PDF Alternatives
Faculty often reach for PDFs out of habit, but there are more accessible and flexible options available. The table below highlights common situations where PDFs are used and suggests better alternatives that are easier to update, more intuitive for students, and built with accessibility in mind.
| Use Case | Best Practice |
|---|---|
| Syllabi Management | Share as a read-only Google Doc/Word 365 link. Post in the Canvas Syllabus tool or create Canvas pages (e.g., one for course info, one for schedule, one for policies). Add a short video walking students through the syllabus. |
| Research and Journal Articles | Rather than upload a PDF of the research to your course, use permalinks to library databases and resources. These often include ADA-compliant formats, built-in screen readers, and citation tools. Utilize the Libraries’ guide to creating persistent and proxied links to ensure your links are set up correctly in your course. |
| Handwritten Notes | Save as an image and use Wolverine Describer to create descriptive text. Optionally create a Canvas page with the image and text together. |
| Lecture Slides | Share through Google Slides or PowerPoint 365 in view-only mode. Run accessibility checks with Grackle (Google) or Microsoft’s built-in checker. |
| Course Handouts | For short handouts, post as a Canvas page. For longer ones, share as read-only Google Docs or Word 365 files. |
| Forms and Worksheets | Use Google Forms or Microsoft Forms to create fillable, accessible forms that collect responses automatically. |
| Publisher/Third-Party Course Packs | Look for accessible versions like OpenStax or library-licensed HTML/ePub versions. When available, share direct permalinks to the web versions so students benefit from the vendor’s accessibility tools. |
| Signed Forms and Official Records | Share the official PDF only when authenticity is required. Provide the key content (instructions, policies, details) in Canvas or as read-only Google Docs/Word 365 for accessibility. |
| Grant or Accreditation Requirements | If a PDF is required for submission, provide it to the agency. For internal and student use, share the same content in Google Docs or Word 365 for easier access and updates. |