Accessibility Review During Procurement Processes

It is important that you consider accessibility well before you purchase the product. An accessibility review consists of multiple steps and often involves communication between multiple parties. Contact the Digital Accessibility Office – Accessibility Coordinator (DAOAC) for assistance and guidance.

Please note the Department of Justice (DOJ) revised Title 28 Code of Federal Regulations (CFR) Part 35 effective June 24, 2024, with additional requirements regarding specific technical standards for accessibility for services, programs, and activities offered by state and local government entities through web and mobile applications. Software, including web and mobile applications, utilized/procured/purchased by Tarleton should be conformant with all WCAG 2.1, Level AA requirements by April 24, 2026.

Technology is important in our daily lives, workplaces, and learning environments, so we want to make sure our technology is accessible for all our users, whether they are our prospective or current faculty, staff, students, alumni, friends, retirees, donors or visitors. In order to do this, technology that is to be used by more than yourself (knowing your own abilities) must go through an accessibility review process.

Entering the Review Process

Your technology purchase may go into this review process via:

Review by the DAO and/or OITS Security Team

We may ask you a number of questions regarding how your technology works in order to determine the compliance of the product before you purchase it:

  • Is it a new or renewed purchase?
  • Who (all) is using the product?
  • What is/are the goal(s) of the product?
  • What does the product itself produce, if anything (e.g. word processor document format, video application)?

These questions allow us to interpret the answers the vendor selling you the product provide on the Voluntary Product Accessibility Template (VPAT).

ACR/VPAT Assessment

The VPAT is a rubric designed to help vendors determine how they are compliant with each guideline in our accessibility standards. The latest VPAT version (VPAT version 2.5) aligns with up to WCAG 2.2 guidelines.

Once the vendor completes the VPAT (which is then referred to as an ACR), the OITS department analyzes the results and the Tarleton DAO/EIRAC, in collaboration with the TAMUS Digital Accessibility Office, reviews it for compliance or non-compliance.

If it is approved, the DAO/EIRAC will move it through procurement routes or inform the purchaser that no further action is needed at this time.

Note: An exemption from accessibility standards can be approved for certain technologies per Texas Department of Information Resources (DIR) TAC §213.37. Please review the list and inform the DAO/EIRAC of any exemption status the vendor may be able to provide

Exception Requests for Non-Compliant Products

If it is not approved, you will be provided with an exception request to have signed by the president/their designee. The DAO/EIRAC will provide the reasons for non-compliance. You will provide the reason an exception should be allowed (e.g. strategic goals, learning outcomes, legal mandates) and what support your department or unit will provide users. If the president/their designee approves your exception request, all applicable parties will receive a copy of the exception request, and you will be approved to move forward with your purchase.

Active exceptions will only be valid up to April 24, 2026. Exceptions beyond this date must be conformant with updated federal requirements per the DOJ updated Title 28 CFR Part 35 effective June 24, 2024. Software requestors should be in contact with their vendors prior to this date to ensure conformance with the updated federal requirements.

References

State Rules and Guidelines