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Digital Content Guidelines

Submission Protocol: Digital Content & Accessibility

To ensure our communications are accessible to everyone in our community and compliant with ADA (Americans with Disabilities Act) standards, we are moving away from "flyer-style" PDF submissions.

The Golden Rule: If a screen reader can't read it, we can't post it. Please follow these guidelines for all newsletter, website, and social media requests.

We want your announcements to reach everyone. Traditional "flyer" PDFs are often unreadable for people using screen readers and are difficult to view on mobile phones. By following these guidelines, you ensure your content is ADA compliant, searchable, and mobile-friendly. 

A light-blue infographic titled "ADA Compliant Digital Content Submission Guide" designed to help users create accessible digital materials. The guide is divided into a flow showing the transition from inaccessible to accessible methods.

 

The “Text First” Requirement

All essential information must be submitted as plain, editable text (in the body of an email or a Word document). Do not rely on the image to convey details. You must include:

  • Headline: A short, catchy title for the event or announcement.

  • The Details: Date, Time, Location, and Cost.

  • The "Why": A 2–3 sentence summary of the event/info.

  • Call to Action: A direct link or contact person for registration/questions.

Image Guidelines (The Visual Hook)

You are welcome to submit an accompanying image, but it must serve as a visual "accent" rather than the information carrier.

  • No Text in Images: Avoid images with paragraphs, dates, or contact info embedded in the graphic. Small logos or a 3–5 word title are okay, but plain text is preferred.

  • Simple Composition: High-contrast, high-quality photos or simple illustrations work best.

  • Format: Please submit images as .JPG or .PNG files (no PDFs for images).

Alt-Text Description

For every image submitted, please provide a one-sentence "Alternative Text" description.

Example: “A group of students sitting in a circle outdoors having a discussion.”

*Give Gemini or CoPilot a try, upload your image, and ask for Alt Text for the image.  You can also ask for a summary or description of the uploaded information as well.

The How & Why

 

Example of a Perfect Submission

Subject: Submission: Annual Spring Bake Sale
 

Text Summary:  Join us for our Annual Spring Bake Sale on May 15th from 10:00 AM to 2:00 PM in the Main Lobby. All proceeds support the local library. We will have gluten-free and vegan options available! 
 

Link: Register to volunteer at [URL].

Image Attachment: [Attached: photo_of_cupcakes.jpg] 

Alt-Text: A tray of brightly frosted cupcakes with spring-themed sprinkles.

Why are we doing this?

  • Inclusivity: Screen readers (used by people with visual impairments) can read the text we type, but they cannot "read" text that is flattened inside a picture or a PDF.
  • Searchability: Text on a webpage or in an email can be searched; text inside a flyer cannot.
  • Mobile Friendly: Plain text automatically resizes to fit a smartphone screen. A PDF flyer requires the user to pinch and zoom, which is a clunky experience.