PDFs present digital accessibility challenges because they are not inherently accessible by default. A PDF must include specific structural information, such as headings, reading order, table markup, and alternative text for images to be usable by assistive technology. When this information is missing or incorrect, users may experience significant barriers to reading the PDF, even if the content is visually clear.
At UW, improving the accessibility of course materials and public-facing content is both a legal requirement and an important element of our Mission. Thoughtful decisions about PDF use are an important part of meeting that responsibility.
The following PDF Decision Trees, one faculty-focused and one staff-focused, provide step-by-step guidance to help you make informed choices about using PDFs or considering an alternative option.
Decision Tree 1: PDFs in Courses (Faculty Focused)
Use this decision tree when deciding whether to create, upload, or link to a PDF in Canvas.
Faculty Bottom Line
- PDFs should be rare and intentional in courses
- Prioritize reducing the number of PDFs, not fixing all of them
- Focus effort on core, high-use materials
Examples of essential content:
- Syllabus
- Required readings
- Instructions students must follow
- Core reference materials used repeatedly
If YES 鈫 Go to Step 2.
If NO 鈫 Consider removing it or replacing it with a summary.
PDF is not the best delivery format if any of the following is true about the content:
- It is primarily for online reading.
- Students need to access the content regularly.
- The content could be presented as a Canvas page, Word document, or Google Doc.
If YES 鈫 Go to Step 3. 聽
If NO 鈫 Do not use a PDF. Create a Canvas page or use Microsoft Office or Google Workspace instead.
Examples:
- Journal articles
- Publisher provided readings
- PDFs found online
If YES 鈫
- First, check for an HTML version, library permalink, or DOI, recognizing that not all links provide accessible full text alternatives.
- Where available, link to accessible full text instead of uploading a PDF.
- If there is no alternative to using PDF, go to Step 5.
If NO聽鈫 Go to Step 4.
Ask yourself the following questions
- Can I create this content as a Canvas page, or using Word, Google Docs, PowerPoint or Google Slides?
- Can I ensure accessibility by using headings, lists, and alt text; and use the accessibility checker available with my chosen platform?
- Can I share the original source file instead of converting to PDF?
If YES 鈫 Create it accessibly and share the original source file. Do not convert to PDF.
If NO (PDF required) 鈫 Go to Step 5.
A variety of tools can be used to check PDFs for accessibility, including Adobe Acrobat Pro and the accessibility tools (Ally and UDOIT) that are available in Canvas. By checking your PDF with one or more of these tools, you can develop an understanding of the PDF’s accessibility.
If YES 鈫 Go ahead and use the PDF in your course.
If NO 鈫
- Go to Step 6.
If you need to use a PDF and it is not currently accessible, it will require accessibility remediation.
If YES 鈫
You have several options:
- Remediate it yourself with 聽(not free – see the sidebar on the linked page for pricing). Note that this option requires skills in PDF accessibility remediation.
- Submit it to Little Forest for remediation. Note the documentation for limitations. For example, Little Forest is not currently able to remediate forms or equations. If needed, 鈥淪ubmit for Human Review鈥 as prompted within the Little Forest interface.
- Submit it directly to the UWIT Document Remediation Service. This might be an option if the PDF is not suitable for Little Forest.
- Outsource to a PDF remediation service provider. There are a variety of vendors who provide these services, and can probably do so with a faster turnaround than any of the above options.
If NO 鈫
- You are finished!
Decision Tree 2: PDFs for General Circulation (Staff Focused)
Use this decision tree for public facing content, internal resources, and official documents.
Staff Bottom Line
- PDFs for general circulation should be rare, intentional, and high quality
- Public facing PDFs must meet higher accessibility expectations
PDF is not the best delivery format if any of the following is true about the content:
- It is meant to be read online.
- It will be updated regularly.
- It is public facing or broadly shared.
PDF might be the best delivery format for:
- Official forms
- Print ready reports
- Legal or compliance documents
- Archival records
If YES 鈫扜o to Step 2.
If NO 鈫 Publish as a web page or structure document format, not a PDF.
New document 鈫 Go to Step 3
Existing document 鈫 Go to Step 4
Ask yourself the following questions:
- Is the source document accessible (Word, PowerPoint, Google docs or forms, Excel, etc.)?
- Have accessibility checkers been used and flagged accessibility issues been fixed before publishing?
If YES 鈫 Create and publish a PDF from an accessible original file.
If NO 鈫 Go to Step 5.
Some older digital content is considered 鈥渁rchived鈥 under the ADA Title II rules, and is not required to be accessible. If content meets all four of the following criteria, it can be 鈥渁rchived content鈥 and is not required to meet with WCAG 2.1 AA.
- It was created before April 24, 2026 or reproduces the contents of other physical media created before that date; and
- It is kept only for reference, research, or recordkeeping; and
- It is not altered or updated after the date of archiving; and
- It is organized and stored in a dedicated area or areas clearly identified as being archived.
If YES 鈫 Follow Civil Rights Compliance Office guidance on how to label archived content.
If NO 鈫 Go to Step 5.
If you need to use a PDF and it is not currently accessible, it will require accessibility remediation.
If YES 鈫
You have several options:
- Remediate it yourself with 聽(not free – see the sidebar on the linked page for pricing). Note that this option requires skills in PDF accessibility remediation.
- Submit it to Little Forest for remediation. Note the documentation for limitations. For example, Little Forest is not currently able to remediate forms or equations. If needed, 鈥淪ubmit for Human Review鈥 as prompted within the Little Forest interface.
- Submit it directly to the UWIT Document Remediation Service. This might be an option if the PDF is not suitable for Little Forest.
- Outsource to a PDF remediation service provider. There are a variety of vendors who provide these services, and can probably do so with a faster turnaround than any of the above options.
If NO 鈫
- You are finished!