First ask yourself this question: Does your document have to be a PDF, Word doc, Excel file, etc.? Depending on your answer, choose the links below to understand the process for getting your information quickly on the web.

  1. Yes, it needs to stay as a document (PDF, Word doc, Excel file, etc.).
  2. No, it does not have to stay as a document.

Yes, it needs to stay as a document.

All documents of any kind (not just PDFs) must first be uploaded to a UMass Lowell web support ticket to be checked for accessibility and or remediated before they can be uploaded and added to the UMass Lowell website. You can try to make them accessible beforehand to expedite the process, but they still need to go through a web ticket to be checked. See our tips for making your document accessible below.

This applies to documents sent through email as well. If you send a non-accessible document in an email to someone without a disability and they forward it to someone else who has a disability and they can’t access it and sue you, you are still liable. It is your responsibility to make sure it is accessible before sending it out to the public.

No, it does not HAVE to stay as a document.

If the content doesn’t need to be in a document, make it a webpage instead. Webpages are generally more accessible than documents or can be made accessible with less effort (see our Webpage Accessibility page), and can be sent in email (via a link), saved as a PDF, printed and more.

Tips for Making Your Document Accessible

How can I tell if my document is accessible?

  • Attempt to copy and paste content from PDF. If you're not able to copy the information, screen readers cannot recognize text.
  • Try to tab through your document. If it is created properly, the tab should take you logically through the information. If not, it's not accessible.
  • Run an accessibility checker under Tools in Adobe Acrobat Pro. UMass Lowell offers free download of the entire Adobe Creative Cloud on the IT website.
  • Use a screen reader to test for accessibility, such as NVDA, Voiceover, Narrator, JAWS, etc. These tools are available from the Assistive Technology office.

How Do I Get My Document Made Accessible?

All kinds of documents (not just PDFs) must first be uploaded via a UMass Lowell web support ticket to be checked for accessibility and or remediated before they can be uploaded and added to the UMass Lowell (UML) website or sent through email. You can try to make them accessible beforehand to expedite the process, but they still need to go through a web ticket to be checked.

  1. Log into the UMass Lowell web support ticket system.
  2. Select remediation from the drop down menu.
  3. Enter a title and description - make sure to include:
    1. Where the accessible document should be uploaded to - which website
    2. Is it new or replacing an existing document
    3. Whether you will add it yourself or whether you'd like the Digital Strategy Team to do so
      • If the latter, provide the web address for all pages you want it linked to and what text should be used for the link text. The text will need to be descriptive to be accessible (e.g., do not use "click here")
  4. Using the choose files button upload however many documents you need remediated.
  5. Click the submit ticket button to finish the process.

Note: Longer and more complicated documents (images, tables and more) will take more time to be made accessible.

How do I make an accessible document?

It's easier to create an accessible document than to remediate one. Note: Even after making your document accessible, you still need to upload it via a UMass Lowell web support ticket to be checked for accessibility BEFORE it can be uploaded to your website or emailed.

To make accessible documents in Microsoft Word:

  • Provide a descriptive title
    A descriptive title tells the user what the purpose of the document is. The title should be succinct and use proper grammar and punctuation. Do not replace spaces with underscores or hyphens.
  • Use built-in headings and styles
    On the “Home” ribbon, in the “Styles” group, select the appropriate heading (Heading 1, Heading 2, etc.) Use a logical order without skipping headings (e.g., Heading 1 first, followed by Heading 2, etc.). Typically there should only be one Heading 1 in the document.
  • Include alternative text with all visuals
    Alternative text provides textual information for visual elements (pictures, illustrations, images of text, shapes, charts, etc.). There are two ways to apply alternate text in Word: Use the Description field in the Alt Text field; OR provide information about the content or function of the image in the surrounding text.
  • Add meaningful hyperlink text and ScreenTips
    Screen readers will read the displayed hyperlink text aloud. Hyperlink meaningful words within the text, such as "Apply online now" or "Learn more about the program" (NOT Click Here!).
  • Ensure that color is not the only means of conveying information
    Visually impaired and/or colorblind readers might miss essential information that is solely a different color, such as red. Use asterisk (*) or other denotation along with or instead of color.
  • Use sufficient contrast for text and background colors
    Visually impaired and/or colorblind readers might miss essential information that is presented without the proper contrast.
  • Use standard fonts, font sizing and paragraph spacing
    The key to written communication is convey information cleanly and efficiently. Limit use of italics, all capital letters and font color or shape to convey information. Don't use blinking or moving text.
  • Use proper bullet and number formatting
    Screen readers can best read information that is organized and formatted correctly.
  • Use a simple table structure and specify column header information.
    Avoid using tables for layout purposes. Use only uniform tables for data.

If you have any questions regarding them please contact the Digital Strategy team via email at: webcontent@uml.edu or phone: 978-934-3875.

Web Accessibility Resources

Other Resources