Guide
Accessibility Tools in CanvasMed

About this Guide

In recognition of Global Accessibility Awareness Day (GAAD) this May, this resource offers practical guidance for COM faculty and staff on using accessibility tools—including Ally, DesignPlus, and built-in Canvas features. These tools help ensure course materials are easy to access, navigate, and understand for all learners, including those with disabilities by focusing on clarity, usability, and alignment with legal standards.

This guide outlines a recommended workflow for enhancing accessibility in your Canvas courses. Rather than offering step-by-step instructions, we’ve curated short videos, PDFs, and tip sheets to support you at each stage—from creating accessible documents to evaluating your course in Ally.

Workflow Overview

Start with Accessible Documents

Time: ~10 minutes per document
✅ Format Word and PowerPoint files for screen reader compatibility and logical reading order.

Upload with Intention

Time: ~5 minutes per file
✅ Ensure clear file names, logical organization, and preserved formatting during upload.

Design with Accessibility in Mind

Time: Varies per page
✅ Use CidiLabs DesignPlus in Canvas to build structured, readable, and media-friendly content.

Use the Canvas Accessibility Checker

Time: ~5 minutes per page
✅ Identify and fix page issues using the Rich Content Editor in Canvas.

Review and Remediate Course Content with Ally

Time: ~15–30 minutes per course
✅ Use Ally to view an overall course accessibility score and fix specific flagged content. Optional: leverage Sensus to remediate PDF content.

Tips for Success

Start small: One accessible document or page is a step in the right direction.
Collaborate: Share resources with peers.
Reach out: Contact com-idt@fiu.edu for support.

Send us an email

Resources & Tutorials

To support each step in the workflow, we’ve gathered a collection of quick tutorials, job aids, and reference guides for the most commonly used tools in our courses—Microsoft Word and PowerPoint, Canvas, Ally, and DesignPlus.

Start with Accessible Documents

SLIDE into Accessibility

Getting Started with SLIDE

Are you new to accessibility? This video is an entry point into the creation of accessible content with Microsoft Office tools. There are five practices that can have a significant impact on the learner experience for all learners, especially those who rely on assistive technology for their access to the curriculum. To help you remember these practices, we've created the mnemonic SLIDE, which stands for:

Styles are used for section headings.
Links are descriptive and meaningful.
Images have text descriptions.
Design is perceivable, with high contrast.
Evaluation is holistic and authentic.

Each of the practices is also described in more detail in the Microbites session below. Pause the video, try things out, and reach out to us if you have any questions. While the practices are explained in the context of creating an accessible document, with one exception (Styles) the techniques apply to slide decks as well.

Adapted from CAST. Creating Accessible Documents. Retrieved from https://aem.cast.org/create/creating-accessible-documents

25:44

Take a Bite Out of PowerPoint

PowerPoint Accessibility Tips & Tricks

This PowerPoint Tips & Tricks session highlights simple yet powerful ways to improve accessibility in your slide decks. By incorporating tools like alt text, structured templates, and the Microsoft Accessibility Checker, faculty and staff can design presentations that support all learners—while also aligning with institutional and federal accessibility standards. Whether you're revising old slides or building from scratch, this session offers practical steps to make your teaching materials more inclusive and effective.

25:58

Working it with Word

Leveraging Tools in Word

This handout presentation focuses on three core areas essential for creating accessible Word documents:

Heading Styles – What they are, why they matter, and how to apply them to improve document structure and screen reader navigation.
Tables – How to use tables appropriately, including setting header rows and adding alt text for improved readability and accessibility.
Alt Text – Understanding what alternative text is, when to use it, and how to apply it to non-text elements like images and charts.

The handout identifies best practices and common pitfalls, encouraging realistic planning, clarity of purpose, and consideration of where and how the document will be used (e.g., LMS, printed, or shared online). Practical tips are provided for avoiding common accessibility issues and ensuring content is usable for a wider audience.

Design with Accessibility in Mind

Microbites: DesignPlus and Accessibility

Design with Accessibility in Mind with DesignPlus

This Microbites session introduces medical faculty and staff to key accessibility tools built into the CidiLabs DesignPlus toolbar in Canvas. Rather than remediating content after it's published, you can design with accessibility in mind from the start. Key topics covered:

✅ Headings

Learn how to build a proper heading structure that improves screen reader navigation and helps students scan content more easily.

🖼️ Alt Text for Images

Add meaningful alternative text to describe images, improving accessibility for students using assistive technology or with poor internet connectivity.

🔗 Descriptive Link Text

Replace vague links like “Click here” with meaningful descriptions to clarify where links lead—essential for all learners, especially those using screen readers.

🎨 Color Contrast Checker

Use the built-in contrast checker to ensure text is readable against background colors, meeting accessibility standards.

📁 Bonus: External Assets Tool

Identify and fix broken or missing links and media copied from other courses so that students don’t encounter “access denied” errors.

📌 User guides and tutorials

They are available directly from the DesignPlus sidebar in Canvas, in the sections below, or at go.fiu.edu/cidilabsa11y.

29:47

CidiLabs Accessibility Tools Tutorials

Launching the DesignPlus Sidebar

When you're ready to launch the sidebar, start by clicking edit on your page. There is a rocket icon on the top right of the screen. If you do not see the rocket icon, you'll launch the sidebar by using a keyboard shortcut.

Keyboard Shortcut

ALT+SHIFT+D for Windows or OPTION+SHIFT+D for a Mac.

Heading Checker

Why use this tool

Use this tool to

Check page headings for accessibility
Nest headings properly to help users navigate content
Avoid inadvertently skipping heading levels

The Heading Checker interface renders a list of all headings found in the page contents. Heading levels should never skip a level, so a red indicator is used to flag any headings that have skipped a level.

Accessing this tool

How to access the tool

Select the Accessibility / Usability tab from the Sidebar.
Select Heading Checker.

heading checker under sidebar's accessibility tab

What it looks like

Interface

heading checker under sidebar's accessibility tab with the heading list and errors showing

1. Refresh Heading List button: Reload the interface with the current page contents.
2. Adjustment buttons: Click these buttons to adjust the heading level up or down.
3. Potential Heading Indicator: This indicator appears when text has been styled in such a way that it might be a heading, but a proper Heading style has not been applied. You may either use the Adjustment Buttons to make it a Heading or the button to remove the styling.
4. Out of Order Indicator: This indicator appears when a heading level is out of order. There should be no gaps in sequencing. H1 is followed by an H2, for example, not an H3, H4, or H5.

Design Considerations

Please consider the following when using Headings:

Headings are intended to provide a hierarchical structure of the outline/flow of content on a page.
Headings should be selected for their appropriate level in the outline structure of content, not their aesthetics.

Link Checker

Why use this tool

Use this tool to

Check link text to ensure it make sense out of context for accessibility
Check link text for description of the content for accessibility

Accessing this tool

How to access the tool

Select the Accessibility / Usability tab from the Sidebar.
Select Link Checker.

sidebar accessibility tab (1) and link checker button (2)

What it looks like

Interface

The following describes what can be accomplished in this tool:

1. Link Preview

Review the list of links on the page and find any identified issues in red.
2. Edit Button: Click to open the link text editor.
3. Link Text Editor: Change the link text so that it makes sense out of context or remove any empty links.

link checker with step by step how to fix

Design Considerations

Please consider the following when using the Link Checker:

Avoid common phrases that do not provide context. These include but are not limited to:
- Click here
- Read more
- Link
- This
Do not use the destination URL as the link text.
The link checker shows all the links on a page, but the logic for flagging potential issues may not catch everything. Make sure to review all the links in the report and not just the red ones.

Image Alt Checker

Why use this tool

Use this tool to

Scan the page for accessibility elements on current images
Alternative Text (Alt Text) is an alternative (non-visual) way to describe the meaning of an image
Provide a brief description of the image for a screen reader use

Accessing this tool

How to access the tool

Select the Accessibility / Usability tab from the Sidebar.
Select Image Alt Checker.

What it looks like

Interface

heading checker under sidebar's accessibility tab with the heading list and errors showing

The Image Alt Checker interface renders a list of all images found in the page contents. A red border is used to flag any image alt text that should be reviewed.

1. Image Preview: A small thumbnail preview of the image
2. Decorative Checkbox: Check to designate the image as decorative
3. Alt Text Input: Type the alt text to set for the image

When image alt text is updated, the red borders and warnings will be removed.

alt text dialog box

Design Considerations

For a resource about writing good alt text, visit Write good Alt Text to describe images by Harvard University.

Contrast Checker

Why use this tool

Use this tool to

Review and fix any color contrast issues present on the page
Ensure that text is accessible and readable for students

Accessing this tool

How to access the tool

Select the Accessibility / Usability tab from the Sidebar.
Select Contrast Checker.

contrast checker icon (2) under accessibility tab (1)

What it looks like

Interface

The Contrast Checker renders two tabs: one tab for text instances in which contrast does not meet accessibility standards and one tab for text that does. For details on the accessibility standards used, visit the Web Content Accessibility Guidelines (WCAG) 2.1.

1. Errors Tab: View list of text instances that do not meet minimum contrast ratios
2. Success Tab: View list of text instances that do meet minimum contrast ratios
3. Text Preview, Ratio, and Indicators: View the text instance preview, contrast ratio, and indicators of fail or pass normal and large text size standards
4. Color Slider: Use the slider to lighten or darken the text color
5. White Text/Black Text Buttons: Use these buttons to choose White or Black for the text color
6. Default Text Color Button: Revert the text color to default
7. Recheck Colors Button: Rescan the page for contrast issues
8. View Text Instance in Editor Button: Hover or click this button to scroll the editor directly to the text instance
9. Apply New Color: Once a new color that meets standards has been selected, click the Apply button to update the text instance in the editor

contrast checker dialog box with steps delineiated

contrast checker passing with green marks

Design Considerations

Please consider the following when working with colored text:

It's often best to leave the majority of text as the default color.
When using color to emphasize text, be sure to also apply bolding or italics for accessibility.

External Assets

Why use this tool

Use this tool to

Check the page for files and images that are not in the course files
Import files and images from other courses or external sources into the course files
Verify that links to other courses or external resources are valid

Accessing this tool

How to access the tool

To review external assets on a page:

Open the Accessibility/Usability panel.
Select the External Assets tool.
Select each tab to review external assets by type.

What it looks like

Interface

The following controls are available in the tool when external assets are detected on a page:

The following controls are available in the tool when external assets are detected on a page:

1. Scan Again: Scan the page for external assets
2. Different Course Files: View information for files linked from a different course
3. Different Course Links: View information for links that point to a different course
4. External Files: View information for files linked from external (non-Canvas) sources
5. External Links: View information for links to external (non-Canvas) resources
6. Asset Issue: View description of why assets were flagged in scan
7. Asset Preview: If available, see preview of flagged asset and hover to scroll item into view in editor
8. Source Link: If available, click to view source link for asset
9. URL: URL for the external asset
10. Import and Update: Import external asset to course and update asset link in editor
11. Dismiss: If you have determined that the external asset is up-to-date and students have appropriate permissions to access it, you may dismiss the issue so it will not appear flagged in future scans

external assets dialog box

Instructions

Import Files from Different Courses

To locate and import files pointing to other courses:

Open the Accessibility/Usability panel.
Select the External Assets tool.
Select the Different Course Files tab.
Select Import and update for each different course file.

Verify Links from Different Courses

To locate and verify links pointing to other courses:

Open the Accessibility/Usability panel.
Select the External Assets tool.
Select the Different Course Links tab.
Visit each link to verify that the resource is visible in a course that is available to students.
Dismiss each link after verification.

Import External Files

To import external files:

Open the Accessibility/Usability panel.
Select the External Assets tool.
Select the External Files tab.
Being mindful of copyright, and doing so only for those files you have rights to import, select Import and update for each external file.

Note: you may also use the Dismiss option if the file is being housed somewhere that provides accurate permissions to your students.

Verify External Links

To verify external links:

Open the Accessibility/Usability panel.
Select the External Assets tool.
Select the External Links tab.
Visit each link to verify that the resource is visible in a course that is available to students.
Dismiss each link after verification.

Manually Re-Scan for External Assets

To manually re-scan for external assets:

Open the Accessibility/Usability panel.
Select the External Assets tool.
Select the Scan Again button.

Design Considerations

Please consider the following when using external assets in your course:

If you are importing any external files, please be mindful of any copyright limitations and/or accessibility support obligations associated with the file before importing it.

Table Checker

Why use this tool

Use this tool to

Check for table headers
Adjust table header direction
Convert tables to columns

Accessing this tool

To check for table headers:

Open the Accessibility/Usability panel.
Select Table Checker.
Select View Table to review a table in the editor.
Check for any table header issues flagged for each table.

What it looks like

Interface

The following controls are available in the tool when tables are detected on a page:

1. Scan Again

Refresh the content in the checker with the most recent editor content

2. Table Information

Learn more about the purpose of tables and table headers

3. View Table

View table in editor

4. Convert Table to Columns

If a table is being used to display content layout (rather than presenting data), use this button to convert the table to responsive columns

5. Header Direction

Select which Headers apply to this table: Column, Row, or both

6. Table Caption

Table captions can help users find a table, understand what it's about, and decide if they want to read it. Table captions are useful, but not required.

interface for table checker

Instructions

Check for Table Headers

To check for table headers:

Open the Accessibility/Usability panel.
Select Table Checker.
Select View Table to review a table in the editor.
Check for any table header issues flagged for each table.

Adjust a Table's Header Direction

To adjust the header direction for a table:

Open the Accessibility/Usability panel.
Select Table Checker.
Select Column Headers, Row Headers, or both.

Convert a Table to Columns

Open the Accessibility/Usability panel.
Select Table Checker.
Select Convert Table to Columns .

Design Considerations

Please consider the following when working with tables in the Table Checker:

Tables are meant to be used for tabular data, not for page layout. If you have used a table to structure elements on a page, consider converting the table to columns instead.

Use the Canvas Accessibility Checker

The Rich Content Editor includes an accessibility tool that detects common accessibility errors within the editor. You can use the Accessibility Checker to design course content while considering accessibility attributes. This tool only verifies content created within the Rich Content Editor. You may use other accessibility tools to verify additional content in Canvas.

View Accessibility Checker Notifications

View Accessibility Checker Notifications

If any accessibility issues are detected within the Rich Content Editor, the Accessibility Checker displays an indicator [1].

To view accessibility issues, click the Accessibility Checker icon [2].

View Issues

When an issue is detected, the Rich Content Editor highlights the affected area [1]. The sidebar displays the accessibility attribute [2] and an explanation of the error [3]. To learn more about the accessibility attribute, click the Information icon [4].

View Additional Issues

If the Rich Content Editor contains more than one issue [1], you can view all issues by clicking the Previous or Next buttons [2].

Apply Fix

To correct an issue, complete the task as noted in the sidebar [1]. For instance, if the issue requires that alt text be added to an image, the sidebar displays a text field for you to enter alt text.

When you are finished with your changes, click the Apply button [2].

The Accessibility Checker will apply the fix and display information for the next issue. Continue to review and fix any detected issues within the editor.

Confirm Fix

When all issues have been fixed, or if no issues are detected in the Rich Content Editor, the sidebar indicates that no issues exist and will close automatically.

Review & Remediate with Ally

Ally Tool Overview

Ally is a tool that helps COM support inclusivity by thinking about accessibility. The aim is for flexible, accessible formats to drive engagement, consumption, and retention. You may download this overview in PDF from our technology resources course.

What is Ally?

Ally is a tool that checks course design, content, and materials in Canvas for any accessibility issues, and it generates alternative, more accessible file types. File types include PDFs and PowerPoints that are uploaded to Canvas by faculty or content creators. Students can then download a different file type, such as an audio, web page, or even Braille version.

What does Ally do?

The tool provides guidance for faculty and content creators on how to improve the accessibility of content. Ally has scoring
and reporting features that can help prioritize critical issues.

What does Ally do to score content?

Scans content
Provides an accessibility score (0-100%)
Gives instructors guidance on remediating content
Provides alternative formats for students

What are Alternative Formats?

Alternative formats provide students with options that meets the student where they are at and what works best for their needs,
learning environment, abilities and their devices. This can include audio, html, tagged PDF, e-book, Braille, Beeline reader and download for offline options. Students can download as many of the alternative formats as they need.

Who is Ally for?

The tool assists students with visible or invisible disabilities, nontraditional and first-generation students, international students, veterans, parents, students with temporary disabilities, such as a broken limb or recovering from surgery, athletes, and mobile device users. In other words, accessibility is for all students.

What does Ally look like in Canvas?

A student selects the alternative formats icon from a Canvas page,

which displays a dialog box.

Ally alternative formats menu

Note: Canvas pages will not have a tagged PDF or HTML option. Canvas pages are already in HTML and a PDF can be created by printing to PDF through the browser.

Where do I get started?

When you log in to your course, you will find the Ally indicators next to files or content. Click the indicator to view your accessibility feedback. Follow along step-by-step to improve your original file.

Ally indicators and instructor page

COM Ally Information Session

From Accommodation to Accessibility for All

Watch the video below on FIU's Course Content Accessibility Initiative and how Ally in CanvasMed helps you create more accessible learning materials.

🔍Why It Matters

Accessibility benefits all students.
Barriers are in the environment, not the learner.

🛠️ What Ally Does

Alternative formats for students (audio, ePub, HTML).
Real-time feedback for instructors on content issues.
Accessibility scores and reports at the course level.

⚠️ Top 5 Common Issues in CanvasMed

Low color contrast
Missing image descriptions
No document title
Tables without headers
Missing headings

✅ What You Can Do Now

Use Ally’s indicators to fix accessibility issues.
Attend Fix Your Content Day or HWCOM workshops.
Review the Ally Accessibility Checklist.

45-60 min

Remediate PDFs with Sensus

Sensus for PDF Accessibility

This session introduces SensusAccess, a free, web-based tool that helps you convert PDFs and other documents into accessible formats—like tagged PDFs, audio, ePub, or translated text. It’s a quick way to remediate inaccessible content, especially when you're working with scanned or untagged PDFs that don’t meet accessibility standards.

🔑 When to Use SensusAccess

You have PDFs flagged by Ally as inaccessible in Canvas.
You don’t have full Adobe Acrobat to edit tags or fix structure.
You want to convert documents into accessible PDFs, ePub, or other formats.
You need a fast fix without learning complex software.

🛠️ Key Features

Upload a file, choose your format (e.g., tagged PDF, audio), and get an accessible version by email.
Works well as a companion tool to Ally for fixing files flagged red or yellow.
Easy enough for use in last-minute remediation or batch processing.

You can access the tool via FIU's Disability Resource Center site.

25:22

Bonus! Zoom for Accessibility

Zoom Accessibility Tips & Tricks

Learn quick strategies to ensure your Zoom sessions are inclusive and easy for all participants to access.

🔑 Key Takeaways

State your meeting’s purpose
Start with clear goals and what you want participants to walk away with.
Enable accessibility features
- Turn on live captions
- Allow call-in options
- Share slides or recordings after
Design inclusive slides
- Use high contrast and readable fonts
- Add alt text to images
- Use descriptive link text
- Keep slide titles and layout consistent
Describe visuals out loud
Briefly explain any charts, tables, or graphics shown.
Identify speakers
Say your name when speaking in group settings.

21:36

Try it on your own!

Ready to try it?

Create a page inside your practice course or any course you have access to (you can just keep it unpublished).

Want a practice course?

Reach out to us via MedZen or com-idt@fiu.edu and we can create a practice course for you if you don't have one already.