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Accessible Digital Documents

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All digital content must be checked for accessibility. You may need to work with the creator of the file to make corrections.

If you would like accessibility training or one-on-one assistance, contact via e-mail the Electronic Information Resources Accessibility Coordinator (EIRAC) at contreras@uhcl.edu or by phone at 281-283-2470. To support digital accessibility compliance, the Accessibility Support Center is also available for consultation.

Accessibility Validation

Accessible Document Creation

Also see the UHCL Accessibility Support Team's Creating Accessible Documents.

PDFs

Microsoft

Word

Excel

PowerPoint

OneNote

Sway

SharePoint

Quick Reference Checklist

The checklist below covers key accessibility elements but does not replace formal ADA compliance standards. If you are unsure about any requirement or encounter a complex document, contact UHCL's Accessibility Support Team for guidance. They offer regular training and provide resources on Creating Accessible Word Documents to help with making Word/PDF documents accessible.

1. Document Properties

  • Document Title
    • Set a meaningful document title in the File Properties (not just the file name). The document title may be the same as the main heading (H1) title on the content.
    • The title should clearly describe the document's purpose
  • Language
    • Ensure the document language is set correctly (e.g., English)

2. Heading Structure

Use built-in heading styles — do not manually bold or resize text to create "fake" headings.

  • One Heading 1 (H1) for the main document title. This is the title that displays at the top of your document.
  • Use Heading 2 (H2) for main sections
  • Use Heading 3 (H3) for subsections under H2
  • Do not skip levels (e.g., H2 followed by H4)
  • Keep headings descriptive and meaningful

Proper heading structure allows screen reader users to navigate the document efficiently.

3. Descriptive Alternative Text for Images

  • Describe the content and purpose of the image
  • Keep descriptions concise but informative
  • Mark decorative images as decorative (no alt text needed). Example:
    • Poor: "Lab"
    • Better: "UHCL students at work in a biology lab"

4. Meaningful Link Text

  • Use descriptive link text that explains the destination.
  • Avoid: "Click here" or raw URLs.
  • Good example: "Download the 2025 Annual Report (PDF)"

Links should make sense even if read out of context.

5. Lists

  • Use built-in bulleted or numbered list tools
  • Do not manually type dashes, numbers, or dots
  • Ensure lists are logically structured

6. Tables

  • Use tables only for data (not layout)
  • Include a clear header row
  • Identify header rows in table properties
  • Keep table structure simple (avoid merged/split cells when possible)
  • Ensure correct reading order (left to right, top to bottom)

7. Figures & Captions

  • Provide captions for charts, graphs, and images when needed
  • Ensure reading order places:
    • Heading
    • Introductory text
    • Figure
    • Caption
    • Follow-up explanation

8. Reading Order

  • Verify logical reading order (especially in PDFs)
  • Content should flow in the same order it is visually presented
  • Use accessibility checker tools to confirm

9. Color and Contrast

  • Do not rely on color alone to convey meaning
  • Ensure sufficient color contrast between text and background
  • Avoid light gray text or low-contrast combinations

UHCL Brand Colors

10. Fonts and Formatting

  • Use readable fonts
  • Avoid excessive ALL CAPS
  • Avoid excessive use of italics
  • Avoid using text boxes when possible (they can disrupt reading order)
  • Do not use images of text