Frequently Asked Questions

• How do I make my PDF accessible?

  The basic steps to create an accessible PDF include:

  1. Optimize the source document for accessibility; for example, by providing sufficient color contrast between text and background and using semantic features like real headings (as opposed to big, bold text).
  2. Save the file as a tagged PDF.
  3. Provide metadata for the PDF, such as the document language.
  4. Create and edit tags (similar to HTML tags) to give structural meaning to the document and allow navigation with assistive technology.
  5. Ensure that the reading order — how the content is presented to screen reader users — is logical.
  6. Ensure that the tab order (when the PDF has form fields or links) is sequentially correct.
  7. Check your PDF with automated and manual testing to ensure accessibility.

  For detailed training on how to complete the steps above, please see the Digital Accessibility Services page on PDF Accessibility for available training in BuckeyeLearn.

• What is an accessibility report and how do I create one?

  An automated accessibility report is the first step in checking to make sure your PDF meets accessibility standards. A report will also be required to be included when submitting a Web Request to upload a PDF to any of our public websites.

  An accessibility report is an automated summary of findings produced by Adobe Acrobat Pro that details whether a PDF conforms to the accessibility rules set forth by the Web Content Accessibility Guidelines (WCAG 2.0). Rules include, but are not limited to, the presence of alternative text for images and figures, the presence of appropriate metadata, the correct implementation of lists, and the presence of a document title. 

  An accessibility report can be created and exported using Adobe Acrobat Pro. All employees should have this program installed on their computer by default. If you do not have Adobe Acrobat Pro installed, you can sign into Adobe.com with your University email to gain access or reach out to the Help Desk for further assistance.

  Learn how to create an accessibility report 

  Please note: The accessibility report does not automatically check for certain requirements, including appropriate color contrast, logical reading order, appropriate tagging, form fields, tables, and bookmarks (when applicable). You should manually review your document to confirm it meets these accessibility standards as well. PDFs and other documents submitted in Workfront’s Web Request form will be spot checked to confirm they are compliant.

   

• Are Microsoft Office documents required to be accessible?

  All documents posted to our websites must meet accessibility standards, including Microsoft Office documents.

  The preferred file format for posting documents to our websites is a PDF. Microsoft Office documents should only be posted when that file format is required for the function of the document (e.g. templates meant to be edited or data shared in an Excel file). 

  Our standard Microsoft Office document templates are being reviewed and will be updated to ensure they meet accessibility requirements. If you are using those documents along with applying learnings from the Office Document Accessibility training (e.g., using appropriate structure and headers, watching color contrast, applying alt text to images, etc.) your document should meet the standards of accessibility. 

  Look for more information about template updates to come in early 2024.

  For a list of quick guides or to see all the training available, please see the Digital Accessibility Services page on Office Document Accessibility.

• Are there third-party vendors we can work with to make our documents accessible?

  Yes, there are some third-party vendors that specialize in document and PDF accessibility remediation. Check with your Accessibility Coordinator, department designee or manager for options. There is a cost associated with working with third-party vendors, but your department or area may find this a good solution.

• Do accessibility requirements apply to existing documents or just newly created content?

  These requirements apply to all documents. An audit of all documents currently posted on our websites is underway. 

• How will this impact Workfront Web Requests or other projects in Workfront?

  When submitting a Workfront Web Request, the requestor is required to note if documents attached to the request are intended to be uploaded to the website. If they are, the documents must be fully accessible and a passing accessibility report must be included.

  Learn how to create an accessibility report

• Can I talk to someone about these requirements or other accessibility topics?

  The Ohio State University Digital Accessibility Center staff provide weekly office hours every Thursday from 10 a.m. to 12 p.m. to help answer your questions about accessibility topics. Visit the Digital Accessibility Center website to learn more and get the Zoom link for the virtual office hours (OSU login required).