May 2025 Web Council agenda

Meeting date

Thursday, May 1, 2025 at 9 a.m. via Zoom.

• Zoom recording (UW NetID required)

Agenda

Word on the Street: Thom Thorpe, director of web strategy in UMAC, will offer a roundup of news and notes as we begin May.

Deleting vs. Archiving: Beth Somerfield, deputy ADA coordinator for digital accessibility, will join us to answer questions on deleting and archiving legacy web content.

Accessibility Short: Terrill Thompson of UW-IT Accessible Technology Services will provide another in the Accessibility Short series focusing on top accessibility issues reported by DubBot across all UW websites. (Will present at the June meeting)

Meeting summary

The May meeting of the University of Washington Web Council focused on community updates, digital accessibility compliance, and best practices for managing legacy web content. The session featured presentations by Tom Thorpe (community updates), Beth Somerfield (digital accessibility and archiving), and a brief accessibility issue highlight by Terrell Thompson.

Key highlights

Community updates and announcements

• Communities of Practice: Updates were provided on several UW communities of practice, including upcoming Drupal and accessibility/usability meetups, summer camps focused on data visualization, and marketing communications roundtables. Attendees were encouraged to join relevant groups and share with colleagues.

• Job Openings & Networking: Several new positions were announced, with a reminder to check the UW jobs page and share opportunities within networks.

• Local Events: Upcoming Seattle-area events were highlighted, such as American Marketing Association mixers, Photoshop user group meetings, and Microsoft’s AI Fabric tour.

• Conference Calendar: A comprehensive list of upcoming conferences was shared, including accessibility-focused events and innovation/UX conferences, with planning already extending into 2026.

• New Resources: A new guide on creating accessible organizational charts was introduced, and Global Accessibility Awareness Day (May 15) was promoted as a key event for the community.

• Innovation Theme: The May theme centers on innovation at UW, with a call for stories using the hashtag #uwinnovates.

Digital Accessibility Rule & Legacy Content Management

Presenter: Beth Somerfield, Deputy ADA Coordinator for Digital Accessibility

• ADA Digital Accessibility Rule: The Department of Justice (DOJ) published a rule requiring web content to comply with the Web Content Accessibility Guidelines (WCAG) by April 24, 2026. Work is underway at UW to build the necessary infrastructure and resources for compliance.
• Federal and State Context: Despite uncertainties at the federal level, the rule remains in effect, and Washington State’s policy is even stricter. Compliance is required regardless of potential federal enforcement changes.
• Exceptions to accessibility requirements:
  • Archived web content: Content created before April 24, 2026, kept only for reference, research, or record-keeping, not updated since archiving, and stored in a clearly labeled archive area, does not need to be made accessible unless requested. Clear labeling and consistent presentation are essential.
  • Pre-existing conventional electronic documents: Word, PowerPoint, PDF, or spreadsheet files created before the deadline and not currently used for active services/programs are exempt unless requested for accessibility.
  • Password-protected and individualized documents: Only for individual use (e.g., bills, private communications).
  • Pre-existing social media posts: No need to retroactively fix old posts; new posts after the deadline must be accessible.
  • Third-party content: Content posted by the public (not under contract) is exempt; content created by contractors or under institutional direction is not.
• Practical scenarios discussed
  • Presidential blog posts: Old, unedited posts intended for historical value can be archived if clearly labeled.
  • Changing hosting or presentation: Moving content or updating banners does not affect archive status, as long as the substance is unchanged.
  • Archival labeling: Use consistent banners or labels (WordPress plugin and HTML snippets available) to indicate archival status. Consistency and clarity are key.
  • Content strategy: Consider whether archival content needs to remain online; deleting unnecessary content improves usability and reduces compliance workload.
• Questions addressed
  • Partial page archiving: Preferably, entire pages should be archived, but sections can be labeled if necessary, provided labeling is clear and consistent.
  • Docusign and PDF forms: If forms are actively used, they must be accessible. The university is exploring alternatives and remediation strategies for complex PDF workflows.
  • External links and course content: Responsibility for accessibility extends to resources required for participation in programs or courses; specific guidance is forthcoming.

Accessibility Short preview

Presenter: Terrell Thompson

• Top issue identified by Dubbot: The most common accessibility problem is the use of identical link text (“Read more”) for different destinations. Best practice: links with the same text should point to the same place; otherwise, differentiate the link text for clarity and accessibility. Terrill will give the gull presentation at the June Web Council meeting.

Closing notes

• Resource sharing: Links to guidance, FAQs, and tools discussed will be added to the agenda and made available on the Web Council website.
• Ongoing communication: Questions from the meeting will inform future blog posts and communications regarding digital accessibility.
• Next meeting: Scheduled for June 5, the final meeting before the summer hiatus, with a new topic to be announced.