What Is Digital Accessibility and Why Does It Matter?

Digital accessibility means that websites, applications, and digital tools can be used by everyone, including people with disabilities. This includes individuals who use screen readers, captions, keyboard navigation, screen magnification, voice recognition software, or other assistive technologies.

Making digital products accessible:

• Supports our legal obligations under the Americans with Disabilities Act (ADA) and related regulations
• Ensures equal access to learning, work, and services for students, employees, and the public
• Reduces institutional risk and costly retroactive fixes
• Improves usability for everyone, not just people with disabilities

Public colleges and universities are required to provide accessible digital content and tools, including third-party software and web-based products used across campus.

What Standard Does PSU Need to Follow?

Universities must ensure that digital products meet Web Content Accessibility Guidelines (WCAG) version 2.1, Level AA. For more information, please review State of Kansas Policy ITEC 1210-P.

WCAG is an international standard developed by the World Wide Web Consortium (W3C). WCAG 2.1 Level AA is the accepted technical standard for accessibility in higher education and is referenced in federal guidance for state and local government entities.

WCAG is based on four core principles, often called POUR:

• Perceivable – Users must be able to see or hear content, such as captions for videos
• Operable – Users must be able to interact using a keyboard or assistive technology
• Understandable – Content and navigation must be clear and predictable
• Robust – Content must work reliably with assistive technologies

Why Are VPATs and ACRs Required Before Procurement?

Before software or web-based products are purchased, accepted by donation, or renewed, accessibility must be evaluated. This evaluation is documented using either a:

• VPAT® (Voluntary Product Accessibility Template) – the standard template vendors use to report accessibility
• ACR (Accessibility Conformance Report) – the completed VPAT with the vendor’s test results

VPATs are developed by the Information Technology Industry Council (ITI) and are the leading global format used to document conformance with WCAG, Section 508, and other accessibility standards.

Requiring VPATs and ACRs helps the university:

• Verify accessibility before a contract is signed
• Compare products fairly using consistent criteria
• Identify accessibility risks early
• Meet legal and policy obligations

How Do I Read a VPAT or ACR?

A VPAT or ACR is organized in table format. Each row aligns to a specific WCAG requirement.

Key Columns You Will See

• Success Criterion
  The accessibility requirement being evaluated, such as keyboard access or color contrast
• Conformance Level
  How well the product meets the requirement. Common ratings include:
  • Supports – The product meets the requirement with no known issues
  • Partially Supports – Some parts meet the requirement, while others do not
  • Does Not Support – The requirement is not met
  • Not Applicable – The requirement does not apply to the product
• Remarks and Explanations
  The vendor explains how the product meets, or does not meet, the requirement. This is the most important section to read carefully.

As a Purchaser or Reviewer, What Should I Look For?

When reviewing a VPAT or ACR, ask:

• Is the VPAT recent and tied to the specific product and version being purchased?
• Does it specifically address WCAG 2.1 Level AA?
• Are most criteria marked Supports?
• Are any Partially Supports or Does Not Support items critical to core functionality?
• Are the vendor’s remarks clear, specific, and detailed?

Red flags include vague language such as “planned,” “in progress,” “limited,” or “best effort” without timelines or details.

If significant accessibility issues exist, procurement should pause and consult ITS or the Digital Accessibility team before moving forward.

What Happens If a Product Is Not Fully Accessible?

Not all products are fully accessible today. When issues are identified, options may include:

• Selecting a different, more accessible product
• Completing a PSU Digital Accessibility Exception Form, which will require the development of an Equally Effective Alternative Access Plan (EEAAP) when appropriate

See below for the types of questions that you will see in the Exception Form in regard to an EEAA.

Note: Accessibility risk must always be reviewed and documented before purchase or renewal.

What Should Be Included in an Equally Effective Alternative Access Plan (EEAA)?

An Equally Effective Alternative Access Plan documents how users will still be able to complete required tasks if a product is not fully accessible. Information for the EEAA is embedded in the PSU Digital Accessibility Exception Form. We are supplying these same questions on this page to give you a heads up on what to expect. Departments should answer the questions below in clear, plain language.

Learning Activities (Students Only)

Describe how students will use this product as part of their coursework.

Examples:

• Accessing a digital textbook
• Watching instructional videos
• Completing assignments or online quizzes
• Recording or watching speeches or presentations
• Using web-based academic applications

Response:

Product Information

• Product name:
• Vendor:
• Department requesting purchase:
• Intended audience: Students / Employees / Public-Guests / Contractors

Activities for Employees, Public/Guests, or Contractors

Describe how non-student users will interact with the product.

Examples:

• Productivity or job-specific applications
• Watching videos or recorded content
• Using web applications or forms
• Video conferencing or chat platforms
• Data entry, spreadsheets, or automated tools

Response:

Possible Alternate Activities or Access Methods

List alternative ways users can complete required activities if they cannot use the product.

Examples may include:

• Screen readers or text-to-speech software
• Screen magnifiers or browser zoom
• Paper-based quizzes or exams
• Downloadable or printed textbook content
• Text transcripts for videos without captions
• Short replacement videos available outside the product, such as YouTube
• Recording speeches using a phone or tablet and sharing privately
• Delivering presentations in small face-to-face groups

Response:

How Will the Alternative Access Be Provided?

Describe who will provide the alternative access and how it will be delivered.

Consider:

• Can your department support this directly?
• Will assistance be needed from ITS, Accessibility Services, the Library, or another campus unit?
• How quickly can alternative access be provided once requested?

Response: 

Responsible Party

• Name:
• Title:
• Contact information:

Communication Plan

Describe how users will be informed that alternative access is available.

Examples:

• Statement in course syllabus
• Department or program website
• Internal documentation for staff
• Instructions provided to public users or contractors

Response:

Annual Review

An annual review of this EEAAP is required.

• Person(s) responsible for review:
• Department:
• Review schedule:

The completed review form must be submitted to Institutional Compliance.