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Buying Accessible Digital Products and Services

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At the University of Rochester, we are committed to procuring accessible digital products and services. Ensuring accessibility is key—not only for the digital assets we create, but also for those we acquire from vendors.

What is digital accessibility?

Digital accessibility means that websites, web applications, and other digital resources must be usable by everyone. This includes individuals with disabilities or those who use assistive technologies like screen readers, adaptive keyboards, or speech-to-text software.

Many accessible design practices end up benefiting everyone, regardless of their abilities. Ensuring our digital products and services are accessible is essential for effective communication with all our users.

Why accessibility matters

Prioritizing accessibility ensures:

  • Inclusivity: Everyone can engage with the University’s online resources.
  • Legal Compliance: Avoids legal risks.
  • Reputation: Safeguards the University’s commitment to its Meliora values.
  • Usability: Enhances user experience and increases usage.

The University of Rochester’s Digital Accessibility Policy

Our Digital Accessibility Policy applies to many digital assets, including digital products and services from suppliers. Purchasers must ensure that suppliers creating, hosting, or managing digital products comply with our accessibility requirements.

Steps to buying accessible digital products

  1. Conduct Supplier Research: Choose suppliers with a strong commitment to accessibility.
  2. Specify and Communicate Requirements: Clearly outline your accessibility needs. Refer to our Letter to Suppliers: Accessibility Requirements (PDF, sign-in required).
  3. Validate Accessibility: Assess the supplier’s accessibility maturity and review the product’s accessibility.
  4. Include Accessibility in Contracts: Ensure contracts have accessibility assurances with the University of Rochester Digital Accessibility Contract Addendum (Word document, sign-in required).

Evaluating supplier’s accessibility maturity

A supplier’s maturity in accessibility reflects their commitment to inclusivity. A mature program shows the supplier:

  • Is fully aware of and ready to address accessibility issues
  • Understands accessibility beyond technical standards

Assess a supplier’s maturity by asking relevant questions. Refer to our Supplier Accessibility Assessment Questions (Word document, sign-in required) for guidance.

Evaluating VPATs or ACRs

Voluntary Product Accessibility Templates (VPATs) and Accessibility Conformance Reports (ACRs) provide information on product accessibility. Note that:

  • VPATs may lack credibility if suppliers have limited accessibility knowledge.
  • These reports don’t cover custom services like website or software development.

When reviewing VPATs, check for characteristics of a reliable ACR/VPAT, and consult our digital accessibility team for verification, if needed.

Requesting exceptions to the Digital Accessibility Policy

If a supplier’s product does not meet accessibility standards, request an exception by completing the Digital Accessibility Exception Request. This request should include:

  • A detailed explanation of why the product qualifies for an exception.
  • An Equally Effective Alternative Access Plan (EEAAP) describing how information will be made accessible until full compliance is achieved.
  • A roadmap for meeting policy standards over time. Review the roadmap template (Word document, sign-in required) for guidance.

The exception process helps document cases and provides the University with valuable data on efforts to improve digital accessibility.

Creating an Equally Effective Alternative Access Plan (EEAAP)

An EEAAP ensures that individuals with disabilities have equivalent access to information and services. Key elements include:

  • Inaccessible Technology: Identify the technology, owner, target audience, and specific barriers (e.g., missing ALT text, captions).
  • Impacted Users: Specify who is affected and how.
  • Alternative Access: Propose solutions providing equivalent outcomes.
  • Responsible Party: Define who is responsible for implementing the plan, with contact details.
  • Timeline: Provide a clear implementation timeline.
  • User Support: Offer instructions for seeking assistance.

The department or unit using the technology is responsible for developing and maintaining the EEAAP.

Services to support accessible procurement

The University of Rochester’s digital accessibility team  within University Communications and Marketing offers:

  • Guidance on assessing supplier accessibility.
  • Evaluation of high-risk digital resources.
  • Review of accessibility documentation.
  • Advice on best practices.

For support, contact us at digitalaccessibility@rochester.edu.

Supplier’s accessibility feedback

We value your feedback on accessibility experiences with our suppliers. Share insights on how well our suppliers meet accessibility standards to help us identify areas for improvement. Send your feedback via to digitalaccessibility@rochester.edu or use our intake form.