DoIT Alerts

Email is one of the most universal communication tools we have at UMBC, and one of the most commonly overlooked places where accessibility breaks down. Whether you’re sending a department update, a meeting invitation, or a campus-wide announcement, the way you format your email affects whether every recipient can actually read and understand it. For users who use screen readers, have low vision, or rely on assistive technology, a poorly formatted email isn’t just inconvenient -- it’s a barrier. The good news: accessible emails are also clearer, better organized, and easier for everyone to read.

These tips apply to Gmail, UMBC’s primary email platform, but the principles carry across any email client.

1. Write a Descriptive, Meaningful Subject Line

Your subject line is the first thing a screen reader announces. Vague subject lines like “FYI,” “Update,” or “Important” don’t tell the recipient what to expect or how urgently to act.

• Be specific: “Staff Meeting Agenda – Thursday, July 10” is more useful than “Agenda.”

• Skip the emoji in subject lines. Screen readers read the emoji name aloud (e.g., “check mark button” and this can bury your actual message.

• Avoid all caps. Screen readers may spell out letters individually, and all caps are harder to read visually. 

• Front-load the most important information: “Action Required: Submit Your Training Confirmation by Friday.”

2. Keep Your Structure Simple and Scannable

Long blocks of unbroken text are hard for everyone to read, and especially difficult for screen reader users who need to navigate content linearly. Use structure to make your emails easier to process.

• Use short paragraphs. One idea per paragraph is a good rule of thumb.

• Use real lists (Gmail’s bulleted or numbered list buttons in the formatting toolbar) rather than typing dashes or asterisks manually.

• If your email covers multiple topics, use Gmail’s bold text to create visual section breaks, but use it sparingly so emphasis stays meaningful.

• Avoid using tables for layout in email. Table rendering is inconsistent across email clients, and tables can be confusing for screen reader users.

3. Make Your Links Descriptive

Links in emails are frequently formatted as raw URLs or vague phrases. Both create problems for screen reader users, who often navigate emails by jumping between links.

• Instead of “Click Here” or “Please register using this link: [long link]” you should write: “Register for the July accessibility workshop.” Then embed the link to the descriptive phrase. 

  • In Gmail: Highlight the text you want to link, press Ctrl+K (or Cmd+K on Mac), and paste the URL. The visible text, not the URL, becomes the link.

• Avoid linking entire sentences. Link only the meaningful phrase.

4. Use Color and Formatting Thoughtfully

Color can add visual emphasis, but it should never be the only way you communicate information. Recipients with color blindness or low vision may not perceive color differences the way you intend.

• Don’t rely on color alone to indicate importance. Pair color with bold, italics, or explicit language (“Note:” or “Reminder:”).

• Ensure text color has sufficient contrast against the background. Gmail’s default black text on white background is already contrast-compliant. Avoid overriding it with light gray or other low-contrast colors.

• Use bold and italics for emphasis sparingly. Excessive formatting is as hard to read as none.

5. Add Alt Text to Images in Gmail

If you include images in your email -- for example, logos, banners, charts, or photos -- they need alternative text so recipients using screen readers understand what the image conveys.

• In Gmail: Insert an image, then click it and select “Edit alt text.”

• Write a brief description of what the image communicates, not just what it looks like.

• If the image is purely decorative (a banner or divider), consider whether it’s necessary to use it at all. Decorative images in email can slow load times and add clutter.

• Never embed essential information, especially text like event information, only in an image. If the image doesn’t load or can’t be read, that information disappears.

6. Send Attachments That Are Actually Accessible

An email can be well-formatted, while the file attached to it is not. Before attaching a document, take a moment to confirm it will work for every recipient.

• Run the Accessibility Checker in Word or PowerPoint (Review > Check Accessibility) before attaching. It flags missing alt text, poor color contrast, and other common issues.

• For PDFs, export from the source file rather than scanning a paper document. Scanned PDFs are images of text, not readable text, and are inaccessible to screen readers by default.

• Check that your document has a logical structure: real headings, readable lists, and meaningful link text. The same principles that apply to your email apply to what you attach to it.

When in doubt, put the information in the email body instead. The most accessible attachment is one that doesn’t need to exist.

7. Test Before You Send

Before sending a high-stakes email to a large group, take 60 seconds to review it with accessibility in mind:

• Read your subject line out loud. Is it clear without any surrounding context?

• Read your link text out loud. Does each link tell you where it goes?

• Try removing all color from your email mentally. Does it still make sense?

• If you’ve included an image, check that it has alt text.

Accessible email takes only a little more time to write, and makes a significant difference for the colleagues and community members who receive it.

If you've ever run an Ally course accessibility report and found a long list of untagged PDFs, you know the feeling: the problem is clear, but the path forward is time-consuming. Tagging PDFs for accessibility is one of the most technically demanding parts of document remediation -- and it's often where momentum stalls.

UMBC has been selected to participate in Ally's Auto-tagging Early Adopter Program, which means instructors now have access to a new feature designed to do that heavy lifting automatically. Ally can generate a tag structure for untagged PDFs directly in Blackboard -- and importantly, you review and approve those changes before anything is applied to your file.

Image: Ally interface showing auto-generated PDF tag verification. 

Early Adopter Frequently Asked Questions

1. Can instructors review changes before they are applied? Yes. Instructors will be able to review the automatically generated tag structure and must approve the changes before they are applied to the document. They will also have the option of downloading the original file before the changes are applied. 
2. Is tagging applied at the individual tag level or document level? Approval is applied at the document level. Once reviewed and confirmed, the tagging is applied to the entire document -- not selectively by tag/item. 
3. Can individual tags be edited or approved separately? No, the approval process is applied at the document level, not individual tags. 
4. What happens to the original PDF after tagging? A new, remediated version replaces the original file in Blackboard, and that updated version is what students will access and download.
5. Can I batch auto‑tag multiple PDFs at once? No, auto‑tagging is focused on individual documents to align with the instructor workflow and ensure each file can be reviewed and finalized before changes are applied. 
6. How accurate is the auto-tagging process? Testing shows high levels of quality and accuracy, but like all tools, human review remains an important part of the process as we expect edge cases to pop up based on the variety of PDFs available today. 
7. Does Auto Tagging fix other PDF issues? No, Auto-Tagging will not address all PDF issues like image description, tables, and color contrast. Ally can remediate certain things in your PDF such as setting the language, setting a title, and applying OCR for smaller PDFs.

As an early adopter, UMBC receives access to this feature ahead of the broader community, and our feedback will help shape how it develops. A couple of things to know as you try it out:

• If you encounter any issues or bugs in the feature, please submit a ticket to the Online Learning queue so our team can forward it to Blackboard support. 
• If you’d like to share general feedback or comments at any time, you can use the Ally Auto-tagging PDFs Feature Quick Feedback survey form — fill it out as many times as you need. Just remember that technical issues or bugs MUST go through a ticket.

Connect with Instructional Technology

As always, if you have any questions about teaching, learning, and technology at UMBC, please consider the following options:

• Check our extensive FAQ collection 
  • What's new in Ultra? |Known Issues 
• Open a ticket via RT
• Follow the Instructional Technology & DoIT myUMBC groups
• Request a consult with instructional technology staff
• UMBC Digital Accessibility| Ally FAQs | Ally Demo | Ally Report (VPN required)
• PIVOT | Academic Continuity |Keep On Teaching |Student Technology Resources

• Attached Inline Image for Ally's New Auto-Tagging Feature Takes the Hard Work Out of PDF Remediation

Links are everywhere -- in syllabi, announcements, email, assignments, websites, and Blackboard pages. They’re one of the most useful tools for connecting students to resources and one of the most commonly overlooked accessibility issues. For anyone using screen readers, a link is read aloud exactly as it appears: “click here” or “hxxps // web(dot)com/long-string-of-characters” -- this communicates nothing.

Accessible link text is a small fix with a big payoff for everyone. Let’s explore five tips to improve how providing accessible links can make a huge difference to everyone.

1. Make Every Link Self-Describing

Accessible link text should make sense out of context. Screen reader users often navigate a page by jumping from link to link, without reading the surrounding text. That means each link needs to stand on its own.

• Instead of: “To access the library database, click here.”
  Write: “Access the UMBC Library database.”

Why this matters: “click here” provides no context. Telling someone what happens when the link is clicked and where the link will take them helps them know where they're going.

• Instead of: “The reading for this week is available here.”
  Write: “Download this week’s reading: Smith (2022) on urban planning (PDF).”

Why this matters: Providing clear information about the reading, including the author, year, and file format, helps students know exactly what they are accessing when they click the link.

Here’s a useful test for you to try: Read only the text of your links with no surrounding context. Do you know where it leads? If not, then you need to make sure you provide clear descriptions.

2. Avoid These Common Accessibility Pitfalls

A few link habits are so common that they can feel natural, but each one creates a barrier for anyone using assistive technology.

• As we just explored, it’s critical to avoid using “Click here” -- not all users navigate with a mouse, and it tells users nothing about the destination.

• Create unique link text for different destinations -- it’s important not to use the same words for different links (e.g., two different readings both labeled “Weekly reading”).

• Avoid full web page addresses as link text. A full web page address read aloud character-by-character is inaccessible and confusing. Imagine what it sounds like to hear 150+ letters, numbers, and/or symbols read, one by one, because your link has that many characters.

3. Indicate When a Link Opens a File or New Window

Screen reader and keyboard users benefit from knowing what will happen when they click a link, especially if it downloads a file or opens a new tab. Include a brief note in the link text itself.

• “Download the rubric (Word doc)”

• “View the course policy (PDF)”

• “Watch the intro video on YouTube (opens in new tab)”

This helps everyone plan their workflow, not just those using screen readers.

4. Keep Link Text Concise But Complete

Longer isn’t always better. Link text should be long enough to be descriptive, but short enough to be efficient.

• Aim for 4-10 words for most links.

• Skip filler phrases like “please visit” or “feel free to.”

• Don’t link entire paragraphs. Link a meaningful phrase within the sentence instead.

It’s also important to avoid using “Read more” or “Learn more” -- more about what? If you must use these phrases, tell us what we’re reading or learning more about.

5. Check Your Links in Silktide or Ally

Silktide and Ally will evaluate link accessibility. In your Blackboard course or organization, Ally will check Ultra Documents and uploaded files. Silktide will flag very obvious issues (links that just say "click here," for instance), but it won't flag anything else, so you still need to manually evaluate all of your page links.

If your report flags link issues, here’s how to address them:

• In Sites or Blackboard Ultra, edit the content item and update the link text directly in the rich text editor.

• In uploaded Word or PDF files, fix the link text in the original file and re-upload.

• In your syllabus, use Word’s Accessibility Checker (Review → Check Accessibility) to flag link text issues before uploading.

Link accessibility is one of the fastest fixes in your email, website, document, or course -- and it makes a noticeable difference for everyone who depends on clear navigation to find what they need.

Imagine a student learning Spanish who relies on a screen reader to access course materials. They open a PDF of a restaurant menu and instead of hearing the items and prices their classmates are discussing, the screen reader attempts to read the Spanish text using English phonetics, turning “huevos rancheros” into something unrecognizable. The lesson doesn’t just become harder. It becomes inaccessible.

Scenarios like this are why digital accessibility in a language department is more than a compliance checkbox. It’s a pedagogy question. And it’s why the Department of Modern Languages, Linguistics & Intercultural Communication (MLLI) at UMBC has become one of the most compelling examples of what it looks like when a department decides to take accessibility seriously -- not as a one-time project, but as a sustained commitment.

An Invitation to Look Inward

In 2019, UMBC began using Ally, an accessibility tool built into Blackboard, UMBC’s learning management system, to scan course materials and score them on accessibility. Ally looks at everything instructors upload: PDFs, Word documents, PowerPoint presentations, images. It flags issues like missing alt text, unreadable scanned documents, and inaccessible table structures, and it gives instructors direct feedback on what to fix and how.

Since Spring 2025, faculty from across the MLLI department engaged with accessibility training in meaningful numbers. More than 30 unique MLLI faculty participated in workshops offered by the Instructional Technology team, ranging from broader campus offerings on creating accessible content to comprehensive accessibility camps.

“Our department has always engaged intentionally with instructional technology because accessibility is central to how we teach languages, linguistics, and intercultural communication.” ~ Dr. Golubeva 

When MLLI Chair Dr. Irina Golubeva invited the team to bring a tailored Digital Accessibility 101 session to the department, it opened a conversation that has continued ever since. The session wasn’t a generic overview. It was built around MLLI’s own data -- their actual Ally scores, their specific file types, their unique challenges. Dr. Golubeva shares in more detail the needs they are addressing: 

“Working across multiple writing systems and alphabets, we are constantly attending to how students encounter content in different forms. The consultation and Ally data helped us connect those long-standing practices with a data-informed approach -- and reinforced our understanding that accessibility is not just a compliance issue, but an indispensable component of inclusive pedagogy.”  ~ Dr. Golubeva

Why Language Courses Present Unique Accessibility Challenges

Most discussions of course accessibility center on standard document issues: missing headings, untagged PDFs, images without descriptions. Those challenges are real in every discipline. But MLLI faces a layer of complexity that few other departments share.

Language courses depend heavily on images as pedagogical tools -- vocabulary flashcards, cultural artifacts, maps of regions where a language is spoken, menus and signs that appear in the target language. For these images, a generic description like “a restaurant menu” is technically compliant but pedagogically useless. A student who cannot see the image doesn’t just need to know what it is -- they need to engage with it the way their sighted peers do. That’s the difference between standard accessibility alt text (“a kitchen with a stove, sink, and fridge”) and what the team started calling pedagogical alt text (“a room in a house where meals are cooked, used to identify household nouns”).

Then there’s the language tagging problem. PDFs and Word documents contain metadata that tells screen readers which language to use when reading text aloud. When a document in Russian isn’t tagged as Russian, the screen reader defaults to English phonetics -- mangling the very sounds a student is trying to learn. For a department teaching Spanish, French, Arabic, Japanese, and other languages, ensuring the right language tag is set isn’t a technicality. It’s a learning outcome.

“A course task turned into asking students to craft alternative text for images used in some of our courses, taking the image's purpose into account,” said Maria Manni, Spanish Area Coordinator. “The useful, community-engaged purpose of the task -- to students who are learning how to use descriptive language in Spanish -- elevates the experience from boring to meaningful, and it generates a better sense of caring about accuracy.” What started as an accessibility task became a language lesson -- and a reminder that the constraints a discipline faces can sometimes point toward authentic pedagogical experience for learners.

What the Data Shows

UMBC uses Ally's institutional data to track accessibility scores across departments and terms. Scores reflect two things: an overall score that blends all course content together, and a files score that looks specifically at uploaded documents and images -- that is, the materials faculty create and curate. Because Blackboard's built-in content creation tools are already designed to be accessible, the files score is a meaningful indicator of faculty effort and, more importantly, of what students actually encounter.

For MLLI, the trend is clear and encouraging. On UMBC's overall accessibility score, the department climbed from 80.7% in Spring 2025 to 86.2% in Spring 2026, meeting the institution's Strive for 85 target. But the more telling story is in the files score, which measures the documents and images most directly in an instructor's hands. That score rose from 52.0% in Spring 2025 to 66.6% in Spring 2026, a 14.6-point gain across 131 active courses serving 2,548 students.

That kind of shift doesn't happen by accident. It's the result of faculty making different choices about how they describe an image, format a document, or tag a file -- one course at a time.

The Work Continues

Progress doesn't mean finished. MLLI's ongoing focus is on two areas that represent the most remaining opportunity: images and PDFs. Images are plentiful in language instruction, and writing meaningful descriptions at the pedagogical level the discipline demands takes thought and time. It's the difference between noting that a menu exists and helping a student engage with it the way everyone else in the room can. PDFs remain the dominant file format in many courses, and ensuring that scanned documents are text-readable and that all files carry the correct language tag continues to be active work.

How can you get involved?

If you’re an instructor curious about your own course’s accessibility score, Ally’s course report is available directly in Blackboard -- look for the Ally Accessibility Report under Books & Course Tools. If your department is interested in a tailored session like the one MLLI received, reach out to the Instructional Technology team to schedule a conversation.

For more information, see the following resources:

• umbc.edu/go/allydemo

• umbc.edu/go/allytraining 

• umbc.edu/go/allyfaqs

• umbc.edu/go/allyreport (requires UMBC VPN to view from off-campus)

• UMBC Digital Accessibility

• USM Digital Accessibility Hub

Accessible math content ensures that all students can fully engage with your course material. Yet mathematical notation remains one of the most common accessibility barriers in STEM courses. The good news is that practical, accessible content creation practices exist, and many of them work directly within tools instructors are likely already using.

Created in collaboration with Mathematics and Statistics faculty, especially Associate Professor Justin Webster; Michael Canale, Assistant Director, Student Disability Services; and DoIT’s Instructional Technology team, UMBC's Accessible Math resource outlines specific tools and workflows to help you create and share accessible mathematical content with Blackboard, Mathpix, Overleaf, and LaTeX. 

Blackboard: Create Accessible Math from the Start

If you are building new course materials and want to ensure accessibility from the beginning, Blackboard Ultra offers several built-in options for creating accessible math content. Add math content wherever you access the rich text editor in your course.

Mathpix: Accessible Handwritten and Printed Math

Not all math content starts as a digital file. Many instructors have handwritten notes, scanned problem sets, or older PDFs. When creating accessible content from scratch is not possible, Mathpix is an AI-powered tool that addresses exactly this challenge. 

Mathpix recognizes handwritten and printed mathematical expressions in images and converts them to LaTeX or MathML — making it particularly useful for digitizing handwritten notes, lecture materials, or older course documents.

LaTeX and Overleaf — Accessible Documents from Source

LaTeX is the standard typesetting system across many STEM disciplines. PDFs compiled from LaTeX may lack the structural tags (headings, reading order, alt text for figures) that assistive technologies rely on. Producing an accessible PDF from LaTeX requires intentional choices about LaTeX packages and compilation settings.

Overleaf is one cloud-based LaTeX editor widely used in STEM fields for creating research papers, problem sets, and course notes. With the right setup, documents authored in Overleaf can be output as tagged, accessible PDFs. If you’re not an Overleaf user, LaTeX can be updated in your LaTeX tool of choice by using available LaTeX resources.

Choosing the Right Approach

Not sure which tool or workflow fits your situation? Here is a quick reference from the Accessible Math support site:

• Create math content, including simple LaTeX, in Blackboard
• Convert handwritten notes to an accessible format
• Convert a PDF with math content to an accessible format
• Create accessible LaTeX content, including complex LaTeX

Get Started Today

Accessible math does not require rebuilding all of your course materials at once. Pick the scenario that matches where you are right now and take one step forward:

• If you use Blackboard: Open the Rich Text Editor in your next course document or assessment and use the Math Editor tool or rich text editor instead of inserting an equation as an image
• If you have handwritten notes: Request Mathpix access and try converting one set of notes to HTML
• If you work in LaTeX: Request Overleaf Premium access and review UMBC's accessible LaTeX template or begin reviewing LaTeX formatting guides for accessible PDFs

Full Resource: UMBC Accessible Math 

The tools, workflows, and video tutorials referenced in this article are available in one place:

Accessible Math — UMBC Faculty Resources

This site includes instructions, video walkthroughs (UMBC sign-in required), links to request access to Mathpix and Overleaf Premium, and additional guidance for each tool covered here. Bookmark it as your go-to reference for accessible math content creation.

Questions about accessibility at UMBC? Visit the UMBC Office of Accessibility and Disability Services website for additional resources and support.

Connect with Instructional Technology

As always, if you have any questions about teaching, learning, and technology at UMBC, please consider the following options:

• Check our extensive FAQ collection 
  • What's new in Ultra? |Known Issues 
• Open a ticket via RT
• Follow the Instructional Technology & DoIT myUMBC groups
• Request a consult with instructional technology staff
• UMBC Digital Accessibility| Ally FAQs | Ally Demo | Ally Report (VPN required)
• PIVOT | Academic Continuity |Keep On Teaching |Student Technology Resources