Digital Accessibility Basics: PDFs

Audience

Anyone who creates, maintains, or distributes documents and PDF files used for business, instruction, communication, or public information on behalf of the University of Northern Iowa.  This includes instructional materials, forms, reports, publications, and public-facing documents.

Digital Accessibility at the University of Northern Iowa

What to Focus On

When working with PDFs, prioritize:

  • Proper document structure and tagging
  • Content that can be read and navigated by assistive technologies
  • Accessible alternatives when remediation is not immediately feasible

Not every practice applies to every PDF. For existing files, start with those needed for current instruction, communication, or university services, especially high-impact material. Build accessibility into new PDFs before publishing them. If someone needs an inaccessible file now, arrange timely access while the underlying issue is addressed.

Accessibility Checklist

Use the checklist below to guide creation and remediation of PDF documents. Not all items will apply in every situation.

✅Document Structure and Tags

  • Ensure PDFs are properly tagged to support screen reader navigation
  • Use a logical reading order throughout the document
  • Use proper heading structure and do not skip heading levels

✅Text and Content

  • Ensure text is selectable and readable by assistive technologies
  • Use real text rather than images of text whenever possible
  • Set the document language correctly
  • Use a clear, descriptive document title

✅Images and Graphics

  • Add alternative text to meaningful images, charts, and graphics
  • Mark decorative images as artifacts so they are ignored by assistive technologies

✅Tables and Lists

  • Use table headers and ensure tables are structured logically
  • Avoid using tables for layout purposes
  • Use real lists rather than manually typed dashes or symbols

✅Links and Forms

  • Use descriptive link text
  • Label all form fields clearly and ensure logical tab order
  • Ensure interactive form elements are operable using a keyboard

✅Creating PDFs

  • Build accessibility into the source file (Word, PowerPoint, etc.) before exporting
  • Enable tagging and accessibility options when exporting to PDF

✅Vendor-Provided and External PDFs

  • Request accessible versions of vendor-provided PDFs before adopting or posting them
  • If a file is inaccessible, ask the vendor about known barriers, a remediation date, and a format UNI can use to provide timely access
  • Where needed, the responsible unit should arrange an accessible format, such as HTML, Word, or a remediated PDF; consult appropriate UNI partners before altering a file restricted by a license
  • Record vendor outreach and the interim plan in the unit’s existing records until a campus tracking process is available

Sample Vendor Request Language

Subject: Request for Accessible PDF Materials and Accessibility Documentation

[Vendor Name],

The University of Northern Iowa is committed to providing accessible access to digital content in alignment with federal accessibility requirements, including the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act.

We are currently reviewing the accessibility of vendor-provided materials and are requesting accessible versions of the following PDFs:

• [List of documents or links]

If accessible versions are available, please provide them. If not, we request the following information:

• Known Barriers: A description of any current accessibility limitations within these documents.
• Remediation Timeline: The targeted date by which fully accessible versions will be available.
• Accessibility Conformance Report (ACR/VPAT): ***Only if these documents are part of a broader platform or product currently undergoing review.

If accessible versions are not available, UNI may provide an accessible alternative format (such as HTML, Word, or a remediated PDF) to ensure continued access.

We appreciate your partnership in supporting accessibility and look forward to your response.

Best regards,
[Name]
[Department / UNI]

✅Common Pitfalls to Avoid

  • Posting scanned PDFs without text recognition or tags
  • Relying on visual formatting instead of structural tags
  • Skipping headings or using headings only for appearance
  • Assuming accessibility cannot be addressed due to copyright or vendor limitations

Product-Specific Accessibility Resources

Adobe Acrobat