Digital accessibility is a vital aspect of inclusivity and equal access to information and services. Public universities, as institutions of higher learning supported by taxpayer money, have a responsibility to ensure that their digital platforms are accessible to all students, faculty, staff, researchers, and visitors, regardless of their abilities. 

By prioritizing digital accessibility, public universities can create an inclusive environment that fosters equal opportunities for learning, engagement, and knowledge generation. Digital accessibility also helps public institutions comply with accessibility regulations, such as the Americans with Disabilities Act (ADA) and Section 508 of the Rehabilitation Act. These guidelines cover a wide range of learning resources, including websites and PDF files.

What is PDF accessibility?

PDF accessibility is a crucial component of digital accessibility for public universities. PDF files are commonly used to share documents, course content, research papers, academic records. However, if these files are not created with accessibility in mind, they can present barriers for individuals with disabilities, such as cognitive challenges or visual impairments. To ensure PDF accessibility, public universities should follow specific guidelines and best practices. 

PDF accessibility guidelines for universities

While the ADA or Section 508 don’t provide specific guidelines for PDF accessibility, most private universities and organizations follow the best practices below:

• Ensuring proper reading order: The reading order of the content within a PDF should be logical and sequential, following the natural flow of information. This ensures that individuals using screen readers or other assistive technologies can access the content in the intended order. Using correct headings, paragraphs, lists, and other structural elements will help organize content and make it more readable. This allows search engines and assistive technologies like screen readers to navigate and present the content in a meaningful way.

• Adding alt text to images: Images within PDF files should have alternative text descriptions. Alt text provides a textual description of the image, enabling individuals who cannot see the image to understand its content. It also helps both internal and external search engines index your visual content and make them more visible to search engine users.

• Using accessible colors and contrast: Color choices should meet contrast requirements to ensure readability for individuals with visual impairments. The suggested color contrast ratios are 4.5:1 for normal text and 3:1 for large text. Additionally, information should not be conveyed solely through color, as this can exclude individuals with color blindness or other visual challenges.

• Providing accessible forms and links: If a PDF contains fillable forms, they should be created with accessibility features in mind. This includes ensuring that form fields are properly labeled, allowing keyboard navigation, and providing instructions for assistive technology users.Links within PDF files should also have descriptive text that provides context about the linked content. This helps users understand where the link will lead them, especially when they rely on assistive technologies to navigate the document.

Creating a culture of accessibility in public universities

Public universities should prioritize training and awareness programs for faculty and staff to ensure they understand the importance of digital accessibility and are equipped with the knowledge and skills to create accessible content. By fostering a culture of accessibility, universities can encourage continuous improvement and collaboration in meeting accessibility requirements.

To evaluate and maintain PDF accessibility, public universities can conduct regular accessibility audits and user testing. These processes can identify accessibility barriers and guide universities in implementing necessary improvements. Seeking feedback from individuals with disabilities is particularly valuable as it provides real-world insights and perspectives.

Adopting PDF accessibility for a more engaged academic community

By embracing digital accessibility requirements, public universities can create an inclusive educational environment that benefits all individuals. Accessible digital platforms ensure that students with disabilities can fully engage with course materials, collaborate with peers, and participate in online discussions. Faculty and staff members also benefit from accessible PDF documents and other resources, enabling them to provide an inclusive learning experience for all students.

Furthermore, digital accessibility goes beyond legal compliance. It is a reflection of a university's commitment to diversity, equity, and inclusion. By prioritizing PDF accessibility, public universities can foster a sense of belonging, empower individuals, and cultivate an environment where everyone can thrive. By adhering to PDF accessibility guidelines and best practices, public universities can ensure that everyone, regardless of their disabilities, can learn from course content, participate in academic discussions, and engage in the creation of new knowledge.