ADA Accessibility Requirements for Recorded and Online CME Activities – Guidance for UF COM Departments

For detailed speaker guidance, see the ADA Accessibility Guidance for Speakers at UF CME Activities.

For a downloadable version with checkboxes, please visit this link.

Submit to the CME Office:

• Video file with captions (required)
  • Mediasite recordings: Submit the finalized video that includes embedded/verified closed captioning.
  • Zoom recordings: Submit both the video file and the corresponding VTT transcript file.
• For audio online activities (e.g. a podcast episode) submit the recording file and the transcript file. 
• Supplemental documents (PPT, etc.) are optional but best practice, and must be verified by the department to be ADA compliant.
• Acknowledgement that the department and CME office share responsibility to ensure ADA compliance in RSS enduring content.

Guidelines:

• General
  • No content relies on only color
  • Content is usable without a mouse
  • Language and content are clear and consistent 
  • Instructions do not rely on visual cues only

• Video Accessibility 
  • Mediasite
    • Mediasite automatically captions live video and records with captions
    • Edits to captions can be made through Mediasite’s Caption Editor
  • Zoom
    • Review settings to enable automated captions and live transcriptions
    • Record with captions by enabling the following settings from the Zoom web settings page:
      Settings > Recording > Record to computer files > Save closed caption as a VTT file (checked)
    • Download the video file and VTT transcript file. 
  • Captions are included in the recorded video (accurate, complete, synchronized with audio, accuracy verified by a human) or attached as a separate transcript file. 
  • Remind presenters that key visuals must be described by the presenter in the video.

• PowerPoint Accessibility
  • Slide layouts use built-in templates (not manual text boxes)
    • Each slide should have a title or an identifier
  • Images and graphics have meaningful alt text
    • Use UF Alt-Text Generator to help with description
  • Complex visuals include additional descriptions (slide notes or narration)
  • Run the Accessibility Checker and resolve all errors (not just review)
  • Please view the Speaker Guidance Page for detailed information. 

• Supplemental Documents (Use Only When Necessary)
  • Document is provided in an accessible format (prefer web pages or accessible Word or PowerPoint files); PDF files are not allowed unless they have been fully remediated for accessibility. 
  • Please view the Speaker Guidance Page for detailed information. 
  • Run the Accessibility Checker and resolve all errors (not just review)