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Accessibility Tips for Manuscripts


A clear abstract is ideal for all readers. The article title, abstract, and keywords are indexed for search programs.

Table summaries, alt text, and captions are useful for all readers and crucial for users who use screen readers or who have difficulty digesting information presented in tables, abstractly, visually, or auditorily.

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Abstracts


An abstract is a concise, standalone summary of the article up to 250 words, followed by 5-10 key words that are specific, relevant, and not found in the abstract. Abstracts should be written in the past tense, in the active voice (“we found” rather than “it was found”), and as simply (clearly) as possible using the following outline: 

  • Background: The general topic area in which the study rests.
  • Problem/Aim: The specific question/issue the study (evaluation, paper, etc.) addressed.
  • Methods: Strategies used (e.g., experiments, case studies, surveys), relevant subject demographics, and study location.
  • Findings: Main findings.
  • Implications: What the results mean for the field.

To illustrate:

     Recent studies have shown a rise in X, but little is known about variable Y, which is correlated with X through Z outcomes. This study investigated the impact of variable Y on outcome Z. Over a three-month period, 500 adults with IDD in Indiana were surveyed or interviewed about Y variable and Z outcome and the data was subjected to a mixed-methods analysis. Analysis revealed that variable Y increased outcome Z by 30% (p<0.05). Therefore, addressing variable Y is crucial for improving outcome Z, with [named] implications for future policy concerning X.

 

Keyword 1, Keyword 2, Keyword 3, etc.

 

Table Summaries

Table summaries provide a summary explanation of the table. The summary should provide the table’s purpose, outline its basic structure, and highlight any trends or patterns in the table. For example, 

Table 1 shows the number of students enrolled in two countries across four semester seasons. Column one shows the country and programs, other columns show the semester season. Cells hold the number of students enrolled.

 

Table 2 contains the complete list of operational expenses for the last three years. The expenses are categorized within the table by type and show a trend of increased spending.

 

 

Alt Text for Figures

 

Alt text should describe the figure and highlight information it conveys. For example, 

 

Figure 1 is a bar graph of fundraising by mayoral candidates. Candidate Smith has raised twice as much as Candidate Jones.

 

Figure 2 is pie chart of television programming where sports is 32%, news 48%, and sitcoms are 30%. 

 

Figure 3 is a word cloud with business terms, largest to smallest: Business, Success, Idea, Money, Creative, Presentation, and other smaller business terms.


Alt Text for Images

 

Alt text should describe and provide context on how the image relates to the page content. For example, 

 

Logo of AAIDD

 

Illustration of a child sitting at a school desk. Instead of a head there is a swirl of ideas and objects.

 

Photo of professionals standing in a group holding cups of coffee and looking up.


Captions (Figures/Tables)

 

Captions in journal articles are concise, standalone descriptions placed directly below figures or above tables that allow readers to understand the visual data without referring to the main text. Captions should include a

  • declarative title that summarizes the result or major finding of the data presented in the figure,
  • essential experimental details (methods, sample size, stats) necessary to understand the figure without having to refer to the main text; and,
  • in some cases, statistics (number of replicates, asterisks denoting P-values, statistical tests, etc.) or interpretations.

To illustrate:

Plasma XYZ levels were reduced in ABC carriers. XYZ plasma levels were measured in fasted serum from 50 carriers and 50 controls matched for age, sex, and body mass index. Statistics performed by unpaired t-test, comparing carriers to controls, ****p<0.0001


Captions (Video)

 

Captions reflect dialogue and describe music and sound effects in videos.

 

For dialogue, capitalize proper nouns such as names, places, and organizations.

Screaming and shouting should be shown using ALL CAPS.

Italicized text should be used:

  • When a speaker is quoting someone else.
  • For words and phrases that aren’t in the primary language of the video.
  • When a person is thinking or daydreaming.
  • For off screen speech or sounds
  • Spell out numbers from one to ten and use numerals for numbers over ten.

Speaker Identification/Changes

  • Visually identify when a new speaker begins talking. Start a new line or use labels when a new speaker begins.
  • If it is unclear who is speaking, consider identifying the speaker on a line before their speech:

MR. SMITH: Let's eat lunch.

OFF SCREEN NARRATOR: This is the next video in our series.

 

Non-speech elements should be presented within square brackets “[ ]”.

 

Music is used to communicate a mood or theme. Music that does not contribute to the mood can be ignored for captioning.

  • Include the title and composer of a musical work when known: [Enya playing "Orninoco Flow"]
  • Objectively describe the style or presentation of music by unknown artists: [Calm piano music]
  • Caption lyrics word-for-word if the message is important. Surround lyrics with music icons: "♪"

 

 

References

 

Harvard University Information Technology. (n.d.). Images and media (in Digital accessibility services). https://accessibility.huit.harvard.edu/images-and-media

 

Taylor & Francis. (n.d.).  An author’s guide to writing good alt text. https://authorservices.taylorandfrancis.com/publishing-your-research/writing-your-paper/how-to-make-your-research-accessible/an-authors-guide-to-writing-good-alt-text/

 

Utah State University. (n.d.) Caption quality standards. https://www.usu.edu/accessibility/policy/standards/captions/quality-standards


 

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