Digital Accessibility Resources for the OhioLINK ETD Center

Purpose

OhioLINK offers this information to provide guidance to ETD Center Administrators and Reviewers who need to perform checks on a PDF document to determine if it meets the OhioLINK Recommended Minimum Requirements for Digitally Accessible PDF Files in the OhioLINK ETD Center.

Audience

This document is intended for OhioLINK ETD Center Administrators and Reviewers who are reviewing electronic theses and dissertations (ETDs) to ensure each ETD submission meets the OhioLINK minimum requirements for digitally accessible PDF files. re. 

Sections

  1. Resources about PDF accessibility
  2. Resources for creating accessible PDF files
  3. Tools for checking PDF accessibility
  4. Checking a PDF for accessibility
    4.a. PDF file includes full text
    4.b. PDF accessibility permission flag is checked
    4.c. Text language of the PDF is specified
    4.d. Figures require alternative text
    4.e. PDF includes a title and use of at least one heading level in the text of the document

Section 1: Resources about PDF accessibility

There are many resources available online that provide in depth learning opportunities for PDF accessibility. The deque web site may be one of the most comprehensive sources, but there are many others you can find with a quick internet search.

There are also ETD programs that have made accessibility resources available. Some of these include:

Bowling Green State University: Acrobat Pro and Accessibility (video)

Michigan State University: accessible PDFs checklists and tutorials with screenshots

Mississippi State University: web accessibility policy and standards

Montana State University, The Graduate School: Electronic Theses and Dissertations, Accessibility

Penn State, Equations: MathML, Images and LaTeX

University of Alabama: UA Technology Accessibility YouTube Channel

University of Toronto: Making Thesis Accessible

Section 2: Resources for Creating Accessible PDF files

Most (if not all) of the ETD PDF files submitted will have a source document that was created in a different software application such as Microsoft Word, Google docs, etc. Generally speaking, the more accessible the original source document is, the more accessible the PDF will be. We strongly recommend that you encourage your ETD students to create accessible source documents before converting to PDF.

Microsoft Word

Make your Word documents accessible to people with disabilities

There are a few extra steps to take in Word to ensure accessibility features are retained when converting to PDF. For details, please see Create accessible PDFs.

Google docs

Google offers limited help for creating accessible Google documents. You may want to do an internet search for “google docs accessibility” to find more resources for making accessible Google documents.

Grackle Docs

Grackle Docs is a Google Add-On that checks and helps remediate output from Google Workspace. There is a free trial available, and it is used by several higher education institutions. You may want to check with your learning center or Desktop Support to see if your institution already subscribes to it.

Section 3: Tools for checking PDF accessibility

Please note that this is not a comprehensive list and OhioLINK is not endorsing these tools. We encourage you to research tools and select the one that is best for your circumstances.

Acrobat Pro

The most robust tool for checking PDF accessibility is the Accessibility Check in Acrobat Pro. Your institution may already have a license for this software; if you are not sure, reach out to your Desktop support team. If it does not, we strongly suggest that you purchase this software for your local workstation.

Acrobat Pro allows you to customize its Accessibility Check tool so that it checks only the parameters that you want it to check. As such, it is the most robust tool that we are aware of. But this customization does come with a more complex user experience. Acrobat has detailed information about accessibility in its help pages.

Acrobat Pro DC ("DC" stands for "Document Cloud") is version of Acrobat Pro that includes cloud storage and a few other features not available in Acrobat Pro. Both products include the Accessibility Checker tool.

Tingtun Checker

This is a free online tool. You upload a PDF, and it generates a report for you. If the file generates accessibility errors, it also links to the W3C PDF Techniques for WCAG 2.0 for information about how to fix the problem. Note that this tool is limited to file sizes less than 10MB.

PAC 2021

This is a free tool that must be downloaded and installed on a local workstation. With this tool, you simply drag and drop the file you want to check and the tool will show you an accessibility report for the file. Please see the User Guide for help using it.

Section 4: Checking a PDF for accessibility

The Adobe web site has user help for creating accessible documents and checking for accessibility. As such, we have noted the applicable sections of their web page in this section.

To ensure an accessible PDF, it is best to begin with an accessible source document.  You can also use the Action Wizard in Acrobat DC. The Action Wizard will guide you through the steps to make a PDF more accessible and fix problems quickly.  For instructions, please see Make PDFs accessible section.

Section 4.a PDF file includes full text

Virtually all modern word processing software will automatically generate full text when a PDF is created. To check if a PDF includes full text, try selecting or highlighting some text in the file. If you can select text, the PDF contacts text. If you cannot, the PDF is an image of text.

In Acrobat Pro, learn how to check for an Image-only PDF in the Accessibility Issues, Document, Image-Only PDF section.

Section 4.b PDF accessibility permission flag is checked

A document author can specify that no part of an accessible PDF can be copied, printed, extracted, commented on, or edited. This setting can interfere with a screen reader’s ability to read the document.

In Acrobat Pro, learn how to set this flag here in the Accessibility Issues, Document, Prevent Security Settings from Interfering with Screen Readers section.

Section 4.c Text language of the PDF is specified

Setting the document language enables some screen readers to switch to the appropriate language.

In Acrobat Pro, learn how to check for document language in the Accessibility Issues, Document, Document Language section.

Section 4.d Figures require alternative text

In Acrobat Pro, learn how to check for alternative text in the Accessibility Issues, Document, Alternate Text section.

To learn more about writing alternative text, try these resources:

Social Security Administration Alternative Text Guide (opens in a new window)

WebAIM: Alternative Text (opens in a new window)

Section 4.e PDF includes a title and use of at least one heading level in the text of the documents

In Acrobat Pro, learn how to check for a title in the Accessibility Issues, Document, Title section and how to test headings in the Accessibility Issues, Document, Headings section.