About
Web accessibility means designing and building websites so everyone—including people with disabilities—can easily perceive, understand, navigate, and interact with content.
Accessible content includes:
- Clear, plain language
- Logically structured headings for screen readers
- Descriptive alt text for images
- Captions and transcripts for videos
- Meaningful link text (e.g., “Download the application” instead of “Click here”)
Announcement
Effective April 24, 2026, the university will no longer publish PDF documents to its website that are not fully accessible. Any PDFs posted must meet accessibility requirements under Section 508 of the Rehabilitation Act and applicable Web Content Accessibility Guidelines (WCAG). PDFs are difficult to make accessible and should be avoided whenever possible.
PDFs Next Steps
Review PDFs currently on your site. Identify which files can be:
- Removed if outdated or no longer needed
- Converted into webpages if content is evergreen
- Turned into digital forms
- Archived for compliance purposes
Submit a ticket to remove, archive, or convert pdfs into a webpage.
Digital Form Options
- Qualtrics - a web-based survey research software to support program evaluation and assessment.
- Forms @ ODU - a customizable online form system with drag-and-drop fields that collects, manages, and automates data submissions.
- Kuali - for complex forms that require multiple signatures or workflows. Submit a ticket to request one to be built for you.
Quick Tips
When organizing content for a new page build, keep these points in mind:
- Inverted Pyramid: structure content with the most important information first, followed by supporting details and background as users scroll.
- Readability: focus on making web content easy to scan and understand by using clear language, short sentences, and logical formatting.
- Headings: organize webpage content into clear, scannable sections that make it easier to find information.
Accessible media ensures that everyone can perceive, understand, and engage with content.
- Alt Text describes the content and purpose of an image for users who rely on screen readers or who have images disabled.
- Captions allow people with hearing disabilities to understand video or audio content while also benefiting other users, such as those in noisy environments or with broken speakers.
- Transcripts present audio content in text form. This allows people to process content at their own pace.
- Audio descriptions make visual content accessible by narrating key on‑screen actions, settings, and visual details, allowing people who are blind or have low vision to fully understand and engage with videos and other visual media.
People who use screen readers can scan and navigate a PDF by the links.
Links should:
Provide clear, accurate information about the destination.
- Be understandable without context.
- Stand out from the surrounding text.
- Include another attribute in addition to color, like underline or bold.
Example:
Use this: Understanding links and hypertext is important for accessibility. Learn more about accessible links and hypertext from WebAIM.
Instead of: Understanding links and hypertext is important for accessibility, for more information click here.
Headings are section labels that organize a document or webpage. It gives the content clear structure and hierarchy.
Heading structure example from WebAIM:
H1: My Favorite Recipes
- H2: Quick and Easy
- H3: Spaghetti
- H3: Hamburgers
- H3: Tacos
- H4: Beef Tacos
- H4: Chicken Tacos
- H4: Fish Tacos
- H2: Some Assembly Required
- H3: Tuna Casserole
- H3: Lasagna
- H4: Vegetable Lasagna
- H4: Beef Lasagna
- H2: All-In
- H3: Crab-Stuffed Filet Mignon with Whiskey Peppercorn Sauce
- H3: Sun Dried Tomato and Pine Nut Stuffed Beef Tenderloin
If a PDF is necessary, use Microsoft Word. It is generally the most effective platform for creating accessible documents.
Accessible pdfs have:
- Document Title
- Logical Heading Structure
- Table of Contents
- Alt Text for Images, Data Tables, Charts, and other media included.
- Clickable Embedded Links
Convert your document to a PDF by saving it in PDF format rather than “printing” it to a PDF file. Printing to PDF creates an image of the file, which is inaccessible.
When organizing content for a new page build, keep these points in mind:
- Inverted Pyramid: structure content with the most important information first, followed by supporting details and background as users scroll.
- Readability: focus on making web content easy to scan and understand by using clear language, short sentences, and logical formatting.
- Headings: organize webpage content into clear, scannable sections that make it easier to find information.
Accessible media ensures that everyone can perceive, understand, and engage with content.
- Alt Text describes the content and purpose of an image for users who rely on screen readers or who have images disabled.
- Captions allow people with hearing disabilities to understand video or audio content while also benefiting other users, such as those in noisy environments or with broken speakers.
- Transcripts present audio content in text form. This allows people to process content at their own pace.
- Audio descriptions make visual content accessible by narrating key on‑screen actions, settings, and visual details, allowing people who are blind or have low vision to fully understand and engage with videos and other visual media.
People who use screen readers can scan and navigate a PDF by the links.
Links should:
Provide clear, accurate information about the destination.
- Be understandable without context.
- Stand out from the surrounding text.
- Include another attribute in addition to color, like underline or bold.
Example:
Use this: Understanding links and hypertext is important for accessibility. Learn more about accessible links and hypertext from WebAIM.
Instead of: Understanding links and hypertext is important for accessibility, for more information click here.
Headings are section labels that organize a document or webpage. It gives the content clear structure and hierarchy.
Heading structure example from WebAIM:
H1: My Favorite Recipes
- H2: Quick and Easy
- H3: Spaghetti
- H3: Hamburgers
- H3: Tacos
- H4: Beef Tacos
- H4: Chicken Tacos
- H4: Fish Tacos
- H2: Some Assembly Required
- H3: Tuna Casserole
- H3: Lasagna
- H4: Vegetable Lasagna
- H4: Beef Lasagna
- H2: All-In
- H3: Crab-Stuffed Filet Mignon with Whiskey Peppercorn Sauce
- H3: Sun Dried Tomato and Pine Nut Stuffed Beef Tenderloin
If a PDF is necessary, use Microsoft Word. It is generally the most effective platform for creating accessible documents.
Accessible pdfs have:
- Document Title
- Logical Heading Structure
- Table of Contents
- Alt Text for Images, Data Tables, Charts, and other media included.
- Clickable Embedded Links
Convert your document to a PDF by saving it in PDF format rather than “printing” it to a PDF file. Printing to PDF creates an image of the file, which is inaccessible.
Archive Guidelines
State and local government websites may include older content that is no longer actively used. This content may be outdated, duplicated, or kept only for historical purposes, and is often placed in an archive section.
Archived content does not need to meet WCAG 2.1 Level AA only if all four conditions below are met:
- It was created before the compliance date, or reproduces older physical materials (such as paper records, audiotapes, or CDs) created before that date
- It is kept only for reference, research, or recordkeeping
- It is located in a clearly labeled archive section
- It has not been changed since being archived
Example:
A 1998 water quality report stored in an archive section and not updated would likely qualify. Scanned notes or photos related to that report would also qualify if unchanged.
Important:
If even one of these conditions is not met, the content must usually comply with WCAG 2.1 Level AA.
What this does not change
Even when content is exempt, governments must still ensure:
- Effective communication
- Reasonable modifications
- Equal access to services and programs
Example:
If someone requests an accessible version of an archived video, the government may need to provide captions or another accessible format.
Older documents on government websites (such as PDFs, Word files, or spreadsheets) may not need to meet WCAG 2.1 Level AA.
This exception applies if both conditions are met:
- The document is in a standard electronic format (PDF, Word, presentation, spreadsheet)
- It was published before the compliance date
Examples:
- A PDF flyer from 2018
- A Word document sample ballot from 2014
When this exception does not apply
The exception does not apply if the document is still being used to access services, programs, or activities.
Example:
A business license application posted before the compliance date—but still in use—must generally be accessible and meet WCAG 2.1 Level AA.
Questions?
If you have any questions or need clarification, please feel free to email us and we’ll be happy to help.