The Portable Document Format (PDF) is one of the most popular file formats, mostly for its ability to retain text and image attributes across a wide range of devices. Some estimates suggest that there are over two trillion PDF documents in existence at any given time. However, only a small fraction of PDFs are fully accessible to users with disabilities. This article will discuss why you should implement PDF accessibility into your document generation process. We will also give you a few pointers for creating accessible PDFs.

Why do your PDFs have to be accessible?

Most institutions use PDF documents to store important information, including reports, contracts, legal documents, research papers, and course readings and deliverables. When these documents lack accessibility, they keep users with disabilities from understanding their content and exclude them from participating in academic discussions.

Some examples of inaccessible documents include assigned readings that cannot be read using a screen reader. These documents make it frustrating for users with visual impairments to read and comprehend the readings. The lack of accessibility overall, including PDF accessibility, has provided litigants with more than enough reason to sue universities for non-compliance with the Americans with Disabilities Act. Aside from the ADA, institutions that receive federal funding might also be liable under Section 508 of the Rehabilitation Act.

Aside from the legal aspect of accessibility, universities also have to consider the impact of accessibility on learning and graduate employment outcomes. When a school is perceived as not accessible to individuals with disabilities, these students are less likely to report their disabilities, resulting in course content that is not suitable for their needs. Instructors might assign readings stored on media that is not compatible with assistive technology, further diminishing these students’ ability to learn and their future employability. On the other hand, accessible PDF documents can open the door to learning for students with cognitive or visual impairments.

Adding accessibility to PDF documents

PDF accessibility follows a standard called ISO 14289-1 also known as PDF/UA-1. This standard closely follows the Web Content Accessibility Guidelines (WCAG), which is globally recognized as the most comprehensive set of accessibility standards. While PDF/UA-1 is quite challenging to distill into a few hundred words, you might want to consider the following tips when creating accessible PDFs.

1. Avoid using scanned images

Many PDF documents, especially those from ten to fifteen years ago, consist of scanned pages. Screen reader users usually have issues with these files as they cannot tell between images or text. Instead of scanning old pages as images, you may use optical character recognition to “read” letters and convert them into word processor documents, which you can then easily convert into accessible PDFs.

2. Use high-contrast color combinations

The core of PDF accessibility is readability. Using a high-contrast color scheme for your documents will make it easier for users with visual disabilities to read them. The WCAG specifies a contrast ratio of 4.5:1 for normal (12pt) text and 3:1 for large (14pt or higher) text. Good examples include a white background and black text. You should also avoid color combinations that cannot be used by users with color blindness, such as green and red.

3. Use high-accessibility fonts

Most academic texts, such as textbooks and journals, are printed in serif fonts like Times New Roman or Garamond. Unfortunately, these fonts are hard to read, particularly for those with visual or cognitive impairments. We recommend using sans serif fonts such Arial, Calibri, or even Comic Sans as appropriate. You may also use a dyslexia-friendly font to make reading even easier for students with dyslexia.

4. Add alt text to your images

Many PDFs include embedded images to add context to the content. However, screen readers do not recognize images in PDFs. Adding alternative text (alt text) to image will allow screen readers to describe images to users who cannot see them. Good alt text is detailed, accurate, and distinct from alt text for slightly similar images. For example, “a smartphone displaying a website” and “a light gray iPhone 15 displaying the Miami University website” means a world of difference for those who cannot view images.

PDF accessibility for improved student performance

Like all other forms of accessibility, whether physical or digital, PDF accessibility plays a crucial role in encouraging student participation and improving learning outcomes. It opens the door for students with disabilities to learn from course material that would otherwise be unavailable to them. It also helps protect universities from costly accessibility lawsuits and settlements. By ensuring that all PDFs are accessible, your institution can assume a leading role in the movement to ensure that education and knowledge are accessible to everyone.