Should You Remediate or Create an Accessible Attachment?
Making attachments accessible takes time and commitment on everyone’s part, but it can be done. Before going through each attachment to make it accessible and submitting a work request to add or update it, it is extremely important to think through the purpose of that content, ask if it is worth keeping, and then decide if it could be better represented in another way on your site instead of an attachment.
- If it already exists on the website, check the file's last modification date to see if it is even accessed or if it could be removed altogether.
- Is the attachment up-to-date? If not, it is best to get rid of what is not current and create from scratch.
- Can the attachment serve the audience better in another format or be represented in another way?
- Does the information already exist somewhere else? You should be linking directly to the source document. Files get updated frequently, and you should always link to the department responsible for keeping the document up-to-date to avoid outdated and duplicate content.
- You could always remove specific attachments from your site, and provide a form for people to fill out should they want to request that info, which would then keep you in compliance.
Spreadsheets, PowerPoints, Word Docs, and Exported PDFs
All productivity software such as spreadsheets, powerpoints, and word documents must be exported for the web in an accessible PDF format. All PDFs should be checked via Adobe’s Accessibility tool to ensure it passes reading order, tagging, and proper accessibility compliance. Consider avoiding links in your PDFs as much as possible. Links may add additional quality assurance issues such as broken links and can cause compliance problems if not properly identified. To avoid accessibility errors, all PDF links must be identified and tagged properly using the Find tool within Adobe's accessibility checker. Get more information on making your PDF document accessible.
UNLV is not responsible for the accuracy, authenticity, or accessibility of third-party websites. We encourage departments to research the most reliable and accessible resources wherever possible. However, these resources are outside of the UNLV domain/network and cannot be reviewed or remediated on behalf of the original authors. If the content is managed by a UNLV entity, then accessibility guidelines need to be followed.
Recommendations for Different Attachments
Below are different attachments that can be found throughout the website. Read our recommendations to determine the best path forward when/if representing this info on your webpage. If it is decided that it absolutely has to be on your site as an attachment, then make sure that you provide an accessible attachment.
- Does your form need to be an attachment (downloadable and submitted physically?) or can it be created as a fillable and electronic form via Qualtrics.
Charts, Informational Displays and Brochures
- We recommend writing detailed directions on your page.
- Link to the maps page with Google integration.
- If you use MyMaps within Google maps to create a custom map for your purpose, we could embed it within your site.
- Screenshots of the generated maps will not be accepted.
- Is it necessary to use a screen shot to convey your message?
- We recommend not using screen shots and outlining step-by-step instructions.
- If using screenshots, they need to be very simple.
- Alt text (120-140 characters) would need to convey everything on that screenshot.
- Alt text will need to be simple and clear.
- Consider creating a video accompanied with accurate transcription to make captioning available.
We no longer accept flyers to post anywhere on the website. Information should be integrated within the webpage.
What We Do Not Build as Web Pages
The best way to ensure accessibility is to build out information within your website on html/static web pages. However, that may not always be ideal depending on the information and our policies of what we can and cannot build out as html pages. Documents we cannot convert to HTML include:
- Strategic plans
- Faculty, staff or student publication lists
- Memos/signed letters
- Vendor Documentation