Last Updated: May 11, 2023
What is a PDF?
PDF stands for Portable Document Format. It is designed to make a document accessible regardless of software, hardware, and operating systems. However, it does need a viewer. Viewers are typically free. Adobe Acrobat Reader is a viewer. Preview is the viewer that comes with a Mac. When in view mode, a PDF is not editable, but a student can use an annotation tool to “write on top of it”.
PDF files can become editable through the purchase of additional software, but then this becomes redundant to other word processing applications.
How do I use PDFs?
At HPDS, our assistive technology is accessible online. Many teachers assign classwork and homework via Google Classroom. One of the formats for a worksheet is PDF. When a student opens the PDF worksheet with TextHelp PDF Reader called OrbitNote (https://chrome.google.com/webstore/detail/texthelp-pdf-reader/feepmdlmhplaojabeoecaobfmibooaid?hl=en-GB), the student can use the assistive technology s/he needs. There is a click-to-speak feature that allows students to highlight words, sentences or paragraphs from a PDF and a text-to-speech feature will read it to them. There is also a Typewriter Annotations Tool that allows students to type onto the worksheet or even use Voice Typing.
Snap&Read is another assistive technology that allows students to highlight words, sentences or paragraphs from a PDF. It also has a text-to-speech feature that will read the text to the student. Snap&Read has added features allowing students to annotate on PDFs. Here is the link to the Chrome extension - https://chrome.google.com/webstore/detail/snapread/mloajfnmjckfjbeeofcdaecbelnblden?hl=en
Devices need a PDF viewer. On a PC, the most common viewer is Adobe Reader (aka Acrobat Reader). On a Mac, a viewer comes installed called Preview, but Adobe Reader can also be downloaded. Adobe Reader is free.
How does this help students?
A PDF is a digital worksheet. When students have access to information in a digital format, they can use their assistive technology tools, like text-to-speech, voice typing or keyboarding.
Here are a few examples:
- Vocabulary development is a common skill students practice across the content areas. When a worksheet is converted to a PDF, a student can use their assistive technology to unlock the pronunciation of more advanced language and focus on comprehension.
- Part of completing an assignment is understanding and following directions. A student can use text-to-speech to reinforce their understanding of what to do.
- Sometimes, a student’s handwriting legibility prevents him/her from having the ability to communicate in written form when answering questions on a worksheet. When you take this obstacle away, and give a student the ability to keyboard their answers onto the worksheet, the worry over the print format goes away and a student can focus on an answer that the teacher can read and understand.
- Sometimes, a student’s hands may fatigue when keyboarding, so being able to immediately switch to Voice Typing assists them with completing the assignment and prevents them from falling behind in their work.
What are the steps to converting a paper worksheet into a PDF?
There are a number of methods and programs that easily convert a paper worksheet to a PDF.. Here is a list of some ways to do this. Most of the time, a student will need an adult to help them, but some older students may also be able to do this independently.
- Snap&Read has a feature on the iPad which allows a student to take a picture of a worksheet and immediately import it into Snap&Read. It also has a feature to OCR the PDF making it readable and able to use the annotation features.
- Install an app called Genius Scan (free for basic features).
- For iPhone or iPad https://itunes.apple.com/us/app/genius-scan-pdf-scanner/id377672876?mt=8
- For Android https://play.google.com/store/apps/details?id=com.thegrizzlylabs.geniusscan.free&hl=en
- Find a copier that has the Scan to PDF with OCR enabled feature so the worksheet can be converted to a PDF and emailed to the teacher. OCR stands for Optical Character Recognition. It is software that takes the print from a hard copy and converts it to digital text.
- There are other apps for iPads that use the Camera to instantly take a picture of the worksheet and allow the student to annotate on it using the same app. They can then share it with their teacher. SnapType is one of these apps - https://itunes.apple.com/us/developer/snaptype/id1124115980?ign-mpt=uo%3D8
- Some documents are available in Microsoft Word. Depending on how the document is formatted, it might upload to Google Docs easily, but if not, a Word document can also be converted to a PDF by going to Save As and choose .pdf format or go to Print and choose PDF. (It would seem that going to Print would print the document, but the option to convert it to a PDF is also located here.)
What else is good to know about working with PDFs?
- Font type is important for a text-to-speech reader. The recommended fonts are Arial, Comic Sans, Century Gothic, Verdana, Trebuchet and Calibri. These fonts make it easier for text-to-speech software to identify the letters because they are not swirly.
- Font size is also important for a text-to-speech reader. Increasing the View percentage on the PDF also makes it easier for the text-to-speech software to identify the letters and read accurately.
- A PDF can be uploaded into Google Drive and converted into a Google doc, but the formatting may not be the same.
How much does it cost?
Converting a worksheet from a paper copy to a PDF ranges from free to around $20, depending on the app chosen.
Does it work on other devices?
Yes. Macs, PCs, Android devices, iPhones and iPads.
What do I need to know when my student transitions?
- Find out the devices a student will be using.
- Determine which programs will be used to annotate on the PDFs based on the assistive technology your students needs and uses.
- Determine how worksheets will be converted to PDFs and who will be responsible for this. Be sensitive to time and audience.
When would a student use this?
A student would need a PDF when s/he is expected to complete worksheets that require reading or providing short answers. Graphic organizers or concepts maps may be appropriate to convert to a PDF depending on how much text is required within the provided space. Worksheets with higher vocabulary might also be a good fit. Working with a PDF covers all subjects, including math. It really depends on what the student needs, not what is convenient.
Where can I find more information?
How Does Optical Character Recognition Help Kids With Reading Issues?
*Please note that technology and pricing is always changing. This document reflects the most recent known information as indicated by the Last Updated Date at the top of the page.