Creating alternate file formats with UDOIT

One of the most powerful features of UDOIT is the ability to generate alternate formats of course content. Having these alternate formats available can streamline the process of ensuring that all materials are digitally accessible, and it meets critical goals of universal design for learning (UDL). 

Moreover, providing alternate formats can help make your course content more accessible to students with disabilities. PDF files can be especially difficult to make accessible, especially if you do not have Adobe Acrobat Pro. With UDOIT, you can turn that PDF into a Canvas page or a downloadable audio file (mp3).

By default, students can generate their own alternate formats. You are encouraged to use the Canvas student view to confirm that students can access alternate formats in your course site. 

1. Scan your course, or wait for a new scan to complete.
2. Select Review Files (See Fig. 1).
   Figure 1: Review files navigation tab
3. Find the file you need to replace, and then select Review (See Fig. 2).
   Figure 2: Review a file
4. Select Request beside your chosen format (See Fig. 3).
   Available formats include the following:
   • Canvas Page—Recommended for content that does not require student edits; for example, Word documents that are not interactive worksheets. 
   • HTML file—Unless you plan to use the content outside of Canvas, a stand-alone HTML file is not recommended.
   • ePub Digital Book—This allows the file to be read with an e-book reader or application.
   • Plain Text
   • Audio File (MP3)
   • Auto Tagged PDF—In most cases, a Canvas page will be a more accessible and usable format. If you must provide a PDF, this is recommended over an untagged or scanned PDF; however, you will still need to check it for accessibility.
     
     Figure 3: List of alternate formats
5. UDOIT will indicate that your request is processing.
   Note: You will not get a message to confirm that your alternate file is available. In most cases your file will be available within 30 minutes.
6. Locate your new files with in UDOIT.
   • Any alternate files you have created will be available within UDOIT. Select Review Files and then Alternate Files. Alternate files also show in the listing of all files. In the Figure 5 example below, a Canvas Page has been created (which also creates a stand-alone HTML page).
     

     
     Figure 4:  Accessing the list of alternate files
     
     Figure 5: Canvas page and html document created from a .docx file

     
     
7. Locate your new files within Canvas.
   • Once you have begun creating alternate file formats for your materials, UDOIT will add a subfolder to your Canvas Files called Alternate Formats. UDOIT will create subfolders within Alternate Formats to mirror the original structure within Canvas Files. For example, if your original file is within a subfolder called Uploaded Files, a subfolder will be created within Alternate Formats called Uploaded Files to contain the new file.
   • If you have created a Canvas Page, you will find it in Pages; however, it will not be added to your Modules.
8. Check your new format for accuracy and accessibility. 
   • Canvas Page - Make sure that the formatting is accurate and run the Canvas Accessibility Checker. Add alternative text to images, add captions and headings to tables, and create descriptive links. 
   • Auto-tagged PDF - Make sure it meets other accessibility requirements.
9. Make the new file available. You can choose whether to replace the old format with the new format or provide the new file in addition to the old one. If you want to offer the new document in addition to the old file, make it available in the course where you want students to access it (e.g., adding it to a Module).
10. To replace the old file, begin by selecting the Review button next to the file listing in UFIXIT (See Fig. 1).
11. Under File Actions select Replace file with a page (See Fig. 6).
    
    
    Figure 6:  Replacing a file with an alternative format Canvas page.

NOTE: The new file should be available within 30 minutes of your request. If the request is taking longer, it could be due to a poor Internet connection. If the option to replace the file is still grayed out after the alternate format has been requested, you might need to do a full rescan of your course site. If your file is still not available, contact Missouri Online at teachingtools@umsystem.edu for further troubleshooting assistance.