In Part 1 we looked at how to create accessible forms. However, even a well-designed form needs testing. Automated accessibility checkers are useful, but they cannot tell you whether the whole form is understandable, whether keyboard focus follows a logical order or whether every interaction works with assistive technology.
You do not need to be an accessibility specialist to identify many common problems.
Test using a keyboard
Try completing the entire form without using a mouse.
Use:
- Tab to move forwards
- Shift + Tab to move backwards
- Enter or Spacebar to activate buttons and options
- Arrow keys to move through radio buttons, menus and some lists.
Check that:
- focus moves in a logical order
- you can see which item currently has focus
- every question and button can be reached
- dropdowns, checkboxes and radio buttons can be used
- there are no points where the keyboard becomes trapped.
If part of the form cannot be reached or completed without a mouse, it may create a significant barrier for some users.
Test at different screen sizes
Open the form on a mobile device as well as a desktop or laptop.
Check that:
- questions and instructions remain readable
- buttons and form controls are easy to select
- content adapts to the width of the screen
- users do not need to scroll sideways
- information is not cut off or displayed in the wrong order.
You should also zoom the desktop version to 200% and, where possible, 400%. Check that the content reflows and remains usable.
Test errors and submission
Do not stop after reviewing the questions. Submit the form as a user would. Try deliberately missing a mandatory question or entering information in an unexpected format. Check that:
- the error is clearly identified
- the message explains how to correct it
- colour is not the only indication of an error
- focus moves to, or can easily reach, the affected question
- the user receives a clear confirmation after submitting.
Use the built-in accessibility checker
If the platform has an accessibility checker, run it and address the issues it identifies. Remember that an automated checker only identifies certain technical problems. It cannot judge whether your wording is clear, whether instructions provide enough information or whether the selected question type is appropriate for your audience.
Screen-reader testing
If you regularly create forms and are ready to carry out more advanced testing, try using a screen reader such as NVDA, VoiceOver, TalkBack or JAWS.
Check that:
- each field has a meaningful label
- instructions are announced at the appropriate point
- required questions are identified
- groups of related options make sense
- error messages are announced
- the reading order is logical.
These checks will not identify every possible accessibility issue, but they can reveal many common barriers before a form is published.
Choosing a form platform
Different platforms suit different purposes. The important principle is to choose the form that creates the least difficulty for users, not the one that creates the least work for its author. Whichever platform you use, you are still responsible for writing, designing and testing the form accessibly.
Teaching and learning activities
For interactive forms used within teaching and learning, consider:
- Blackboard Ultra Forms, including appropriate uses of tests, surveys and Ultra Documents
- HTML forms (a form built directly into a webpage), where suitable expertise and support are available.
These can support responsive, browser-based interactions, but the form must still be designed and tested carefully.
Simple surveys and feedback
Microsoft Forms may be suitable for straightforward surveys, polls and feedback collection.
Administrative processes
Microsoft Lists or SharePoint List Forms may be appropriate when responses need to create or update items within a SharePoint List or support an administrative workflow.
Research
Qualtrics may be suitable for research activities and some postgraduate teaching. Accessible design and testing practices still need to be followed throughout the survey.
Formats to avoid for interactive forms
Microsoft Word, Excel and PDF forms are generally not recommended for interactive digital completion. Word and Excel may be more appropriate for some print-based or offline workflows. Accessible PDF forms require specialist knowledge, careful tagging and thorough testing.
They can create barriers for keyboard and screen-reader users and may be difficult to use on mobile devices. If one of these formats must be used, provide another way for people to respond.
Before publishing
Carry out one final check:
- complete the entire form using only a keyboard
- test it on a mobile device
- zoom and check that the content reflows
- run the available accessibility checker
- trigger and correct an error
- submit a response
- confirm that the completion message is clear
- check that the contact details and alternative response route are easy to find.
Further guidance
General
- Accessible Forms Quick Start
- Accessible Forms Basics guide Use this generic guide every time you create or review a form, regardless of the tool. Then use the specific tool guidance below.
Blackboard Ultra
- Blackboard Ultra Accessible Forms Student Guide (CC 3.19mins YouTube) Blackboard Ultra Accessible Forms Student guide transcript
- Scribe Student Guide: Using Forms in Blackboard Ultra 3mins opens in browser
- Blackboard Ultra Accessible Forms Staff guide (CC 3.31mins YouTube) BBU Forms Staff Guide Transcript
- Accessible Blackboard Forms guide and Student guide: Using Forms in Blackboard Ultra (Scribe guide 3mins)
Microsoft Forms and Sharepoint
- Create an Accessible Survey Using Microsoft Forms (Scribe guide 8 mins) and How to move Ms Forms ownership to a Group (Scribe guide 4 mins)
- Accessible SharePoint List Forms guide & Create a SharePoint Lists Form (Scribe guide 5mins)
Other platforms
- Accessible Qualtrics Forms guide.docx
- Getting Started with Surveys – Qualtrics and Survey Accessibility – Qualtrics Qualtrics Support website
- Accessible PDF Forms guide & Basic create & verify accessible Pdf Forms (Scribe guide 13mins)
- Accessible HTML Forms guide.docx