Communications Toolkit

Accessibility Tips for Content Editors

Website accessibility is a legal requirement under Section 508 and the Americans with Disabilities Act (ADA). When sites have major inaccessible components, they may be viewed as discriminatory against people with disabilities.

Accessibility is about more than compliance. About 1 in 4 adults in the United States live with a disability, and accessible websites ensure everyone can use and benefit from your content. Clear structure, descriptive links, and accessible media improve the experience for all visitors — and protect UC ANR from legal and reputational risk.

At UC ANR, we follow Section 508 and WCAG 2.2 AA standards. These benchmarks apply to all digital content. This page highlights what editors need to do when adding or updating content.

Structure Content With Clear Headings and Links

  • Use one H1 per page (the page title)
  • Use headings (H2, H3, H4) in a logical order to show content hierarchy
  • Do not use headings just to style text — use them to organize meaning
  • Write descriptive, meaningful link text (for example, "Download the annual report (PDF, 2 MB)" instead of "Click here" or "Learn more")
  • Break up text into short paragraphs or bullet points for readability
  • Do not use all caps in navigation, links, or buttons — use title case instead

Avoid Inaccessible Design Shortcuts

  • Do not put important text inside images — type it directly on the page
  • Do not use images as navigation buttons
  • Avoid using tables for layout — use built-in formatting or responsive grids instead

Avoid Text in Images

For more on why text should stay out of images, see accessibility resources from Oberlin College and Princeton University.

Use Accessible Media

  • Add alt text for all images
  • Include captions for videos and transcripts for audio — see UCOP's guidance on transcripts and captions
  • When linking to documents such as PDFs or Word files:
    • Use descriptive link text (not "Click here" or "Learn more")
    • Include file type and size, for example: "Download the annual report (PDF, 2 MB)"
    • Post content as HTML whenever possible, since PDFs and Word files are often not accessible

Quick Tips Before You Publish

  • One H1 per page (the page title)
  • Add alt text for every image
  • Make sure link text is descriptive — not "click here"
  • Break up content into short, scannable sections
  • Use title case — avoid all caps or extra punctuation in labels and links
  • Use clear, specific button text (for example, "Submit Application" instead of just "Submit")
  • Make sure your files are accessible, including PDFs — see UCOP's guidance on creating accessible PDFs

Accessibility Resources

Best Practices in Action

Visit the Sample IWP site to see how these best practices look in a live website. You'll find examples of headings, link text, media, and navigation that show how the guidelines come together in practice.

Go to the Sample IWP site