Why Accessibility Matters in Procurement
By prioritizing accessibility before purchasing technology, the university can reduce barriers, support compliance, and ensure that digital resources are usable by all members of the campus community.
When accessibility is not considered during procurement, institutions risk introducing barriers that limit access to programs, services, and information. Addressing accessibility after purchase can be costly, time‑consuming, and, in some cases, impossible to fully remediate.
By evaluating accessibility before procurement, departments can:
- Ensure equal access to digital tools and services
- Reduce the need for retrofitting or replacement
- Support compliance with state and federal laws as well as university standards
- Deliver more usable and effective solutions for all users
Accessibility Review Before Purchase
All digital products and services should undergo an accessibility review prior to purchase or implementation. This includes:
- Software platforms and applications
- Cloud-based services and vendors
- Hardware, including digital signage and kiosks
- Websites and web applications
- Instructional tools and learning technologies
The review process helps determine whether a product aligns with accessibility standards and identifies any risks or gaps that should be addressed before adoption.
Vendor Engagement and Responsibilities
Conversations with vendors are a critical part of the procurement process. Departments should clearly communicate accessibility expectations and ensure vendors understand and can demonstrate compliance.
Key considerations when working with vendors include:- Confirming conformance with WCAG 2.1 Level AA standards
- Understanding how the product supports users with disabilities
- Requesting accessibility documentation, such as a VPAT (Voluntary Product Accessibility Template)
- Asking how accessibility is maintained, tested, and improved over time
Accessibility should be treated as a core requirement — not an optional feature — when evaluating vendor solutions.
Legal and Compliance Requirements
Public institutions of higher education are required to provide accessible digital services under federal law. This includes:
- Americans with Disabilities Act (ADA) Title II
- Section 504 of the Rehabilitation Act
These laws require that individuals with disabilities have equal access to programs, services, and activities, including those delivered through digital technologies. Conformance with WCAG 2.1 AA is widely recognized as the standard for meeting these obligations.
Planning and Responsibility
Procurement accessibility is a shared responsibility across departments, IT, procurement staff, and accessibility resources. Engaging the appropriate stakeholders early in the process helps ensure that accessibility considerations are properly evaluated and documented.