Finding and Prioritizing Documents Using the Pope Tech Web Tool

Accessibility Center | Monthly Training

Avi Advani

Web Accessibility Specialist

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Today’s Session

• We will not be recording today's session.
• Please mute your line and turn off your video if you are just listening to help those with low bandwidth.
• Please ask questions! We will be monitoring the chat.
• Live human captions are available - see the Show Captions button in the menu.

Today’s Slides

You may view or download a copy of this presentation at bit.ly/popedocs

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or scan this QR code 🡪

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Agenda

• Accessibility Standards & Requirements
• Challenges with Web Documents
• Pope Tech Web Tool Refresher
• Live Demo on Finding Documents
• Prioritizing Discovered Documents
• Resources and Q & A

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Accessibility Standards

• CCC system is required to follow WCAG 2.1 AA Standard
• Applies to Websites and Documents
• Set by Title II update of the ADA (April 2024)
• Deadline to comply is April 2026

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Evaluating for Accessibility

Automated + Manual (Human)

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Poll Question #1

How many documents are linked on your College/District website?

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College A: 315 web pages with 175 docs (0.5 docs per page)

College B: 450 web pages with 2000 docs (4.4 docs per page)

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The Challenges with Web Documents

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The Pope Tech Web Tool

• Enterprise evaluation tool
• Automated scans of multiple websites
• Schedule accessibility scans
• Report in multiple formats
• Available at no cost to the CCC system

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Poll Question #2

How familiar are you with the Pope Tech Web tool?

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Refresher on How Scanning Works

“Scanning” is a 2-step process in Pope Tech

1. Crawling: The tool looks for all pages on a website (inventory)
2. Scanning: The tool finds accessibility errors on that list of webpages

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Main Menu Overview

• Dashboard – Home page with widgets; provides high level accessibility overview
• Accessibility – Take actions on websites, create/view reports, schedule scans
• Websites – Lists existing websites and add new websites

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Interpreting Results

Results are grouped into:

1. Errors
2. Contrast
3. Alerts
4. Structure
5. Features
6. ARIA

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Web Documents in Pope Tech

• Linked documents are reported as Alerts
• Includes internal and external docs
• Pope Tech cannot test accessibility of linked docs
• Use Reporting of these Alerts to build a document inventory

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Demo

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How to Create Reports

1. Select Accessibility 🡪 Reports
2. Select the Website
3. Format = CSV
4. Report Type = Result Detail
5. “Configure Results” button
6. Select Appropriate Alerts to include
7. “Create” button

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Caveats and Limitations

• This is a semi-automated process
• Only finds documents that are linked on website
• Pope Tech does not check linked documents for accessibility
• Report is a snapshot in time

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Prioritizing Documents for Remediation

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Additional Document Considerations

• Is it still relevant?
• Does it need to be updated?
• Does it need to be in its current format (ex. PDF)?
• If complex, can the layout be simplified?

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Document Remediation

• Remediation is not covered in today’s presentation
• Resource: WebAIM Document Accessibility Training
• Covers Word, PDF, PowerPoint, Excel
• Self-paced over 60 days (10 hours of total work)
• Certificate of Completion Awarded
• No cost to CCC employees
• Additional Resources for Document Accessibility

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Upcoming Pope Tech Features

• Combined Crawl and Scan
• Broken Link Checker
• Dedicated tab for Documents and Videos
• Basic PDF Accessibility scanner

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Requesting Access to the Pope Tech Web Tool

1. Send an email to accessibility@ccctechcenter.org for access to Pope Tech Web Tool
2. Indicate which role you want:
• Scans and Website manager: Add/edit websites & start scans
• District/College Admin: Same as above + Add/Remove Users
3. You will receive 2 confirmation emails

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Upcoming Events & Training

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Thank You!

Pope Tech Web Tool Resources

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Contact us: accessibility@ccctechcenter.org

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