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Accessibility Compliance Guide

Government agencies are required to make their meetings, documents, and digital services accessible to people with disabilities. This guide covers federal and Hawaii requirements — ADA Title II, Section 508, WCAG standards, and practical steps for physical and digital accessibility.

This is a practical compliance overview. Accessibility law is complex and evolving. For specific legal questions, consult your agency’s legal counsel or the ADA.gov website.

Federal requirements

ADA Title II

Title II of the Americans with Disabilities Act applies to all state and local government entities. It requires that people with disabilities have equal access to government programs, services, and activities — including public meetings.

  • Meeting venues must be physically accessible (wheelchair access, accessible restrooms, accessible parking)
  • Agencies must provide reasonable accommodations upon request (sign language interpreters, assistive listening devices, materials in alternative formats)
  • Agencies must provide advance notice of how to request accommodations
  • Websites and digital services must be accessible to people with disabilities

Section 508

Section 508 of the Rehabilitation Act requires federal agencies — and state/local agencies receiving federal funding — to make their electronic and information technology accessible. In practice, this means:

  • Websites must meet WCAG 2.1 Level AA standards
  • Documents (PDFs, Word docs, spreadsheets) must be accessible to screen readers
  • Videos must have captions
  • Audio content must have transcripts
  • Software and applications used by the public must be accessible

WCAG 2.1 — Web Content Accessibility Guidelines

WCAG 2.1 Level AA is the widely accepted standard for digital accessibility. It is organized around four principles — content must be:

  • Perceivable — users must be able to perceive the content (text alternatives for images, captions for video, sufficient color contrast)
  • Operable — users must be able to navigate and interact with the content (keyboard navigation, no seizure-inducing content, enough time to read)
  • Understandable — content must be readable and predictable (clear language, consistent navigation, error prevention)
  • Robust — content must work with current and future assistive technologies (valid HTML, proper ARIA attributes)

Hawaii-specific requirements

Hawaii state law reinforces and extends federal accessibility requirements:

  • HRS Chapter 489 — Hawaii’s civil rights law prohibits discrimination on the basis of disability in public accommodations and government services
  • Sunshine Law (HRS 92-7) — meeting notices must include information on how to request accommodations for disabilities
  • Hawaii State Plan — the state has adopted policies promoting universal design and accessibility in government services
  • Act 172 (2023) — requires state agencies to meet WCAG 2.1 Level AA standards for websites and digital content

Digital accessibility

Websites

  • Use proper heading hierarchy (h1, h2, h3 — in order, no skipping levels)
  • Provide text alternatives for all images (alt text)
  • Ensure sufficient color contrast (4.5:1 for normal text, 3:1 for large text)
  • Make all interactive elements keyboard accessible
  • Use descriptive link text (“Read the meeting agenda” not “Click here”)
  • Ensure forms have labels associated with their inputs
  • Do not use color alone to convey information
  • Provide skip navigation links
  • Test with screen readers (NVDA, VoiceOver, JAWS)

Documents and PDFs

  • Use structured headings in Word/Google Docs before converting to PDF
  • Add alt text to images and charts in the source document
  • Use actual tables with header rows — not images of tables
  • Run the built-in accessibility checker (Word, Acrobat) before publishing
  • Avoid scanned-image PDFs — these are completely inaccessible to screen readers
  • When possible, provide an HTML alternative alongside the PDF

Videos and multimedia

  • Provide captions for all video content (auto-generated captions must be reviewed for accuracy)
  • Provide audio descriptions for visual content that isn’t described in the audio track
  • Provide transcripts for audio-only content (podcasts, recordings)
  • Ensure media players are keyboard accessible

Physical meeting accessibility

Venue requirements

  • Wheelchair-accessible entrance, seating area, and restrooms
  • Accessible parking near the entrance
  • Clear signage and wayfinding
  • Adequate lighting
  • Microphone system so speakers can be heard throughout the room
  • Adjustable seating or space for wheelchairs/mobility devices in the audience area

Accommodations for public meetings

  • Sign language interpreters — provide upon request; include request deadline in meeting notice (typically 5 business days advance notice)
  • Assistive listening devices — have available at the venue for people who are hard of hearing
  • Materials in alternative formats — large print, Braille, or electronic formats upon request
  • Remote access — offer video/phone participation for people who cannot attend in person
  • CART (Communication Access Realtime Translation) — live captioning for people who are deaf or hard of hearing
  • Service animals — always permitted; do not ask about the person’s disability

Meeting notices must include accommodation information. Every public meeting notice should state how and by when to request disability accommodations. Example: “If you need an accommodation to participate in this meeting, please contact [name] at [email/phone] at least 5 business days before the meeting.”

Plain language

Accessibility isn’t only about physical and sensory access — it also means making content understandable. Plain language is an accessibility practice.

  • Write at an 8th-grade reading level when possible
  • Use short sentences and common words
  • Define technical terms and acronyms on first use
  • Use active voice (“The board approved the budget” not “The budget was approved by the board”)
  • Break content into clear sections with descriptive headings
  • Use lists and tables to present complex information

The federal Plain Writing Act of 2010 requires federal agencies to use plain language in public-facing documents. While not directly binding on state agencies, it represents best practice.

Testing tools and resources

Use these tools to check your agency’s digital accessibility:

Compliance checklist

Website and digital content

  • Website meets WCAG 2.1 Level AA standards
  • All images have descriptive alt text
  • Color contrast meets minimum ratios (4.5:1 for text)
  • All functionality is keyboard accessible
  • Videos have accurate captions
  • PDFs are tagged and screen-reader accessible (not scanned images)
  • Forms have properly associated labels
  • Link text is descriptive (not “click here”)

Public meetings

  • Venue is wheelchair accessible (entrance, seating, restrooms, parking)
  • Meeting notice includes accommodation request instructions and deadline
  • Sign language interpreters available upon request
  • Assistive listening devices available at venue
  • Remote participation option available
  • Meeting materials available in alternative formats upon request
  • Microphone system used for all speakers

Documents and communications

  • Documents use structured headings and lists
  • Plain language used in public-facing materials
  • Technical terms and acronyms defined on first use
  • Alternative formats available upon request
  • Accessibility checker run before publishing

Common mistakes to avoid

  • Scanned PDFs. Scanning a paper document to PDF creates an image file that screen readers cannot read. Always create documents digitally with proper structure
  • Auto-generated captions without review. Automatic captions are a starting point, not a final product. Review and correct them before publishing
  • Retrofitting instead of designing accessible. It’s cheaper and more effective to build accessibility in from the start than to fix it later
  • Assuming no one needs accommodations. People may not request accommodations if the process isn’t clear or welcoming. Make it easy
  • Using color alone. “Items in red are required” is not accessible. Use text labels, icons, or other indicators alongside color

Resources

Get started

Start with a quick accessibility audit of your agency’s website using WAVE or axe. Then review your meeting notice template to ensure it includes accommodation information.

Run WAVE Audit   Sunshine Law Guide   Public Participation Guide