Web Publishing Guide: Digital Accessibility

Creating accessible digital content isn't just about meeting legal requirements—it's about making sure all students, faculty, staff and visitors can access the information and tools they need to succeed.

New federal guidelines require most university web content and digital documents to meet accessibility standards by April 2026. This page explains what's changing, which documents are affected and the best way to manage and maintain your digital content.

Web Content Accessibility Guidelines (WCAG)

In April 2024, the U.S. Department of Justice released a final rule requiring that digital content from state and local government entities (including public universities) conform to Web Content Accessibility Guidelines (WCAG) 2.1 Level AA. This includes websites, web applications and most digital documents (like PDFs, Excel files and Word docs). Compliance deadlines began April 2026 for larger institutions.

Digital Accessibility Defined

WCAG 2.1 Level AA is a set of internationally recognized standards for digital accessibility. Under these standards, documents must:

  • Use clear structure with proper headings
  • Be navigable by keyboard and screen readers
  • Avoid reliance on color alone
  • Include alt text for meaningful images
  • And more

For guidance, training or document checks, contact [email protected].

FAQs

Are PDFs, Word docs or Excel files still allowed?

Yes, PDFs, Word docs and Excel files are allowed, with some exceptions.

  • All digital content published after April 2026 must be fully accessible with WCAG 2.1 Level AA at the time it is published, and maintained in an accessible format with every new version.
  • Digital Flyers are not allowed on any A&M System websites. They will be removed without notice.

In many cases, converting these into a web-based format (such as Laserfiche forms or HTML webpages) can be more sustainable and accessible.

My PDF is already fillable. Is it accessible?

Not necessarily. A document can be fillable but still inaccessible in other ways. Digital accessibility extends beyond fillable fields to include elements such as:

  • tagged headings
  • alt-text for images, tables and graphs
  • features that might be invisible on the page, but that provide instructions to assistive technology, such as screen readers

If you’re not sure, contact [email protected] for assistance.

Do these standards apply to internal documents?

Yes, accessibility standards are not just for students or public-facing webpages; they apply to any electronic document (e.g., PDF, Word, Excel) that is:

  • Required to receive a university service
  • Used to participate in a program or fulfill a requirement (academic or employment-related)
  • Necessary to perform job duties

Internal documents that faculty or staff must complete to perform job responsibilities (e.g., HR forms, training logs, supplemental pay requests, etc.) are considered part of university services or programs and must meet WCAG 2.1 Level AA standards.

PDF Accessibility Remediation Guide

Contact

Have a question not covered here? Contact [email protected].

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