Reviewing PDFs

Existing PDF documents:

UCM, in conjunction with AccessMU, has generated a list of PDFs using Grackle Scan, a Miami service that scans PDFs for accessibility issues. Documents scoring below 70 must be remediated to meet WCAG 2.1 AA standards. You have been sent a list of PDFs that are in your area.

What documents need to be remediated?

• Any PDF that is on Miami's website. This includes current PDFs as well as new submissions after the Title II requirements go into affect. Note: CVs are included in accessibility requirements. Relevant information from CVs can be added directly to faculty or staff profile webpages. Links to LinkedIn and Google Scholar are acceptable alternatives.

Who is responsible for remediating documents?

• Areas will be sent a list of all PDFs. If the score is below 70, the area/department is responsible for remediating the document, using one of the options in the 'Recommended Actions' area below.

Recommended actions for documents scoring below 70:

On your list will be all of the PDFs in your area. If the score was 70 or higher, no action needs to be taken. These rows are marked with 'No Change' in column C. If you no longer need the document, follow the steps in number 1 below.

Options if the Document Score is Below 70:

1. Remove the document if it is no longer needed

   • Unpublish and move unneeded documents to the _archives folder

   • Check the records retention manual before removal.

2. Convert the document to a more accessible format

   • (Recommended) Recreate your PDF as a Google Doc and set the permissions to View Only for the public. PDFs frequently present accessibility barriers; moreover, extra effort is required to fix and update them.

   • Recreate your form field PDF into a digital form.

   • Convert documents to web pages. Submit a project request for assistance.

3. Remediate each document using available tools:

   • Google Docs or Slides with the Grackle add-in

   • If the document needs to remain as a PDF

     1. Prep (self-service remediation tool for PDFs)

     2. Adobe Acrobat (for PDFs), you can check out an Acrobat license through the library.

Assistance from AccessMU:

For more complex remediation, AccessMU can assist if you submit a ticket. This service has a cost (approximately $4-$10 per page, depending on complexity).

Attend drop-in training sessions with AccessMU. Registration is not required. Bring your course materials, documents, questions, presentations, and more! Drop in via Zoom or in Shriver 316 at these times:

• Tuesdays at 10 a.m.

• Thursdays at 3 p.m.

• Fridays at 9 a.m.

Sessions will be available at these days/times until May 8, 2026. There will be opportunities over the summer although a schedule has not been determined.

Resources:

• Federal Digital Accessibility Requirements
• Learn more about Title II in a short Workday video.