This presentation addresses the basics of digital accessibility for online documents as well as addresses how to start developing a campus-wide plan for addressing document accessibility at a university. This presentation was originally given at the Omni Update User Training Conference in April 2019 and was re-formatted for a poster presentation at the High Ed Web conference in October 2019.

1. Creating Accessible Documents 101:
Developing a campus-wide plan for addressing
document accessibility
Rebekah Wright| Southwest Baptist University

2. - Creating accessible PDFs starts
with accessible source documents
- Procedure change: Ask for the
document instead of PDF when
place a document on the website
- Send back accessible version of
document to original owner
- Re-train yourself
The Basics of Document Accessibility
MY LIGHT BULB MOMENT

3. • Use Styles tab in Word to create headings
rather than using font options (i.e. bold,
underline, etc.)
• Customize the heading options with your
institution’s fonts, colors, etc.
• Always use headings in proper nesting order
Document Accessibility 101: Heading Styles
CUSTOMIZE STYLES OPTIONS TO MATCH BRANDING

4. • Input appropriate alternative text for images in
Word
• These will remain intact with the image when
properly converted to a PDF
• Do not rely just on images (or colors) to
convey necessary information
Document Accessibility 101: Images
ADD ALTERNATIVE TEXT IN SOURCE DOCUMENT

5. • Word will automatically generate a hyperlink
when you enter a full URL
• These are not aesthetically pleasing and they
cause issues for screen readers
• Change the “Text to Display” field to
something meaningful and descriptive of the
link’s purpose or function
Document Accessibility 101: Links
USE MEANINGFUL LINK TEXT

6. • Accessible tables require a clear table
structure and table headers
• Do not use tables for layout purposes
• You can use the Columns option in the
Layout tab instead
Document Accessibility 101: Data Tables
ONLY USE TABLES FOR DATA, NOT LAYOUT

7. • Microsoft Office includes built-in accessibility
checker
• Run this tool to discover accessibility errors
and warnings
• Also provides helpful tips for making repairs
• Use this checker before converting to PDF
Document Accessibility 101: Checker Tool
USE BUILT-IN ACCESSIBILITY CHECKER TOOL IN WORD

8. • Use “Acrobat” tab in Word
• Do not just “Save as…” or “Print to PDF”
• Make sure add-in is enabled
• Recommended: Latest version of Microsoft Office and
Adobe Acrobat Professional DC
Document Accessibility 101: Converting to PDF
USE PROPER TECHNIQUE FOR CONVERTING TO PDF

9. • Overwhelmed just thinking about the number
of PDFs on our main website
• Faculty rely heavily on documents and are
often resistant to change
• How do I even know what needs to be done?
And where do I even start?
• Disclaimer: This is a work in progress!
progress!
Creating a Plan
WHERE DO YOU EVEN START??

10. • Identify key players and form a digital
accessibility committee
• Make a list of your institution’s digital assets
• Identify potential accessibility issues for each
asset
• Gather examples from other colleges and
universities
Creating a Plan: Initial Steps
SOMETIMES GETTING STARTED IS THE HARDEST PART

11. • Adaptive versus Technical Change
• Technical change = requires you to do
something differently
• Adaptive change = requires you to think
differently about what you’re doing
• Define digital accessibility and why it is important for
your institution
• People need motivation for change
• Sense of moral responsibility
Creating a Plan: Adaptive vs Technical Change
PEOPLE NEED PROPER MOTIVATION

12. • What policies or procedures can change to help
prioritize accessibility?
• Quick change we were able to implement
• Technology Impact Statement
• Updated policy on technology
procurement
• Includes accessibility analysis and
requires obtaining VPAT from
vendor when assessing possible
new technology
Creating a Plan: Procedure Changes
LOOK AT THE BIG PICTURE

13. • Research what other schools have done
• Determine resources and training needed for
addressing the accessibility of digital assets
• Dream big – you won’t get it if you
don’t ask for it!
• Prioritize and draft a rough timeline
• Identify possible avenues for training/awareness
• Present a proposed implementation plan and get buy-in
from executive leadership
Creating a Plan: Identify Next Steps
WHERE ARE WE AT AND WHERE DO WE NEED TO BE?

14. • Audit your site and make a comprehensive list of PDFs
and other electronic documents
• Can any of these be presented in HTML
instead?
• Run an accessibility checker on each document to
identify errors and warnings
• Prioritize
• Start with “low-hanging fruit”
• Generate templates for future use
• Take time to explain reasons for change
Creating a Plan: Addressing Documents
TACKLING THE PDF CRISIS

15. • Academia respects expertise – get training!
• WebAIM
• Lynda
• Siteimprove free online courses
• Practice what you preach
• Always make your documents
accessible – even if they are for your
eyes only
• Contagious enthusiasm
• Talk about accessibility incessantly
• Befriend the Disability Services office
Advocate for Accessibility
IT STARTS WITH YOU

16. • Identify possible accessibility advocates across campus
• Some will be obvious (i.e. online education)
• Notice others who seem to “get it” when
you talk about need for accessibility
• Equip your advocates
• Share training resources
• Provide accessible document templates
• Help them learn how to talk about this with
others in their areas
• Share your story through one-on-one
conversations
Advocate for Accessibility: Bring Others Along
IDENTIFY AND EQUIP OTHER ACCESSIBILITY ADVOCATES

17. • What has worked (or not worked) at your
institution?
• Who have proven to be valuable accessibility
advocates on your campus?
• What have been helpful training resources for
you?
“Don’t give up; don’t ever give up!”
THIS IS A NEVER-ENDING EFFORT

18. THANK YOU!
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