Standards & Procedures

This page outlines accessibility standards, expectations, and procedures used at the University of Montana Western. These standards are based on federal requirements, industry guidelines, and University of Montana system policy.

Digital Accessibility Standards

UMW follows the Web Content Accessibility Guidelines (WCAG) as the primary technical standard for digital accessibility.

Legacy and Historical Content

On this page

Purpose & scope

This guidance helps UMW employees determine:

  • whether a document or file must be accessible
  • what actions are required for existing content
  • when content may be archived or removed or remediated

This applies to public-facing digital content, including web pages, PDFs/documents, images that include text, and linked files posted on or linked from UMW websites.

Quick decision: If it’s public, current, and student or staff need it to complete a task or do a job (apply, enroll, access services, follow a policy) → it must be accessible. If it is clearly archived and not needed for current services → it may not require remediation.

When accessibility is required

A document or page must be accessible if all of the following are true:

  • It is public-facing
  • It is current and in use
  • It provides information or services needed to apply, enroll, participate, or access campus services, programs, or requirements

Public vs. internal content

Public content

Content intended for students, prospective students, employees, or the general public.

Accessibility required.

Internal content

Content used only for internal workflows, staff operations, or administrative processes.

Store in SharePoint or internal systems (not on public web pages).

Note: Do not post HR, payroll, or sensitive internal materials publicly. Separate guidance for employee-facing and HR materials is available on the HR/Internal page.

Pre-existing documents

Pre-existing documents are files created before current accessibility requirements. These documents do not automatically require remediation unless they are:

  • still actively used
  • linked from current pages
  • required to complete a task or access a service
  • reused or redistributed

If a pre-existing document is still in use: remediate it to WCAG 2.1 AA, or replace it with an accessible HTML page/new accessible file, or provide a complete full-text equivalent on the page.

Archived web content

Archived content may remain public without remediation if it is:

  • clearly labeled as archived or historical
  • not required for current services or participation
  • not linked from primary navigation or current pages
  • not reused in new contexts (embedded, promoted, republished)

Archived content should be separated from current content, clearly dated, and marked as no longer maintained.

File type guidance

PDFs

  • Best for printing.
  • Must be accessible or have a complete full-text equivalent on the page.
  • If a PDF is primarily for online reading, convert the content to HTML (PDF optional for print).

Word / Excel

  • Public: convert to accessible PDF or HTML.
  • Internal: store in SharePoint.

Images with text (flyers, schedules, announcements)

  • Preferred: create an HTML page.
  • Alternative: accessible PDF.
  • Minimum: image + meaningful alt text + complete full-text equivalent on the page.

Accessibility options

When reviewing content, choose one:

Remediate

Update the document so it meets WCAG 2.1 AA.

Replace

Convert the content to an accessible HTML page or recreate it in a modern accessible format.

Archive or remove

If the content is outdated, unused, or no longer required, archive it (where appropriate) or remove it, following retention guidance.

Records retention & archiving

Content must also follow Montana records retention requirements. Archiving does not override accessibility obligations for content that is still in active use.

  • Academic catalogs: Permanent
  • Policies: Permanent until replaced + historical copy
  • News: Public 3 years; Internal 7 years
  • Major event flyers: Event + 3 months; Internal 2 years
  • Routine flyers: No retention; delete after expiration
  • Forms: Current only; Internal 2 years
  • Marketing: Campaign duration; Internal 5 years

Common examples

Accessibility required

  • Current program handbook linked from a department page
  • Active application / registration forms
  • Policies still in effect

May be archived (if clearly labeled and not needed for current services)

  • Old event recap pages and flyers
  • Historical newsletters
  • Superseded policy versions kept only for reference

Deadline reminder: Any content that remains public after April 30, 2026 must meet WCAG 2.1 AA or include a full-text equivalent. Content not remediated by that date should be archived or removed.

  • UW: Pre-existing conventional electronic documents
  • UW: Archived web content

Policy Reference

Digital accessibility at UMW is governed by University of Montana policy:

University of Montana Policy 1310 – Electronic and Information Technology Accessibility (EITA)
This policy applies to all UM-affiliated institutions, including UMW.