Document Decision Flowchart
All documents posted publicly online must meet accessibility guidelines/standards. This includes but is not limited to documents posted in Forms & Publications, on the District website, school websites, and teacher websites.
It is the responsibility of the department or school to ensure that documents they are posting online, or requesting to be posted online, are accessible.
When deciding whether or not to post a document online, please use the decision flowchart below:
Step 1: Does this information need to be posted online?
Do you anticipate that this document will need to be accessed frequently, by a large number of people? Is it required that this document be posted? If your audience is limited and the document is not required to be posted, consider delivering the information via another avenue, such as by email to a specified group, or upon request.
If the information is intended for a large audience and cannot be distributed in an alternative manner, continue to step 2.
Step 2: Is specific formatting crucial?
Can this information be copied and pasted into the content management system (CMS) directly rather than posting as a PDF or Word document? Generally it is much easier to make content within the CMS accessible than it is to make a document accessible. If it is not strictly necessary that the information be formatted in a document, simply type or paste this information onto a page within the CMS.
If it is necessary to maintain the formatting of the information as a document, continue to step 3.
Step 3: Remediate the document
You must remediate the document to ensure that it meets accessibility requirements. To do so, begin by determining the original author of the document.
If the document was originally created by ASD’s Publications department, they will be able to assist in making it accessible. Please send a request to Pam Butcher at firstname.lastname@example.org.
If the document was created by a contractor, vendor, or other outside source, request that the vendor send it in an accessible format. (It should be specified in agreements beforehand that work meet accessibility standards).
If the document was created by you/your department, then you/your department must remediate the document to make it accessible before posting online. Begin by referencing materials on ASD’s accessibility help pages that will assist with this process: www.asdk12.org/accessibility. Here you will find tutorials for making different types of documents accessible, and how to convert documents to PDF in a way that retains accessibility. If you are new to accessibility you may want to begin by watching the ASD Web Accessibility Overview video. This, as well as the Accessibility Basics page, will help you gain an overall understanding of what considerations you will need to take into account to create accessible content.
If you get stuck and have questions during the process of remediating the document, contact the web communications team at email@example.com. We will do our best in assisting! However, the complexity of a document will determine whether or not this is possible. Things such as graphs/charts, complex tables, form fields, and length, will all contribute to the complexity of the document.
If you are unable to remediate the document yourself, and if the document is too complex/lengthy for in-house remediation, continue to step 4.
Step 4: Send the document to ASD’s recommended third-party document remediation service
If the document is too long, complex, or has a strict deadline for the date that it must be posted, you can choose to pay to have the document remediated (The cost for remediation typically ranges from $10-$13/page). To receive an estimate for this work, please have the head of the department send the request and the document to firstname.lastname@example.org.
Keep in mind that when a document is sent to the remediation service, you will receive the accessible PDF as a finished product. If future edits are made to the document, you may need to remediate certain pages, or the entire document, again.