If you are responsible for creating and/or posting PDF’s on your website, READ THIS!

As part of our compliance obligations under the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act of 1973, we must ensure that all digital documents, including fillable PDFs, are accessible to individuals with varying disabilities. Accessibility is not only a legal requirement; it is a commitment to equitable access for students, employees, and the public.

If you are going to post a PDF on your website, it must be properly tagged, readable by assistive technology, and aligned with current accessibility standards, including WCAG 2.1 AA as interpreted through WCAG2ICT. When possible, PDFs should also meet PDF/UA1 accessibility standards. More information on how to do that can be found on the Office of Accessibility Services' PDF's and Accessibility webpage. 

If a form is needed, please consider whether a fillable PDF is the appropriate format. In most cases, a web form, such as one created through UVM’s Qualtrics platform or Microsoft Forms, will provide greater, more reliable accessibility and does not require PDF remediation. Fillable PDFs should be used only when they can be made fully compliant; otherwise, a web form must be used. Additionally, if your PDF is fillable and requires typed input, some additional steps will need to be taken. Specifically, the fillable PDF must be checked to ensure that it is fully accessible prior to posting. Departments should not rely solely on internal checking tools, such as Adobe’s Accessibility Checker, to determine compliance. These checkers can support remediation but cannot validate that a document meets accessibility standards. For assistance identifying appropriate tools or reviewing accessibility, contact the Office of Accessibility Services (OAS). Additionally, you must add language to your website or to the form that communicates options for completing the form clearly. Here is a sample statement:

“If you are unable to complete this form in its current digital format due to a disability, please Report an ADA Barrier or contact the Office of Accessibility Services at access@uvm.edu for assistance or to request an alternate format.”

Providing accessible documents and alternatives when a document cannot be made fully accessible is not optional. 

Where can I find additional information?

Visit the Office of Accessibility’s PDF’s and Accessibility page. 

If you have any questions, feel free to reach out to the Office of Compliance & Privacy Services at compliance@uvm.edu or to the Office of Accessibility Services at access@uvm.edu.