How to Make PDFs Accessible | Episode 21: Cabrillo College

Welcome to Episode 21 of our Making College PDFs Accessible series! In today’s case study, we’ll walk through a hands-on, practical process for turning a non-accessible college PDF into a fully WCAG-compliant document. Using a real example from Cabrillo College, we’ll explore how to spot structural issues, apply both automated tools and manual fixes, and run accessibility checks using trusted, professional tools.

Video Guide

Auditing for Accessibility

Upon opening the document in Adobe Acrobat, the tags panel revealed minimal tagging. Most content used <p> tags, indicating the file likely came from Microsoft Word without proper structure. So we applied The Accessibility Guy’s PDF Accessibility Workflow.

If you are interested in the real-life practice and nuances of document remediation, please check out the other posts in our Making College PDFs Accessible series.

Use Auto-Tagging Tools

We used the “Automatically Tag PDF” feature under “Prepare for Accessibility” to start building a proper tag structure for this document. This tool significantly improved the document’s structure by correctly identifying headings (<h1>, <h2>), figure elements, and list items. These changes provided a strong foundation for further refinements.

Enhance Image Accessibility

The figure element containing the Cabrillo College logo required alt text. Adding a simple description, “Cabrillo College logo,” made the image accessible to screen readers.

Structure Interactive Forms

We used the “Prepare a Form” tool to automatically detect and insert form fields into our document. Each form element was then organized under custom parent <form> tags within the tags panel. This structure preserved the relationship between labels and fields, making the form readable and navigable for assistive technology.

Don’t forget to review, add, or update the form field tooltips!

Fix Reading Order

We then used the “Fix Reading Order” tool to adjust misaligned content. Decorative lines and blank elements were marked as artifacts, and the logical reading flow was restored. Grouping labels and fields ensured that readers received coherent information in the correct order.

Update Metadata

Metadata was updated to reflect accurate information:

• Title: Essential Standards – Physical and Non-Physical
• Author: The Accessibility Guy
• Subject: Essential Standards
• Keywords: Cabrillo

This step improved searchability and context within document management systems.

Download the Free Section 508 Checklist for PDF Accessibility:

Running Accessibility Checks

After making structural changes, the document passed Adobe’s built-in accessibility checker. Further evaluation using PAC 2024 revealed three issues:

• Font embedding: Some fonts were not embedded
• Figure tag structure: Improper usage required metadata adjustment
• Span tags: Unnecessary span tags created accessibility noise

These issues were resolved by:

• Embedding fonts via the “Preflight” tool under “Print Production”
• Adjusting tag metadata to include proper placement attributes
• Removing and consolidating span tags into meaningful parent containers

Final Assessment

After revisions, the document passed PAC 2024’s WCAG compliance check. Although technically compliant, the original file lacked structure and required substantial corrections, earning a 4 out of 10 accessibility score.

Recommendations for Educational Institutions

This case study highlights the importance of starting with well-structured source documents. While tools like Adobe Acrobat automate many tasks, manual corrections remain essential for:

• Creating accurate semantic hierarchies
• Managing complex forms
• Ensuring logical reading order

To simplify this process, platforms like Venngage offer accessible design tools that minimize the need for post-export corrections.

Conclusion

Educational institutions must prioritize digital accessibility to ensure equitable access for all students. By following structured workflows and using the right tools, schools can dramatically improve the usability of their digital content, making it both compliant and inclusive.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!