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ADA Accessibility Guidance for Speakers at UF CME Activities

Purpose

This document provides guidance for creating accessible CME activity materials in compliance with the Americans with Disabilities Act (ADA) Title II and WCAG 2.1 Level AA standards.

Please use this document to understand how to create accessible content for your upcoming presentations.

Why is this Important?

ADA compliance is important in Continuing Medical Education (CME) because it ensures that all participants, including those with disabilities, have equal access to educational activities and opportunities. The Americans with Disabilities Act (ADA) was established to prevent discrimination and exclusion based on disability. In the context of CME, this means that providers must make reasonable accommodations so that individuals with disabilities can fully participate in and benefit from educational programs. By maintaining ADA compliance, CME activities promote accessibility and equal learning opportunities for all healthcare professionals.

Accessibility Requirements for Live CME Activities

Presentation Requirements 

  • Verbally describe all meaningful visual content.
  • Provide a brief summary for complex data tables.
  • Complex visuals (e.g. charts, graphs, diagrams) must include additional explanation in narration during the presentation

PowerPoint Requirements

Please refer to this PowerPoint template for elements that are needed. (Note: the master slide will not be accessible by a screen reader.)

Structure and Layout

  • Use built-in templates (not manual text boxes)
    • Recommended font is sans serif (e.g., UF brand fonts IBM Plex Sans and Anybody, or other options like Arial, Calibri, and Verdana.)
      • 20pt minimum for title
      • 18pt minimum for text
  • Each slide must have a unique title or a clear identifier (e.g. number)
    • If a slide does not include a visible title, add a hidden slide title for accessibility
  • Limit or avoid using transitions and animations that have flashing content.

Text and Readability

  • Use plain, concise language
  • Define medical or technical terms and acronyms when possible
  • When typing text, use the correct sentence-case and minimize use of ALL CAPS aside from acronyms and headlines
  • Use built-in bulleted or numbered lists (do not manually format lists)
  • Ensure high contrast between text and background
  • Avoid using colors only to indicate abnormal values (such as green for normal and red for abnormal). Add text such as “high/low,” “normal/abnormal” to explain. 

Tables

  • Use simple tables with a header row
  • Avoid merged or blank cells

Saving and sending

  • Save as a .pptx file.

Additional Accessibility Requirements for Recorded and Online CME Activities

To share a PowerPoint online or distribute it through another system – including email – the file must be fully accessible. Please review the additional guidance before sharing your presentation.

PowerPoint Requirements

The presentation must be readable by screen readers and usable by individuals with visual, cognitive, or motor impairments.

Please refer to this PowerPoint template for elements that are needed. (Note: the master slide will not be accessible by a screen reader.)

Images and Visual Content 

  • All images must include alt text (not the same as a caption)
    • Describe only what is necessary and use proper punctuation for readability
    • Use the UF Alt-Text Generator to help with description
    • Only mark as “Decorative” if the image does not convey any meaning, such as decorative shapes or lines 
  • Avoid screenshots of text

Tables

  • Provide alt text for tables

Accessibility Check

  • Review the Reading Order (Accessibility ➔ Reading Order Pane) of each slide to ensure screen readers announce content in a logical and meaningful sequence
  • Ensure each slide has a title
  • Use descriptive link text and ensure links make sense out of context. For example, use “View more information about melanoma” as your link text rather than “Click here” or “More information”
    • Ensure all links work as expected
  • Run the PowerPoint Accessibility Checker: Review ➔ Check Accessibility
    • Resolve all errors and warnings before submission

Saving and sending

  • Save as a .pptx file.
    • Do not save as a PDF
  • Test with a screen reader, if possible.

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