especially when legacy systems or vendor-managed platforms are involved. Every delay widens the gap and makes remediation more expensive.

    Start Small, but Start Now

    Begin with a WCAG 2.1 AA audit that targets your highest-traffic, highest-risk pages—payment portals, permit applications, emergency alerts. Use the findings to build a phased plan: tackle quick fixes first, then move into deeper remediation like PDFs or interactive content.

    Momentum matters more than perfection. Each resolved issue moves you closer to meaningful accessibility—and lasting ADA Title II conformance. But while hesitation can stall progress, so can taking the wrong kind of shortcut.

    2 | Relying on Widgets or “Quick Fixes”

    When deadlines loom, shortcuts start to look tempting. Accessibility widgets and overlays promise instant compliance, but the data tells a different story. Over 20% of ADA web lawsuits in 2024 involved sites using overlays, and many of those tools introduced new barriers for assistive technology users.

    Treat Them as Temporary Support at Best

    Widgets don’t repair flawed code—they mask it. Pair automated scans with manual testing to catch what machines miss. True accessibility isn’t something you install; it’s something you build, maintain, and test continuously. Even agencies that avoid quick fixes can still lose momentum when they misunderstand what an audit actually means.

    3 | Treating the Audit as the Finish Line

    An accessibility audit is a starting point, not a success story. It reveals what’s broken but doesn’t fix it. Too often, agencies check the box once the report arrives, assuming the work is done. Six months later, those same issues remain—and the deadline looms closer.

    Turn the Audit Into a Roadmap

    Assign clear ownership, set realistic timelines, and track each fix to completion. The goal isn’t to admire the findings; it’s to act on them. An audit shines the light, but ADA Title II conformance only comes from follow-through. Once remediation begins, it’s also essential to remember that accessibility extends beyond the desktop experience.

    4 | Overlooking Mobile Accessibility

    For many residents, your mobile site or app is their primary touchpoint with local government. If that experience isn’t accessible, your services aren’t either. Yet mobile testing often gets pushed aside until the very end—when changes are most expensive to make.

    Test Early and Test on Real Devices

    WCAG 2.1 includes mobile-specific guidance on touch targets, gestures, and orientation. Make sure forms resize correctly and navigation works without a mouse. Accessibility should follow the user, not the screen size. And while mobile access is crucial, so are the documents that so many residents rely on for daily interactions.

    5 | Ignoring Accessibility in Digital Documents

    Even when web pages pass compliance checks, PDFs and other downloadable materials often don’t. Forms, meeting agendas, and reports are some of the most common—and most problematic—files on public sites. The DOJ is clear: if a document provides public information or access to a service, it must be accessible.

    Audit Your Digital Library

    Start with frequently downloaded or required documents. Train staff to tag PDFs correctly or, when possible, convert them to HTML pages. Each accessible file removes another barrier and brings your agency closer to full ADA Title II conformance. Of course, even well-prepared teams can find their progress derailed by one common factor: vendors who don’t share the same standards.

    6 | Not Holding Vendors Accountable

    Even when third-party vendors manage your website, accessibility responsibility remains yours. Public agencies can’t outsource compliance. That’s why contracts matter as much as code.

    Bake Accessibility Into Every Partnership

    Specify WCAG 2.1 AA requirements, mandate assistive-technology testing, and require documentation at handoff. Accessibility clauses shouldn’t live in the fine print—they should be measurable deliverables written into the contract. Without vendor accountability, accessibility can erode quietly with each update. And even with vendor alignment, one final validation step ensures your work actually functions as intended.

    7 | Skipping Manual and Assistive-Technology Testing

    Automated tools are valuable, but they can’t replicate human experience. Navigation traps, mislabeled buttons, and confusing reading order often pass automated checks unnoticed.

    Manual Testing Closes That Gap

    Use screen readers, voice navigation, magnifiers, and keyboard-only controls to simulate how real people interact with your site. Better yet, invite users with disabilities to test and provide feedback. Their insights catch what automation never will—and validate genuine ADA Title II conformance. Still, even the most accessible site today can fall out of compliance tomorrow without ongoing monitoring.

    8 | Neglecting Ongoing Monitoring

    Accessibility isn’t a one-time project; it’s ongoing maintenance. A single CMS update or design tweak can reintroduce barriers.

    Make Monitoring Routine

    Schedule quarterly manual reviews and monthly automated scans. Keep a visible feedback form on your website so residents can report issues directly. Treat accessibility like preventative care: small, consistent checks that protect long-term health. But even with regular testing, the strongest defense is an informed team that knows how to prevent barriers before they happen.

    9 | Underestimating Accessibility Training

    Technology identifies issues, but people prevent them. Without training, the same mistakes—missing alt text, unlabeled forms, inaccessible PDFs—keep returning.

    Invest in Continuous Education

    Provide annual, role-specific training for content authors, developers, and procurement staff. Keep it practical: short sessions, clear checklists, and ongoing refreshers. When accessibility knowledge becomes second nature, compliance becomes culture. And when that culture takes root, it’s worth sharing it publicly.

    10 | Failing to Publish a Public Accessibility Statement

    A public accessibility statement isn’t a formality—it’s a promise. It tells residents, We’re committed, we’re listening, and we want your feedback.

    Publish a Concise Statement

    Reference your WCAG standard, list contact information for support, and update it at least once a year. This simple gesture builds transparency and trust—cornerstones of inclusive digital governance.

    ADA Title II Conformance Is About People, Not Just Policy

    Reaching ADA Title II conformance isn’t just about compliance—it’s about people. It’s about ensuring that every resident can access essential public services with independence and dignity.

    When your platforms are accessible, seniors can pay their bills without help. Parents can find school updates easily. Veterans can apply for benefits confidently.

    That’s not a technical milestone—it’s a civic one.

    Start early. Build steadily. Keep accessibility alive through training, monitoring, and accountability. Compliance may be the mandate, but inclusion is the mission.

    If your agency is ready to turn goals into measurable progress, schedule an ADA briefing with 216digital. We’ll help you navigate these ten pitfalls and build a roadmap for sustainable, equitable access for every resident you serve.

    Greg McNeil

    September 30, 2025
    Legal Compliance
    Accessibility, ADA Compliance, ADA Title II, ADA Website Compliance, Web Accessibility, Website Accessibility
  • How Small Businesses Grapple with Web Accessibility Lawsuits

    How Small Businesses Grapple with Web Accessibility Lawsuits

    For many small business owners, the word lawsuit evokes images of high-stakes corporate battles—teams of lawyers in conference rooms, million-dollar settlements, and brands big enough to weather the storm.

    But in reality, the wave of web accessibility lawsuits sweeping across the U.S. often hits much smaller targets.

    In recent years, small businesses—local cafés, independent retailers, family-run service providers—have found themselves on the receiving end of legal complaints claiming their websites are inaccessible to people with disabilities. These cases don’t usually come with a warning. They arrive as letters in the mail, full of legal language and urgent deadlines, leaving owners stunned and scrambling to respond.

    Unlike large corporations with compliance departments and legal reserves, small business owners are often left to figure it out on their own—what went wrong, what the law actually says, and how to move forward without breaking the bank.

    And while the circumstances can feel unfair, one truth is clear: web accessibility lawsuits aren’t going away. Understanding why they happen and what you can do to prevent them is the best way to protect your business—and your peace of mind.

    Why Small Businesses Are Being Targeted

    The Rise of Web Accessibility Lawsuits

    The Americans with Disabilities Act (ADA) was enacted in 1990 to prohibit discrimination against people with disabilities in public spaces. When it was written, the internet wasn’t yet a part of everyday life—but times have changed.

    Today, many courts interpret websites as “public accommodations,” putting them under the same umbrella as physical storefronts. That interpretation has opened the door for an entirely new wave of lawsuits.

    Some are filed by individuals who genuinely struggle to access websites using assistive technologies like screen readers. Others, however, are part of a broader trend: serial filings from the same plaintiffs and attorneys across multiple states. These suits often focus on small businesses because they’re seen as more likely to settle quickly.

    To many business owners, it feels like an ambush. One day, you’re updating your menu or uploading new photos. Next, you’re being told your website violates federal law.

    Why Small Businesses Feel It More

    For large companies, web accessibility lawsuits might be just another line item in the budget. But for small businesses, even a single case can threaten financial stability.

    Legal fees, settlements, and remediation costs can easily climb into the tens of thousands of dollars. That’s not counting the time and emotional energy spent dealing with it. Some owners describe the experience as “devastating,” especially when they didn’t even know they were noncompliant in the first place.

    Part of the problem is clarity—or rather, the lack of it. There’s no single, government-issued checklist for web accessibility. While WCAG (Web Content Accessibility Guidelines) serves as the global standard, it can be difficult to interpret for non-technical teams. This uncertainty leaves small businesses vulnerable to opportunistic legal action and inconsistent enforcement.

    Common Accessibility Pitfalls That Trigger Lawsuits

    Accessibility isn’t just about how your site looks—it’s about whether everyone can use it.

    Here are the issues most commonly cited in web accessibility lawsuits:

    • Missing alternative text on images leaves screen reader users without context.
    • Low color contrast makes text hard to read for people with visual impairments.
    • Missing or mislabeled forms prevent users from submitting contact or checkout forms.
    • Keyboard traps, where menus or modals can’t be navigated without a mouse.
    • Videos without captions exclude users who are deaf or hard of hearing.
    • Inconsistent heading structures, which confuse those relying on assistive tech.

    Each one might seem minor in isolation—but together, they can make a site frustrating or even impossible to use for some visitors. And in legal terms, that can be enough to establish discrimination.

    The Danger of Reactive Fixes

    When that demand letter lands, panic is a natural response. The instinct is to fix things—fast. But rushing into patchwork solutions can backfire.

    Reactive fixes often lead to:

    • Rushed, costly work. Under pressure, businesses may implement quick fixes or install accessibility overlays. These promise “instant compliance” but often introduce new accessibility barriers.
    • Repeat lawsuits. A settlement doesn’t guarantee safety. If underlying issues persist, another plaintiff can file again.
    • Operational disruption. Time spent dealing with attorneys and developers means less time running your business.
    • Reputation damage. Web accessibility lawsuits can spread quickly online, leading customers to question your values or professionalism.

    A reactive mindset puts out today’s fire—but it doesn’t build long-term resilience.

    A Practical Path Forward

    The good news: accessibility doesn’t have to be overwhelming or financially crushing. A thoughtful, steady approach can protect your business and make your site stronger for every customer.

    1. Start with a Risk Assessment

    You can’t fix what you don’t know. Begin with an accessibility audit to see where you stand.

    Automated tools can catch obvious issues like missing alt text or broken labels, while manual testing—especially by someone familiar with assistive tech—uncovers deeper usability problems.

    Focus on the most impactful changes first: navigation, forms, buttons, and media. You don’t need to be perfect on day one, but you do need a plan.

    2. Be Wary of “Quick Fix” Tools

    Accessibility overlays and plug-ins often advertise themselves as easy, one-click solutions. Unfortunately, courts have already ruled that these tools do not equal compliance.

    They may mask issues visually, but they rarely address the root cause in your site’s code or structure. Instead, invest your time in meaningful remediation—updates to templates, alt text, ARIA labels, and keyboard navigation. Those changes last.

    3. Make Accessibility an Ongoing Habit

    Accessibility isn’t a box you check once—it’s a standard you maintain.

    Treat it like any other part of your content process:

    • Add alt text when uploading new images.
    • Check contrast when designing new banners.
    • Test your forms after updates.

    By embedding accessibility into daily operations, you avoid regressions and build muscle memory for future projects.

    4. Document Your Efforts

    Intent matters. If you’re ever challenged, showing proof of good-faith efforts can go a long way.

    Keep records of audits, remediation steps, developer training, or accessibility statements. These documents show that you’re working toward compliance—not ignoring it. Courts tend to look more favorably on businesses that can demonstrate ongoing commitment, even if their site isn’t perfect yet.

    5. Bring in Expert Support

    Some accessibility barriers—especially those involving ARIA attributes, dynamic content, or complex UI elements—require specialized expertise. Partnering with an experienced accessibility consultant or development team ensures your fixes are accurate, lasting, and compliant.

    Think of it like hiring a professional accountant during tax season. You could try to do it yourself, but expert guidance saves you from costly mistakes later.

    The Upside: Accessibility as an Advantage

    Many businesses come to accessibility through fear of web accessibility lawsuits—but stay for the benefits.

    Accessibility isn’t just risk management. It’s good business.

    • More customers. Over 70 million Americans live with a disability, representing nearly $490 billion in disposable income.
    • SEO gains. Search engines reward clear structure and descriptive text—two cornerstones of accessibility.
    • Better user experience. Simplified navigation and cleaner layouts make your site easier for everyone to use.
    • Future readiness. Accessibility standards continue to evolve. Starting now means you’re already ahead of the next update.

    When you approach accessibility as an investment in usability—not just compliance—you build trust, credibility, and customer loyalty.

    A Message of Reassurance

    If you’ve been hit with a lawsuit or are afraid of one coming, take a breath. You’re not alone. Thousands of small businesses are navigating the same challenges.

    Yes, the system can feel unfair. But accessibility itself isn’t your enemy—it’s your opportunity to create a better experience for everyone who visits your site.

    With a proactive mindset, steady progress, and expert help where needed, you can reduce risk without draining your resources.

    Small, consistent improvements go further than perfection ever will.

    Support, Not Scrutiny—That’s Where Change Begins

    Web accessibility lawsuits have created an uneasy environment for small businesses—caught between complex rules and opportunistic claims. But the way forward doesn’t have to be reactive or defensive.

    By understanding common pitfalls, focusing on meaningful fixes, and committing to accessibility as an ongoing practice, you can move from uncertainty to confidence.

    Accessibility isn’t about flawless compliance overnight. It’s about inclusion, usability, and respect—for your customers, your business, and your community.

    When your website works for everyone, you’re not just avoiding lawsuits.

    You’re building a stronger, more resilient brand—one that welcomes every visitor, every time.

    If you’re unsure where to begin or want clarity on your current risk, 216digital offers personalized ADA briefings designed to help small businesses understand their obligations, assess exposure, and chart a practical path forward.

    Schedule an ADA Briefing today and take the first step toward peace of mind and long-term compliance.

    Greg McNeil

    September 25, 2025
    Legal Compliance
    Accessibility, ADA Lawsuit, Small Business, web accessibility lawsuits, Website Accessibility
  • ADA Guidance Documents: Now You See Them, Now You Don’t

    ADA Guidance Documents: Now You See Them, Now You Don’t

    You’re ready to make your site accessible, but the “how” still feels scattered—too many opinions, not enough plain steps. You want a path that fits busy days, real budgets, and a team that’s already stretched. Maybe you’ve got a dozen tabs open and the same question lingering: “Where do we start?”

    This guide gives you that grounding. We’ll explain why some public resources shifted (including ADA guidance documents) and what hasn’t changed about your responsibilities—then offer a calm, repeatable way to keep improving without the overwhelm.

    Behind the Headlines: What Actually Changed

    For years, website owners leaned on plain-English materials from the Department of Justice (DOJ) to turn legal text into everyday decisions. In March 2025, the DOJ withdrew a set of those materials—older how-to pages and pandemic-era Q&As. These ADA guidance documents weren’t binding law, but they acted like a friendly sidebar: “Are headings structured so screen readers can move around?” “Do forms have clear labels and announced errors?” “Do videos ship with captions by default?”

    The intention was to “streamline.” The result, for many teams, was losing that quick translation layer. The ADA didn’t change. The shortcut explanations did.

    What Are ADA Guidance Documents—and Why They Mattered Online

    Guidance sits between regulations and real life. It doesn’t create new rules; it shows what good looks like. For web teams, that practicality was gold. It helped product leads, designers, developers, and content editors turn big goals into small, repeatable habits:

    • Use semantic headings and landmarks so navigation is predictable.
    • Ensure keyboard access works everywhere—and that focus is easy to see.
    • Write meaningful alt text and descriptive link text.
    • Tie error messages to the right fields and announce them clearly.
    • Caption video and provide transcripts for audio.

    In short: fewer guesses, fewer do-overs, fewer users getting stuck.

    What This Means Day to Day

    When the handy reference disappears, hesitation sneaks in. A button ships without an accessible name. Focus gets trapped in a modal. A hero banner looks great but misses contrast by a hair. A form works with a mouse but not a keyboard. None of these are headline news alone; together they slow someone’s day—or stop it. Without familiar ADA guidance documents, teams second-guess what’s “good enough,” and releases start to feel inconsistent.

    But the baseline didn’t budge. The ADA still requires effective, equal access online. Courts still enforce it. And people still expect to complete tasks without extra hoops. The safest—and most respectful—move is to keep going, visibly and steadily.

    Why Waiting for New Guidance Is Risky

    It’s tempting to pause and hope for a new official playbook. Three reasons to keep moving instead:

    • Legal exposure. Courts across the U.S. recognize that inaccessible sites and apps can violate the ADA. That trend didn’t reverse.
    • Reputation and trust. Accessibility issues show up in reviews and social posts; quiet fixes made early rarely do.
    • Real people, real tasks. When login, checkout, or account recovery breaks for assistive-tech users, you’re not just risking a suit—you’re losing customers.

    Silence—or withdrawn ADA guidance documents—is not a safety net.

    What Web Compliance Looks Like Right Now

    Even without those quick-reference pages, your backbone is solid:

    • Standards: Treat WCAG 2.1 Level AA as today’s target and map sensible upgrades toward WCAG 2.2. WCAG gives your team a shared, testable language for “accessibility.”
    • Process: Fold accessibility into everyday work—requirements, design reviews, coding practices, content checks, QA, and release.
    • Evidence: Keep lightweight notes on what you tested, what you fixed, and what’s queued. Perfect isn’t required; active, good-faith effort matters.

    A Calm, Practical Web Plan (Built for Busy Teams)

    Think “little and often,” not “big and never.” Small habits—kept—beat big intentions that stall.

    1) A One-sentence North Star

    “Everyone should be able to find, understand, and complete key tasks on our site—without special instructions.” When trade-offs get messy, let that sentence break the tie.

    2) Make It Visible In Design

    Bake contrast rules, focus styles, and ARIA patterns into your design system. Add a five-item gate to design reviews: contrast, text scaling, focus order, error visibility, and respect for motion/animation preferences. These guardrails prevent expensive rework later.

    3) Test Every Release—Quickly And Consistently

    • Run an automated scan for the easy wins (contrast flags, missing labels).
    • Do a keyboard-only pass for navigation, focus order, skip links, menus, and modals.
    • Add a screen-reader spot check (one core task in NVDA or VoiceOver) to confirm headings, landmarks, labels, and announcements make sense.
    • Media check: captions/transcripts and no surprise auto-play.
    • Ten focused minutes can save hours of cleanup.

    4) Prioritize By User Impact

    Fix blockers first—anything that keeps someone from starting, finishing, or recovering a task (focus traps, unlabeled inputs, errors that aren’t announced, inaccessible captchas). Then clean up the friction.

    5) Write For Clarity

    Descriptive link text beats “click here.” Headings should be meaningful and in order. Error messages should be specific and tied to their fields. Plain instructions help everyone, not just screen-reader users.

    6) Train in Micro-moments

    Skip the marathon. Rotate five-minute refreshers: writing alt text, managing focus in modals, structuring headings, testing keyboard paths. Small lessons stick because people can finish them.

    7) Invite Feedback—And Close the Loop

    Publish a simple accessibility statement with a real contact path. When someone reports an issue, acknowledge it, fix it, and thank them. That response builds trust and brings problems to you early.

    8) Document Just Enough

    Keep a rolling log (tickets or a short doc) noting checks, defects, fixes, and what’s next. It’s team memory, proof of progress, and a calmer conversation if you ever need to show your work.

    Beyond Compliance: Better Web, Better Business

    Compliance is the floor. Inclusion is the opportunity. The same choices that meet WCAG also reduce support friction and lift conversions: clearer forms, reliable focus, readable text, captions that help commuters and quiet-office viewers alike, motion that respects user settings. You don’t need fresh ADA guidance documents to make that case—the impact shows up in your analytics, your reviews, and the quiet relief of users who can simply get things done.

    A Clear, Steady Path Forward

    Here’s the bottom line: the ADA still stands, and the withdrawn ADA guidance documents didn’t change what “good” looks like online. Rebuild the convenience layer yourself—standards as guardrails, small checks each release, micro-training that sticks, open feedback, and just-enough documentation.

    Start small. Keep going. Write down what works. That’s how you protect your brand, respect your users, and give your team a sustainable way to ship accessible experiences. And if a short, expert walkthrough would help you set that cadence, consider scheduling an ADA briefing with 216digital—calm, practical, and focused on your next few steps.

    Greg McNeil

    September 18, 2025
    Legal Compliance
    Accessibility, ADA, ADA Compliance, ADA Web Accessibility, WCAG, Website Accessibility
  • ADA Title II Compliance: Your 2026 Countdown Begins

    ADA Title II Compliance: Your 2026 Countdown Begins

    April 2026 is fast approaching, and it marks a pivotal shift in how government and educational institutions must deliver their digital services. In April 2024, the U.S. Department of Justice (DOJ) finalized new rules under Title II of the Americans with Disabilities Act, requiring that public entities make their websites and mobile apps conform to WCAG 2.1 Level AA standards.

    This update creates a clear and enforceable standard for digital accessibility—and a fixed timeline. Large entities serving 50,000 or more people must achieve ADA Title II compliance by April 24, 2026. Smaller entities, including towns, special districts, and small school systems, must follow by April 26, 2027.

    This isn’t just about meeting regulations. It’s about ensuring that everyone—including people with disabilities—can use essential public services online, from paying utility bills to registering for classes or receiving emergency alerts.

    Understanding the Scope of ADA Title II Compliance

    The rule applies to nearly all state and local government organizations, including:

    • Cities, counties, and municipalities
    • Public universities and school districts
    • State agencies and special districts such as transit, water, or fire authorities

    It also indirectly includes any private vendors that design, build, or maintain digital platforms for these organizations. Even if a vendor creates or operates your digital platform, responsibility for accessibility—and legal liability—remains with the public entity.

    This broad scope means development, design, content, and procurement teams must work in sync. Accessibility is no longer a “nice to have” feature or a patchwork afterthought. It must be an intentional part of the lifecycle of digital services.

    The New Baseline: WCAG 2.1 Level AA

    For years, WCAG has served as the de facto best practice for digital accessibility. Now, it’s the legal benchmark. ADA Title II compliance requires conformance to WCAG 2.1 Level AA across websites and mobile apps.

    The WCAG framework is built on four key principles:

    • Perceivable: Information must be presented in ways users can recognize and process—through sight, sound, or touch.
    • Operable: All functionality must be usable via a range of input methods, such as keyboards or voice controls.
    • Understandable: Content and interfaces should be clear, consistent, and predictable.
    • Robust: Code must follow accepted standards to work reliably with assistive technologies.

    For developers, this translates into semantic HTML, accessible form structures, proper use of ARIA where needed, support for keyboard navigation, sufficient color contrast, captions and transcripts for media, and responsive design that works across devices.

    Key Deadlines and Limited Exceptions

    The DOJ’s final rule establishes staggered deadlines to account for the varying resources of different entities:

    • April 24, 2026: Large public entities (50,000+ population) and major school districts must comply.
    • April 26, 2027: Smaller municipalities, rural counties, special districts, and small school systems must comply.

    Some content is exempt: archived web materials, third-party content not posted by the entity, individualized password-protected content (like a specific utility bill), preexisting social media posts, and older electronic documents not currently in active use. These exceptions are narrow and shouldn’t be treated as a loophole—most public-facing content still must be accessible.

    Why This Deadline Signals a Shift

    This rule does more than set a date. It establishes a uniform digital standard across public services—and that’s transformative.

    By naming WCAG 2.1 Level AA as the clear benchmark, it ends ambiguity. Public trust is strengthened as people with disabilities gain guaranteed equal access. Legal risk drops as the gray areas that once fueled costly lawsuits and settlements disappear. At the same time, accessibility is pushed to the forefront of digital strategy instead of being treated as an optional side task.

    Accessibility now sits at the center of how public organizations plan, design, build, and maintain their digital platforms.

    A Phased Roadmap Toward ADA Title II Compliance

    Because comprehensive remediation can take months—or longer for complex ecosystems—waiting until late 2025 risks running out of time. A phased approach helps build steady momentum.

    Phase 1: Assess and Organize (Now through Mid-2025)

    Begin by identifying who will lead accessibility efforts. Take inventory of every public-facing digital property, including web apps, mobile apps, forms, and documents. Then schedule a thorough accessibility audit, prioritizing the most used or most critical services like billing systems, course registration, or emergency alerts.

    Phase 2: Plan and Prioritize (Mid-2025 through End-2025)

    Use your audit findings to map out a remediation plan tied to your budgeting cycles. Secure executive buy-in early. Accessibility should be positioned as a matter of governance and public trust, not just a technical task assigned to IT.

    Phase 3:  Remediate and Test (Early 2026)

    Implement code-level fixes, update design patterns, and correct content barriers. Use both automated and manual testing, and incorporate usability testing with people who use assistive technologies. Their insights will surface barriers that automated tools often miss.

    Phase 4:  Embed in Procurement and Governance (Ongoing)

    Update procurement language to require WCAG 2.1 AA conformance for all vendors. Include accessibility testing, documentation, and verification milestones in contracts. Establish internal policies for accessible design and development practices going forward.

    Phase 5 : Maintain Accessibility Long-Term (Post-Deadline)

    Schedule recurring audits, provide continuous staff training, and build accessibility checks into your development and content workflows. Establish a feedback channel for users to report barriers and ensure those reports trigger timely remediation.

    Common Pitfalls That Derail Progress

    Even well-intentioned teams can lose ground as deadlines approach. These are common issues to avoid:

    • Stopping at the audit: An audit reveals issues; it doesn’t fix them. Plan for remediation, re-testing, and validation.
    • Over-relying on automation: Automated tools catch only a fraction of WCAG criteria. Manual reviews are essential.
    • Leaving vendors unchecked: Accessibility obligations don’t end at the contract signature. Require proof of ADA Title II compliance.
    • Relying on overlays or widgets: These often fail to solve root issues and can introduce new barriers.

    Beyond April 2026: Sustaining ADA Title II Compliance

    ADA Title II compliance is not a project that ends on launch day—it’s an ongoing obligation. Accessibility should become a standing component of your governance model.

    Include accessibility reviews in your CI/CD pipelines to catch regressions early. Track and adopt updates to WCAG—2.2 has already arrived, and 3.0 is in development. Maintain documentation of policies, testing protocols, and training records to demonstrate due diligence if audited or challenged.

    And don’t overlook communication. Sharing progress with your community shows accountability and reinforces public trust. Transparency builds confidence, both internally and externally.

    Getting Started Now

    You don’t need to overhaul everything at once. Early, visible progress helps build support and momentum. Start by:

    • Conducting a comprehensive audit to establish a baseline
    • Fixing accessibility barriers on high-traffic pages and applications
    • Training staff who create or maintain digital content
    • Updating vendor contracts and procurement templates with WCAG 2.1 AA language
    • Implementing ongoing monitoring to prevent regressions

    Even these first steps will make your platforms more usable while laying the foundation for full compliance.

    Turning Deadlines Into Opportunity

    The 2026 and 2027 deadlines for ADA Title II compliance are closer than they seem, but they’re absolutely achievable. With a deliberate plan, you can meet the requirements without last-minute scrambles—and create more inclusive digital services in the process.

    This is more than a legal mandate. It’s a chance to improve the experience for everyone who relies on your digital platforms. Starting now allows you to spread out the workload, secure the resources you need, and avoid costly last-minute vendor rushes.

    If you need support, 216digital partners with public entities to conduct audits, provide remediation, train teams, and implement ongoing monitoring.

    Now is the moment to prepare. Schedule an ADA briefing and set your roadmap in motion—on time, on mission, and built to last.

    Greg McNeil

    September 15, 2025
    Legal Compliance
    Accessibility, ADA, ADA Title II, ADA Website Compliance, Title II, Web Accessibility, Website Accessibility
  • Why ARIA Alone Won’t Fix Your Website’s Accessibility

    Why ARIA Alone Won’t Fix Your Website’s Accessibility

    ARIA (Accessible Rich Internet Applications) has become a mainstay in modern front-end work, giving us a way to make complex interfaces more usable for people relying on assistive tech. But here’s the catch: despite how widely it’s used now, accessibility issues on the web haven’t actually gone down. In fact, reports like the annual WebAIM Million consistently show that pages using ARIA often rack up more accessibility errors than those that don’t. That’s a red flag—and it raises an important question: if ARIA is meant to improve accessibility, why does more ARIA so often lead to worse outcomes?

    What ARIA Is—and What It’s Supposed to Do

    At its core, ARIA is just a spec for adding semantic meaning where HTML alone doesn’t cut it. When we build custom UI components—think tab lists, modals, or live regions—ARIA roles and attributes tell screen readers what those elements are, how they behave, and when their state changes.

    For example, aria-live lets us announce new content to screen readers without forcing a page reload. aria-label gives an accessible name to elements that don’t have visible text. Using role="tablist" clarifies the relationship between grouped tab controls. When used correctly, these attributes bridge the gap between how something looks visually and how it’s experienced non-visually.

    When Is It Necessary?

    There are valid cases where ARIA is the right tool—like custom widgets that don’t exist in native HTML, dynamic content that needs to be announced, or modal dialogs that require managing focus. In these edge cases, it can give essential context to assistive tech users. The trick is restraint: only reach for ARIA when HTML alone can’t deliver the behavior you need.

    Why It Shouldn’t Be the Default Tool

    The W3C’s first rule of ARIA is dead simple: “Don’t use ARIA if you can use native HTML.” There’s a reason for that. Semantic elements like <button>, <nav>, and <input> come with baked-in keyboard support, focus behavior, and screen reader semantics.

    Replacing these with <div>s or <span>s and trying to patch on ARIA roles is a recipe for trouble. It adds complexity we have to maintain, and it increases the cognitive load on assistive tech users, who now have to deal with custom keyboard logic or missing states that native elements would have handled out of the box.

    Common ARIA Misuse That Breaks Accessibility

    Misusing ARIA is the fastest way to make things worse. Some of the most common mistakes we see:

    • Redundant ARIA: e.g. adding role="button" on a native <button>, which can confuse announcements.
    • Incorrect roles or attributes:  like using aria-checked on something that’s not checkable.
    • Static ARIA states: setting aria-expanded="true" and never updating it when the element collapses.
    • Overriding native behavior : trapping focus or breaking expected tab order.
    • Misused aria-hidden: This one’s especially nasty. It hides content from assistive tech, which is fine for decorative icons or offscreen helper text. But if you throw it on meaningful content like links or form controls, it removes them from the accessibility tree entirely. That creates “empty” focusable elements and violates the rule that aria-hidden="true" must never be on focusable items.

    Take a link that only has an SVG icon with aria-hidden="true". Visually it looks fine, but to a screen reader, it’s just an empty link with no name. Compare that to a native <button> with either visible text or an aria-label—it automatically conveys its purpose. Misusing it like this doesn’t just fail to help; it strips meaning away.

    Why ARIA Usage Correlates with More Errors

    The WebAIM Million keeps showing the same trend: pages with ARIA average almost twice as many detectable errors as those without. That doesn’t mean ARIA is inherently bad—it means it’s often used wrong.

    Here’s why that happens so often:

    • More moving parts: Every ARIA attribute is another thing that has to stay in sync as the UI changes.
    • Misunderstood implementation: Developers sometimes add it without fully understanding how screen readers will interpret it. For instance, putting aria-hidden on a logo or nav link effectively removes it from the experience for assistive tech users.
    • No real testing: There’s a tendency to assume that if ARIA is present, accessibility is solved. Without testing, it’s easy to miss that it’s actually broken.

    The Real Fix: Manual Testing and Developer Discipline

    Automated tools are useful for catching low-hanging fruit like missing alt text, color contrast issues, or syntax errors. But they can’t tell you if your ARIA actually works. They’ll detect if aria-expanded is present—but not if it updates correctly when toggled.

    Same thing with aria-hidden: they’ll warn you that it’s there, but not if you used it correctly. Maybe the hidden element is decorative (fine) or maybe it’s essential (not fine). Only a human can tell. Most ARIA issues are about behavior and context, which tools can’t judge.

    Testing It in the Real World

    To know your ARIA implementation works, you’ve got to test it like real users would:

    • Keyboard-only navigation: Make sure everything interactive is reachable by tab, focus order makes sense, and keys like Enter, Space, and Arrow keys behave as expected.
    • Screen reader testing: Try NVDA on Windows, VoiceOver on macOS, or JAWS if you’re in enterprise. Confirm that roles, labels, and states are being announced correctly—and that hidden content stays hidden without killing important info.
    • User testing: If possible, bring in assistive tech users or trained accessibility testers to see how your UI holds up in practice.

    Doing this builds confidence that your ARIA-enhanced components are actually usable.

    Build a Feedback Loop Into the Dev Process

    Accessibility shouldn’t be a post-launch patch job. Bake it into your development flow. Do accessibility checks during code reviews, QA, and design iterations. When you add ARIA, document the behavior you expect, and get feedback from teammates or AT users to verify it works.

    Practical Guidelines for Responsible ARIA Use

    If you want to use it safely, stick to a few core habits:

    • Follow the WAI-ARIA Authoring Practices (APG): They provide vetted patterns and working code examples.
    • Use ARIA only when you have to: Lean on semantic HTML first, and treat it as a fallback.
    • Test thoroughly:  Validate behavior with keyboard and screen readers, not just automated checkers.
    • Review aria-hidden usage carefully: Only hide decorative or duplicate content. Never hide focusable items, form controls, or nav links.
    • Document your decisions: Leave comments or README notes explaining why it was added and how it’s supposed to work.
    • Make accessibility a team effort: It’s not just the job of one dev or QA engineer. Everyone owns it.

    ARIA Isn’t a Shortcut—It’s a Responsibility

    ARIA is powerful, but it’s not magic. Used carelessly, it creates new barriers and frustrates the very people it’s meant to support. Used deliberately—with a “native first” mindset, real testing, and team buy-in—it can make complex interfaces accessible without breaking usability.

    Respect ARIA’s complexity, but don’t fear it. Real accessibility comes from thoughtful use of semantic HTML, strategic ARIA when it’s actually needed, and consistent real-world testing.

    If you want to level up your accessibility practices and cut risk, 216digital offers ADA briefings built specifically for dev teams. Schedule one today and start building better, more inclusive code.

    Greg McNeil

    September 12, 2025
    How-to Guides, Legal Compliance
    Accessibility, ARIA, keyboard accessibility, WCAG, web developers, web development, Website Accessibility
  • VPAT vs ACR: What’s the Difference and Why It Matters

    VPAT vs ACR: What’s the Difference and Why It Matters

    If you’ve ever been asked for a VPAT or an ACR and felt your stomach drop, you’re not alone. These acronyms often appear in RFPs, procurement conversations, and compliance checklists—and can leave even experienced teams scrambling to figure out what’s actually being requested. Understanding the difference between a VPAT and an ACR isn’t just technical trivia. It can mean the difference between winning a contract, avoiding legal risk, and showing that your organization takes accessibility seriously.

    This guide breaks it all down: what a VPAT is, what an ACR is, how they differ, and how to create them with confidence.

    Absolutely — here’s that section updated with the requested subheader formatting:

    What Is a VPAT?

    A VPAT—short for Voluntary Product Accessibility Template—is a standardized document created by the Information Technology Industry Council (ITI) to report how well a digital product meets accessibility standards like WCAG, Section 508, and EN 301 549.

    Think of the VPAT as a structured questionnaire. It asks you to evaluate your product feature by feature and indicate whether each requirement is supported, partially supported, or not supported, along with explanations. The most recent version is VPAT 2.5, which comes in multiple editions to meet different regulatory needs: WCAG, 508 (for U.S. federal agencies), EU (for European procurement), and INT (for global organizations).

    A Typical VPAT Includes

    • Product name, version, and date of evaluation
    • Standards referenced (WCAG 2.1, Section 508, EN 301 549)
    • Testing methods used
    • Tables showing conformance levels for each criterion
    • Brief remarks or explanations where needed

    It’s important to note that the VPAT itself is voluntary—there’s no federal law requiring you to complete one unless it’s part of a procurement process or client request. And because VPATs are self-reported, their quality depends on your honesty and expertise. A VPAT is an essential starting point but doesn’t guarantee real-world usability for people with disabilities. Usability testing and independent audits remain critical for a complete accessibility picture.

    What Is an ACR?

    An ACR, or Accessibility Conformance Report, is the completed version of a VPAT. If the VPAT is the blank template, the ACR is the filled-in, actionable report. It’s a snapshot of your product’s accessibility at a given point in time, often after thorough testing.

    Where the VPAT provides structure, the ACR provides substance. It includes:

    • Specific findings for each standard
    • Narrative explanations for partial or non-support
    • Workarounds or mitigation strategies
    • Planned remediation timelines

    How Testing Builds Trust

    The strongest ACRs are grounded in a variety of testing methods, not just automated scans. Manual code reviews can catch nuanced issues that tools miss. Testing with assistive technologies like screen readers, magnifiers, or voice input tools reveals how real users navigate your product. Including results from usability sessions with people who have disabilities can also add powerful credibility. Documenting these methods in your ACR shows buyers and procurement teams that your results are thorough, reliable, and rooted in real-world experience.

    Comparing VPAT vs. ACR: Core Differences

    Although the terms are sometimes used interchangeably, VPATs and ACRs play different roles:

    • Template vs. Report: The VPAT is the empty template; the ACR is the completed, shareable report.
    • Level of Detail: A VPAT lists conformance levels, but an ACR goes deeper with context, user impact notes, and remediation plans.
    • Who Creates Them: VPATs are often drafted internally by product or compliance teams. ACRs may be internally created or validated by third-party auditors to add credibility.
    • Audience: VPATs are useful for internal planning and tracking. ACRs are intended for procurement officers, enterprise buyers, and compliance teams who need assurance that accessibility has been tested and documented thoroughly.

    This distinction is crucial—submitting only a VPAT when an RFP requests an ACR could disqualify you from consideration.

    Best Practices for Creating VPATs and ACRs

    Getting these documents right takes more than filling out a form. Follow these practices to create credible and effective reports:

    • Use the Latest Template: Work from VPAT 2.5 or later to align with current standards like WCAG 2.1 or 2.2.
    • Be Transparent About Gaps: Overstating conformance can hurt credibility. Clearly indicate “Partially Supports” or “Does Not Support” when needed, and explain why.
    • Add Detailed Remarks: Go beyond a yes/no answer. Include context on who is impacted, how severe the issue is, and whether a fix is planned.
    • Document Testing Methods: Specify whether testing involved automated tools, manual reviews, assistive technology testing, or user testing. This adds weight to your ACR findings.
    • Update Regularly: Accessibility isn’t one-and-done. Refresh your VPAT and ACR with each major release or remediation cycle so they reflect the current state of your product.

    Procurement-ready Checklist

    • Product name, version, and date are clearly listed
    • Standards cited (WCAG, 508, EN 301 549) match buyer requirements
    • Conformance ratings are accurate and supported with evidence
    • Testing methods and tools are documented in plain language
    • Known issues, workarounds, and fix timelines are included
    • Jargon is avoided—language is clear for non-technical readers
    • Document is reviewed and refreshed with each major product update

    Conclusion: Building Confidence Through Transparency

    The VPAT gives you the structure, but the ACR brings it to life. Together, they are essential for demonstrating conformance, preparing for procurement, and showing that you take inclusion seriously.

    At 216digital, we view accessibility documentation not as a burden, but as a pathway to trust and opportunity. A well-crafted ACR helps you thrive in competitive markets by proving your commitment to accessibility and inclusion.

    If you’d like guidance on creating either document—or aligning both with the latest standards—schedule an ADA briefing with 216digital. Our team will walk you through every step, from drafting a VPAT to publishing a credible ACR, helping you move from paperwork to real-world accessibility.

    Greg McNeil

    September 11, 2025
    Legal Compliance, Testing & Remediation
    Accessibility, ACR, ADA Compliance, Legal compliance, Section 508, VPAT, WCAG, Web Accessibility, Website Accessibility
  • Class Is in Session for Digital Accessibility

    Class Is in Session for Digital Accessibility

    In the first week of school, a parent tried to submit a health form from her phone. The fields weren’t labeled, the keyboard focus jumped, and the “Submit” button never announced itself to her screen reader. Ten minutes later, she gave up—and the nurse never received the update. Small details in the interface had big, human consequences. This is why digital accessibility belongs on the same list as notebooks, logins, and bell schedules.

    Accessibility on campus isn’t only ramps and elevators. The real campus now includes the learning management system, the student information system, online forms, classroom apps, digital textbooks, videos, and PDFs uploaded by teachers. When these touchpoints aren’t designed for everyone, the barriers are invisible but very real. Students miss assignments. Parents miss announcements. Teachers spend late nights wrestling with tools instead of teaching. Administrators field complaints they didn’t anticipate.

    When School Technology Leaves Learners Behind

    For ninth-grader using a screen reader doesn’t just see an untagged PDF as a small annoyance—it’s a wall. When a teacher is posting materials after hours, clear headings and alt text can be the difference between “done” and another late night reformatting. And for families juggling multiple jobs, captions and plain language turn school updates into something everyone can follow on the first read.

    Digital accessibility gives every learner a fair start and lets ability—not the interface—decide the outcome. When a student can tab through an assignment form, a parent can complete it by voice on a phone, and a teacher’s resources read cleanly in NVDA or VoiceOver, learning gets easier for everyone.

    What Digital Accessibility Looks Like in a School Context

    Good accessibility is concrete and testable in the tools schools use every day:

    • Structure and navigation. Pages use semantic headings, lists, and landmarks so assistive tech can move through the outline—not just the visuals. Menus are reachable with a keyboard and the focus is always visible.
    • Forms that behave. Labels are programmatically tied to inputs, errors are described in plain language, and status messages are announced to screen readers.
    • Accessible media. Videos include accurate captions; long recordings offer transcripts. Audio descriptions are available for essential visuals.
    • Documents that travel well. PDFs are tagged with a correct reading order, real headings (not just bigger fonts), and alt text for images; exported DOCX/Slides preserve structure.
    • Consistent components. Buttons act the same across the district site and the LMS; modals trap focus appropriately; alerts are announced.
    • Language that teaches. Instructions avoid jargon, and content is written so a student or caregiver can follow it without specialized knowledge.

    These are the details that turn “a student can technically reach the page” into “a student can actually complete the task.”

    The Power of Accessibility Audits for Schools

    If you want the honest state of your district site or campus platforms, start with an accessibility audit. A strong school-focused audit runs three complementary passes:

    1. Automated scans to surface quick signals—contrast issues, unlabeled buttons, missing form labels, heading misuse.
    2. Expert reviews with real assistive tech (e.g., NVDA/JAWS on Windows, VoiceOver on iOS and macOS) and keyboard-only navigation, mirroring how students and parents actually use the tools.
    3. Task-based flows tied to school outcomes: enroll a student, submit a health form, find an IEP meeting notice, complete a quiz, download a worksheet and read it in a screen reader.

    Automated tools catch a subset of problems; many of the blockers we see in schools—focus traps in portals, ambiguous link text like “Click here,” modals that don’t announce, inaccessible math or charts—require human judgment. The output of a good audit is practical: a ranked list of fixes tied to user impact, so IT and curriculum teams know what to tackle first, what can wait, and how to validate before the next release.

    VPATs and ACRs: What Procurement Really Needs

    After you address material issues, you’ll often need to document where your product or campus tool stands. That’s the role of a Voluntary Product Accessibility Template (VPAT®) and the resulting Accessibility Conformance Report (ACR)—structured reports that map conformance to standards such as WCAG 2.1 and, where applicable, Section 508.

    For districts and universities, this is a procurement gate. Many will not move forward with an ed-tech vendor unless a current VPAT/ACR is provided and reviewed. A useful report is specific about what conforms and candid about gaps, with timelines and workarounds for instruction. That transparency earns more trust than vague “compliant” claims and helps committees compare solutions on equal footing.

    Treat the audit as the truth-finding step and the VPAT/ACR as the communication layer. One improves the product students touch; the other explains to procurement and digital accessibility coordinators where it stands today.

    Why Audits and VPATs Are Stronger Together (in Education)

    Sequence matters:

    1. Audit first. Identify barriers through expert and task-based testing aligned to real school workflows.
    2. Remediate and retest. Fix code, refine content, update components, re-export documents correctly, and verify behavior with assistive tech.
    3. Document with a VPAT/ACR. Communicate conformance clearly, including known gaps and planned remediation.

    Reversing that order tempts over-promising and erodes credibility with accessibility coordinators, legal counsel, and curriculum leaders. Done in sequence, you earn trust and set a cadence your team can sustain throughout the year.

    Build Digital Accessibility Into the School Year (Without Adding Endless Meetings)

    Lasting progress comes from folding accessibility into normal practice:

    1) Start With High-impact Fixes

     Address keyboard navigation, focus order, alternative text, captions, contrast, and form labels across the district site and LMS. These unblock core tasks quickly.

    2) Equip Every Role.

    • Teachers: short checklists for posting accessible materials (headings, alt text, captioning options, accessible templates).
    • Content specialists: guidance for writing in plain language and structuring documents for export.
    • Developers/IT: patterns in your design system for buttons, modals, alerts, and form components with accessible defaults.
    • Administrators: a simple rubric to evaluate ed-tech tools before adoption.

    3) Bake Testing Into Releases

    Before shipping portal updates or new templates, run a brief keyboard pass, a screen reader pass on key pages, and a contrast check on new UI. Keep it lightweight and repeatable—fifteen minutes can prevent weeks of support tickets.

    4) Treat PDFs and Slides as Instructions, Not Attachments

    Tag reading order, add bookmarks, write alt text, ensure exported files preserve structure, and prefer HTML or native formats when possible. If a document matters for learning, its accessibility matters.

    5) Monitor and Iterate

    School tech evolves constantly. Schedule periodic audits (e.g., pre-semester and mid-year), track accessibility issues like any other quality defect, and update your VPAT/ACR when material changes land.

    Why This Matters for Teaching and Learning

    Accessible technology doesn’t only prevent complaints—it improves learning:

    • A captioned science video helps a deaf student follow along and helps a tired parent review content after a late shift.
    • Clear headings in a history reading help a student with ADHD navigate and return to key sections.
    • A well-labeled quiz with announced status messages reduces anxiety for students using screen readers.
    • Plain-language instructions in the LMS lower the cognitive load for everyone, including multilingual families.

    When digital accessibility is present, students get through important moments without roadblocks, teachers spend more time on pedagogy than troubleshooting, and families feel genuinely included in school life.

    A Long-Term Strategy for Inclusive Schools

    Digital accessibility is strategic infrastructure for education. Districts and campuses that invest in it reach more learners, reduce friction for families, and build trust across classrooms, offices, and board rooms. New terms begin all the time—new semesters, new platforms, new cohorts. Build them to include the people you intend to serve.

    Ready for a concrete plan tailored to your school or district? Schedule an ADA briefing with 216digital. We’ll review your tech stack, content workflow, and procurement goals, then leave you with a prioritized roadmap and clear next steps your team can ship this term.

    Greg McNeil

    September 9, 2025
    Legal Compliance
    Accessibility, How-to, VPAT, WCAG, Web Accessibility, Website Accessibility
  • AI-powered Checks for Accessible PDF: Are They Enough?

    AI-powered Checks for Accessible PDF: Are They Enough?

    Your team ships PDFs every week—policies, forms, reports. They look polished. But if a screen reader hits the footer before the body, the file isn’t usable. That’s the gap an accessible PDF is meant to close. Laws like Section 508 and WCAG don’t treat PDFs as special exceptions; if a document lives on your site, people should be able to move through it as easily as a web page. AI helps with the basics and saves time. The real question: how far can you trust it on its own?

    Before we dig into tools, here’s how the standards actually fit together.

    What An Accessible PDF is—And Why the Law Cares

    Two complementary standards govern PDF accessibility. PDF/UA (ISO 14289) defines how a PDF’s internals must be constructed so assistive technologies can reliably parse and convey the content. The Web Content Accessibility Guidelines (WCAG) governs outcomes when that PDF is published on the web—what users must be able to perceive, operate, understand, and rely on.

    PDF/UA (ISO 14289): Technical Conformance

    PDF/UA requires a correct structure tree with semantically appropriate tags (headings, lists, tables, figures), accurate role mapping, and a logical reading order. It expects:

    • Properly associated table headers and scopes.
    • Descriptions for non-text content; decorative material marked as artifacts.
    • Form fields (AcroForms) with programmatically associated labels, names, and instructions.
    • Declared document language and consistent language shifts where needed.
    • Links, bookmarks, and metadata that reflect actual structure.
    • The goal is consistent exposure of semantics to accessibility APIs so screen readers announce content as intended.

    WCAG for PDFs: Publication Context and User Outcomes

    When a PDF is part of web content, WCAG success criteria apply (e.g., 1.3.1 Info and Relationships, 1.3.2 Meaningful Sequence, 2.4.6 Headings and Labels, 3.1.1 Language of Page). WCAG focuses on the experience: users must navigate by headings, traverse content in a meaningful sequence, operate everything via keyboard, and understand relationships in tables, lists, forms, and links.

    How They Fit Together

    Think of PDF/UA as the engineering spec (how the file is built) and WCAG as the published experience (what users can actually do). Meeting one without the other leaves gaps—either structurally sound but unusable in context, or polished in presentation but unreliable under the hood.

    Operational Definition of “Compliant”

    In practice, compliance means a screen-reader user can:

    • Move by headings in a sensible hierarchy;
    • Traverse content in sequence;
    • Complete forms with announced labels and instructions;
    • Understand tables with correctly exposed headers;
    • Access links and landmarks without detours.

    With the standards context set, let’s look at why many PDFs still miss—and where automation helps versus where expert review remains essential.

    Why PDFs Are So Often Non-compliant

    Most teams don’t author in PDF first; they export—and that’s where trouble starts. Typical failures include missing or incorrect tags, reading orders that jump around, scanned pages without OCR, and forms or tables whose structure isn’t exposed to assistive tech. A quick snapshot:

    • No tags or the wrong tags → a screen reader announces “graphic, graphic, graphic” through a one-page flyer.
    • Reading order off → Footnotes should be read before the body copy.
    • Scanned pages with no OCR → 12 images, zero searchable text.
    • Mis-structured forms/tables → required fields can’t be reached; headers don’t announce.

    At scale—monthly statements, board packets, downloadable reports—small mistakes multiply. The volume is exactly why many teams turn to automation to keep pace and to move each file closer to an accessible PDF without starting from scratch.

    What AI-powered Accessibility Tools Do Well (Today)

    Give an AI checker a clean annual report and it can often spot headings, set a reasonable reading order, and propose alt text you can refine. That alone can cut remediation time significantly. Modern tools handle a few tasks particularly well:

    • Recognizing layout blocks (headings, paragraphs, lists)
    • Running OCR on scanned content to restore real text
    • Drafting tags for simpler figures (e.g., charts vs. logos)
    • Flagging obvious misses (untagged images, empty titles, missing language metadata)

    They’re fast, consistent, and tireless. Most importantly, they reduce the grunt work so specialists can spend time where judgment matters. What they can’t do is confirm that structure equals meaning—or guarantee that the end result behaves like an accessible PDF for every user scenario.

    Where AI Still Falls Short—and Why People Still Matter

    Some documents ask more than a model can answer. Two common gotchas:

    • Nested tables and forms. A claims form with merged cells can look “tagged” but read like alphabet soup.
    • Meaning vs. style. A bold sentence in a paragraph isn’t a heading; many models tag it that way.

    Tools also struggle with language switches mid-document, disclaimers that must tie to the right section, and reading orders that look logical to software but feel disorienting in a screen reader. A file may “pass” an automated check yet remain frustrating to use. That gap is not just usability—it’s risk. A defensible review still needs a human to ask: Does this read like an accessible PDF for someone relying on assistive tech?

    The Hybrid model for Accessible PDF Compliance

    Start with the tool, finish with a person.

    • AI first pass: establish the skeleton, set reading order, surface missing text alternatives, and catch obvious metadata gaps.
    • Human pass: repair tables, confirm form flow, check headings/links, and test a few pages with NVDA or VoiceOver.
    • Evidence trail: keep a short log of what changed and who checked it; if questions come later, you have the paper trail.

    This model balances speed with judgment. It scales because automation removes repetition while reviewers focus on the parts that shape the experience and, ultimately, compliance for an accessible PDF in the real world.

    AI is Powerful, But Not a Solo Act

    AI can accelerate the work, but it can’t replace judgment. If you’re balancing risk with reality, a two-pass workflow (tool, then human) is the path that holds up. The payoff is practical: fewer errors, faster cycles, clearer records, and a more reliable accessible PDF experience for your audience.

    If you want a second set of eyes—or a process your team can pick up and run—216digital can help. Schedule an ADA briefing with 216digital, and we’ll map a workflow that fits your documents, your deadlines, and your compliance goals.

    Greg McNeil

    August 26, 2025
    Legal Compliance
    Accessibility, accessible PDF, Ai and Overlay Widgets, AI-driven accessibility, PDF, PDF/UA (ISO 14289), WCAG, Web Accessibility, Website Accessibility
  • Web Accessibility Checklist for CA Businesses

    Web Accessibility Checklist for CA Businesses

    California sets the tone for digital accessibility—and businesses can’t afford to ignore it. Between strict state laws, federal regulations, and an active litigation environment, accessibility isn’t just a best practice; it’s a requirement.

    This guide breaks down what compliance means in California and gives you a step-by-step web accessibility checklist you can actually use. Think of it as a roadmap that not only lowers legal risk but also creates a better experience for every visitor on your site.

    Why Accessibility Matters in California

    California is one of the most aggressive states when it comes to enforcing web accessibility. Both federal and state laws apply, creating more risk for businesses with an online presence.

    A few things you should know:

    • ADA (Americans with Disabilities Act): Courts in California have ruled that websites and apps connected to physical businesses must be accessible. Cases like Robles v. Domino’s made that crystal clear.
    • Unruh Civil Rights Act: Unique to California, this law ties into the ADA but adds monetary damages—starting at $4,000 per violation. Multiple issues can multiply costs quickly.
    • CPRA (California Privacy Rights Act): Privacy notices, opt-outs, and user controls must also be accessible to people with disabilities.
    • AB 434 (Public Agencies): Requires California government websites to meet WCAG 2.0 AA.
    • Section 508 (for federal contractors): Applies if you do business with federal or state-funded entities.
    • AB 1757 (Pending): Would make WCAG 2.1 AA mandatory for all California websites and allow individuals to sue directly.

    Your California Web Accessibility Checklist

    Think of this web accessibility checklist as an ongoing process—not a one-time project. Accessibility isn’t something you can “fix” and walk away from. Each new feature, design tweak, or plugin you add can introduce fresh challenges, so it’s best to weave accessibility into your regular site reviews and updates.

    1. Know Your Legal Landscape

    Before you start making changes, pause and figure out which laws apply to your organization. A private company, a public agency, and a government contractor each face different sets of rules—and knowing where you fall will shape your strategy.

    Begin by asking a few simple questions:

    • Is your business based in California, or do you simply serve California residents?
    • Which laws apply to you? That could mean the ADA, the Unruh Civil Rights Act, CCPA/CPRA, Section 508, AB 434 for public sector sites, and potentially AB 1757 once it takes effect.
    • Who in your organization should own accessibility? Whether it’s your legal lead, a developer, or someone on the marketing team, make sure accountability is clear—and involve design, development, content, and legal voices early.

    2. Identify Your Accessibility Gaps with a Web Accessibility Checklist

    Once you know your obligations, it’s time to take an honest look at your website. Where might someone hit a barrier?

    Start with an automated scan like Google Lighthouse, or WAVE. Tools like these are great for catching obvious issues—missing alt text, weak color contrast—but they only scratch the surface. The real insights come from manual testing. Try navigating your site using just a keyboard, or fire up a screen reader. Can you move through forms, menus, and checkout without a mouse? Does everything make sense when spoken aloud?

    Keep careful notes as you go. Screenshots, detailed observations, and a running log of issues will help guide your fixes. Just as importantly, they also show good-faith effort if your compliance is ever questioned. Using a web accessibility checklist here helps you capture both the technical and usability gaps

    3. Fix Barriers and Align with WCAG 2.2 Level AA

    Now comes the hands-on work: fixing the barriers you’ve found. The most reliable standard to aim for is WCAG 2.2 Level AA, since courts and regulators often look to it as the baseline. WCAG breaks accessibility into four guiding principles—Perceivable, Operable, Understandable, and Robust (POUR). Here’s what that means in practice:

    Perceivable

    • Add alt text to all meaningful images
    • Make sure text can be resized up to 200% without breaking layouts
    • Provide captions, transcripts, and audio descriptions for multimedia
    • Avoid relying solely on color to communicate information
    • Keep text-to-background contrast strong
    • Indicate language changes in your site’s code

    Operable

    • Make sure every function works via keyboard
    • Add a “Skip to Content” link so users don’t have to tab endlessly
    • Keep buttons, icons, and menus predictable
    • Prevent content from shifting unexpectedly when users interact with it
    • Let users pause or stop auto-play and extend time limits on forms
    • Support both portrait and landscape orientations

    Understandable

    • Use clear, descriptive headings and labels
    • Write page titles that actually reflect what’s on the page
    • Make sure error messages are easy to spot and explain how to fix them

    Robust

    • Test your site across different devices and screen sizes
    • Ensure functionality for users with limited mobility
    • Use semantic, well-structured HTML so assistive tech works correctly
    • Keep content usable even when text spacing is adjusted

    4. Don’t Forget Privacy and Legal Disclosures

    Accessibility doesn’t stop at your homepage or checkout process. In California, your privacy notices, cookie banners, and consent forms are just as important.

    That means every checkbox, toggle, and opt-out option should be easy to reach with a keyboard and clear to a screen reader. Focus states should stand out, and every label should be tied programmatically to its control. When it comes to policies, avoid dense blocks of text. Instead, break them into sections with clear headings and write in plain, straightforward language. And whenever you link to something, make the link text meaningful—skip the vague “click here.” Regulators will expect these areas to meet the same accessibility standards as the rest of your site. A web accessibility checklist can serve as a reminder to evaluate these areas, which often get overlooked.

    5. Plan for Ongoing Compliance

    The last step is about staying consistent. Accessibility isn’t a box you check off—it’s a practice you build into your regular workflow.

    Set up a review schedule: quarterly audits for the full site, plus monthly spot checks for high-traffic pages. Fold accessibility into your design reviews, pull requests, and release cycles so issues get caught early.

    Be especially careful with third-party tools. Chat widgets, plugins, and embedded media can easily create barriers if they aren’t coded properly. Vet them before adding them to your site.

    And finally, keep your team sharp. Train designers, developers, and content creators regularly so accessibility remains second nature. Maintain a log of issues you’ve found and fixed—this not only helps with continuity but also shows your ongoing commitment if anyone ever challenges your efforts. 

    Accessibility: Not a Project, a Practice

    California businesses operate in one of the most demanding accessibility environments in the country. By treating accessibility as part of your ongoing website maintenance, you protect yourself from lawsuits, reduce customer frustration, and build trust with every visitor.

    The important part isn’t achieving perfection immediately—it’s showing steady progress and a willingness to keep improving.

    Need Help Making Sense of It All?

    If you’re unsure where to begin—or how to scale this web accessibility checklist across your team—216digital can help. We specialize in accessibility audits, practical remediation planning, and ongoing support for businesses serving California consumers.

    Schedule a free ADA briefing today and gain clarity on what compliance means for your website in California. Together, we’ll prioritize the fixes that reduce your risk and deliver a better digital experience for everyone.

    Greg McNeil

    August 22, 2025
    Legal Compliance
    Accessibility, California Consumer Privacy Act, California Web Accessibility Laws, Legal compliance, WCAG, Web Accessibility, Website Accessibility
1 2 3 … 13
Next Page
216digital Scanning Tool

Audit Your Website for Free

Find Out if Your Website is WCAG & ADA Compliant













    216digital Logo

    Our team is full of expert professionals in Web Accessibility Remediation, eCommerce Design & Development, and Marketing – ready to help you reach your goals and thrive in a competitive marketplace. 

    216 Digital, Inc. BBB Business Review

    Get in Touch

    2208 E Enterprise Pkwy
    Twinsburg, OH 44087
    216.505.4400
    info@216digital.com

    Support

    Support Desk
    Acceptable Use Policy
    Accessibility Policy
    Privacy Policy

    Web Accessibility

    Settlement & Risk Mitigation
    WCAG 2.1/2.2 AA Compliance
    Monitoring Service by a11y.Radar

    Development & Marketing

    eCommerce Development
    PPC Marketing
    Professional SEO

    About

    About Us
    Contact

    Copyright 2024 216digital. All Rights Reserved.