Grackle for Google Sheets / Carolyn Quintero

1. Introduction & Housekeeping (0:00-1:30)
2. Speaker Introduction and Campus Resources (1:30-4:27)
3. Legal Requirements and Compliance Deadlines (4:27-7:37)
4. Decision Framework for Google Sheets (7:37-10:00)
5. Introduction to Grackle for Google Sheets (10:00-11:48)
6. Addressing Fine Print Issues (11:48-15:01)
7. Ensuring Color Contrast (15:01-20:38)
8. Adding Alternative Text to Charts and Images (20:38-26:17)
9. Formatting Tables for Accessibility (26:17-37:13)
10. Ensuring Descriptive Names (37:13-42:05)
11. Accessibility Beyond Automated Checking (42:05-45:26)
12. Q & A (45:26-end of webinar)

I. Introduction and Housekeeping

Welcome, everybody! Very excited to talk to you today about Grackle for Google Sheets, making your data accessible. So this is a crucial part of our broader university web strategy, and it’s all about ensuring that the data we create and share is usable by every member of our community.

Housekeeping

• First of all, please, if you haven’t already, mute your microphones. This will help limit background noise as we go through today.
• We are recording this session. I will make it available on the Boise State Accessibility site on the on-demand webinars page.
• If you do have questions, we will try our best to answer them at the end of the session. I’ve tried to leave some time at the end, but if we run out of time. We will still answer your questions and include them on that page with the webinar recording.
• So if you have questions, please add them to chat, and my wonderful assistant, Ciera Garechana, will, collect all those, and we will answer those at the end.
• If you have any questions, or need assistance, you can also directly message her.
• We also have a resource available on the Boise State Accessibility website specific for Grackle Sheets. So if you go to Boise State Accessibility on the Resources and Tutorials page, you will find all of these resources and more.

II. Presenter and Campus Support

My name is Carolyn Quintero, and I am the Manager of Web Accessibility on the University Web Strategy team. I’ve helped guide the institution’s digital compliance and inclusion efforts specifically for our public-facing web content since 2017. My educational background includes a Master of Arts in Technical Communication and a Bachelor of Arts in Communications, both earned at Boise State University. My approach to accessibility is not just compliance. I think of accessibility as a critical element, ensuring every step in the content process works for everyone. So it has to work for our content creators as well as our end users.

Additional Campus Support

I’m not the only resource available on campus to help with this huge topic. We do have additional support available for campus in our Office of Compliance and Ethics.

• Christine Dobson (Digital Accessibility Compliance Officer): Contact her at accessibility@boisestate.edu or 208-426-1256. This support is for questions about the new accessibility requirements, scheduling compliance staff to explain regulations and provide basic accessibility training. They can answer compliance questions, do software testing, and answer general accessibility questions.
• Jeremy Harper (Community Engagement and Belonging): Contact them at belonging@boisestate.edu or 208-426-6156. This support is for faculty support with making course materials accessible, including requesting a course review.

III. Legal Commitment and Compliance

Our commitment to accessibility is rooted in legal compliance, specifically Title II of the Americans with Disabilities Act.

• New Guidelines & Deadline: The new digital accessibility guidelines were published on April 24th of 2024. The deadline for meeting the WCAG 2.1 level AA standards is April 24th of 2026.
• Scope: These guidelines require that all of our digital content—including websites, apps, digital documents, presentations, and course materials—must be accessible. This even covers content stored in password-protected systems, like My Boise State, Canvas, or specifically Google Drive.

Shifting to the Anticipating Model

• Current (Accommodating) Model: This model is much more reactive. A user has to report a barrier and request access. That can lead to time delays, frustration, and lost engagement. And in the worst case scenario, the barrier is never fixed.
• Goal (Anticipating) Model: The anticipating model is proactive, where we empower ourselves to build for accessibility from the start. This leads to fewer delays, less mental effort for the user, and a higher likelihood of engagement. We want to remove those barriers before they ever even become an issue.

IV. The Decision Framework: Remove, Replace, or Remediate

Our goal for this month is to review our Google Sheets and make a decision for each one. Think of your files as going into one of these three buckets:

• Remove: The question to ask is: Do we still need this sheet? Is the information current? Is the information accurate? The recommended action is to remove the link, unshare the sheet, and then archive as needed for your department.
• Replace: The question to ask is: Is this the best format for this content? Could you move it to another format, like a web page, or maybe even a web form? The recommended action is to convert that content to the other format, remove that web link and archive as needed.
• Remediate: The question to ask is: Do your users require the version of this sheet (e.g., a template, or required for their job)? The recommended action is to make a copy of your content, run Grackle Sheets, fix your issues, and then share that accessible version with your audience.

V. Grackle Sheets: Remediation Walkthrough

Grackle Sheets is an accessibility checker for Google Sheets. Google Sheets does not have a native accessibility checker, so Grackle Sheets is a third-party add-on that is available within every single Google Sheet.

• To Access: Open your sheet, go to Extensions > Grackle Sheets > Launch.
• Report Categories: The report is broken into five categories: Sheets, Tables, Images, Charts, and Contents.
• Recommended Workflow: It’s actually better to work backwards from that more granular view. Fix Contents first, then Charts/Images, then Tables, and finally Sheets.

1. Contents: Fine Print and Color Contrast

• Fine Print: This is flagged when anything is below 8-point font. The fix is to change font size to 10 or higher (12-point is ideal). Tips to avoid this include simplifying your wording, using bullet points, widening your columns, or using the text wrapping tool. For complex notes, consider moving lengthy notes to their own sheet to allow for more space, or use descriptive cell notes for specific data points.
• Color Contrast: The report checks for text that is not using a high contrast color. The recommended tool is to manually verify colors using the Color Contrast Checker at colourcontrast.cc. Warning: Anytime you have color in your sheet, always do a manual review, because Grackle Sheets may not pull in conditional formatting colors. Tip: Do not use color alone to indicate a value or change. You have to provide something else, like a plus or minus sign, to accompany the color.

2. Images and Charts (Alt Text)

• Charts: Charts require an alternative text description. Alt Text Tips include stating the chart type and purpose, providing a good summary of the key takeaways, and you can also direct the user to the underlying data table. The Chart Editor Tool can be used to add accessibility features like horizontal and vertical axis titles, data labels, and adjusting colors/patterns.
• Images: If the image conveys information, be concise but descriptive and convey the context and function. If the image is purely decorative (eye candy) with no information shared, use the Grackle Sheets option to mark as an artifact to tell screen readers to skip this image.

3. Tables

• Headers: Tables must be programmatically tagged with headers. The fix is to convert your content to a Table using Format > Convert to Table (or Ctrl-Alt-T). Then, use Grackle Sheets to mark the table with a header row, header column, or both.
• Merged/Isolated Cells: Avoid merged or isolated cells, as they confuse non-visual navigation. The fix is to use the Unmerge tool in Grackle Sheets to quickly unmerge all cells.
• Table Length: The check for “tables should not be too long” will require human review. If the table has a logical break, split it into smaller tables. Tips include keeping tables simple, using a single clear row of header cells, and do not merge or isolate cells.

4. Sheets (Metadata and Structure)

• Descriptive Naming (The Final Check): Manually check that your document has a descriptive title (not just “Copy of Untitled 1”). Change generic sheet names (Sheet 1, Sheet 2) to descriptive names (e.g., “Quarterly Sales,” “Contact Info”). Also, check that sheets are not empty and are not too large.

VI. Compliance Beyond Automated Checkers

Accessibility checkers are a good starting point but require human intervention.

• Links: Make links descriptive (e.g., not “click here”).
• Language: Use clear, simple language. Check for readability.
• Logical Reading Order: Use the Tab key to navigate the sheet. If you can’t access all information, or if the order is confusing, reorder the content.
• Cognitive Load: Prioritize clarity and simplicity.
• User Feedback: Proactively seek feedback from users of assistive technology (the Anticipation Model). Don’t wait for complaints.

VII. Q&A Summary

• All Content Required to be Accessible? All sheets, including those used only by employees, must be made accessible under the updated guidance. This is to support employees who require accessible content and to build good habits.
• Boise State Brand Colors Accessible? All brand standard colors have been checked for contrast ratios. The website uses a specific digital orange. Some colors are labeled as print-only because they are not digitally accessible.
• Chart Legends Location? There is no hard rule on placement, but follow chart conventions for readability (most are on the right-hand side).
• How Long is Too Long for a Table? There is no hard and fast rule; the warning is a “pass with warning” requiring human review. Use your best judgment. If the table has a logical break, split it into smaller tables.
• Heading Size on webpages? (Regarding a separate question on WordPress headings) I don’t have a specific answer for that one yet. You’re talking about, like, our heading size. I believe, and I don’t think there has been any discussion on changing that at the moment, but if you wanted to follow up with me separately, we could take a look at your project and see, is there something that we could do to maybe adjust the way it’s presented on the page, or maybe change using one of our different block themes? Or block styling that we have available to meet your needs, because I know we’ve got some constraints in our web designs, but we may be able to adjust it a little bit based on your specific needs.