Digital Accessibility

PDF Accessibility

PDFs are the preferred format for distribution of electronic documents on the website. It is therefore critical that all PDF documents are created with accessiblity in mind, then scanned and remediated before distribution.

Web with Accessibility In Mind (WebAIM) offers a free comprehensive guide for using ensuring ADA compliance in Adobe Acrobat.

WebAIM Accessibility Guide for Adobe Acrobat  Testing PDF Documents for Accessibility

Thoroughly Test All PDFs

  • Automated accessibility checkers have been used to identify common issues such as missing tags, alternate text, or metadata.
  • Manual testing has been conducted to verify structure, reading order, reflow, and overall usability.
  • Assistive technologies, such as screen readers and keyboard-only navigation, have been used to identify barriers and inconsistencies.

PDF Compliance Checklist

Use this checklist to help ensure the PDFs you create are accessible to all users.

Document Structure & Metadata

  • Missing or Incorrect Document Title: The internal document title must be descriptive and set to display in the window title bar, rather than just the file name.
  • Undefined Document Language: The primary language must be specified in the document properties (e.g., English) to allow screen readers to use the correct pronunciation rules.
  • Lack of Tagging: PDFs must have a "tags" layer to provide a hidden structural representation of the content for assistive technologies; untagged documents are completely inaccessible to screen readers.
  • Incorrect Reading Order: The order in which a screen reader navigates the document must match the visual logical flow, which often requires manual adjustment in the "Reading Order" tool.

Content & Formatting

  • Improper Heading Hierarchy: Headings must be nested logically (e.g., H1 followed by H2, then H3) to allow for efficient navigation; avoid using bold or large text as a substitute for real heading tags.
    • The first heading is tagged as H1.
    • Only heading levels H1–H6 are used.
    • Heading levels are not skipped (for example, H2 should not be followed by H4).
    • Heading levels may restart logically when sections change (for example, H3 → H4 → H2).
  • Missing Alternative (Alt) Text: All meaningful images, charts, and diagrams must include concise descriptions. Conversely, purely decorative elements should be "artifacted" so screen readers skip them.
    • Phrases such as “image of” or “graphic of” are avoided, as screen readers already announce images appropriately.
  • Non-Descriptive Hyperlinks: Avoid generic link text like "Click Here" or "Read More." Use self-describing text that identifies the destination, such as "Spring 2026 Academic Calendar".
  • Insufficient Color Contrast: Text must maintain a minimum contrast ratio of 4.5:1 against its background (3:1 for large text) to remain readable for users with low vision.
    • Graphical objects, icons, form controls, and focus indicators meet a 3:1 contrast ratio against adjacent colors (non-text contrast requirement).
    • Information is not conveyed by color alone; text labels, patterns, or symbols are also used.

Complex Elements

  • Unstructured Tables: Tables must include designated header rows and columns. Avoid using tables for visual layout purposes or nesting complex tables, as these are difficult for assistive tech to interpret.
  • Non-Searchable Scanned Text: Documents created by "scanning to PDF" are often just images of text. You must run Optical Character Recognition (OCR) to convert these into selectable, searchable, and taggable text.
  • Inaccessible Forms: Interactive form fields must have clear labels and tooltips, and the "Tab Order" must be set so users can navigate the form using only a keyboard.