Canvas: Address Common File Accessibility Issues with UDOIT

The Universal Design Online Inspection Tool (UDOIT) is a valuable resource for higher education instructors and instructional designers seeking to improve the accessibility of online courses. UDOIT scans course content within Canvas and identifies accessibility issues related to uploaded files such as PDFs, Word documents, and PowerPoint presentations. This article focuses on the files section of UDOIT, why it is essential, and how to address common file accessibility issues.

Introduction to UDOIT Files

Why File Accessibility Matters

Accessible course files ensure that all students can engage with learning materials effectively. Common barriers in course files include:

  • Missing Alternative Text for images in documents and presentations
  • Improper Document Structure (e.g., lack of headings in Word, Google Docs, and/or PDFs)
  • Unreadable PDFs that are not correctly tagged for screen readers
  • Poor Contrast or Color Use that affects readability
  • Inaccessible Tables that lack headers or proper formatting

Understanding How UDOIT Scans Files for Accessibility Issues

UDOIT analyzes files uploaded to a Canvas course and detects potential accessibility concerns. It flags specific file-related issues, including:

  • Missing alt text in Word and PowerPoint documents
  • Unstructured or untagged PDFs
  • Scanned PDFs without selectable text
  • Embedded images without descriptions

Limitations of UDOIT's File Scanning

UDOIT alone cannot ensure course files are accessible, but it provides guidance on improving accessibility. For comprehensive file checks, additional tools like Adobe Acrobat Pro, Microsoft Office Accessibility Checker, and Grackle Docs are recommended.

Interpreting UDOIT's File Reports

When UDOIT detects file-related issues, it generates a report categorizing them as errors or suggestions:

  • Errors indicate critical accessibility issues that may prevent students from accessing content.
  • Suggestions highlight potential barriers that could be improved for better accessibility.

By reviewing the report, instructors can prioritize necessary file modifications: Errors should be addressed first, followed by Suggestions.

Fixing Common File Accessibility Issues

Addressing file accessibility issues enhances usability for all students. Below are the most common file issues and how to address them:

  • Add Alternative Text for Images
    • See the Alternative Text: Dos and Don'ts tab for guidance on adding alt text to your document/s.
  • Use Headings to Structure Document Content
    • Use headings (H1, H2, H3, etc.) in Word and Google Docs to organize content logically.
    • In PDFs, use the tagging feature in Adobe Acrobat to create a structured reading order.
    • See the Headings: Dos and Don'ts tab for guidance on adding headings to your document/s.
  • Ensure Table Accessibility
    • Use row/column headers in Word, Google Docs, and PDFs.
    • See the Tables: Dos and Don'ts tab for guidance on adding headings to your document/s.
  • Check Contrast and Readability
    • Ensure text has sufficient contrast against the background: use the WebAIM Contrast Checker to verify readability.
    • See the Contrast: Dos and Don'ts tab for guidance on adding headings to your document/s.
  • Make PDFs Accessible
    • Convert scanned PDFs to readable text using OCR (Optical Character Recognition) in Adobe Acrobat.
    • Use the Accessibility Checker in Acrobat to ensure proper tagging and structure.

Consider completing the self-paced Digital Accessibility: Create Accessible Documents and Digital Accessibility: Create Accessible PDFs courses. Both courses include an optional project where you create an accessible Document and/or PDF. This is a great way to get hands-on practice with creating accessible materials and receive feedback on them from course facilitators.

Creating Alternate File Formats

One of the most powerful features of UDOIT is the ability to generate alternate course content formats. For example, instructors can turn a PDF into a Canvas page or a downloadable audio file (mp3).

Steps to create alternate file formats

  1. Scan your course or wait for a new scan to complete.
  2. Select Review Files.
    UDOIT interface: Review files is circled in red
  3. Find the file to replace and select Review.
    UDOIT interface: Two files are shown and the Review button is circled in red.
  4. Select Request beside your chosen format.

    1. Available formats include the following:

      1. Canvas Page: Recommended for content that does not require student edits, such as Word documents that are not interactive worksheets.

      2. HTML file: This option is not recommended unless you plan to use the content outside of Canvas.

      3. ePub Digital Book:This allows the file to be read with an e-book reader or application.

      4. Plain Text

      5. Audio File (MP3)

      6. Auto-Tagged PDF: This is the least desirable option, as a Canvas page will usually be a more accessible and usable format. If you must provide a PDF, this is recommended over an untagged or scanned PDF; however, you must check it for accessibility.
        Alternate file formats with Request on the right-hand side.

  5. UDOIT will indicate that your request is processing. This process can take up to 30 minutes and you will not receive a notification when your alternate file is available. 
  6. Locate your new files within UDOIT.
    1. Any alternate files you have created will be available within UDOIT.
      UDOIT files interface. 'Alternate Files' button is is circled in red 
    2. Select Review Files and then Alternate Files. Alternate files also show in the listing of all files. In the example below, several alternate formats have been generated: Canvas page, HTML file, ePub, mp3 and an auto-tagged PDF.
      Alternate formats shown on the right side of the page.
  7. Locate your new files within Canvas.
    1. Once you have begun creating alternate file formats for your materials, UDOIT will add a subfolder called Alternate Formats to your Canvas Files. UDOIT will create subfolders within Alternate Formats to mirror the original structure within Canvas Files. For example, if your original file is within a subfolder called Uploaded Files, a subfolder will be created within Alternate Formats called Uploaded Files to contain the new file.
    2. If you select a Canvas Page as an alternate format, you will find it in Pages: it will not be added to your Modules.
  8. Check your new format for accuracy and accessibility. 
    1. Canvas Page: Ensure the formatting is accurate and run the Canvas Accessibility Checker. Add alternative text to images, add captions and headings to tables, and create descriptive links. 
    2. Auto-tagged PDF: Make sure it meets other accessibility requirements.
  9. Make the new file available. You can choose whether to replace the old format with the new format or provide the new file in addition to the old one. If you want to offer the new document in addition to the old file, make it available in the course where you want students to access it (e.g., adding it to a Module).
  10. To replace the old file, select the Review button next to the file listing in UFIXIT (See Fig. 2).
  11. Under File Actions, select Replace file with an uploaded page.
    UDOIT Files interface: option to 'Replace file with an uploaded file' is is circled in red

Note: Content for this section was adapted with permission from the University of Missouri.

Recommended Tools for Improving File Accessibility

Good Practices for Uploading Accessible Files in Canvas

To minimize accessibility barriers, consider these good practices:

  • Use Canvas Pages instead of PDFs or Word documents.
  • Ensure uploaded files are accessible before adding them to Canvas.

Technical Support

Last modified

TDX ID

7883