Digital Team

Upload media only when it supports the content on the page and cannot be better presented as live web content.

Images may be uploaded when they add context or visual interest to the page. Use JPG only and make sure each image has appropriate alt text. Avoid uploading images that contain important text, such as event flyers, posters or announcements. That information should be placed directly on the page so it is accessible, searchable and easier to update.

PDFs should be used only when a document format is necessary. Before uploading a PDF, consider whether the information would work better as a web page. Forms, applications, advising sheets, event flyers and frequently updated information should usually be converted to web content or an accessible digital form instead.

If a PDF must be uploaded, it must be reviewed for accessibility before it is added to the website. This includes running the PDF through Adobe Acrobat’s Accessibility Checker and resolving any issues with tags, reading order, headings, links and image alt text.

Do not upload Word or PowerPoint files directly to the website. If the information needs to be shared publicly, convert it to accessible web content or, when a document format is required, export it as an accessible PDF.

Before uploading a PDF, consider whether the information would work better as a web page. In most cases, web pages are easier to read, search, update and make accessible.

PDFs should not be used for:

• Forms or applications
• Frequently updated information
• Event flyers or posters
• Advising sheets or handouts that could be converted to web content
• Content that students, families or community members need to find through a search

Whenever possible, place the information directly on the page instead of uploading a PDF.

Forms and Applications

Forms and applications should be converted into an accessible digital format instead of being uploaded as PDFs. Digital forms are easier to complete, easier to maintain and can support routing, approvals and secure information collection when needed.

If your department has a PDF form or application, please contact IT or the Digital Team before uploading it to the website.

When a PDF Is Necessary

Some PDFs may still be needed, such as official documents, printable resources or files provided by an external organization. If a PDF must remain on the website, it needs to meet accessibility requirements before it is uploaded or linked.

Before uploading a PDF:

• Open the file in Adobe Acrobat.
• Run the Accessibility Checker.
• Resolve any flagged issues, including document tags, reading order, headings, link text and image alt text.
• Confirm the document can be read by a screen reader.
• Upload or replace the corrected version in the Media Library.

Do not upload scanned documents or image-only PDFs. These are not accessible to screen reader users.

Best Practice

Use a web page for content that needs to be read online. Use a PDF only when there is a clear reason the content must stay in document format.

1. Click “Media” in the side menu.
2. Click the “Add New” button.
3. Drag and drop files into the outlined box or select files.

When editing a page, you can now insert the file using either the “Add Image” or “Add Media” button.

1. Click the “Add Image” or “Add Media” button.
2. Select the “Upload file” tab. (If your file is already in the Media Library, locate and select the file — skip to Step 4.)
3. Drag and drop your file into the box or select the file. Once the file has been uploaded, it will be automatically selected.
4. Click the “Insert into page” button.

Here are some scenarios when replacing media is the best option:

• You uploaded the wrong file from your computer
• There was a spelling error in the current file, so you need to upload the edited one
• You want to replace your current profile photo with a new one

Instead of uploading multiple versions or having to edit every page where the current file is being used, you can replace it across the college website.

1. Click “Media” in the side menu.
2. Locate your current file in the Media Library.
3. Click the “Upload a new file” button.
4. Click the “Choose File” button.
5. Locate your new file and click the “Open” button.
6. Underneath the Replacement Options, select “Replace the file, use new file name and update all links.” All links pointing to the current file will automatically be updated and link to the new file. (If any other websites link to the file directly, those links will no longer work.)
7. Underneath Date Options, select one of the three options.
8. Click the “Upload” button.

1. Move your cursor anywhere within the link.
2. Click the pencil (edit) icon.
3. Click the gear (link options) icon.
4. Update the link text to be understandable and/or have a call to action.
5. Select the “Open link in a new tab” box.
6. Click the “Update” button.