Higher Education Accessibility and Section 504

During the busy day-to-day of leading and managing the operations of a higher education institution, it can be difficult to stay on top of the latest changes in accessibility regulations. Optimizing your website oftentimes slips off your plate, and you’re not the only one!

Section 504 is significant for educational institutions because of the fact that it requires organizations to make sure their programs and services are accessible to those with disabilities. This regulation also includes websites and other digital media that are offered.

This is exactly why there’s a growing emphasis on prioritizing the user experience when it comes to web compliance. Let’s uncover what your focus areas should be to ensure that you’re on track with the latest regulations and compliance standards.

What is Section 504 of the Rehabilitation Act, and Why is it Important?

Section 504 requires that individuals with disabilities have equal access to programs, services, and benefits—including websites and digital content—offered by institutions that receive federal funding.

Educational institutions need to review Section 504 of the Rehabilitation Act and evaluate the quality of their content and services. This includes making sure that all platforms, like your website, mobile apps, or other digital portals, are functional and easy to navigate. Optimizations include, but are not limited to, the following:

• Online forms for applications, registrations, inquiries, etc.

• Digital guides or brochures

• Internal systems like portals, where all students need access to resources and educational materials

• Any online payment systems

• Email communications

And those are only naming a few. Let’s go over a few ways you can infuse accessibility into your web design and development approach.

Building Accessibility into UX and Design

Designing with accessibility in mind leads to better, more intuitive user experiences for everyone. Features like clear navigation, consistent layouts, and readable typography benefit users with disabilities and improve the experience for all users, regardless of ability or context. Prioritizing accessibility aligns with the principles of good UX: clarity, ease of use, and inclusivity.

Key Design Principles

Inclusive design starts by recognizing the diverse ways people interact with technology. Visual, auditory, motor, and cognitive differences all impact how users experience digital content. Consider these differences from the outset, rather than retrofitting accessibility after the fact. This includes offering multiple ways to engage with content (e.g., text, audio, visual) and providing clear, consistent feedback in user interfaces.

Example Practices That Blend UX and Accessibility

• Skip Links: These let users bypass repetitive content like navigation menus and jump straight to the main content, especially helpful for screen readers and keyboard users.

• Keyboard Focus Indicators: Clear visual outlines or styles that show where keyboard users are on the page, improving navigation without a mouse.

• Mobile Responsiveness: A responsive design not only benefits users on smaller screens but also improves accessibility for users who zoom content or use alternative input devices

• Consistent Layouts and Hierarchy: Predictable design reduces cognitive load and helps screen reader users understand page structure more easily.

• Descriptive Link Text and Button Labels: Avoid generic phrases like “click here”, instead, use meaningful text that clearly describes the link's purpose.

Apply Accessibility to All Public-Facing and Student-Serving Systems

Like we've mentioned, Section 504 doesn’t just apply to your main website, it includes any digital service tied to student life or learning, such as:

• Learning Management Systems 

• Online registration and financial aid platforms

• Campus portals and intranet tools

• Library and research systems

Just because these platforms aren’t front-facing doesn’t mean they don’t need the same attention to detail. In fact, these are probably the areas that will get utilized the most by your students, staff, and faculty, so you don’t want the user experience to fall short for any of these resources.

User Testing, Including Those with Disabilities

Traditional usability testing often overlooks users with disabilities, which can lead to critical accessibility gaps. To truly optimize for accessibility, institutions should include users with a range of assistive technology needs in their testing processes. This means observing how screen reader users navigate a course registration page, or how someone using only a keyboard interacts with a complex form. Direct feedback from these users uncovers real-world barriers that automated testing tools may miss.

Common Pitfalls and What to Watch For

It’s easy to allow accessibility to fall off your priority list, but it’s something that you need to stay on top of, especially in the higher education industry. Addressing these issues early can prevent compliance risks and improve the digital experience for all users.

Color Contrast Issues and Font Sizing

Text that blends into the background or uses low-contrast color combinations can be hard to read, especially for users with visual impairments or color blindness. WCAG guidelines recommend a contrast ratio of at least 4.5:1 for normal text and 3:1 for large text. Similarly, fixed font sizes that don’t scale well across devices or when zoomed can create barriers for users who need larger or more readable text.

Unlabeled Buttons or Non-Descriptive Links

Buttons or links that say “Click here” or use icons without alt text can be confusing or completely invisible to users relying on screen readers. Every interactive element should be clearly labeled to convey its purpose and destination. Descriptive, context-rich link text (e.g., “Download the financial aid application”) improves usability for everyone and is essential for accessibility.

Poor Keyboard Navigation

Not everyone uses a mouse. For users with motor impairments or those navigating via screen readers, keyboard access is essential. If interactive elements like menus, modals, and forms can’t be accessed or operated with a keyboard alone, they’re effectively off-limits. Ensure that users can tab through content in a logical order, that focus is visible, and that keyboard traps (where users can’t move forward or backward) are avoided.

Lack of Ongoing Accessibility Testing

Accessibility isn’t a one-time fix, it’s an ongoing responsibility. Websites, course platforms, and digital resources are constantly changing, and without regular testing, new barriers can appear. Automated testing tools can help catch basic issues, but they must be supplemented with manual reviews and usability testing that includes people with disabilities. Accessibility should be part of every development and content update cycle, not just an afterthought during redesigns.

Section 504 Best Practices for Documents and Multimedia Content

There are other aspects besides your core website, such as PDFs, videos, and other media types, that can’t be forgotten about when it comes to optimizing for Section 504. 

How to Make Documents Accessible

Documents like PDFs need to be screen reader friendly, so that those who experience visual impairments, cognitive disabilities, etc. Other users are simply auditory learners who may benefit from listening to your resources rather than reading them. 

How to Optimize Multimedia Content

All video and audio content shared with students should be accessible to everyone, regardless of ability. This means providing accurate captions for all spoken dialogue in videos, as well as transcripts that include both speech and relevant audio cues (like music or sound effects). Captions support students who are deaf or hard of hearing, while transcripts also benefit students who prefer to read content, study offline, or use screen readers.

For live-streamed events or lectures, consider using real-time captioning (CART services) and make recordings with captions available afterward. Whenever possible, also provide audio descriptions for video content that conveys essential visual information not covered by the narration.

Accessible multimedia isn’t just a legal requirement under Section 504, it’s a key part of creating an inclusive learning environment.

Making Sure Your Core Learning Platform is Accessible

Your institution’s LMS is the central hub for student learning. Under Section 504, any barriers within this platform can directly interfere with a student’s ability to access education, which should put LMS accessibility at the top of your priority list. Here’s what you should look out for:

Keyboard Navigation

Every part of the LMS—menus, quizzes, discussion boards, file downloads—should be operable using only a keyboard. Users should be able to tab through elements logically and see where their focus is on the screen.

Screen Reader Compatibility

All content, labels, and interactive elements should be coded with semantic HTML to work seamlessly with screen readers. Look for LMS vendors that conduct regular accessibility audits and publish VPATs (Voluntary Product Accessibility Templates).

Accessible Assessments

Quizzes, timed assignments, and other assessments should allow for reasonable accommodations, such as extended time, alternate formats, and screen reader compatibility. Forms and input fields should have proper labels and accessible error messages.

Customization Without Breaking Accessibility

While LMS platforms allow instructors to customize their course layout or add third-party tools, this flexibility shouldn't come at the cost of accessibility. Educate faculty on how to use accessible templates, avoid inaccessible widgets, and keep navigation consistent.

Mobile Accessibility

A growing number of students access LMS platforms from smartphones or tablets. Ensure that the platform is fully responsive and retains accessibility features across devices.

Alternative Formats for Course Content

Look for LMS platforms that support the ability to download materials in alternative formats, such as audio, ePub, or Braille-ready files, either natively or through third-party integrations.

Key Takeaways on Section 504 and Digital Accessibility for Higher Education

Don’t wait until you’ve fallen so behind on web optimization that you have to overhaul every aspect of your website to make sure you’re compliant. Think of the following as an accessibility checklist:

• Use accessible LMS platforms with keyboard, screen reader, and mobile support

• Caption and transcribe all videos and audio used in coursework or campus communications

• Label all buttons, forms, and links clearly for screen reader users

• Check for strong color contrast and resizable fonts 

• Make all site content navigable by keyboard alone

• Test regularly with users of assistive technology

• Train faculty and staff on accessible content creation

• Keep documentation and audit logs in case of complaints or reviews

• Include accessibility in your procurement and vendor review processes

Not sure where to start? If you’re interested in getting a glimpse into the immediate changes that need to be made to ensure accessibility, get a free Acquia Optimize scan today, and that should get you off to a great start. 

If you’re interested in investigating certain areas of your website further, our team is well-versed in accessible web design and development. We can help revamp your platform to fit the needs of all your users.