Guidance for Digital Accessibility Compliance: Forms
Forms collect information from users and initiate a business process or workflow. Unlike informational content, digital forms are intended to be completed and submitted, not simply read.
Preferred Format
Whenever practical, forms should be implemented as accessible web forms rather than downloadable PDFs (even if they are fillable).
Examples
- Applications
- Requests
- Petitions
- Appeals
- Registrations
- Surveys
- Intake forms
Design Principles
- Design the process, not the paper. A digital form should support the business process rather than reproducing the layout of a printed document.
- Make accessibility the default. Digital forms should be fully usable with keyboards, screen readers, mobile devices, and assistive technologies.
- Simplify whenever possible. Use conversion as an opportunity to eliminate unnecessary fields, improve instructions, and streamline approvals.
- Make maintenance easier. Well-designed digital forms are easier to update than PDFs and should reduce manual processing, duplicate data entry, and future accessibility remediation.
Converting PDFs to Digital Forms
Not every PDF form should automatically become a web form. Though web forms are generally preferred, some low-volume or highly specialized forms may remain accessible PDFs when the complexity of building and maintaining a digital workflow outweighs the benefit.
After you've worked through the following steps to revise or develop your form content, you can submit a Marketing and Website Support Request. The districtwide web team will receive your request and can answer any questions you have before working with you to build and publish the digital form.
Screen Form
Before beginning a conversion, answer the following questions:
- Is the primary purpose to collect information from a user?
- Is submitted form data part of an active business process?
- Does the submission begin a workflow, request, approval process, or service?
- How frequently is this form used?
If you're unsure whether a PDF should be converted to a digital form, the districtwide communications and web team can help determine the most appropriate solution based on accessibility, user experience, technical requirements, and long-term maintenance.
Review and Edit Form Content
Converting a PDF into a web form is an opportunity to improve the experience. Before converting a PDF into a web form, answer the following questions:
- Can unnecessary questions be removed?
- Can instructions appear only as needed with show/hide logic?
- Can information be validated automatically?
- Can users complete the form on a mobile device?
- Can the process be simplified?
The goal is to create the easiest possible experience for users while supporting the underlying business process.
Evaluate the Complexity
Some forms can be converted quickly, while others require more planning and development. The districtwide communications and web team can help determine the most appropriate solution based on the form's complexity. Consider the following possible form requirements.
Authentication
Does the form need to be available only to authenticated users, such as students or employees? If so, the form may need to be protected using Single Sign-On (SSO).
Electronic Signatures
Does the process require one or more legally binding signatures? Many signature workflows can be supported electronically, but they require additional planning and configuration.
Workflow
Does the form require routing, approvals, notifications, or multiple reviewers? Examples include department/dean approvals, Human Resources review, Admissions and Records processing, and so on. Workflow requirements increase the complexity of implementation but often provide significant operational benefits once they are in place.
System Integrations
Will the submitted information need to be sent to or received from another system? Examples include PeopleSoft, Service Central, and Salesforce. Integrations require additional planning and technical resources.
Making Accessible PDF Forms
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