Create Accessible PDF’s
Adobe Acrobat Professional 10
Cryssel Vera
cvera@csus.edu | 916-278-2847
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Create Accessible PDF’s
Objectives
▪ To learn what accessibility elements are
needed to create an accessible PDF.
▪ To understand how to apply these
elements in your documents.
▪ To create an accessible PDF Document.
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Create Accessible PDF’s
Accessibility Resources
▪ Accessibility Information for Instructors
▫ http://www.csus.edu/accessibility/instructors.ht
ml
▪ The CSU Accessible Technology Initiative
▫ http://www.calstate.edu/accessibility/
▪ Accessibility at Sacramento State
▫ http://www.csus.edu/accessibility/index.html
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Create Accessible PDF’s
Accessibility Resources
▪ Professional Development for Accessible
Technology
▫ http://teachingcommons.cdl.edu/access/index.
html
▪ Accessible Instructional Materials Guides
▫ http://www.csus.edu/accessibility/guides.html
▪ Technology Learning Center
▫ http://www.csus.edu/irt/fsrc
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Create Accessible PDF’s
What are Instructional Materials?
▪ Electronic Distributed Materials
▫ Syllabus
▫ Word Docs, PPT, PDF, WebPages
▪
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Textbooks
SacCT Course Content
Faculty Website Content
Videos and Audio…
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Create Accessible PDF’s
Accessible Documents
▪ Documents that are designed and
structured to be used effectively by people
with disabilities.
▪ Can be accessed by assistive technology
devices/software:
▫ Screen Reader – JAWS
▫ Magnification Software – ZoomText
▫ Scan/Read – Kurzweil
▫ Assistive Technology Showcase Devices
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Crète Accessible Pds
Accessible Documents
▪ Other factors to keep in mind are:
▫ Content Language
▫ Learning styles
▫ Access to technology (specific software)
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Digital Divide
HTML most accessible format, ubiquitous
Cross platform Formats (compatibility): .rtf, .html
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Crète Accessible Pds
Accessible PDF Scenario
▪ Open Accessible PDF Example
▪ Ease in Navigating Content when content
is accessible
▪ What does a blind user hear?
▫ Use JAWS: Ctrl + Alt + J - “Jaws for Windows
▫
is Ready”
Use JAWS keyboard commands
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Create Accessible PDF’s
JAWS Basic Key Commands
▫ Insert + down arrow = Say All,
▫ CTRL = Interrupt Speech
▫ Insert + Up Arrow = Say Line,
▫ Insert + Left Arrow = Say prior word
▫ Insert + Right Arrow = Say next word
▫ Insert + F6 = List of Headings
▫ Insert + F7 = List of Links
▫ Insert + F9 = List of Frames
▫ Insert + F5 = List of Form fields
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Create Accessible PDF’s
Why an Accessible PDF?
▪ Provides access to all users including
those who have a disability,
▪ Benefits everyone: learning styles,
assistive technology user needs
▪ Facilitates process to convert into
alternate formats
▪ It’s the right thing to do!
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Create Accessible PDF’s
Accessibility Best Practices
▪ Start with an accessible source document
▫ Styles and formatting
▫ Alternative Text Descriptions…
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Convert to PDF using Create PDF option
Review tags and order panel information
Add document language
Run Quick and Full Accessibility Checks
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Create Accessible PDF’s
Accessibility Elements
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PDF contains readable text
PDF contains tags
Logical Reading Order and Structure
Alternative Text for Images
Document language is defined
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Create Accessible PDF’s
Accessibility Elements
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Descriptive Labels for Links
Table Headers are identified
Review with Assistive Technology
Electronic – Multiple Formats
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Create Accessible PDF’s
Source Document Structure
▪ How is your document organized?
▫ Contains a title?
▫ Contains different sections?
▫ Lists?
▫ Layout?
▫ Combination of text and graphics?
▫ Use of links?
▫ How should my document be read so that it is
coherent?
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Create Accessible PDF’s
Styles and Formatting
▪ Use Styles and Formatting to Add Structure to
document: Home Tab > Styles Group
▪ A Style is predetermined formatting for text in terms of:
▫ Font type,
▫ Font size,
▫ Spacing,
▫ Indentation,
▫ Font color,
▫ Font purpose e.g. Heading, Paragraph, List
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Create Accessible PDF’s
Apply Styles and Formatting
▪ Apply Heading Styles to:
▫ Section Titles
▫ Anything that would appear on a TOC
▪ Use Styles Group to format Headings
▫ Paragraph Group adds the look but not the
underlying structure!
▪ Format lists via Paragraph or Styles group
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Create Accessible PDF’s
Exercises
▪ Go to:
http://www.csus.edu/accessibility/dev/pdfworkshop.html
▪ Download: “Syllabus Make Me Accessible”
document and save to desktop.
▪ Quickly edit to make accessible. You will convert
this into a PDF format shortly.
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Crète Accessible Pds
Make Available in Electronic Format
▪ Word .doc, RTF, PDF, or HTML
▫ Word 97 – 2003 Document (Can be opened in
version 2007 and 2010)
▪ First step in making document accessible
▪ Facilitates process to convert into
alternate formats
▫ Large print, Braille, mp3 audio etc.
▪ Saves Time
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Crète Accessible Pds
Converting Into PDF
Portable Document Format “PDF”
▫ MS Office 2010 has Save As PDF option
▫
available, no need to install add-ins or have
acrobat installed.
Save As PDF
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Create Accessible PDF’s
Converting into PDF
Portable Document Format “PDF”
▫ MS Office 2007:
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Buy Adobe Acrobat Standard/Pro – Create PDF
Button
‾
‾
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Acrobat Tab > Create PDF
Office Button > Save As > “Adobe PDF”
Install MS Office Add-in to Save Files as PDF/XPS
▫ MS Office 2003
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Buy full Adobe Acrobat Standard/Pro to have Adobe
PDF Menu and “Convert to Adobe PDF” button
option
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Create Accessible PDF’s
Recommendation for Mac Users
▪ Office for Mac
▫ Cannot create tagged PDF from Office on Mac
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File > PDF
Add Tags in Adobe Acrobat: Review, Repair, Review
process…
▫ Use OpenOffice for Mac
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File > Export as PDF > General Tab > select “tagged
PDF” checkbox
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Crète Accessible Pds
Save as HTML
▪ Hyper Text Markup Language
“HTML”
▫ File > Save As > Web Page “Filtered”
▫ Filtered option does not carry over
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unnecessary information
Carries over Alt Text, Table Headers, links
Edit in Dreamweaver or other web editor
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Create Accessible PDF’s
Save as RTF
▪ Rich Text Format “RTF”
▫ File > Save As > RTF
▫ Read across different word processing
applications
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Create Accessible PDF’s
Try it!
▪ Convert “Syllabus Make me Accessible”
into a PDF
▫ Use Acrobat Tab > Create PDF button
▫
or
File Menu > Save As > “Adobe PDF”
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Create Accessible PDF’s
PDF Accessibility
▪ Logical Reading Order
▪ Underlying Tags for structural elements,
images, tables, and other content
▪ Alternative text for images
▪ Table Headers defined for data tables
▪ Document Language Defined
▪ Field Descriptions for Form Fields
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Create Accessible PDF’s
Stages to an Accessible PDF
▪ Prepare- Accessible source doc and
correct conversion method
▪ Stage 1 – Review: Check your PDF for
Accessibility
▪ Stage 2 – Correct: Repair accessibility
problems
▪ Stage 3 – Final Review: Re-run
accessibility checks
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Create Accessible PDF’s
Accessible PDFs: The Process
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Create Accessible PDF’s
Items to Remember
▪ Use Adobe Acrobat v. 8 or higher to create
PDF’s
▪ Achieving PDF accessibility will vary
between documents
▫ Depends on the complexity of document
structure
▪ Mac users will need to take extra steps to
ensure PDF accessibility
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Create Accessible PDF’s
PREPARE DOCUMENT
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Create Accessible PDF’s
Prepare source document
▪ Source document contains logical reading
order and structure, styles and formatting
elements
▪ Source document is converted into PDF
format correctly
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Create Accessible PDF’s
Exercise #1: Preparation Stage
1. Prepare the file in Word &
convert to PDF.
2. Open File in Adobe Acrobat
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Create Accessible PDF’s
STAGE 1: REVIEW
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Create Accessible PDF’s
Check for Tags
▪ File > Properties > Description tab >
Advanced Area> Tagged PDF? Yes/No
▪ View > Show/Hide > Navigation Panes >
Tags
▫ Expand Tags Tree
▫ Click “Highlight Content” under Options
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Create Accessible PDF’s
Open Accessibility Tools
▪ Display Accessibility Tools
▫ View > Tools > Accessibility
▫ Tools will expand on right side of screen
▪ Tools Include:
▫ Reading Order Options, Quick Check, Full
Check, Accessibility Report, Add Tags,Touch
Up Reading Order
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Create Accessible PDF’s
Adding Tags to PDF’s
▪ Add Tags to PDF
▫ View > Tools > Accessibility > Add Tags to Doc.
▫ Adobe adds tags to PDF and generates a
Confidence Report.
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Indicates areas that may not be tagged as desired
and items on pages that you need to review
Provides hints for repair
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Create Accessible PDF’s
Quick Accessibility Check
▪ Under Accessibility tools click the Quick
Check button
▪ Results window will indicate if Accessibility
issues were found
▪ Detects if tags are missing (structure)
▪ Use full check for thorough check
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Action Wizard – Create
Accessible PDF’s
▪ File > Action Wizard > Create Accessible
PDF’s
▫ Add document properties, accessibility
options, and run accessibility test.
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Add document Description
Instructions
Remove Hidden Information
Add Tags to Document
Accessibility Full Check
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Create Accessible PDF’s
Add Document Language
▪ Tells screen reader language content
should be read back
▪ File > Properties > Advanced Tab >
Reading Options > Select “English”
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Create Accessible PDF’s
Reading Order
▪ Structured and coherent for assistive
technology
▪ Open Order Panel:
▫ View > Show/Hide > Navigation Panes > Order
▪ You can view, re-order and re-tag content
▪ Page Properties for Reading Order
▫ Page Thumbnails Panel > Select a Page >
Page Prop. > Use Doc Structure
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Create Accessible PDF’s
Re-Order Content
▪ Content (item blocks) is assigned a
number & read back in that order
▫ Item blocks begin with #1 on each page
▪ Drag and drop items in order panel to reorder
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Create Accessible PDF’s
Assess Reading Order
▪ Order Panel – Look at Items blocks
▪ Save as “Text Accessible”
▫ File > Save As > More Options > Text
(Accessible)
▪ Use Assistive Technology (spot check)
▫ JAWS
▪ Adobe Read Out Loud Feature
▫ View > Read Out Loud > Activate ROL
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Create Accessible PDF’s
Reading Order Tips
▪ Reading Order is best when source
document is accessible and converted
correctly
▪ Accessibility depends on proper tagging
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Create Accessible PDF’s
Accessibility Reports
▪ Full Check
▫ Accessibility Tools > Full Check
▪ Accessibility Full Check Window
(Settings):
▫ Check by Section 508 Standard
▪ Report Results
▫ Detailed Report –structure errors, Summary of
Errors, Hints for Repair
▪ Repair
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Create Accessible PDF’s
Exercise #2: Stage 1 Review
1. Run Through Stage 1
Review:
 Tags,
 Language,
 Reading Order…
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Create Accessible PDF’s
STAGE 2: CORRECT
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Create Accessible PDF’s
Key Steps
▪ Correct problem areas identified in Full
Check
▪ Use Tags and Order Panels
▪ Open TouchUp Reading Order Tool
“TURO”
▫ Accessibility Tools > TouchUp Reading Order
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Create Accessible PDF’s
Touch Up Reading Order Tool
▪ TURO used along with Order Panel
▫ How to select item blocks on document panel
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and in order panel
How to select content that is not yet identified
on order panel
Designation Types - TURO and Context Menu
(right click on content)
Re-order items if needed – drag and drop
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Create Accessible PDF’s
Tag Images and Add Alt Text
▪ For untagged images:
▫ Select Item Block > Right Click > Tag as Figure
▫ Select Item Block > TURO > Click Figure
button
▪ Add Alternative Text
▫ Right Click > Edit Alternate Text
▫ Alt text provides function and context
information
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Create Accessible PDF’s
Background Content
▪ Background Content Includes:
▫ Empty item blocks
▫ Decorative Images
▪ Designate as Background:
▫ Select Item > Right Click > Tag as Background
▫ Select Item > TURO > click Background button
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Create Accessible PDF’s
Tables
▪ Are Table Headers missing for Tagged
Tables?
▪ Table Headers appear as TH on tags tree
▪ TH help screen reader users navigate
table content.
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Create Accessible PDF’s
Add Table Headers
▪ Select Table > Right Click/TURO > Table
Editor
▪ Assign Table Headers
▫ Right Click Header Cell > Table Cell Properties
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Cell Type: Header,
Scope: Column
‾
Data Cell? Select Cell type of “Data” and scope “none”
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Create Accessible PDF’s
Tables – Add Table Summary
▪ Table Summary provides function and
context of table information
▪ Select Table > Right Click > Context menu
“Edit Table Summary”
▫ Type information in Table Summary area
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Create Accessible PDF’s
Create Links
▪ Links should carry over from source document
▪ Create Accessible Links
▫
▫
Page View > Select Tool (arrow and cursor icon)>
Select Content > Right Click> Create Link
Select appropriate link action and click next
▪ Test Link and verify that tag for link is
created in tags tree “Link Objr”
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Create Accessible PDF’s
Security Settings
▪ Ensure security settings allow for Assistive
Technology Access
▫ File > Properties > Security Tab or
▫ Tools > Protection
▫ If restricting printing/editing:
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“Enable text access for screen reader devices for
visually impaired” (see permissions)
Changes Allowed Drop Down >“Allow Filling Form
Fields, Signature Fields”
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Create Accessible PDF’s
Tags Panel
▪ Ensure all corrections are reflected in Tags
panel
▪ Review Tags panel and Edit Tags if
necessary
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Create Accessible PDF’s
Exercise #3: Stage 2 Correct
1.
2.
3.
4.
Review Report
Edit Alt text for image
Identify Table Headers
Change Designation of an
Item
5. Create a Link
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Create Accessible PDF’s
STAGE 3: FINAL REVIEW
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Create Accessible PDF’s
Key Steps
▪ Run Accessibility Checks
▫ Tags
▫ Document Language
▫ Reading Order
▫ Full Check
▪ Save your PDF
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Create Accessible PDF’s
ADVANCED TOPICS
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Create Accessible PDF’s
Scanning to Adobe Acrobat
▪ Create from Scanner
▪ Document Settings:
▫ Make Searchable (Run OCR) is checked
▪ See “Scanned Documents and Forms”
section in Accessible PDF Manual
http://www.csus.edu/accessibilty/guides.html
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Create Accessible PDF’s
Forms
▪ Convert to PDF so resulting PDF is not
Tagged (Print to PDF option)
▪ Add Form Controls in Adobe before adding
Tags manually.
▪ Ensures tags are correctly created for form
fields in PDF document.
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Create Accessible PDF’s
Add Form Controls
▪ Have Adobe recognize form fields in doc
▫ Tools > Accessibility > Run Form Field
▫
Recognition
Adobe automatically detects form fields
▪ Form Editing Mode
▫ Use form tools to edit content e.g. Add new
field
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Create Accessible PDF’s
Edit Form Fields
▪ In Forms Editor Mode: Select Tab Order >
Show Tab Numbers
▪ In Fields pane: Manually drag and drop
form fields to correct location
▪ Form fields missing?
▫ Use “Add New Field” option, select appropriate
field type and apply to appropriate content on
page
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Create Accessible PDF’s
Form Field Tooltips
▪ Serve as instructions for users of assistive
technology
▪ Indicate actions to complete in form field
▪ Screen reader announces tooltip to users
when in forms view
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Create Accessible PDF’s
Add Tooltip to Form Fields
▪ Add Tooltip for each field
▪ Double click a Field > Type Tooltip
▫ For a “Name” field you can use the tooltip
▫
▫
“First Name”
Insert + F5 brings up Forms Fields with tool tip
instructions for JAWS users
“Name Edit”
▪ Verify that all form fields are in place
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Create Accessible PDF’s
Add Tags to Form
▪ Close form editing mode:
▫ Tasks Pane > Close Form Editing
▪ Add Tags: Advanced > Accessibility > Add
Tags to Document
▪ Tags Panel displays on screen
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Create Accessible PDF’s
Reviewing Tags and Order
▪ Open Tags and Order view
▫ Expand tags and verify that form fields are
▫
▫
tagged correctly
Notice the reading order should display form
fields
Edit as necessary
▪ Save document when you are done editing
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Create Accessible PDF’s
Summary
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Create an Accessible source document
Convert into PDF correctly
Review and Correct
Save changes
Make available once accessible
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Create Accessible PDF’s
Need More Help?
Contact:
Cryssel Vera
Instructional Materials Specialist
cvera@csus.edu, 278-2847