Make your content accessible
All online content, including PDFs, must meet provincial accessibility standards.
If you supply content to the city, you are responsible for meeting these standards.
Accessibility requirements
All content the city publishes online must meet WCAG 2.0 AA standards under the Accessibility for Ontarians with Disabilities Act (AODA).
Anyone creating or supplying content for the city, including consultants, vendors and partners, is responsible for meeting these standards.
What qualifies as content
Content means any information on a webpage or web application, including:
- text, images and buttons
- forms
- documents, including PDFs
- video and audio
If it is published online, it must be accessible.
What websites must comply
All public-facing websites the city controls, directly or through a contract, must meet accessibility standards. This includes Waterloo.ca, social media and other public-facing sites. Internal websites are exempt.
Make a PDF accessible
PDFs posted on any city website must meet WCAG 2.0 AA requirements under AODA.
If you supply PDFs to the City of Waterloo, they must be fully accessible before submission.
Before you submit your PDF:
- Test the file using the PAC Checker or PDFix checker.
- Fix all accessibility errors identified by the tool.
- Conduct a manual review to confirm:
- logical reading order
- accurate and meaningful alt text and links
- colour contrast that meets WCAG 2.0 AA requirements
- Include a passing accessibility report with your PDF.
Automated tools do not catch all accessibility issues. A manual review is required.
PDFs that do not meet accessibility standards may be returned for correction.
If you need support, email website@waterloo.ca for a list of vendors. Typical remediation costs start at $20 per page, depending on complexity.
Staff documents
Staff must ensure PDFs are accessible before posting them online.
We use Equidox to check and fix PDFs for compliance.
If your PDF will be included in a council package or posted on the city website, follow these steps:
- Run the file through the Equidox tool.
- Fix any errors that appear.
- Export the file and save a screenshot showing no errors.
- Submit the file and screenshot if requested.
Email website@waterloo.ca if you need help using Equidox.
Make a webpage accessible
City webpages meet AODA standards when they follow the Waterloo.ca Style Guide.
This includes:
- using clear, structured headings
- adding descriptive alt text for images
- using standard design buttons and icons
Write in plain language and aim for a grade 6 reading level.
If you manage another website for the city, contact website@waterloo.ca for support.
Make a video compliant
Videos posted on city websites must include one of the following:
- captions or subtitles
- a written transcript that includes dialogue or music
Audio descriptions and live captions are not yet required by AODA, but are recommended when possible.
Contact us
If you have questions about website accessibility or using Equidox, email website@waterloo.ca.