Creating Accessible Documents Systemwide Training Program

"The University of California is committed to supporting an information technology environment that is accessible to all and in particular to individuals with disabilities."
— Information Technology Accessibility policy (pdf)

However, not all of us know how to make that commitment a reality.

A great place to start is learning how to create more accessible digital documents; that way, you'll immediately be able to make more of the work you produce accessible, while gaining accessibility insights you can apply in other areas as well.

This program can help you begin your journey down that path!

What is the program?

A six-session training program focused on how to evaluate and achieve accessibility in digital documents. Sessions will be one hour long, conducted via Zoom, occurring at a regular time every other week.

Additional support opportunities will be available to participants throughout the program so they can ask questions, confirm their understanding, engage in practice activities and explore specific areas relevant to their work.

Program topics include:

  • Accessibility fundamentals
  • Creating accessible Word documents
  • Creating accessible PowerPoint slide decks
  • Evaluating and improving PDF accessibility
  • Introduction to assistive technologies
  • And more!

When will the training occur?

Due to conflicting priorities, instructor-led training cohorts will be on hiatus until at least Summer 2024. Check back here, and add your name to the program waitlist, for updates.

If you need document accessibility training sooner, we recommend utilizing the Creating Accessible PDFs LinkedIn Learning course.

Who may apply to be a part of the training program?

Any UC staff member, from any UC location — including health centers and labs — may apply.

Cohort members will be selected on the basis of availability (since we'll need to find a day and time that works for all) and location and unit (to ensure as many locations and units as possible can be served).

Please note:

Due to high demand, we may be unable to accept all applicants for the initial cohort to which they apply and may only be able to accept individuals who are already on the program's waitlist (see: To apply).

What will trainees need in order to participate in the program?

Availability

Since sessions will build on each other's material, it is important that trainees attend each hour-long session or view the recording of any session they may miss in advance of the next session.

Technical requirements

Contact your location's IT Services if you need assistance acquiring or installing any of the following software:

To apply:

If you are interested in applying to join a program cohort, add your name to the program waitlist.

Due to high demand, we are currently granting priority to individuals who are on the program's waitlist and may entirely fill future cohorts' rosters with individuals from the waitlist before individuals who are not on the waitlist have an opportunity to apply. So, if you want the opportunity to apply to join the program, get on the waitlist!

Accessibility support available to trainees

Regularly-scheduled office hours are available throughout each cohort's run, so trainees can seek additional accessibility support with program topics or with their own projects.

Check the office hours page to find the current office hours schedule and last-minute schedule updates.

Supporting all program participants

Considerations for Mac users

As of now, the program is not equipped to fully support Mac users; however, Mac users should still be able to follow along with the majority of the program's instruction, as many of the technical features being discussed are similar in PC and Mac versions, and the accessibility principles being shared are universal.

The most significant complication for Mac users is likely to be that the screen reader introduced in the program's primary sessions, NVDA, is only available on PCs. Mac users would need to schedule a support session to be introduced to VoiceOver, the screen reader built into Mac operating systems.

Considerations for Office 2016 users

Office 365 is highly recommended for program participants and general users alike, as it features accessibility-related enhancements not available in Office 2016.

The program is not equipped to fully support Office 2016 users and, where differences occur between Office 2016 and Office 365, will speak to Office 365 functionality. Office 2016 users should still be able to follow along with much of the program's instruction, though they may need to schedule additional support sessions, or refer to provided reference materials, to learn the Office 2016 equivalent of certain procedures.

Program instructor/facilitator

Douglas "Doug" Harriman (he/him/his) is a Senior Instructional and Web Designer with Reporting & Analytics, within Office of the President's Systemwide Human Resources.

Doug has had a lifelong passion for learning and began his career developing online, higher education courses and full curriculums for career colleges and other higher education institutions across the country. He joined UC in 2013 by way of UC Berkeley, where he was first introduced to accessibility, and migrated over to his current position within Office of the President in 2016.

Accessibility quickly became a second career passion for Doug, appealing to his desire to contribute to diversity, equity, inclusion and belonging missions, as well as his fondness for service, technical challenges and learning new things. Grateful for the opportunities he had to learn accessibility from UC colleagues, mentors and experience, Doug strives to provide those same opportunities to others through training, mentoring, technical support and self-guided resources.

Doug is a member of the UCOP Accessibility Work Group and one of UCOP’s representatives on the UC Electronic Accessibility Committee. He’s authored UC’s eCourse Accessibility Checklist (pdf) and Word-to-PDF and PDF Accessibility Guide (pdf), is a regular contributor to UC’s annual Global Accessibility Awareness Day webinars (2021 Accessibility is for Everyone, 2022 Accessibility Demystified and 2023 Your Path to Accessibility) and frequently presents on accessibility-related topics.