To meet federal Title II accessibility requirements and the University of Minnesota's digital accessibility standards, our department is adopting a web-first publishing standard for all websites we support.
The University permits accessible PDFs in some circumstances. However, we will follow a more sustainable publishing model because it is the most reliable way to keep our websites accessible and inclusive.
Except in rare circumstances, webpages will serve as the primary source of information on our websites. When appropriate, content may be provided through accessible Google Docs that have been verified using the Grackle accessibility tool. PDFs will be treated as print-friendly companions to more accessible content.
This change is about accessibility for all — though federal compliance is important. While remediating PDFs and Word documents can make individual files temporarily accessible, it is labor-intensive, difficult to maintain and often fails as documents are updated over time.
A web-first approach creates a single source of truth that is easier to update, easier to search, more mobile-friendly and more accessible to everyone.
What this means for you
Between now and April 26, 2027, we will work with each unit to transition existing content and establish new publishing workflows.
Phase 1: Preparation (Now – March 2027)
- The web team will audit active PDFs uploaded after April 2024 (see note below).
- We will help identify which documents should become webpages or accessible Google Docs.
- We will work with each unit to prioritize content and provide guidance throughout the transition.
Phase 2: Implementation (Beginning April 26, 2027)
- New content, announcements, forms, and resources must be published as webpages or accessible Google Docs verified with the Grackle accessibility tool.
- PDFs may be published only when they serve as printable companions to information that already exists in an accessible web format.
- PDFs may no longer serve as the primary source of information on a website.
Note: The only exceptions are officially designated archived, low-traffic PDFs uploaded before April 2024 (which do not need to be converted), and remediated PDFs used solely as print-only companions to content that is already fully available on an accessible webpage or Google Doc.
Why this matters
A web-first model provides lasting benefits, including:
- Improving accessibility for all users.
- Creating one authoritative version of information.
- Providing a better experience on mobile devices.
- Making information easier to find through search.
- Reducing ongoing effort required to keep content accurate and accessible.
- Supporting long-term compliance with federal law and University standards.
This may represent a significant change in how some units publish information, and our team will work with you throughout the transition to make the process as straightforward as possible.
Please contact the Provost Web Team at [email protected] with any questions over the coming months.
Charlot Meyer and Andria Waclawski, forthcoming email to EVPP-supported website owners, week of July 6, 2027.