How W&M staff can help shape an accessible digital future at W&M

The following email was sent by Chief Information Officer, Ed Aractingi and ADA/Section 504 Coordinator, Carla Costello to all staff on September 15, 2025.

Subject: How W&M staff can help shape an accessible digital future at W&M

Dear colleagues, 

Staff at William & Mary play a crucial role in ensuring equal access and upholding civil rights for all, including those with disabilities. At W&M, all digital content and communication technologies, such as websites, mobile apps, and purchased software, must be accessible to everyone. 

This policy aligns with Virginia state law and the digital accessibility regulation issued by the Department of Justice under Title II of the Americans with Disabilities Act (ADA), requiring state and local governments to meet these guidelines by April 2026.  

W&M CIO Ed Aractingi and I advanced the initiative by forming the Title II Digital Content Working Groups, consisting of leaders from various university departments. These groups include representatives from University Communications, Web & Design, Teaching & Learning, Administrative Systems, Information Technology, and Procurement. These groups oversee their teams’ progress, ensuring they are meeting the standards set forth in the university’s digital accessibility policy. This ensures that all digital materials are accessible, benefiting students, faculty and staff.  

How can staff help? 

• Participate in training & office hours: Join the Digital Accessibility trainings running this fall to learn the Six Basics, the tools available at W&M, and more.  
• Apply the Six Basics everywhere: No matter the platform, you can (and should) implement these essentials: 
  1. Alt Text: Describe meaning, not appearance. Skip “image of.”
  2. Headings: Use built-in styles in logical order (H1 → H2 → H3).
  3. Color Contrast: Ensure sufficient contrast; don’t use color alone to convey meaning.
  4. Tables: Use only for data, include headers, avoid merged cells.
  5. Hyperlinks: Make link text specific (e.g., “Submit request form”), not “click here.”
  6. Tags & Titles (PDF/Docs): Set a meaningful document title and language; ensure proper tagging. 
• Request support early: Use the Digital Accessibility Request/Review form to ask questions, request reviews, or plan larger projects (courses, sites, or department initiatives). Early engagement avoids last-minute rework. 
• If you edit W&M websites in Cascade: Review the Cascade Web Accessibility guide for general best practices or scroll down to the ‘Get Help’ section if you need more support.  
• Write accessible emails: Avoid attaching PDFs or image-only flyers to convey key info. Put essential details in the email body, use clear headings/bullets, add alt text to inserted images, and link to a web page when possible. 
• Multimedia: captions & transcripts: Turn on live captions in Teams/Zoom, upload captioned videos when sharing, and provide transcripts for required media.  
• Procurement & new tools: Request a VPAT/ACR from the vendor and plan for accessibilityroadmaps or exceptions when necessary 

Ensuring access to digital resources upholds W&M’s core values of belonging and respect. Let’s work together toward a more inclusive future. Please reach out to our digital accessibility experts with any questions. 

We appreciate your contributions to advancing digital accessibility at W&M.  

Sincerely,  

Carla Costello 

ADA/Section 504 Coordinator 

&

Ed Aractingi 

Chief Information Officer