Make your files accessible
Follow these guidelines to make online content accessible, including PDFs, and meet provincial accessible standards.
If you are supplying content to the city, you must meet 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 and documents (such as PDFs)
- video and audio
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 compliant
PDFs posted on any city website must meet WCAG 2.0 AA requirements.
If you are supplying PDFs to the City of Waterloo, they must be AODA compliant.
Before you submit your PDF:
- check compliance using the free PAC Checker or another WCAG tool
- include the accessibility report with your PDF
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 create PDFs in different ways, such as exporting a Microsoft Word document.
We use Equidox to check and fix PDFs for compliance. External parties may use other tools.
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 compliant
City webpages meet AODA standards when they follow the Waterloo.ca Style and Design 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. We have tools to check for compliance issues.
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 they are recommended when possible.
Contact us
If you have questions about website accessibility or using Equidox, email website@waterloo.ca.