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Draft MS PowerPoint Web Standards

Describes CDE’s requirements for Microsoft (MS) PowerPoint presentations. This document is part of the CDE Web Standards.

Introduction

This section of the California Department of Education (CDE) Web Standards provides requirements for MS PowerPoint presentations that are developed, procured, maintained, or used under its responsibility.

This section is one part of the CDE Web Standards.  For any given web content, one or more parts of the CDE Web Standards may be applicable. Visit the CDE Web Standards Home page for more information.

PowerPoint presentations are rarely the best way to post content to the web. There are two issues inherent to all presentation slides:

  1. They are usually without context and tied to a particular point in time.
  2. At best, they are nominally accessible to persons with disabilities.

The best practice would be to avoid posting presentation slides altogether. Instead, add fully contextualized content to a new or existing webpage or web document (e.g., MS Word or PDF). Then, only use the slides for the live or recorded presentation and refer participants or those who missed the presentation to the webpage or web document that was prepared for use instead of the slides. The webpage or web document can fully support the presentation, but will exist and be a resource that stands on its own as well.

If the best practice above is not an option and the presentation slides must be posted, it is better to convert the PowerPoint presentation to be a PDF document and then follow the PDF Documents Section of these web standards. A PDF version of the presentation will look and function almost the same as the PowerPoint, unless the purpose of posting the PowerPoint is to allow others to customize the presentation and then use it to give their own presentation. In the past, PowerPoint presentations have been considered by many to be entirely non-compliant with Section 508. At the time of writing, CDE believes that PowerPoint presentations, while not ideal, do meet the minimum requirements of Section 508. As CDE gets more information about PowerPoint compliance with Section 508, CDE web standards may be adjusted. Also, there is not a large amount of documentation of techniques and failures with MS PowerPoint related to compliance with WCAG 2.0 at this time.

Requirements for All MS PowerPoint Presentations

MS PowerPoint presentations that CDE develops, maintains, procures, or uses must meet all of the standards in this sub-section without regard to how or where the MS PowerPoint presentation is made available on the web. Sub-sections that follow add additional requirements in specific circumstances.

[POWERPOINT-101] Section 508 and WCAG 2.0 at the AA level

MS PowerPoint presentations must comply with federal Section 508 and conform to the Web Content Accessibility Guidelines (WCAG) 2.0 at the AA level. Whenever the standards that follow are not adequate for achieving compliance with federal Section 508 and conformance to WCAG 2.0 at AA, the MS PowerPoint presentation either needs to be modified to bring it into compliance/conformance or it cannot be used.

Converting the MS PowerPoint file to be a PDF file and then following the PDF Section of the CDE Web Standards may be an alternative if the MS PowerPoint file cannot be made accessible.

[Resources: Federal Section 508 External link opens in new window or tab., WCAG 2.0 External link opens in new window or tab.]

See also the Accessibility Section of these CDE Web Standards.

[Supports: California State Information Management Manual Section 25 External link opens in new window or tab., California Government Code Section 7405 External link opens in new window or tab., and Section 508 of the Rehabilitation Act of 1973 External link opens in new window or tab.]

[POWERPOINT-102] MS PowerPoint Features and Styles

Ensure that the MS PowerPoint file correctly uses all applicable MS PowerPoint features and styles.

  1. Use slides based upon a built-in slide layout.
    1. This is perhaps the most important step in making a MS PowerPoint presentation accessible.
    2. Choose the proper built-in slide layout for the content that the slide will contain. For example, side by side content.
    3. Do not extra add floating content (e.g., textboxes or images) to any slide.
    4. If a PowerPoint presentation template does not contain a needed built-in slide layout, then change templates, add content placeholders to a master slide, or create a new master slide with the needed layout.

      [Resources:
  2. Each slide has a unique and meaningful title that is placed in a "title" section of the slide.

    [Resources:
  3. Slide footers are used for text that repeats on every slide. However, content that is only contained in the footers must be present in at least one place outside of the footers.

  4. Set the default language.

    [Resources:
  5. Specify the language for a passage or phrase when it is different from the primary language.

    [Resources:
  6. Use slide notes.
    1. Expand on the text in your slides in the slide notes

      [Resources:

[Supports WCAG 2.0 sections 1.3.1 (Info and Relationships) External link opens in new window or tab. , 3.1.1 (Language of Page) External link opens in new window or tab. , 3.1.2 (Language of Parts) External link opens in new window or tab. , and 3.2.3 (Consistent Navigation) External link opens in new window or tab.]

[POWERPOINT-103] Layout, Organization, and Required Elements
  1. Document must be saved as a .pptx format file.

  2. Don't use spaces, tabs, or line breaks to create layout.

  3. The MS PowerPoint presentation is navigable in the expected order when used with a keyboard only and the content reads in the correct order.
    1. The tab order must be correct.

      [Resources:
  4. All Track Changes must be resolved, all comments removed, and Track Changes must be turned off.

    [Resources:
  5. Do not use transitions.
    1. When a slide appears, make sure that all slide contents appear at once.

      [Resources:
  6. Do not use animations.
    1. Since annimations have been reported to cause problems with assistive technology, do not use them.

      [Resources:

[Supports CDE Requirements and WCAG 2.0 sections 1.3.2 (Meaningful Sequence) External link opens in new window or tab., 2.1.1 (Keyboard) External link opens in new window or tab., and 2.4.3 (Focus Order) External link opens in new window or tab.]

[POWERPOINT-104] Text and Content
Uses Valid Text

Ensure the integrity and viability of the text content in the document. Text content is comprised of easy to read standard characters in widely available characters sets (fonts). Except for some proper nouns, the text forms standard words.

  1. All visible text renders correctly as text.
    1. For example, text is not scanned or pasted as a picture.

  2. Ensure that there are no spelling errors.

  3. Ensure that there are no grammar errors.
Fonts
  1. Use easy to read fonts that are comparable in readability to Arial 24pt. or larger.
    1. Decorative fonts must be used sparingly, use larger font sizes, and still be relatively easy to read.

  2. Use fonts that are sized 24 points or larger and are commonly available on most devices.
    1. For example: Arial, Helvetica, Times New Roman, Times, Courier New, Courier, Verdana, Georgia, Palatino, or Garamond.

      [Resources:
Abbreviations
  1. All but the most common abbreviations are spelled out.
    1. Very common abbreviations that do not need to be spelled out include common street address abbreviations, personal titles used before surnames, and ‘N/A’.
    2. All other abbreviations (including CDE-specific or education-specific) abbreviations must be spelled out and defined on the first use of the abbreviation (defining the abbreviation) or at the next available opportunity if there is not enough room.

      [Resources:
Device-Specific Words
  1. Do not use device-specific words when there is any alternative that works.
    1. Do not use words such as "click" or "hover" when words like "select" or "navigate" are available.

      [Resources:
Special Characters and Symbols
  1. Use appropriate special characters/symbols in place of keyboard symbols. For example, do not use:
    1. Underline with the plus sign for plus/minus (±)
    2. Asterisk (*) or letter 'x' for the multiplication sign (×)
    3. Slash for the division sign (÷) or the division slash (∕)
    4. Hyphen for the minus sign (−)
    5. Three periods in a row for the horizontal ellipsis (…)
    6. Horizontal lines or underlines to express summation or division

      Note 1: The plus sign (+) and equals sign (=) are keyboard characters that can be used for math without inserting a special character.

      Special Character Name

      Special Character Symbol

      Unicode

      Plus or minus

      ±

      U+00B1

      Division Sign
      ÷
      U+00F7
      Division Slash U+2215
      Minus Sign
      U+2212
      Multiplication Sign
      ×
      U+00D7
      Horizontal Ellipsis
      U+2026
  1. Do not use other special characters/symbols that don't have reliable mapping to Unicode.
    1. For example, do not use Wingdings font symbols, but Unicode conversions of Wingdings can be used.

      [Resource:

See POWERPOINT-109 for additional requirements when special characters or symbols are used.
See POWERPOINT-202 for additional requirements for MS PowerPoint presentations authored by or on behalf of CDE staff.

[POWERPOINT-105] Metadata
  1. Has a unique metadata title (document properties) that identifies the document.

  2. Has a subject (document properties) that describes the document, its audience, purpose, or usage.

[Resources: U.S. Department of Health and Human Services - Required Fixes for Office Files - Document Properties are Missing External link opens in new window or tab.]

See POWERPOINT-403 for additional requirements for MS PowerPoint presentations posted to the primary CDE website and the CDE Intranet website.

[Supports: WCAG 2.0 Section 2.4.2 (Page Titled) External link opens in new window or tab.]

[POWERPOINT-106] Hyperlinks
  1. Links are not broken. At CDE, a broken link is defined as a link that:
    1. Does not work
    2. Returns an http 404 error
    3. Does not resolve to the indicated content

      [Resources:
  2. Links are used consistently throughout the presentation.

  3. The purpose of the link can be determined from the link alone, its nearby text, or its column header (e.g., no “click here” or “more” links).

    [Resources:
  4. The same linked URL or text must lead to the same destination.

  5. Hyperlinks are easily distinguished visibly from non-linked content (e.g. color difference, underlines).

See POWERPOINT-107 to learn more about color contrast requirements in MS PowerPoint presentations. Color contrast requirements apply to all states of a hyperlink: unvisited, visited, hover, and active.
See POWERPOINT-305 for additional requirements for MS PowerPoint presentations posted to websites using the CDE domain: 'cde.ca.gov'.

[Supports: WCAG 2.0 Section 2.4.4 (Link Purpose In Context) External link opens in new window or tab.]

[POWERPOINT-107] Color
Color Contrast

Ensure sufficient color contrast between all content that conveys meaning (including all text) and its background at the WCAG 2.0 AA level.

  1. Ensure that the color difference has a contrast ratio that is at least 4.5 to 1.

    [Resources:
  2. Text that is large, which is 18pt. (or 14pt. bold or italicized) must have a color contrast ratio of at least 3 to 1.

    [Resources:
  3. For gradient backgrounds or text, measure at the combination with the least contrast to determine compliance.
When Color Alone Conveys Meaning
  1. In a chart or graphic where colors convey meaning, ensure that there is another method of conveying meaning. For example, use different types of dotted lines, fill textures, or ensure that colors map to shades that will be clearly different in gray scale (e.g., when printed in black and white).

    [Resources:
  2. Where color alone conveys meaning, equivalent text is necessary as the primary method to describe meaning.

    [Resources:

See POWERPOINT-306 for additional requirements for MS PowerPoint presentations posted to CDE’s Main and Intranet websites.
See POWERPOINT-501 for additional requirements for MS PowerPoint presentations posted to California School for the Blind websites.

[Supports: WCAG 2.0 Section 1.4.3 (Contrast Minimum) External link opens in new window or tab.]

[POWERPOINT-108] Images

Images are used with the following preconditions:

  1. Are only used with the permission of the copyright holder. This is established in one of the following ways for each image used:

    1. CDE is the copyright holder or the image is owned by or on behalf of CDE (taken, created, or purchased outright for CDE use).
    2. Explicit permission to use the image for its intended use has been obtained (free or paid).
    3. There is explicit information to show that permission is not required for the intended use.
    4. When CDE is not the copyright holder, documentation that establishes CDE's permission to use the image is retained as long as the image is used.

      Note: Searching the Internet for available pictures or via a Google image search does not establish permission for CDE to use an image.

  2. Except for stock photos where clearance has been established, permission has been obtained from a parent or guardian for all minor children that appear in the image.

  3. Appropriate permission has been obtained for all use of the Official Seal of the California Department of Education.

  4. Multilayered images must be flattened into a single image.

    [Resources:
  5. Images are placed in-line with text. No floating images or text wrapped images.

    [Resources:
  6. Watermark images are not used unless similar text is provided as standard content and there are no color contrast issues created due to using the watermark.

    [Resources:

See POWERPOINT-307 for additional requirements for web pages posted to websites using a .cde.ca.gov domain.

[Supports: CDE requirements and WCAG 2.0 Section 3.2.4 (Consistent Identification) External link opens in new window or tab.]

[POWERPOINT-109] Equivalent Text
  1. For tables and PowerPoint charts, alternative text that describes the table or chart must be added to describe the content and purpose of the table or chart in around 15 words or less.
    1. Alternative text can never exceed 30 words.
Image Equivalent Text Methods

Informative images (e.g., with content or that convey meaning) must have an equivalent in text. Non-informative images (e.g., decorative-only) must not have equivalent text and the text-wrapping for non-informative images must be set to "behind text" (ignore any MS PowerPoint Accessibility Checker errors related to this.)

[Resources: U.S. Department of Health and Human Services - Encouraged Fixes for Office Files - Non-informative Image has Alternative Text External link opens in new window or tab.]

There are three different ways to provide allowable equivalent text and each way has its own requirements:

  1. Adjacent Text
    1. The text adjacent to the image provides content that is fully equivalent to the image.
    2. If the image is not introduced in the adjacent text and the existence of the image can be ignored (because the content the image provides is fully and equivalently described in adjacent text) the image alternative text (alt text) must be blank.
    3. If the image is introduced (e.g., mentioned in the text or indicated with a title or caption), the image alternative text must provide the name of the image and indicate that it is a visual representation of adjacent text.
    4. It is unlikely that the adjacent text will be considered fully equivalent to the image if the author did not plan ahead for accessibility.

  2. Alternative Text (or Alt Text)
    1. This is text that describes the image that is added to the image in the background if it can describe the content and purpose of the image equivalently in around 15 words or less. Alternative text can never exceed 30 words.

      [Resources:
  3. Long Description
    1. A long description must be used if either the adjacent text or any alt text of no more than 30 words cannot provide fully equivalent content.
    2. Has an active hyperlink adjacent to the image with link text that names the picture and indicates the link destination is a "plain text" or "accessible" version of the picture. The link leads to the long description of the image.
    3. The image has alternative text that is used to name the picture and provide a summary (the standard of trying for 15 words or less, but no more than 30 words applies).
    4. The link may lead to another portion of the same document or a separate web page or document that has the fully equivalent text version of the content.

      [Resources:
Text in the Image
  1. When there is text in the image that is part of its meaning or content, it must be included in the adjacent text, alternative text, or long description. Also:
    1. Ensure there is sufficient contrast between the text in the image and its background.

      See POWERPOINT-107 for additional information on color contrast.
      See POWERPOINT-501 for additional information on color contrast for California School for the Blind websites.

    2. Ensure that the text in the image is readable.

      See POWERPOINT-104 for additional information on text that can be used within the image.
Other Required Text Equivalents

For any information that is conveyed with color, formatting, layout, or symbols, ensure that there is text method that serves the equivalent purpose.

See POWERPOINT-107 for requirements when color is used to convey meaning.

  1. Whenever possible use semantic text instead of special characters or symbols.
    1. For example, use "Yes/No" instead of "Y/N.
    2. When special characters or symbols are used (including letters as symbols), the symbols must be defined on or before their first use.
    3. The only exceptions are subscript, superscript, or asterisks when they are used for used for notes, footnotes, or endnotes don't need to be defined.

  2. Use "0", "none", or "n/a" instead of blank space that is meant to convey zero or nothing.
    1. For example, don't use a combination of 'X' (or any other symbol) and "blank" to mean applicable or included and not applicable or not included.

  3. When formatting is added to text that conveys meaning, such as strikethrough, its specific meaning in context must be described with text that serves the equivalent purpose.
    1. Short and simple instances of strikethrough and similar formatting that can be added to text can often be described equivalently by adding a note in brackets immediately after the formatted text to describe the text that received the formatting.
    2. More extensive and complex uses of strikethrough or similar formatting require indications of where the formatting begins and ends.

      [Resources:

[Supports: WCAG 2.0 sections 1.1.1 (Non-text Content) External link opens in new window or tab. and 1.3.1 (Info and Relationships) External link opens in new window or tab.]

[POWERPOINT-110] Headings

MS PowerPoint does not utilize traditional headings.

Be sure to comply with POWERPOINT-102, which requires a unique and meaningful title on each slide.

[Supports WCAG 2.0 Section 1.3.1 (Info and Relationships) External link opens in new window or tab.]

[POWERPOINT-111] Tables
Table Use
  1. Tables are used for tabular data. Tabular data is not presented using spacing or tabs. Tables are not used for layout or formatting.

    [Resources:
Complex Tables (Table Regularity)

Until MS PowerPoint is capable of making complex tables accessible, don't include complex tables. Often, complex tables can be simplified. Another term for a simple table is a table that has regularity. Ensure that tables have regularity per the following guidelines:

  1. No blank cells, columns, or rows.
    1. Except, the last row in a table may have blank cells if the row is being used as a totals row where one or more of the cells is used to total the data in its column; and
    2. When the last row is a totals row, "Total" or a similar word or phrase must be present in the first cell in the row.

      [Resources:
  2. No merged or split cells.

    [Resources:
  3. One single column header row as the first row.

    [Resources:
  4. No intermediary sub-headers (rows used to delineate sub-sections of a table).

    [Resources:
  5. No visual-only alignment of contents (e.g. indenting) and no use of layout and formatting alone to convey hierarchy.

    [Resources:
Alternative Text
  1. Add alternative text to tables to describe the broad nature of the table data.

    [Resources:

[Supports WCAG 2.0 Section 1.3.1 (Info and Relationships) External link opens in new window or tab.]

[POWERPOINT-112] Forms

MS PowerPoint must not be used for forms or for form-like content. Instead, use PDF to make fillable forms or create an online form with software or a web application that can create a form that complies with CDE Web Standards.

[Resources:

[Supports: WCAG 2.0 sections 1.1.1 (Non-text Content) External link opens in new window or tab., 1.3.1 (Info and Relationships) External link opens in new window or tab., 3.3.2 (Labels or Instructions) External link opens in new window or tab., and 4.1.2 (Name, Role, Value) External link opens in new window or tab.]
[General Resources: Creating Accessible Forms in Microsoft Word and Adobe PDF External link opens in new window or tab. (DOCX)]

Additional Requirements if Developed by CDE Staff or on Behalf of CDE

When MS PowerPoint presentations are being developed, procured, or maintained by CDE staff, as a result of a CDE contract, or on behalf of CDE by others, the additional requirements in this sub-section apply. These additional requirements allow CDE to provide a consistent user experience across all of its MS PowerPoint presentations.

[POWERPOINT-201] CDE's Correspondence Guide and Style Manual

For writing usage, spelling, and grammar...

  1. Follows the CDE Correspondence Guide (CDE Intranet) for correspondence only.
    1. Relies upon the Gregg Reference Manual when the CDE Correspondence Guide does not address a usage issue.

  2. Follows the CDE Style Manual for all non-correspondence content.
    1. Relies upon the Chicago Manual of Style when the CDE Style Manual does not address a usage issue.
[CDE Requirements]
[POWERPOINT-202] Text
Underlines
  1. Underlines are not used except for hyperlinks and hyperlinked e-mail addresses.
    1. Except, underlines may be used to indicate the text of laws or regulations that are being added, modified, or deleted as prescribed by the California Office of Administrative Law.
Justified Text
  1. Don’t use justified text, (i.e., fully justified or full justification).
    1. except in flyers, newsletters, brochures and CDE Press publications.

[CDE Requirements]

Additional Requirements for Specific Web Pages and Websites

Posted to Websites Using the CDE Domain: 'cde.ca.gov'

This includes to any web pages or website that has 'cde.ca.gov' as the base domain.1

[POWERPOINT-301] Approved Use of MS PowerPoint on CDE Websites

CDE prefers to have its own websites be comprised mostly of web pages. Also, see the Introduction Section of these MS PowerPoint Standards to learn why posting PowerPoint slides is usually not the best option.

  1. Presentations (content type)

  2. Content that is required by law or by CDE policy to be in a specific format, layout, or to specifically be in MS PowerPoint. (content type)

[CDE Requirements]

[POWERPOINT-302] Prohibited Use on CDE Websites
  1. Non-presentation content. (content type)

  2. When used as a replacement to web pages.
    1. An example would be excessive cross-linking within a single MS PowerPoint presentation or between two or more presentations. (content type)

      [Resources:

[CDE Requirements]

[POWERPOINT-303] Layout, Organization, and Required Elements

Visitors to CDE websites often find documents directly via external search and then they will often download CDE documents to their computer or device. If a CDE document is found directly or is downloaded, the visitor may not have information about the origin or history of the document unless some basic information is included. The following is required to be included in all MS PowerPoint presentation posted to any CDE website:

  1. Content on the first slide of the presentation that constitutes the presentation title.
    1. Should be formatted in a section of slide designated for titles.
    2. The presentation title should be similar to the metadata title and to links that point to the presentation. However, it is not necessary that they be an exact match.
    3. When the presentation is a sub-section of a larger presentation, the title of the larger presentation (or set) must be included as part of the title or elsewhere in the content. For example, "Module 2" or "Session 4" is not a sufficient presentation title on its own since it clearly implies that the presentation is part of something larger.

  2. Content that provides attribution of ownership/authorship.
    1. Often this means that “California Department of Education” is simply added near the title of the document if not already present in the content. If using a CDE PowerPoint template, the inclusion of the CDE seal with appropriate alternative text satisfies this requirement.
    2. If permission to use the content could be questioned, a statement indicating the manner in which permission has been granted should be included.

  3. A date of authorship or posting.
    1. When a calendar date is not available, a month and year are acceptable.

[CDE Requirements and supports WCAG 2.0 Section 2.4.2 (Page Titled) External link opens in new window or tab.]

[POWERPOINT-304] Filename

Use the following CDE standards to create the filename:

  1. To the extent possible, relates to the document title.

    [Resources:
  2. Does not use spaces or symbols other than hyphen ( - ).

  3. Is all lowercase.

  4. Is less than or equal to 24 characters or less.

  5. Starts with an alphabetic character.

[CDE Requirements]

[POWERPOINT-305] Hyperlinks

As noted in the Approved Use of MS PowerPoint on CDE Websites Section (POWERPOINT-301), CDE prefers that most content posted to its websites be posted as web pages. It is presumed that an MS PowerPoint will be used instead of a web page for particular reasons. Among those reasons is the increased possibility that the presentation may be printed (e.g., slide notes handouts). For that reason, CDE prefers to comply with WCAG 2.0 at the A level and to include hyperlinked URLs in its MS PowerPoint presentations.

  1. Links to destinations outside of the current MS PowerPoint presentation must use hyperlinked URLs that begin with "http://" (or "https://" if appropriate).

  2. If needed, URLs may be shortened:
    1. Those that point to the primary CDE website may use WebNETS system URLs. For example: this link to the CDE Organization web page at http://www.cde.ca.gov/418553.
    2. Those that point to other websites may use the Go.USA.gov URL shortener (government links only) or the Bitly (bit.ly) URL shortener.

[CDE Requirements and WCAG 2.0 Section 2.4.4 (Link Purpose In Context) External link opens in new window or tab.]
[General Resources: Most accessibility resources require or recommend the use of linked descriptive text rather than linked URLs for hyperlinks, which is a WCAG 2.0 AAA standard. Because CDE use of MS Word is mostly for documents that are likely to be printed, CDE requires that hyperlinks use linked URLs.]

Posted Using Contribute (for www.cde.ca.gov and intranet.cde.ca.gov)

[POWERPOINT-401] Templates
  1. When a template is available, it is advisable to use it because using it may make it easier to comply with these CDE standards for MS PowerPoint presentations.

    [Resources:
[POWERPOINT-402] MS PowerPoint Features and Styles

No additional requirements at this time.

[POWERPOINT-403] Metadata

Presentations posted to CDE's primary website and its Intranet website require more specific metadata.

  1. Unique metadata title (presentation properties) that is descriptive of the presentation must use title case, be less than or equal to 50 characters (inclusive of spaces and punctuation), and only use abbreviations if they are defined in the title or if there is not enough space to spell out whole words and must adhere to the following format:
    1. For the primary CDE website (www.cde.ca.gov):

      Unique Presentation Title - Sub-sub-topic Name (CA Dept of Education)

    2. For the CDE Intranet website (intranet.cde.ca.gov):

      Unique Presnetation Title - Sub-sub-topic Name (CDE Intranet)

  2. The first part of the metadata title (Unique Presentation Title) must be different from any other MS PowerPoint presentation within the same sub-sub-topic (or sub-topic if applicable).

  3. Has a subject (presentation properties) that describes the audience, purpose, or usage of the presentation that uses up to 250 characters (inclusive of spaces and punctuation) to sufficiently describe the presentation, the subject is not a mere restatement of the title, abbreviations are only used if they are defined in the title or subject and if there is not enough space to spell out whole words, and the subject ends with a period punctuation mark.

See additional information about metadata at POWERPOINT-105.

[CDE Requirements]

Posted to Other Specific Websites

[POWERPOINT-501] Posted to a California School for the Blind Website
Color Contrast (AAA Level)

Ensure sufficient color contrast between all content that conveys meaning (including all text) and its background at the WCAG 2.0 AAA level.

    1. Ensure that the color difference has a contrast ratio that is at least 7 to 1.

    2. Text that is large, which is 18pt. (or 14pt. bold or italicized) must have a color contrast ratio of at least 4.5 to 1.

    3. For gradient backgrounds or text, measure at the combination with the least contrast to determine compliance.

See POWERPOINT-107 to learn more about standard and other color contrast requirements in MS PowerPoint presentations.

[Supports WCAG 2.0 Section 1.4.6 External link opens in new window or tab.]
[General Resources: Web Accessibility in Mind: Web Accessibility Evaluation Tool (WAVE) External link opens in new window or tab. and Color Contrast Checker External link opens in new window or tab., and World Wide Web Consortium (W3C), Understanding Conformance External link opens in new window or tab.]

Required Testing

There is no testing tool that can ensure compliance with all of the standards above. However, there are a variety of testing tools that can help and they should be used to ensure compliance and quality of MS PowerPoint presentations. At a minimum, the following testing is required for all CDE MS PowerPoint presentations.

[POWERPOINT-801] Spelling and Grammar
  1. Use the spelling checker to check for basic spelling errors.
    1. Fix any misspelled words.

  2. For any large blocks of text in a MS PowerPoint presentation, copy and paste the text into MS Word to use its superior spelling and grammar checker to check for basic as well as intermediate spelling and grammar errors.
    1. Fix any misspelled words.
    2. Fix grammar errors and consider revising content when there are many grammar warnings.

See POWERPOINT-201 for additional CDE writing requirements for MS PowerPoint presentations developed by or on behalf of CDE staff.
See POWERPOINT-202 for additional text requirements for MS PowerPoint presentations developed by or on behalf of CDE staff.

[POWERPOINT-802] Accessibility Checker
  1. Use the Check Accessibility feature for MS PowerPoint.
    1. Fix all errors.

      [Resources:
[POWERPOINT-803] Broken Links
  1. Ensure that all links work and that there are no broken links.
    1. In MS PowerPoint presentations, this may require manual testing.

See POWERPOINT-106 for CDE's definition of a broken link.

Additional Information and Resources

The following information and resources form other organizations may be helpful in trying to gain a more complete understanding of the accessibility-compliant and standards-based approach that CDE applies to the MS Word documents that it develops, procures, maintains, and uses.

https://www.youtube.com/watch?v=qBhx0EzDP34&feature=youtu.be

Checklists

  Any Content Distributed Directly (e.g., Email or Other File Transfer) Any Content Posted to a CDE Website (except State Special Schools or Diagnostic Centers) Any Content Posted to a State Special School or Diagnostic Center Website Any Content Posted to Another Website
Created by CDE Staff, contractors, partners, or on behalf of the CDE Checklist #1 (Coming Soon) Checklist #2 (Coming Soon) Checklist #3 (Coming Soon) Checklist #4 (Coming Soon)
Not created on behalf of CDE or by CDE Staff, contractors, or partners. Checklist #5 (Coming Soon) Checklist #6 (Coming Soon) Checklist #7 (Coming Soon) N/A

Footnotes

1 Websites using the CDE domain (cde.ca.gov) include:

  • CDE Primary Internet website (http://www.cde.ca.gov/)
  • CDE Intranet website (http://intranet.cde.ca.gov/)
  • CDE Monitoring Tool (http://cmt.cde.ca.gov/)
  • CELDT Results (http://celdt.cde.ca.gov/)
  • CAASPP (http://caaspp.cde.ca.gov/)
Questions:   Web Services Unit | tsdweb@cde.ca.gov
Last Reviewed: Saturday, November 18, 2017
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