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Web Accessibility Statement and Guidelines

Last updated: 05/05/26 
  
New federal Title II regulations guide government agencies—including school districts like Milwaukee Public Schools (MPS)—on how to create and share online content. These rules are designed to ensure that digital information is accessible to all users.

People with disabilities—including those with visual, hearing, motor, or cognitive challenges—often rely on specific tools to navigate the internet. When elements like alternative text or keyboard-friendly navigation are missing, websites can be difficult or even impossible to use.

At MPS, we value inclusion and are committed to supporting all learners and audiences. Accessible website content is essential for a digital environment where everyone can learn, engage, and thrive. By following accessibility best practices, we remove barriers and empower all users to access information and complete tasks independently.

An Improved User Experience 

Accessible web design benefits all users, not just those with disabilities. Features like clear organization, simple layouts, and high-contrast text make websites easier to navigate and understand. The new MPS district website and redesigned school sites are thoughtfully and intentionally designed with these elements. 

For example, proper use of headings allows screen readers to easily jump from section to section, and it is also helpful for sighted users who are skimming a webpage. Captions on videos support individuals who are deaf or hard of hearing, but they can be read by anyone who is in a sound-sensitive environment. When accessibility is prioritized, it often leads to cleaner, more intuitive, and more user-friendly design overall.

New Accessibility Requirements 

Accessibility is not only a website best practice—as of April 26, 2027, it is a Title II legal requirement. All content on state and local government websites must meet established accessibility standards for text, images, sound, video, and documents. Whether content was created by MPS or provided by a third party, everything published on all MPS websites must legally follow the standards defined by Web Content Accessibility Guidelines (WCAG) 2.1, Level AA.

Changes for MPS: Document Compliance

The most significant change for our websites is that every document posted must be accessible to all users. Document types include PDFs, Word/Google Docs, Excel/Google Sheets, and PowerPoint/Google Slides. Documents that are most affected by the new accessibility requirements are PDFs. 

Reasons to Avoid PDFs Online 

We do not recommend sharing PDFs on our public websites. This is because: 

  • Most PDFs cannot be read by screen readers. This is especially true for scanned images of flyers or documents with no selectable text. PDFs with graphics and creative layouts also cause problems for screen readers. 
  • PDFs don’t reflow well, which worsens user experience for all users. Viewing PDF content on phones or tablets can require zooming in and out or scrolling from side to side. 
  • PDFs are difficult to translate. Budget restrictions and multilingual barriers can prevent PDF content from being available in a user’s native language. (In contrast, users can automatically translate HTML content on our website into multiple languages.) 
  • PDFs are not easy to update. If content changes, staff members must remember to recreate and re-upload files to make sure that updated information is available.

PDF Alternatives

To meet accessibility requirements, MPS schools and departments are required to switch to one of the following options. These are better for audiences using assistive technology, and they are also easier for staff to manage.

Option 1: Convert PDFs to Live Google Documents

Best for templated content that is updated frequently 

Many PDFs can be posted as read-only Google Docs, Sheets, or Slides. These files are both accessible and easier to update. A live Google document can be stored and revised in a department's Google Drive with permissions set to allow for secure reading.

  • Example 1: An agenda for an upcoming Board meeting 
  • Example 2: An informational, multi-page HR document 
  • Example 3: Our web accessibility guide 

Option 2: Convert PDFs to Web Content (HTML)

Best for content that should be available in multiple languages

If a PDF repeats content that is already available on a page, it is easier for someone to read the text online rather than open a PDF file. If a PDF contains new information, the content can be added as text to an existing webpage. (For more extensive documents, such as our Parent/Student Handbook on Rights, Responsibilities, and Discipline, the content may require creating additional webpages.) 

In addition, PDF forms can be digitized. Forms can be built into the website for easy user access or can be converted using tools like Google Forms, which can then be linked or embedded. 

  • Example 1: A paper handout with a list of resources 
  • Example 2: A simple form for collecting parent/guardian information

Option 3: Supply Printable Files by Request via Email

Best for content that is designed to be printed

If a file is required for print purposes, such as a flyer or poster that will be distributed in paper form, it can be made available as needed. A user can reach out, request a document by name, and have it emailed to them. The requested file(s) will be sent in .ZIP format via email.

  • Example 1: A poster for schools to print for classroom use 
  • Example 2: Flyers for schools to print and send home with students

Option 4: Remediate Existing PDFs 

Best for content that is too complex for other options

The Office of Communications and Marketing can remediate, or train you to remediate, existing PDFs that must remain on the website in their current format for legal or other reasons. Because of the cost, time, and technical training involved, PDF remediation should only be considered as a last resort.

Compliance for Images, Text and Page Structure, and More

Want to learn more about the many considerations required to make websites accessible? Harvard University and UC Berkeley have both published extensive guides on the subject. We also put together a user guide for MPS employees who are looking for an overview on accessibility.

Read the MPS Web Accessibility Guide

More Information

If you have general questions, contact Dan Baker, district webmaster, at baked2@milwaukee.k12.wi.us. For school website accessibility questions, contact Renea Drews, school webmaster, at drewsrl@milwaukee.k12.wi.us.