Section 504 compliance for higher education websites

Legal requirements and university responsibilities

Both ADA and Section 504 of the Rehabilitation Act of 1973 create firm legal duties for universities. They must provide equal digital access through clear policies and web management. These civil rights laws make sure that every student has an equal chance to learn and succeed.

The scope of federal rules

Section 504 stops schools from excluding students with disabilities.

If a college receives federal funding, it must follow these rules. This applies to Pell Grants and research funds. The law covers every digital tool, from class sign-ups to online course materials.

Recent federal updates mean most schools must meet strict technical rules by 2026. Failing to comply can lead to losing federal funding or facing costly lawsuits.

Governance and leadership roles

Large schools need a strong plan to stay safe. Most institutions name a specific official to lead this work. This leader makes sure every team follows the law.

• Set clear rules for all campus websites.
• Review all new software before your team buys it.
• Fix old files, such as PDFs, that screen readers cannot use.
• Train staff to build accessible pages.

Turn laws into digital tasks

Compliance is more than just a policy on paper. It requires real changes to how teams build and share content. All digital tools must work for people who cannot use a mouse or see a screen.

• Add text descriptions to every image.
• Provide captions for all video lectures.
• Make sure all links have clear names.
• Test sites with keyboard-only controls.

Leaders can use resources from Section 508 to guide their staff. This work keeps the university open to everyone and reduces legal risk.

Implement accessible web design and content

Accessible web design makes Section 504 rules tangible. Universities must use repeatable patterns to make sure all students can use their sites.

By following the World Wide Web Consortium’s Web Content Accessibility Guidelines 2.1, Level AA (WCAG 2.1 AA), teams can build a digital campus that works for everyone.

Principles of inclusive design

Inclusive design means planning for everyone from the start. It’s better to build things right than to fix them later.

Focus on four main ideas to fully meet website accessibility standards. Sites must be perceivable, operable, understandable, and robust (POUR). This means text should have high contrast, so it is easy to read. Navigation must be simple and stay the same on every page.

These considerations help students with low vision or learning disabilities stay focused on their studies.

Enhance learning with assistive technology

Digital content must work well with auxiliary aids such as screen readers and voice control. These assistive technologies help students interact with course materials.

• Use proper heading tags to help screen readers scan a page.
• Make sure all forms have clear labels.
• Use ARIA labels for complex web elements.
• Check that all buttons are large enough to click easily.

Practical tasks for content creators

Content creators play a big role in keeping a university compliant. Every PDF, video, and blog post must be accessible.

• Write in plain language that’s easy to follow.
• Organize information with bullet points.
• Avoid using color as the only way to show meaning.
• Check that all tables have clear headers.

These steps make online learning better for all students and turn legal needs into a better user experience for the whole campus.

Accessibility audits and continuous compliance

Structured audits and steady monitoring put Section 504 and ADA compliance into action. They keep university sites compliant as new tech and content appear.

A one-time fix is never enough for large schools with thousands of pages.

A repeatable audit process

A strong audit starts with a clear map of all digital assets. This includes the main site, student portals, and course tools.

Use a mix of automated tools and manual checks to find gaps. Automated scans catch easy errors, such as missing alt text. Manual testing finds complex issues such as poor tab order or confusing logic.

• Start with a full scan of every domain and subdomain.
• Pick a sample of key pages for deeper manual review.
• Test with real users who use screen readers or keyboards only.
• Rank all issues by how much they block student access.

Workflows for steady compliance

Compliance is a journey, not a destination.

New blog posts or class files can break online accessibility at any time. Teams must build checkpoints into their daily work. This “shift left” approach finds bugs before they go live.

• Scan all new content before it’s published.
• Check third-party tools for a Voluntary Product Accessibility Template (VPAT) report.
• Schedule deep audits every six to 12 months.
• Keep a log of all fixes to show a good faith effort to federal regulators.

Regular updates keep your site safe from legal risk. They also help every student find what they need.

Instruction and awareness for staff and faculty

Targeted training gives faculty and staff the tools they need. It helps them build and maintain websites that meet Section 504 rules.

For large universities, this means every team must understand its part in digital access.

Build core skills

Staff need a mix of technical and creative skills. Web developers must know how to code for screen readers. Professors need to know how to make their online syllabi accessible.

Training should focus on the following core areas.

• Using proper headers and list styles
• Creating meaningful alt text for complex graphs
• Checking the color contrast of slide decks
• Captioning all recorded video content

Design practical training

Generic training rarely works for busy faculty. Effective programs offer short, hands-on sessions. These should follow the Web Content Accessibility Guidelines to stay current.

Some schools use micro-learning modules that take only 10 minutes. Others offer live workshops where staff can fix their own documents with an expert.

Support campus culture

Ongoing education turns accessibility into a shared value. It should not be a one-time chore. Regular updates help staff keep up with new tools and laws.

• Include accessibility in the new hire process.
• Share success stories from different departments.
• Provide easy-to-use checklists for daily tasks.
• Offer rewards for completing advanced training.

This effort reduces legal risk for the institution. Most importantly, it makes sure that no student is neglected because of accessibility barriers.

Legal consequences and risk management

Section 504 non-compliance carries heavy costs for universities. Ignoring these rules can lead to legal action and high fines.

It also damages a school’s name. A strong risk management plan is the best way to avoid these problems.

The price of noncompliance

Lawsuits over website access are rising. In early 2025, these cases jumped by 37 percent. Large schools are common targets.

A single case can cost a university hundreds of thousands of dollars in damages and legal fees. Beyond court cases, the Office for Civil Rights can start audits. These audits often end in strict agreements. These force schools to fix years of content on a very tight schedule.

Manage risk with better governance

Smart leaders treat accessibility as a business risk. They don’t wait for a complaint to act.

• Name a Section 504 coordinator to lead compliance efforts.
• Check all new software for accessibility before you buy it.
• Use a VPAT to verify vendor claims about their products.
• Avoid using accessibility widgets that don’t fix the underlying code.

Smart steps for long-term safety

Prioritize high-traffic pages such as admissions and student portals. Fixing these first lowers the chance of a major legal claim.

Good risk management protects the school and its students. It helps the campus remain a welcoming place for everyone.

Resources and tools for compliance

Specialized tools and resources make Section 504 compliance for higher education and university websites much easier. These technologies help large teams manage thousands of pages at once.

They turn a huge job into a series of clear and simple tasks.

Automated evaluation tools

Automated scanners are the first line of defense. They can check an entire website in minutes. These tools find common errors, like missing text for images or broken links.

• WAVE provides visual feedback on individual pages.
• For large institutions, an enterprise web accessibility platform (for example, Siteimprove.ai) can help teams track issues, assign fixes, and document progress across departments.
• Browser extensions help developers test code while they write it.

These tools produce reports that show exactly what needs fixing. This helps IT leaders plan their work. It also proves they’re making real progress toward a more inclusive site.

Integrate with learning platforms

University content often lives inside a Learning Management System. Modern systems now have built-in checkers to help faculty.

• Use tools that scan course modules for accessibility issues in real time.
• Look for software that can fix common bugs automatically.
• Choose platforms that allow students to download files in many different formats.

These integrations bring compliance into the daily workflow. They stop errors before they even reach the student.

Document and media resources

University sites are full of PDFs and videos. These files often represent the most barriers for students.

• Use document checkers to tag PDFs for screen readers.
• Hire professional services for high-quality video captions.
• Save templates that are already accessible for all staff to use.

Using the right tools keeps your digital ecosystem healthy. It helps your university stay compliant long-term.

Sustain long-term digital accessibility

Section 504 compliance for higher education and university websites is a path toward true digital equity. Robust access helps students succeed and faculty teach more effectively. It also builds a stronger and more inclusive institution.

Making accessibility a core part of your digital strategy protects your school’s future. It also supports every student participating in campus life without barriers.

Prioritize your most popular public pages and enrollment tools first. High-impact content should always be the focus for large teams. Staying ahead of legal risks requires a steady commitment from everyone on campus.

Action steps for university leaders

• Assign a dedicated lead to manage your Section 504 efforts and avoid disability discrimination.
• Audit your most visited pages for WCAG compliance immediately.
• Update vendor contracts to require accessible software and tools.
• Launch a training program for all faculty and web creators.