Understanding the Spectrum and Accessibility Barriers of PDFs #
PDFs can range from relatively simple to make accessible (a simple word doc) to very difficult (poorly scanned document from a copier). Before deciding to remediate a PDF please see this post to understand the spectrum of PDFs and the common accessibility issues:
Before You Remediate a PDF #
Remediating a PDF for accessibility can take time and effort, so it’s worth pausing to make sure it’s the best option for your class. Ask yourself first:
- Do you really need this file? This is a good time to re-evaluate course materials in general. If newer sources are needed or it isn’t essential to your learning objectives anymore consider removing it entirely.
- Do you have the original Word file? If the PDF you are remediating is a Word doc you created the best first step is to go back to the original document to do updates first. See our Creating Accessible Word Documents for more information.
- Is it available in another format? Does the same information already exist in another format? Sometimes an accessible Word doc or HTML version works better. If students are seeking different formats encourage them to use the alternative formats generator inside Panorama to create a different format from your original document.
- Can you link to a library resource? Linking directly to a library resource may provide a more accessible version of your reading. See the library guide on permalinks for more details. Simpson Library staff will also work with faculty who are trying to obtain more accessible versions of their course materials. Please reach out to them at umwlibaries@umw.edu.
- Can you convert this PDF? Is this PDF suitable for converting to a more accessible format (Text file or Canvas page) to share with students? YuJa Panorama can generate some alternative formats that can be used to replace original document.
- Is your current PDF suitable for remediation? If document is from a scan from physical book or paper check to see if the document is blurry or crooked, re-scanning may be a necessary first step. If you can find a born-digital version of the text this is the best place to start from. If you need a new scan of a text and the item is in the library’s collection you can put in a digitization request for a new scan to be made.
Features of an Accessible PDF #
If you determine the PDF is needed, identify what remediation steps are required. A fully accessible PDF typically includes:
- Proper tag structure (headings, paragraphs, lists, tables)
- Alt text for images and meaningful graphics
- Searchable, selectable text (not just an image of text)
- Correct reading order
- Accurate document properties (title and language)
- Tagged links that screen readers can interpret
- Proper color contrast and readable fonts
We recognize that this level of remediation requires specialized training and skills that may not be feasible for all faculty at this time. We are continuing to develop workflows to support this work, including guidance on when outside assistance may be appropriate for more complex remediation. These processes and tools are still evolving. If a barrier to access is reported, faculty should contact the Title II Accessibility Team, t2access@umw.edu.
Minimum Expectations #
In the meantime, there are minimum expectations for all PDFs used in courses which include:
- Alternative text for images, graphs, diagrams, etc. All visuals must have alternative text so important visual information is conveyed.
- Searchable/selectable text. This can be accomplished through OCR (optical character recognition) or a born-digital text.
- Basic tags. This can be accomplished through exporting from Word properly or through auto tagging feature in Panorama.
Steps For Remediation in Panorama inside Canvas #
The following guidance assumes you are using Panorama inside of Canvas. Access to the features of Panorama to deeply remediate PDFs are currently only available inside of Panorama.
For further in depth guidance on how to use the Structural Remediation tool see Panorama’s guides on Structural Remediation Max.
1. Uploading the PDF #
(Skip this step if the file is already in your course.)
- Log into Canvas and go to the course where the PDF will be uploaded.
- Upload your PDF file as you normally would.
- Once uploaded, Panorama will automatically begin to process the file for accessibility.
2. Checking the Accessibility Score & Report #
- Locate the uploaded PDF in your course.
- Click the Panorama accessibility icon next to the file (green hexagon, yellow triangle, red octagon etc).
- In the popup, click the Accessibility Report located at the top of the pop-up.
- The report includes:
- A preview of the PDF
- A list of detected issues
- The severity of each issue (Minor, Major, Severe)
- Review the list of accessibility issues. Focus first on Major and Severe issues, as they may impede access for students using assistive technology.
3. Fixing Severe and Major Issues #
Panorama can automatically address some severe issues. Wherever you see the Fix Issue option you can correct the issue with Panorama. Some of the severe and major issues that can be corrected:
- The document is scanned. If the PDF isn’t searchable text but an image of text you can create an OCR and tagged PDF that will add searchable text and tagging.
- The PDF is untagged. If PDF is not tagged you can create a tagged PDF that will add tags for better readability and accessibility.
- The item does not have an alternative description. You can add alt text to meaningfully describe an image.
- The document is missing a title. You can add a title to the document.
After making or applying fixes, save the document or replace the existing version so the changes take effect.
Other severe or major issues may not be able to be resolved by YuJa Panorama alone. If you need assistance you can e-mail the Title II Accessibility group at t2access@umw.edu with your questions.
4. Fixing Minor Issues #
- Reading Order. Review the reading order to make sure there is a logical reading order.
- The language set is not specified for this content. You can set the default language for the document in.
Some minor issues like small font size may not be able to be resolved by YuJa Panorama alone. If you need assistance you can e-mail the Title II Accessibility group at t2access@umw.edu with your questions.
5. Other Important Accessibility Checks for PDFs #
The following are also important part of making a PDF fully accessible. While Panorama provides automatic OCR and tagging functionality these are still imperfect tools. To move towards better accessibility these automatic features should be reviewed. You can:
- Review OCR in Adobe Acrobat. Spot checking OCR to make sure the text reads out loud properly. This is especially important for PDFs of scanned documents as poor quality scans can lead to incorrect text recognition. Adobe acrobat has a read aloud function that can help you understand how well your document was OCR’d.
- Review document tags with structural remediation. Checking tags to make sure that the tags applied make sense for the content. You can use the Structural Remediation tool to review, edit, add, and delete tags in a PDF as needed.
What if Panorama Can’t Fix my PDF? #
We understand that some PDFs required for a course may be complex to remediate. For complex PDFs issues please e-mail the Title II Accessibility group at t2access@umw.edu.