Documents

Web content works best when presented directly on webpages rather than as downloadable files. HTML format ensures your information is accessible to all users, displays properly on mobile devices, loads quickly and can easily be found through search engines.

When you need a downloadable document, Microsoft Word files created with accessibility features work better than PDFs. Word documents are inherently more accessible, easier to create correctly and simpler for users to navigate with assistive technology.

Word documents should be formatted using the sample Word document (DOCX). As you create your document, please refer to the Center for Innovative Teaching and Learning accessible syllabus guide and the following steps:

• Add headings to your Microsoft document following NIU Web Standards for heading tags and hierarchy.
• Ensure a bulleted list is used for an unordered list and a numbered list for a series of steps.
• Ensure meaningful link titles are used and there are no “click here” links.
• Ensure alternative text is used if images convey information not provided elsewhere in the document text.
• Ensure tables contain a header row and heading columns.
• Check your document’s accessibility with Microsoft’s Accessibility Checker.

Please note that a document using the NIU logo must be approved by the communications clearinghouse before adding it to a site.

PDFs

In limited circumstances, PDFs may be considered for documents that meet the following criteria and cannot be effectively presented in accessible web formats:

• Legal and regulatory compliance requirements
• Official agreements and contracts
• Reference materials requiring precise formatting for practical use (e.g., printable maps)
• Documents specifically mandated by legal counsel or regulatory bodies

Review our Frequently Asked Questions about digital document accessibility.

Departments may request consideration for exemptions by emailing webstrategy@niu.edu at least 14 business days before the material needs to be posted online.