Digital Accessibility

Creating Accessible PDFs 

1. Start with an accessible source document
   1. Whether you start in Word, Google Docs, PowerPoint, or InDesign, we recommend making your source document as accessible as possible before converting to PDF. 
   2. Review this Creating Accessible Document guide to ensure you're following best practices for your document type.
2. Keep accessibility settings when you convert the document
   1. When converting to PDF, use settings that retain tags and accessibility formatting. Avoid "Print to PDF" settings as they will remove your tags and accessibility formatting.
3. Does it really need to be a PDF? 
   1. Consider if a PDF is really the best way to share the information. Would a different format be easier to make accessible and work better for the content? 
4. Before you create a PDF, here are a few considerations
   1. If your PDF is a form:
      1. Consider using a Google or Microsoft form instead. This allows for streamlined data collection, autofill access, and better version control. A web form is also easier to create and much more accessible than a PDF.
   2. If your PDF is informational: 
      1. Consider sharing the content on a web page. It’s much easier to maintain and update web pages, and HTML is generally more accessible than PDFs. Your audience is also more likely to read a web page than to download and read a PDF, especially on mobile.

Creating Accessible Forms

1. Start with an accessible source document
   1. Whether you start in Word, Google Docs, PowerPoint, or InDesign, we recommend making your source document as accessible as possible before converting to PDF. 
   2. Review this Creating Accessible Document guide to ensure you're following best practices for your document type.
2. Keep accessibility settings when you convert the document
   1. When converting to PDF, use settings that retain tags and accessibility formatting. Avoid "Print to PDF" settings as they will remove your tags and accessibility formatting.
3. Does it really need to be a PDF? 
   1. Consider if a PDF is really the best way to share the information. Would a different format be easier to make accessible and work better for the content? 
4. Before you create a PDF, here are a few considerations
   1. If your PDF is a form:
      1. Consider using a Google or Microsoft form instead. This allows for streamlined data collection, autofill access, and better version control. A web form is also easier to create and much more accessible than a PDF.
   2. If your PDF is informational: 
      1. Consider sharing the content on a web page. It’s much easier to maintain and update web pages, and HTML is generally more accessible than PDFs. Your audience is also more likely to read a web page than to download and read a PDF, especially on mobile.

This outline helps campus offices and staff groups build web pages that are clear, consistent, and easy to navigate across the SUNY Poly site. Following this structure ensures:

• Consistency and conformity across all university web pages
• Clear, concise information with no duplicate copy across the site
• Web-friendly formatting using short sections and bullet points
• Scannable content that helps visitors quickly find what they need

Use this as a guide when planning or updating your office pages to keep content organized, accessible, and aligned with university web standards.

• About the Office
  • Mission and Purpose
  • Who We Serve / What We Do
  • Office Leadership Message (optional)
  • Strategic Goals or Key Initiatives
  • Annual Reports or Highlights (optional)
• Contact & Location
  • Office Hours
  • Physical Location and Directions (if possible, link to the visit page to reduce reduntant copy on website)
  • Mailing Address
  • Email / Phone
  • Contact Form
• News & Updates
  • Announcements
  • Featured Projects or Success Stories
  • Upcoming Events / Workshops / Deadlines
• Services & Support
  • Overview of Services
  • How to Request Support or Assistance
  • Policies & Procedures (as applicable)
  • Frequently Asked Questions (FAQ)
  • Forms and Templates (ensure ADA compliance or web forms where possible)
  • Guides / Toolkits / Training Materials
  • External Links or Partner Resources
• People
  • Staff Directory (with photos and bios if appropriate)
  • Leadership / Advisory Boards
  • Student Assistants or Fellows (if applicable)
• Partnerships & Collaborations
  • Campus Partnerships
  • Community / Industry Partners
  • Research or Grant Collaborations (if applicable)
• Get Involved
  • Volunteer or Committee Opportunities
  • Ways to Collaborate
  • Internship / Work-Study Opportunities
• Forms & Policies
  • Request Forms (for services, events, etc.)
  • Policies / Guidelines
  • Compliance and Reporting
• Contact Us
  • Main Contact Info (email/phone)
  • Feedback or Inquiry Form
  • Social Media Links

Is this relevant to my audience?

• Determine who the audience is (it cannot be “everyone”) and ask: "What are they looking for? What do they need? How will they use this information?"
• Our website exists for the end user. Always keep the end user in mind when creating and posting content.

Is this the most accurate, up-­to-­date information available?

• Review all content, paying close attention to old events or news listings, newsletters, guides, policies, department and academic program information, faculty/staff listings, contact information, photos, video.

Is this content unique? Can it be consolidated?

• Avoid duplicating identical or similar content. It hinders search, usefulness, usability and relevance, and is harder to maintain.
• Don’t have two pages on your site with identical/almost identical content.

Can this be simplified? Is it written and structured appropriately for the web?

• Review pages for unnecessary information and wordiness.
• Keep writing clear and direct; keep paragraphs and sentences short.
• Remove words, descriptions, photos and video that don’t add value.
• Remove PDFs posted to your site and convert into webpages

Is this communicating clearly?

• Does the content meet your communication goals. If not, remove it. When content doesn’t communicate, it confuses.
  Is this in an appropriate format?
• Evaluate the types of content on your site – text, video, photos, slideshows, interactive guides, PDFs, social media – and consider whether the format is appropriate for the topic and the audience.

Links

• Links should make sense when read out of context. 
• It's also preferable to place the action about the link at the beginning of the link.
  • Bad example: To download our application, "click here"
  • Bad example: “Click Here” or “Donate Now” (too vague)
  • Good example: "Download our application"
  • Good example: “Give Online to SUNY Poly” (tells users exactly what happens)