Accessible Newsletters & Emails

When Creating Your Content

Make sure headings are in order

• Best Practice: It is recommended that headings are not linked to clear up redundancies when listening on a screen reader
• All newsletters must have a single H1 present
• Do not use headings as a way to create large text
• Headings should follow proper hierarchy and only jump one level down at a time
  • ❌ H2 to a H6 is wrong
  • ✅ H2 to a H3 is correct

Image Requirements

• Alternative text should be a concise summary of what is being communicated contextually
  • ❌ “Image of [thing]”
  • ❌ “Image”
• Images should not be linked to in an email to open in a new tab/hosted on other site
  • Images should be embedded directly into an emailed message

Do not use images of text or flyers

• All text content should be typed/pasted directly into the content editor
  • Some users may have disabled images from rendering in their emails 
  • Images of text are not consumable to non-visual users using assistive technology

Links should be able to be understood without reading the rest of the content

• Make sure link phrases are unique when directing to different URLs
  • ❌ “Click Here to register for classes”
  • ❌ "Go to https://csusm.edu/THING"
  • ✅ “Register for Classes” 
• Add an underline to help make links identifiable for color blind viewers or use a button

QR codes should only be used for event check ins

• QR codes are great for helping people check in to an event but are not optimized for other use cases 
  • In other instances use buttons or links
• QR codes are only suggested for printed resources and should not be used on digital formats

Choose good color contrast

• Do not rely on color coding in your messages. Color coded content may not be visible to users who have lowered their screen's brightness and/or to those with color blindness. If color coding must be used in a message, add in additional context tot he coding system by typing out additional text to help users understand the differences.

Videos must be captioned accurately with punctuation BEFORE being posted

Request captioning:
Captioning Request Form

• • Avoid making “slide show” videos (example slide show video) that have text displayed on the screen with music as the only audio
  • Video should be optional to watch. Do not hide important content within a video's content as it will be harder for a user to search for
    

Event advertisements must include the Event Accessibility Statement

The CSUSM policy on ADA Accommodations for Non-Instructional University Events requires that all advertising include the official accessibility statement:

Individuals with disabilities, who would like to attend this event, please contact [insert event sponsor’s name and phone #] regarding any special accommodation needs. It is requested that individuals requiring auxiliary aids such as sign language interpreters and alternative format materials notify the event sponsor at least seven working days in advance. Every reasonable effort will be made to provide reasonable accommodations in an effective and timely manner.

Before Publishing

Look at your content before sending!

• Check for typos
• Double check your color contrast
• Make sure no content is overlapping on small screens or if converted to a PDF

Run the Accessibility Checker

If using Dynamics, run your email through the built-in email accessibility checker before hitting the publish button. Fix any issues identified in this checker