Document Accessibility Overview

Should the document you share with your students remain as a Microsoft Word doc or PDF? Or since you're using Canvas, should the document's contents be placed onto a page instead?

Microsoft Word, PDF, and Canvas are three authoring platforms that have different capabilities, especially when it comes to creating an accessible document. How we want our audience to interact with the document determines which platform to use - form follows function. 

It is appropriate to leave a document as a Word doc if needed. Below are some examples of when an accessible Word doc suffices, and if applicable, some alternatives that leverage the Canvas environment.

If part of the learning objective or intent is how the document is formatted, one may create an accessible Word doc (assuming Canvas is not the appropriate platform).

Scenario 1: PDF

True or False: Creating a PDF provides an accessible version to students. 

How do you approach accessibility?
Intent: Students need experience reading research papers for their Biology Seminar Course. Review below or visit Research Gate for a direct source link.

2014 Conopea Species Description [PDF]

 

Scenario 2: GoogleDoc syllabus

How do you approach accessibility?
Sample Online Syllabus

 

Scenario 3: Student MLA example

How do you approach accessibility?
Intent: Students need to see an example of an MLA-formatted student paper.

MLA Sample Paper

 

Scenario 4: Early Childhood Education Observation Form

How do you approach accessibility?
Intent: Students need to print and fill out while observing children's behavior based on age.

Early Childhood Observation Form [PDF]

 

NOTE: If the content in a document needs to be organized and presented in a specific way, please check in with local campus resources for additional support. Note to faculty: It may be necessary to work with your local disability resource center should you have a student requiring accommodation.

Should the document you share with your students remain as a Microsoft Word doc or PDF? Or since you're using Canvas, should the document's contents be placed onto a page instead?

Microsoft Word, PDF, and Canvas are three authoring platforms that have different capabilities, especially when it comes to creating an accessible document. How we want our audience to interact with the document determines which platform to use - form follows function. 

It is appropriate to leave a document as a Word doc if needed. Below are some examples of when an accessible Word doc suffices, and if applicable, some alternatives that leverage the Canvas environment.

Situations where an accessible Word Doc is appropriate

If part of the learning objective or intent is how the document is formatted, one may create an accessible Word doc (assuming Canvas is not the appropriate platform).

• Syllabus 
• Students need to preview an example of how to format a paper before submitting:
  • This could be an APA or MLA formatted paper that provides students an example of how this should look like.
  • This could be a student paper example that has essential points or topics organized in a specific way.
•  Or...
  • A flyer
  • Students need to answer and fill out a very simple form (only questions and open text answers).

 

Situations where a pdf, canvas quiz/survey, or reaching out to local campus help is needed

PDFs retain the format of a document and can also provide accessible complex navigation seen in forms. The following examples are situations where a PDF would be appropriate or when you would need to determine a different strategy for providing an accessible document:

• If students need to fill out an interactive form with choices, use multiple choice or multiple checked boxes and consider using Canvas' Quizzes.
• Published white paper

Leverage Canvas:
If appropriate, consider using Canvas Quiz or Survey as Canvas creates accessible quizzes and surveys that allow you to do the above and more. If very simple questions and open text entry answers are required, a Canvas Survey may be a more appropriate and accessible format.

 

Keep in mind: If the content in a document needs to be organized and presented in a specific way, please check-in with local campus resources for additional support.

Note to faculty: It may be necessary to work with your local disability resource center should you have a student requiring accommodation.