PDF Accessibility Checklist

Things to Consider Before Publishing a PDF in CMS 

Before publishing any PDF to the CMS, use this checklist to ensure your document is accessible. If you do not haveAdobe Acrobat Pro, you should complete these checks directly within your source application (e.g., Microsoft Word, Google Docs) before exporting to PDF.

Images

• All meaningful images, charts, and diagrams have concise alternative text describing the purpose or information conveyed.
• Purely decorative images (like background shapes or divider lines) are marked as decorative or "artifacts" so screen readers skip them.
• Text is not embedded inside images unless absolutely necessary (e.g., a corporate logo).

Headings

• Headings are created using the application’s structural paragraph styles (Heading 1, Heading 2, etc),notjust by making text larger or bold manually.
• Headings follow a strict nested order without skipping levels (e.g., anH1is followed by anH2, never skipping straight to anH3)
• Headings are clear, concise, and accurately preview the content in the section below them.

Lists & Tables

• Bulleted and numbered lists use the application’s native list tools. (Bullets or numbers are not typed out manually using dashes, asterisks, or spaces).
• Tables are used strictly for organizing complex data, never layout or design purposes.
• The table has a clearly defined Header Row (<TH>) so screen readers can associate data cells with their respective columns.
• Tables are kept simple. Avoid merged, split, or nested cells, which break the reading order for assistive tech.

Hyperlinks

• Link text explicitly describes the destination (e.g., "Download the 2026 Budget Report" instead of "Click Here" or pasting a raw URL).
• If multiple links point to different destinations, they do not use the same repetitive phrase.

Color and Contrast

• Text and critical graphics meet WCAG contrast guidelines against their background (at least a 4.5:1 ratio for standard text).
• Color is never used as theonlyway to convey information. (For example, if an urgent text is red, it must also include a text label e.g. "Required:")

Readability

• Text is bolded or italicized using the program's built-in formatting tools, rather than relying on changing the font family or case style.
• Content is written clearly and concisely, avoiding unnecessary jargon or overly complex sentence structures wherever possible.
• Use a simple, readable sans-serif font.
• Ensure headings and formatting tags accurately reflect the content structure and visual emphasis.

Further information on any of these categories can be found on theAccessibility Guidelinespage of the Willamette University website. For further information, contact theWITS accessibility team.