New federal digital accessibility rules for schools: what’s changing, by when, and what to do now

In April 2024, the U.S. Department of Justice finalized a rule under ADA Title II that requires public K-12 districts, community colleges, and public universities to make their websites, mobile apps, and digital documents conform to WCAG 2.1 Level AA. Compliance deadlines depend on population size (most large entities: April 24, 2026; smaller entities and special districts: April 26, 2027).

Who’s covered

All state and local governments—including public school districts and public higher-ed—and vendors acting on their behalf. Private institutions may still have obligations via Section 504, but the ADA rule itself targets public entities.

Quick timeline

• 50,000+ population: comply by April 24, 2026

• Under 50,000 & special districts: comply by April 26, 2027
  School districts should use their associated city/county/independent-district population to determine the date.

Narrow exceptions (still must provide access on request)

Archived web content meeting strict criteria, certain pre-existing conventional electronic documents (e.g., old PDFs), and some third-party posts not under contract. Conforming alternate versions are allowed only in limited cases; “undue burden” is narrowly defined. Even when exceptions apply, you still must provide effective communication on request.

Plain-language checklist: WCAG 2.1 AA essentials for schools

Make content perceivable

• ☐ Text alternatives: Every meaningful image, icon, chart, and non-text UI has alt text (or is marked decorative).

• ☐ Captions & transcripts: Synchronized captions for all prerecorded video; transcripts (or audio description plan) where needed.

• ☐ Structure: Use real headings (H1-H6), lists, and tables with headers—no formatting “look-alikes.”

• ☐ Contrast & color: Body text is ≥4.5:1 contrast (large text ≥3:1); don’t use color alone to convey meaning.

Make it operable

• ☐ Keyboard access: Everything works with a keyboard (including menus, modals, carousels); visible focus indicator.

• ☐ No time traps: Provide enough time or a way to extend it; warn before timeouts on forms/portals.

• ☐ Avoid flashing: No content that flashes more than 3 times per second or exceeds safe thresholds.

• ☐ Clear navigation: Logical heading order, skip links, meaningful link text (“View the bus schedule,” not “Click here”).

Make it understandable

• ☐ Plain language: Write clearly, explain jargon, and define acronyms on first use.

• ☐ Predictable UI: Menus and components behave consistently across pages and screens.

• ☐ Helpful forms: Every field has a label/instructions; show clear errors and how to fix them.

Make it robust (works with assistive tech)

• ☐ Clean code: Use valid HTML/ARIA only when necessary; name, role, value are exposed correctly.

• ☐ Mobile apps: Native controls are accessible; support platform accessibility settings (e.g., dynamic type, VoiceOver/TalkBack).

Documents, media, and “everywhere” items

• ☐ Documents (PDF/Word/Slides): Tagged, logical reading order, headings, real lists/tables, alt text, bookmarks for long docs.

• ☐ Procured tools & content: Require WCAG 2.1 AA in contracts/SLAs; verify with testing, not just a VPAT.

• ☐ Course/LMS content: Templates enforce headings, color/contrast, captioning, and accessible activities.

Tip: “Accessibility by design”—build these checks into your templates, SOPs, and QA so compliance is routine, not a scramble.

How I can help your district

1) Build accessible content

• E-learning & digital content: I design content with an accessibility-first approach to ensure it is available to everyone and that you can meet these new standards.

2) Fix what you already have

• Audits & remediation: Manual + tool-assisted testing for priority pages, portals, and frequently used documents; remediation with before/after evidence.

• Media accessibility: Captioning/transcripts workflows and QA for lecture capture, board meetings, and athletics/arts streams.