About Document Accessibility
This webpage shares important considerations for creating accessible documents.
To comply with updated ADA Title II requirements taking effect April 24, 2026, documents must be made accessible before they are distributed or shared publicly on the University website. Additional information can be found on the CSU's Title II webpage.
An accessible document is one that contains key accessibility features that allow the document to be read, perceived and understood by users with disabilities.
Because documents are considered a form of information sharing, it's crucial documents are accessible to ensure that information reaches everyone. When documents are not accessible, it creates roadblocks for individuals with disabilities.
Title II includes all documents available for download from your website, including:
- Word
- PowerPoint
- Excel
This also includes any documents currently in-use for classes, University services, policies, steps, etc.
Free educational trainings are available, including on-campus trainings and external opportunities.
Document Remediation
Document remediation is the process of updating an existing document to make it accessible. It is often more complex and time-consuming than creating the document accessibly from the start.
Some documents may or may not be worth remediating. This decision matrix can help your group in determining which documents to focus on.
| Questions to ask: | If Yes, | If No, |
|---|---|---|
| Does this document need to be available on the website for download? | Remediate | Remove from website |
| Can the information from this document be incorporated as information on a webpage? | Add information to a relevant webpage or create a new webpage | Remediate |
| Can this document form become an online form? | Move to Microsoft Forms or similar online form system | Remediate |
| Is this document still relevant? | Remediate | Remove from website or archive |
| Is this document a flyer? | Remove from website | Remove from website |
Each document processor contains built-in accessibility checkers. These checkers can help assess your documents accessibility to flag any potential errors. Once a document is produced, it should be tested via a screen reader software such as: JAWS, NVDA or VoiceOver.
What to check for
- proper tag order
- reading order
- heading order
- alt text
- link formatting
- list items
- table formatting
How to Use Accessibility Checkers
- Adobe Acrobat's "Check for Accessibility" feature is great for checking PDFs.
- Microsoft Office's Accessibility Checker is great for checking your Word docs' accessibility.
The Web Services Team conducted website audits to track all linked documents available on each department's website. Members with website access and relevant leadership were provided audits via email.
Document audit sheets are helpful as they provide a snapshot of all the documents in circulation on your website.
What do we need to do with the audits?
With your group's audit sheet, review every file listed and determine whether your document files are accessible and compliant.
Files that are not accessible, should be either: remediated or removed from the website or archived.
- You can use the Decision Matrix to help you decide the future of each linked document.
- Each audit contains a hyperlink which you can use to view the document in question.
In the Document Accessibility Column, mark:
- Yes - if the document is accessible
- No - if the document is not accessible
Archiving
Specific conditions must be met for items to be considered archived. Visit the Document Archiving Procedure webpage for more details.
Have not received your document audit?
Please contact the Web Services Team at webupdate@csustan.edu.
AI-based document remediation tools are an evolving technology and not perfect. AI can and does make regular mistakes, so it should not be relied on for every document.
Output documents should always be reviewed and tested by humans to verify a document's accessibility. The next section contains tips on how to test your document's accessibility.
The Chancellor’s Office recently launched a tool to help campuses meet new Title II digital accessibility requirements. Using AI-assisted processing, the tool can complete a significant portion of PDF accessibility remediation and produce a more usable document.
The tool was developed by Willie Peng, CSU Fullerton’s Assistant Vice President for Information Technology/Infrastructure Services.
Note: Output results vary by document complexity and the tool does not yet provide full compliance. At this time, the tool can handle simpler documents.
Accessibility Checklist
This section shares important accessibility features that you can incorporate into your documents to make them more accessible. Note some formatting features may impact visual and visually-impaired uniquely.
Accessible documents should be made using programs that contain accessibility features. Notable programs include: Microsoft Word, Adobe InDesign, Adobe Acrobat and Google Docs.
Add Document Headings
Headings help create an outline and make it easier for users of screen readers to browse your document.
- Headings allow visually-impaired users on screen readers to jump between parts of your document.
- Headings must follow the heading hierarchy.
- When headings do not follow the heading hierarchy, it creates makes the document confusing for visually-impaired users.
- Impacts both visual users and visually-impaired users.
Add Alt Text Descriptions to Images
Provide meaningful alt text descriptions on the images shared in your document.
- Alt text descriptions are short image descriptions available to users with visual impairments (on screen readers).
- When an image is encountered by a screen reader, it will look for the provided alt text description and read it aloud to the visually-impaired user.
- When an image in your document does not add value or is purely for decorative purposes only; it can be marked as decorative, so that a screen reader can ignore it.
- *Certain images can be marked decorative if they do not add value to users
- Check out the Decorative Images help page from W3 to learn when an image can be considered decorative.
- Impacts visually-impaired users
Check Color & Contrast
Use colors that contrast well so that your document remains legible to visual users.
1. Maintain good color contrast.
- If possible, stick to the default black font color or choose a dark font to ensure easy readability.
- Avoid modifying the document background color.
2. Do NOT assign meaning to color.
- Why? A percentage of visual users may be colorblind, which greatly impairs their abilities to distinguish certain colors.
- Avoid marking critical information with color alone. Convey importance by using words or text, rather than color.
- Impacts visual users.
Format Hyperlinks
Links in your document should use wording that is clear about the link's destination or its purpose.
- Avoid generic phrases like “click here,” “read more,” or “learn more.”
- These phrases lack context and do not explain the destination or action.
- Avoid pasting full webpage URLs in your document. These will be read aloud to users on screen reader devices and can become a distraction.
- Impacts both visual users and visually-impaired users.
Tables Should Use First-row Headers
Tables with first-row headers greatly assist users of screen readers.
- First-row headers assist screen reader users in understanding how the table is structured.
- First-row headers also assist visual users comprehend which columns pertain to the corresponding rows.
- Tables impact both visual and visually-impaired users.
Use Legible Fonts
Stick to fonts that are easy to read and legible to visual users.
- Sans-serif fonts are recommended for readability.
- Sans-serif fonts include: Arial, Calibri, Aptos.
- Serif fonts include: Times New Roman, PT Serif, Cambria.
- Impacts visual users.
Use the Bullet/Number List Features
Bullet and numbered lists help improve the readability for both visual users and visually-impaired users.
- If item order does not matter, use a bulleted list.
- If item order does matter, use a numbered list.
- Impacts both visual users and visually-impaired users.
Remove Blank Paragraphs
Avoid using the "Enter" key to create blank paragraph space in your documents.
- Screen readers can detect blank paragraphs and will read them aloud, which can become distracting.
- Instead of using the “Enter” key to create empty space, use paragraph spacing options in your word processor.
- Impacts both visual users and visually-impaired users.
Trainings & Courses
This section contains trainings and resources for document accessibility. Videos are coming soon!
These one-hour introductory workshops will show you:
- The basics of document accessibility
- How to enable accessibility features to create accessible documents in Microsoft Word
- Check out the next sections to learn more about fixing advanced documents
Check out these free LinkedIn training courses that can show you how to fix documents that contain more advanced features including fillable fields, drop-down options, and more.
Courses require Stanislaus State login credentials
These free, self-paced courses show you how to create accessible documents in Microsoft Word.
The instructional videos are provided by the General Services Administration and were developed by the Accessible Electronic Document Community of Practice.
Updated: February 26, 2026