Generative AI for Accessibility - VCCS
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Generative AI for Accessibility

Generative AI for Accessibility

Practical Tools and Techniques for Higher Education Faculty & Staff

Why Use AI for Accessibility?

Creating accessible course content is essential for compliance with ADA and Section 504, but it can be time-consuming. Generative AI tools like ChatGPT, Claude, and Microsoft Copilot can dramatically reduce the time it takes to make your content accessible while improving quality and consistency.

AI-Generated Alt Text for Images

Generate descriptive, context-aware alt text in seconds

How to Use AI for Alt Text

Step 1: Upload or Describe Your Image

Most AI tools (ChatGPT Plus, Claude, Copilot) can analyze images directly. Simply upload the image or paste it into the chat.

Step 2: Use This Prompt Template

"Please write alt text for this image. Context: [describe where/how it's used]. The alt text should be concise but descriptive enough for someone who cannot see the image to understand its educational purpose. Focus on what's relevant to learning, not decorative details."

Step 3: Review and Refine

AI-generated alt text is usually excellent, but always review it for accuracy and relevance to your course content.

Example Prompts for Different Image Types:

  • Charts/Graphs: "Describe this chart's data trends and key findings for a screen reader user."
  • Diagrams: "Explain this diagram's components and their relationships in a way that conveys the same learning objective."
  • Photos: "Write alt text for this photo focusing on elements relevant to [course topic]."
  • Screenshots: "Describe this interface screenshot, focusing on the workflow being demonstrated."

Making Documents Accessible with AI

Use AI to improve document structure, headings, and readability

Document Accessibility Tasks

Heading Structure

Ask AI to analyze your document and suggest proper heading hierarchy (H1, H2, H3, etc.)

Prompt: "Review this document and suggest a proper heading structure that follows accessibility guidelines."

Plain Language

Have AI rewrite complex text in plain language while maintaining accuracy

Prompt: "Rewrite this paragraph in plain language at a [grade level] reading level."

Link Text

Convert "click here" links to descriptive link text

Prompt: "Replace all 'click here' links with descriptive link text that explains the destination."

Table Descriptions

Generate summaries and captions for complex tables

Prompt: "Write a brief caption and summary for this table that explains its purpose and key data."

Video Accessibility with AI

Generate captions, transcripts, and video descriptions

AI Tools for Video Accessibility

1. Auto-Generated Captions

Most video platforms (YouTube, Panopto, Kaltura) now offer AI-generated captions. However, they need editing for accuracy.

AI Editing Workflow:
  1. Export auto-generated captions
  2. Paste into ChatGPT/Claude with prompt: "Review and correct these captions for accuracy, punctuation, and speaker identification"
  3. Review AI corrections
  4. Re-upload corrected captions

2. Video Transcripts

AI can format raw captions into readable transcripts with proper paragraphs and formatting.

"Convert these video captions into a formatted transcript with proper paragraphs, speaker labels, and section headings based on topic changes."

3. Audio Descriptions

For videos with important visual information, AI can help write audio description scripts.

"Watch this video and write audio descriptions for the visual elements that are essential to understanding the content. Format them with timestamps."

Accessible Email Communications

Create clear, accessible emails and announcements

Using AI for Accessible Emails

Clear Subject Lines

AI can help write descriptive, action-oriented subject lines

Prompt: "Write a clear subject line for this email that tells recipients exactly what action is needed."

Structured Content

Organize emails with headings and bullet points

Prompt: "Restructure this email with clear headings, bullet points, and a summary at the top."

Plain Language

Simplify complex announcements

Prompt: "Rewrite this in plain language, removing jargon and using shorter sentences."

Link Descriptions

Replace generic links with descriptive text

Prompt: "Replace all 'click here' links with descriptive link text."

Example: Before and After

Before

Subject: Important

Click here for information about the thing we discussed. Let me know if you have questions.

After (AI-Improved)

Subject: Action Required: Submit Final Project by Friday, March 15

What: Final project submission
When: Friday, March 15, 11:59 PM
Where: Submit via Canvas Assignment Portal

Accessible Spreadsheets with AI

Make Excel and Google Sheets more accessible

AI Assistance for Spreadsheet Accessibility

1. Table Structure

AI can help you organize data with proper headers and structure

Prompt: "Review this spreadsheet structure and suggest how to organize it with clear headers, proper table formatting, and logical grouping for screen reader users."

2. Alternative Text Summaries

Create text summaries of complex spreadsheet data

Prompt: "Analyze this spreadsheet and write a text summary that explains the data, key trends, and important findings for someone who cannot see the visual layout."

3. Chart Descriptions

Generate alt text for charts and graphs in spreadsheets

Prompt: "Describe this chart/graph in a way that conveys the same information to someone using a screen reader. Include data trends and key points."

4. Formula Explanations

Add plain-language explanations of complex formulas

Prompt: "Explain these Excel formulas in plain language so students understand what calculations are being performed."

Recommended AI Tools for Accessibility

Compare features, costs, and capabilities

ChatGPT
Popular

Free tier available, Plus $20/mo

Best For:

  • Image analysis & alt text
  • Document editing
  • Content simplification
  • General accessibility tasks
Visit ChatGPT

Claude
Detailed

Free tier available, Pro $20/mo

Best For:

  • Long document analysis
  • Detailed alt text
  • Complex content review
  • Academic writing
Visit Claude

Microsoft Copilot
Integrated

Free with Microsoft 365

Best For:

  • Word document accessibility
  • PowerPoint alt text
  • Excel summaries
  • Integrated workflow
Visit Copilot

Google Gemini

Free tier available

Best For:

  • Google Workspace integration
  • Image analysis
  • Multi-modal content
  • Google Docs/Slides
Visit Gemini

Otter.ai

Free tier, Pro from $8.33/mo

Best For:

  • Live lecture transcription
  • Meeting captions
  • Audio transcripts
  • Speaker identification
Visit Otter.ai

Descript

Free tier, Creator $12/mo

Best For:

  • Video editing with captions
  • Automatic transcription
  • Caption editing
  • Audio/video accessibility
Visit Descript

Privacy & Ethical Considerations

Best Practices:

  • Only upload your own created content (syllabi, assignments, images you own)
  • Remove any student names or identifying information before using AI
  • Review your institution's AI use policy
  • Always review and verify AI-generated content for accuracy
  • Consider using institutional AI tools if available (they may have better privacy protections)
Alt text

AI-Generated Alt Text for Images

Generate descriptive, context-aware alt text in seconds

How to Use AI for Alt Text

Step 1: Upload or Describe Your Image

Most AI tools (ChatGPT Plus, Claude, Copilot) can analyze images directly. Simply upload the image or paste it into the chat.

Step 2: Use This Prompt Template

"Please write alt text for this image. Context: [describe where/how it's used]. The alt text should be concise but descriptive enough for someone who cannot see the image to understand its educational purpose. Focus on what's relevant to learning, not decorative details."

Step 3: Review and Refine

AI-generated alt text is usually excellent, but always review it for accuracy and relevance to your course content.

Example Prompts for Different Image Types:

  • Charts/Graphs: "Describe this chart's data trends and key findings for a screen reader user."
  • Diagrams: "Explain this diagram's components and their relationships in a way that conveys the same learning objective."
  • Photos: "Write alt text for this photo focusing on elements relevant to [course topic]."
  • Screenshots: "Describe this interface screenshot, focusing on the workflow being demonstrated."
Documents

Making Documents Accessible with AI

Use AI to improve document structure, headings, and readability

Document Accessibility Tasks

Heading Structure

Ask AI to analyze your document and suggest proper heading hierarchy (H1, H2, H3, etc.)

Prompt: "Review this document and suggest a proper heading structure that follows accessibility guidelines."

Plain Language

Have AI rewrite complex text in plain language while maintaining accuracy

Prompt: "Rewrite this paragraph in plain language at a [grade level] reading level."

Link Text

Convert "click here" links to descriptive link text

Prompt: "Replace all 'click here' links with descriptive link text that explains the destination."

Table Descriptions

Generate summaries and captions for complex tables

Prompt: "Write a brief caption and summary for this table that explains its purpose and key data."
Video

Video Accessibility with AI

Generate captions, transcripts, and video descriptions

AI Tools for Video Accessibility

1. Auto-Generated Captions

Most video platforms (YouTube, Panopto, Kaltura) now offer AI-generated captions. However, they need editing for accuracy.

AI Editing Workflow:
  1. Export auto-generated captions
  2. Paste into ChatGPT/Claude with prompt: "Review and correct these captions for accuracy, punctuation, and speaker identification"
  3. Review AI corrections
  4. Re-upload corrected captions

2. Video Transcripts

AI can format raw captions into readable transcripts with proper paragraphs and formatting.

"Convert these video captions into a formatted transcript with proper paragraphs, speaker labels, and section headings based on topic changes."

3. Audio Descriptions

For videos with important visual information, AI can help write audio description scripts.

"Watch this video and write audio descriptions for the visual elements that are essential to understanding the content. Format them with timestamps."
Email

Accessible Email Communications

Create clear, accessible emails and announcements

Using AI for Accessible Emails

Clear Subject Lines

AI can help write descriptive, action-oriented subject lines

Prompt: "Write a clear subject line for this email that tells recipients exactly what action is needed."

Structured Content

Organize emails with headings and bullet points

Prompt: "Restructure this email with clear headings, bullet points, and a summary at the top."

Plain Language

Simplify complex announcements

Prompt: "Rewrite this in plain language, removing jargon and using shorter sentences."

Link Descriptions

Replace generic links with descriptive text

Prompt: "Replace all 'click here' links with descriptive link text."

Example: Before and After

Before

Subject: Important

Click here for information about the thing we discussed. Let me know if you have questions.

After (AI-Improved)

Subject: Action Required: Submit Final Project by Friday, March 15

What: Final project submission
When: Friday, March 15, 11:59 PM
Where: Submit via Canvas Assignment Portal

Spreadsheets

Accessible Spreadsheets with AI

Make Excel and Google Sheets more accessible

AI Assistance for Spreadsheet Accessibility

1. Table Structure

AI can help you organize data with proper headers and structure

Prompt: "Review this spreadsheet structure and suggest how to organize it with clear headers, proper table formatting, and logical grouping for screen reader users."

2. Alternative Text Summaries

Create text summaries of complex spreadsheet data

Prompt: "Analyze this spreadsheet and write a text summary that explains the data, key trends, and important findings for someone who cannot see the visual layout."

3. Chart Descriptions

Generate alt text for charts and graphs in spreadsheets

Prompt: "Describe this chart/graph in a way that conveys the same information to someone using a screen reader. Include data trends and key points."

4. Formula Explanations

Add plain-language explanations of complex formulas

Prompt: "Explain these Excel formulas in plain language so students understand what calculations are being performed."
Tools

Recommended AI Tools for Accessibility

Compare features, costs, and capabilities

ChatGPT
Popular

Free tier available, Plus $20/mo

Best For:

  • Image analysis & alt text
  • Document editing
  • Content simplification
  • General accessibility tasks
Visit ChatGPT

Claude
Detailed

Free tier available, Pro $20/mo

Best For:

  • Long document analysis
  • Detailed alt text
  • Complex content review
  • Academic writing
Visit Claude

Microsoft Copilot
Integrated

Free with Microsoft 365

Best For:

  • Word document accessibility
  • PowerPoint alt text
  • Excel summaries
  • Integrated workflow
Visit Copilot

Google Gemini

Free tier available

Best For:

  • Google Workspace integration
  • Image analysis
  • Multi-modal content
  • Google Docs/Slides
Visit Gemini

Otter.ai

Free tier, Pro from $8.33/mo

Best For:

  • Live lecture transcription
  • Meeting captions
  • Audio transcripts
  • Speaker identification
Visit Otter.ai

Descript

Free tier, Creator $12/mo

Best For:

  • Video editing with captions
  • Automatic transcription
  • Caption editing
  • Audio/video accessibility
Visit Descript

Privacy & Ethical Considerations

Best Practices:

  • Only upload your own created content (syllabi, assignments, images you own)
  • Remove any student names or identifying information before using AI
  • Review your institution's AI use policy
  • Always review and verify AI-generated content for accuracy
  • Consider using institutional AI tools if available (they may have better privacy protections)

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