Creating Accessible Slide Presentations · slide presentation. NOTE: Slide layouts help define the...

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Creating Accessible PowerPoint Presentations Elizabeth Tu Center for Faculty Development Accessibility at http://www.sjsu.edu/cfd/teaching-learning/accessibility

Transcript of Creating Accessible Slide Presentations · slide presentation. NOTE: Slide layouts help define the...

Page 1: Creating Accessible Slide Presentations · slide presentation. NOTE: Slide layouts help define the structure and sequence of titles, subtitles, content texts, and objects for the

Creating Accessible PowerPoint Presentations

Elizabeth Tu Center for Faculty Development Accessibility at

http://www.sjsu.edu/cfd/teaching-learning/accessibility

Presenter
Presentation Notes
Introduce the title and the goal of this presentation.
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Agenda

Who are our students? Problems over Inaccessibility What is an accessible PowerPoint

presentation? How to create an accessible slide presentation The S.L.I.C. check

Creating Handouts and Printing Listening to a slide presentation References

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Who are Our Students?

Center for Faculty Development July, 2013 3

Educational, does one size fit all?

Individuals bring in different skills, culture, learning style, needs, interests, and other characteristics to learning.

"Diversity" in our student population is more than cultural; it includes a wide range of physical, visual [sensory], hearing, learning [cognitive], attention, and communication abilities.

Courses or presentations designed with Universal Design for Learning (UDL) “strive to focus on the strength of individuals… what they CAN do rather than on what they cannot” and “proactively address the needs of people with the broadest range of characteristics…” (Emmert, M. A. 2008) 1

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Who are Our Students? (cont.)

US Census, 2010: Approximately 18.7% (56.7 million people) of the population report having a disability in 2010.

Based on the 2007-2008 National Postsecondary Student-aid

study, 10.8 % of the undergraduate students reported with disabilities: http://goo.gl/zqdWKX

Center for Faculty Development July 2013 4

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Who are Our Students? (cont.)

SJSU AEC student registration data from 2004 to 2013

Center for Faculty Development July, 2013 5

Semester Total Total + Open U SJSU Enrollment Spring 2004 553 (2%) 783 (3%) 28,800 Fall 2005 890 (3%) 913 (3%) 29,975 Fall 2006 933 (3%) 1021 (3%) 29,604 Fall 2007 1073 (3%) 1136 (4%) 31,906 Fall 2008 1124 (3%) 1221 (4%) 32,746 Fall 2009 1127 (3.6%) 1257 (4%) 31,280 Fall 2010 1058 (3.6%) 1114 (3.8%) 29,076 Fall 2011 1127 (3.7%) 1170 (3.9%) 30,236 Spring 2012 1102 (3.9%) 1176 (4.2%) 28,002 Spring 2013 1125 (4.1%) 1180 (4.3%) 27,503

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Who are Our Students? AEC Spring 2013 student registration data Communication = 5 (.44%) Deaf/HOH = 28 (2.5%) Learning disability = 462

(41%) Mobility = 112 (10%) Functional disability = 502

(44.6%) Visual disability = 16 (1.4%) Total = 1125

Spring 2013

Mobility 10%

Learning 41%

Deaf 2.5%

Visual 1.4%

Functional 44.6%

Center for Faculty Development July 2013 6

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Complaints over Inaccessibility 7 complaints from disable students over inaccessible online courses: 1. Inaccessible live chat and discussion board in Moodle LMS 2. Inaccessible faculty-prepared class assignments and materials on

the learning management system, Moodle. 3. Inaccessible documents that are scanned images on webpages

and websites. 4. Inaccessible videos, and videos in Flash format, that are not

captioned. 5. Inaccessible library database materials. 6. Inaccessible course registration through a website, Cyber Bear. 7. Inaccessible classroom clickers.

For more information about the 7 complaints, visit http://goo.gl/FlZjB

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Settlement Agreement over Inaccessibility, May 2013

UC Berkeley’s Settlement Agreement with Students with Print Disabilities on May 7, 2013: Timely access to instructional materials with accessible alternate media

format Textbooks: 10 business days Course readers: 17 business days Request for timely delivery of alternate format: 3 days prior to start of class

Improve library online catalog software for screen reader access Implement scanning machines or other assistive technology to allow self-

service by students Provide assistance with scanning for those with physical disabilities Faculty may be subject to referral to the Vice Provost and reference the

Faculty Code of Conduct if they refuse to submit textbook adoptions at least 7 weeks prior to start of class

Reading materials posted by the faculty and staff will be made accessible in a reasonable and equitable time frame. For more information about UC Berkeley’s Settlement Agreement, visit http://goo.gl/P6L56

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Settlement Agreement over Inaccessibility, July 2013

Louisiana Tech University’s Settlement Agreement on July 23, 2013: Synopsis A blind student was unable to participate in a course due to an

inaccessible online learning product (MyOMLab) and hard copy classroom handouts

Faculty member directed student to app vendor and assigned another student in the course to convert the handouts

Campus failed to provide equal and timely access to the course materials within one month

Student dropped the course due to inability to participate equally in the class discussion or prepare for the exams in a timely manner

Outcomes Policy Related

Affirm the role of Disability Services (DS) Office as the authorized liaison between students and faculty and DS to coordinate with instructors on the delivery and service of course accommodations

University will revise and adopt policies and procedures to comply with accessibility standards and disseminate appropriately within 120 days

Center for Faculty Development July, 2013 9

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Settlement Agreement over Inaccessibility, July 2013 (cont.)

Louisiana Tech University’s Settlement Agreement on July 23, 2013 (cont.): Training Related

All instruction-related individuals [faculty, TAs, administrators] must receive [ADA] training on their role and responsibilities, campus resources, best practices

All student orientation will include presentation by Disability Services office

Reporting Related Report the above faculty and student training dates and attendance Submit initial and annual compliance reports concerning this Settlement

Agreement (policy revision, training and related complaints)

For more information about Louisiana Tech University’s Settlement Agreement, visit http://www.ada.gov/louisiana-tech.htm

Center for Faculty Development July, 2013 10

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What is accessibility?

Accessibility is about: How to include students with disabilities How students with disabilities access

electronic information Accessibility is not a feature, it’s about

procedures, processes and techniques.

Note: Contact Accessible Education Center (AEC) at www.sjsu.edu/aec if you have any questions concerning how to make course adaptations or accommodations for students with disabilities.

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What is an accessible presentation?

An accessible slide presentation is a digital

document which can be modified by highlighting texts, increasing the font size,

or, read aloud by text reader software for users with

disabilities. Watch Lana’s story from the video series of

“From Where I Sit” at http://teachingcommons.cdl.edu/access/materials/LanaStory.shtml

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How to Make My Slide Presentation Accessible?

The S.L.I.C. Check To create an accessible slide presentation, focus

the following four elements in your document: Structure - via Outline pane and Slide Layouts

Links – add meaningful website name, url and hyperlink

Images, graphics, or any non-text information – add descriptive alternative text or caption

Chart or table: created from within PowerPoint or include source file and descriptions

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Presenter
Presentation Notes
Q: What is the SLIC? A: SLIC is a mnemonic acronym to help you remember how to assess whether your slide presentation is accessible or not. These 4 elements are…
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INSTRUCTIONS ON CREATING ACCESSIBLE SLIDE PRESENTATIONS

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Structure

Why is it important to have a structure for my slide presentation? A: Structure is important to provide an overall outline of you

document for easy navigation. Screen reader software can provide a listing of heading styles for users with disabilities to navigate quickly to any parts of the document. See a sample of the Heading list generated by JAWS below.

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Presenter
Presentation Notes
TW: Why is it important to have a structure for my slide presentation? ET: explains…
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Structure (continued)

There are three steps to ensure your slide presentations have structure in Microsoft PowerPoint for windows:

A. Use the Slide Layouts

B. View the Outline pane

C. Include a slide title for each slide

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Presenter
Presentation Notes
TW: How do I create structure for my slides? ET: explains…
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Structure (continued)

A. Slide Layouts in Microsoft PowerPoint

1. On Home tab, in Slides group, click the down arrow in the lower right corner of the New Slide icon.

2. Select title slide or any appropriate layout to start building your slide presentation.

NOTE: Slide layouts help define the structure and sequence of titles, subtitles, content texts, and objects for the entire slide presentation.

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Presenter
Presentation Notes
ET: Here are the steps to find and use the built-in slide layouts from MS Powerpoint 2007 for Windows Step 1 Sloooo….w
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Structure (continued)

B. Outline Pane in Microsoft PowerPoint Click Outline tab in the Slide and

Outline area. Text displayed on the outline pane will be read by screen reader software.

C. Make sure each slide has a slide title. The slide title serves as the structure heading in navigating and understanding the logical flow of your slide presentation.

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Presenter
Presentation Notes
Next, to use the Outline pane in MS PowerPoint 2007, you go to the left of your slide area and click the OUTLINE tab… Ask Thayer to see if he has any questions….
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Links

If there are any web links in your slides, make sure to include the following information

A meaningful name for the website The URL web address Hyperlink the name of the website

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Presenter
Presentation Notes
TW: Leading intro conversation then ask: “I often cite references or web links in my slides. What do I need to do if there are any web links in my slides?” ET: picks up from TW and start talking about the 3 things to include for web links.
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Links (continued)

Instructions on how to create hyperlinks for your documents in Microsoft PowerPoint:

1. Highlight the text you want to hyperlink.

2. Right click the highlighted text and select Hyperlink in the pop-up box.

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Presenter
Presentation Notes
ET: Here are the instructions on how to create hyperlinks for your documents in MS PowerPoint 2007: SLOooo…w Step 1…. Step 2….
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Links (continued)

3. In the Insert Hyperlink window, enter the URL in the Address box at the bottom.

4. Click OK.

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Presenter
Presentation Notes
Step 3… Step 4 …
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Links (continued)

Sample of a hyperlinked website name with URL displayed

Note: The more relevant links included in your document, the more

traffic you will have for your page.

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Presenter
Presentation Notes
ET: Here is a sample of… TW: … Brings up the NOTE section for top ranking searchable pages…
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Links (continued)

Why do I need to hyperlink the name of the website? A: Screen reader software such as, JAWS, can provide a

list of hyperlinks for users with disabilities. It is more meaningful to read the name of the website than the long URL or “click here.” See a sample of the Links list generated by JAWS below.

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Presenter
Presentation Notes
TW: ask the question ET: answers TW: conclusion and perhaps end with some small conversation…
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Images

If there are images, graphics, or any non-text information in your presentation, make sure to include descriptive alternative texts or captions to explain the message you want to communicate via images.

1. Right-click on the image and select Size and Position or Format Picture.

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Presenter
Presentation Notes
TW : Leading intro with a question: “What should I do if I include images, charts….in my slide presentation?” ET: give instructions…Step 1…
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Images (continued)

2. In the Size and Position window, click the Alt Text tab.

3. Enter descriptive information in the Alternative text box.

4. Click Close .

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Presenter
Presentation Notes
Step 2 … Step 3 … Step 4… Slooo…w TW : This is just the same as I do for my Applet-Magic website and make references to anchor text…
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Images (continued)

Q: Sometimes I may use several images to illustrate the same key point on one slide. Do I have to add alternative texts for each one of the images?

A: If you are trying to convey the same content or

message with several images, you can group all images into one big image then add alt text or caption for this one grouped image.

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Presenter
Presentation Notes
Q : What if I have more than one images on a slide to illustrate one key point or concept? Do I have to add alt text for every single images?
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Images (continued)

5. Hold down Shift key and click each images

6. Right click the grouped image and select Group under Group in the pop-up box.

7. Repeat steps 1 and 2 to add alternative text for this grouped image.

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Presenter
Presentation Notes
Step 5 … Step 6 … Step 7… Slooo…w TW : Ending comments…
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Charts or Tables

Q: What do I need to do if I include Charts or Tables in my slide presentation?

A: a) For simple tables or charts, create them from

the built-in PowerPoint slide layout. They can be read more easily by a screen reader than those imported from Word or Excel.

b) You can also import the data from Word or Excel and attach the source document.

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Presenter
Presentation Notes
TW: Ask the question: “I usually include charts and tables in my slides. Is there anything special I need to pay attention to these type of information?” ET: …
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Charts or Tables (continued)

For a simple table or chart, click on either the table or chart icon on your slide layout to build your slide content.

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Presenter
Presentation Notes
ET: Instructions for simple tables or charts…
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Charts or Tables (continued)

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To import the tabular data from Word, – Click on the table icon, decide the

appropriate columns and rows, copy your table from the source document and paste it into the slide presentation.

Presenter
Presentation Notes
Instructions if you want to import more complicated tables from Word document…
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Charts (continued)

To import the chart from source document into the slide presentation,

1. Click on the Chart icon on the slide layout.

2. From the Insert Chart window, select your desirable chart type.

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Presenter
Presentation Notes
TW: I usually deal with more complicated charts from my Excel document and I prefer to importing them into my slide presentation… ET: This is what you need to do… Step 1… Step 2…
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Charts (continued)

3. Double click on your selected chart. A new Excel spreadsheet will open with a sample staging data and a sample staging chart on the PowerPoint slide side by side.

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Presenter
Presentation Notes
Step 3…
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Charts (continued)

4. Copy the source data from your original Excel spreadsheet and paste them onto the new Excel spreadsheet. Follow instructions to resize chart data range if necessary to reflect your source data correctly.

NOTE: Screen reader software cannot read the context information for tables or charts. Use Notes pane to explain the information in the chart and table. Reference and attach this notes page as a separate document to the slide presentation.

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Creating Handouts If you use Notes pane to

explain your charts, tables, complex images, or audio files, save your notes page as a separate document.

1. Select Save & Send from File menu, then select Create Handouts.

2. Click Create Handouts icon in Create Handouts in Microsoft Word at the right pane.

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Creating Handouts (continued)

3. In the Send to Microsoft Office Word window select your desirable page layout in Microsoft Office Word by clicking the appropriate radio button such as Notes next to slides.

4. Click OK to save your Notes as a separate Word file. You can use this separate Notes document as your handouts.

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Printing

There are several options to print your slides. Select Print under File menu Click the down arrow next to

Full Page Slides, a drop down box becomes available.

Click to print 1, 2, 3, 4, 6 or 9 Slides per page Handouts.

Or, click to print Notes pages or Outline page.

Make your desirable decision and click Print button at the top.

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Listening to Your Slides

You can listen to the slides to test whether your presentation is readable. 1. Under File menu, select

Save as or Save as Adobe PDF to save your PowerPoint slide as a PDF document.

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Listening to Your Slides (continued)

2. In the Save As window, enter a file name. 3. In the Save as type drop down box, ensure PDF

files is selected and click Save.

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Listening to Your Slides (continued)

4. Go to the PDF version of your slides.

5. Under the View menu, select Read Out Loud to activate it.

6. Go back to View menu and select Read this page only or Read to End of Document . Your slides will be read aloud back to you.

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References

1. Universal Design in Higher Education: From Principles to Practice, edited by S. E. Burgstahler and R. C. Cory, Harvard Education Press, Cambridge, MA, 2008, page ix

2. Students Reported Disability Status : http://goo.gl/zqdWKX

3. 7 complaints at http://goo.gl/FlZjB from a disabled student about inaccessible online courses

4. UC Berkeley’s Settlement Agreement, visit http://goo.gl/P6L56

5. Louisiana Tech University’s Settlement Agreement, visit http://www.ada.gov/louisiana-tech.htm

6. Lana’s story from video series of “From Where I Sit” at http://teachingcommons.cdl.edu/access/materials/LanaStory.shtml

7. Creating Accessible PowerPoint Slides : http://www.sjsu.edu/cfd/teaching-learning/accessibility/accessible-documents

8. PDF Accessibility with Adobe Acrobat X and Adobe Reader X, Greg Pisocky, Adobe Systems, April 2011 at http://teachingcommons.cdl.edu/access/docs_multi/pdfaccess.shtml

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