Why Accessibility Documentation Matters

Accessibility documentation provides insight into how well a product supports users with disabilities and whether it aligns with required accessibility standards such as WCAG 2.1 Level AA.

Requesting this information during procurement helps:

  • Identify accessibility gaps before purchase
  • Compare products based on accessibility features
  • Reduce the need for remediation after implementation
  • Support compliance with federal and state accessibility laws

Vendors should be prepared to demonstrate how their products meet accessibility expectations.

Understanding VPAT vs. ACR

It is important to distinguish between a VPAT and an ACR, as they are closely related but not the same.

What is a VPAT?

A VPAT (Voluntary Product Accessibility Template) is a standardized form created by the Information Technology Industry Council (ITI). It provides a structured format for documenting how a product meets accessibility criteria.

  • It is a template, not the final report
  • Vendors use it to evaluate their product against accessibility standards
  • Multiple versions exist (e.g., WCAG, Section 508, EU standards)

What is an ACR?

An Accessibility Conformance Report (ACR) is the completed version of a VPAT.

  • It is the final report provided by the vendor
  • It documents how the product conforms to accessibility standards
  • It includes detailed responses to each applicable accessibility criterion

In short:

  • VPAT = the form/template
  • ACR = the completed, filled-out report

What to Request from Vendors

When evaluating a digital product or service, request the most current ACR (VPAT completed using the WCAG 2.1 format).

Key expectations include:

  • The ACR should address WCAG 2.1 Level AA criteria
  • It should include clear explanations, not just “Supports” responses
  • It should reflect the current version of the product
  • It should be recent and actively maintained

If a vendor does not have an ACR available, this may indicate that accessibility has not been fully evaluated.

How to Review an ACR

When reviewing an Accessibility Conformance Report, look for:

  • Detailed explanations of how accessibility criteria are met
  • Identification of partial support or known issues
  • Transparency about limitations or gaps
  • Evidence of accessibility testing and validation

Be cautious of reports that indicate full compliance without explanation or supporting detail.

Using ACRs in Procurement

Accessibility documentation should be used as part of a broader evaluation process. While an ACR provides valuable information, it should be:

  • Reviewed alongside demonstrations or testing
  • Compared across multiple vendors when possible
  • Used to inform decision-making and risk assessment

If accessibility gaps are identified, they should be addressed before procurement or documented as part of an exception process.

ACRs are a Shared Responsibility

Securing and reviewing ACRs is a shared responsibility across procurement teams, IT staff, and accessibility resources. Engaging vendors early and asking informed questions helps ensure that accessibility is considered throughout the lifecycle of a digital product.

Summary

Accessibility Conformance Reports are a key tool for evaluating digital accessibility:

  • A VPAT is the template vendors use
  • An ACR is the completed report you receive
  • Both are essential for assessing compliance with accessibility standards

By requesting and reviewing ACRs, Texas A&M can make more informed decisions and help ensure that digital resources are accessible to all users.