This article is for Faculty who want to improve accessibility of documents created with Google Docs using the Grackle Docs App Extension in your CSUEB Google Faculty account. Note that after fixing an accessibility issue using Grackle Docs, faculty must select the Re-Check button iteratively to see progress. Grackle Docs does not auto re-check your document for accessibility as you may have become accustomed to Google Docs auto-saving your work.
Article Overview
1. Open a Google Doc and Launch Grackle Docs
1.1. Select Extension, Grackle Docs, then Launch
1.2. Grackle Docs Analyzes your document
1.3. Scroll through and review your report
(1) Red x's require immediate action, (2) green check marks show areas where the document has passed accessibility checks, (3) green checkmarks with red exclamation marks pass with a warning.
2. Set Your Document's Title
Note the red x Document title is required prompt from the report.
2.1. Enter your specific course name, section number, and term as the Google Doc title.
(1) Copy the line from your document with your course number, name, section number, terms and year, and (2) paste it into your Google Doc's title box. (3) Check the box for Use the Google Doc name as the title.
The syllabus should be named with the class name, section number, and term date which are located on the syllabus at the top, but not in the Google Doc name in the upper left corner.
2.2. An accessible title is now confirmed
If your document title does not automatically get rechecked by Grackle after checking the box for Use the Google Doc name, select the Re-Check button. The Re-Check button should be selected after making accessibility changes to your document to verify each red check mark passes with a green check mark.
3. Edit Your Document's Headings and Landmarks
3.1. Scroll down and select Headings should be used
3.2. Select Document Structure tab, then choose Paragraph
Notice the first line of the document, "California State University East Bay" is set at the Paragraph level and needs to be set as the Title. Subsequent sections listed as Paragraphs must be nested using proper headings. Using the correct headings and nesting will create an accessible outline for students using screen reader.
3.3. Choose the appropriate Heading, Select Change style to match box, then select Update
Selecting (1) Paragraph will show a red +TAG icon; select it to (2) change that element's nesting level from the pop-out menu. (3) Check the box for Change style to match heading level. (4) Select Update to save.
3.4. Select Heading 1 then toggle the button to the right for Heading 2
Headings are editable by selecting one in the Document Structure panel, then toggling left or right to increase or decrease the level of heading.
3.5. Select the Accessibility Check panel then scroll to Landmarks
If your document does not contain headers or footers, Grackle will pass your document with a warning (green checkmark with an exclamation mark). It is a good idea to add headers and footers to your document to assist students using screen readers to more easily navigate your document. Add the headers and footers, then select Re-Check to pass this area.
4. Edit Your Document's Tables
4.1. Choose Accessibility Check then Tables
4.2. Select Tag All
Selecting Tag All will allow you to Auto Tag your document's tables. Select an option from the four choices below the Tag All button.
4.3. Grackle autotags your tables
You may also select an individual table to tag based on its parameters by selecting the Locate +TAG button in red to the left of a table. This will locate the table in your document.
Choose Mark first row as header and Update. Notice the upward arrows pointing to the green row categories. This is the easiest setting for screen readers to interpret a table.
4.4. Correct any Content errors within Tables
In the example below, the all caps spelling of spring break -no class has flagged as passed with a warning. Choose Select All to view all errors, select the red Locate buttons beside each line to access and edit each instance.
5. Export Your Accessible Document to PDF
5.1. Select Export to PDF and Allow to create an accessible PDF
Select Export to PDF from the upper right hand corner, then select Allow from the pop-up.
5.2. Select your CSUEB Google account
5.3. Close window after the Access Granted message appears
5.4. Select Export to PDF, Start, then Download
Select START.
Select Download.
Drag your exported Grackle PDF into your Canvas course. Access the Canvas course's Files area and drag your document in this area.
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