Very Short Version
(For those who don't want to read the rest of this page)
Before you can buy or start using a certain types of digital products or services (or renew a contract for an existing product or service), we need to make sure it can be fully used by people with disabilities. Products and services that will be used by students or members of the public that include web, mobile, or kiosk components have required reviews and approvals, while other types of digital products can be submitted for voluntary review. You'll need to answer a few basic questions about the product or service and submit an acknowledgment form, and the vendor will be required to submit information. If you're requesting a new Canvas tool/LTI integration, the Learning Management Systems (LMS) Admin team at Information Services will take care of communicating with the DAA and vendors for you. If you have any questions, just email the DAA, and they'll meet with you via Zoom to explain things and provide whatever help they can!
Details
(For those who want to have a better understanding)
Why do we include accessibility in the process?
Many products and services were not designed to be inclusive, and can be difficult or even impossible for people with disabilities to use. By using those products or services at UO, we're discriminating against people with disabilities and violating their civil rights.
In addition to our ethical obligation to ensure that we're not discriminating against people with disabilities, it's also required by federal law (Title I and II of the Americans with Disabilities Act of 1990 and Section 504 and 508 of the Rehabilitation Act of 1973, specifically).
This applies to any digital content (which includes anything accessed on a computer or mobile device, like web pages, Word documents, and software), whether it's going to be used by students, employees, or even the general public, but web and mobile content (including web pages, mobile apps, web apps, online videos, and common document formats linked online) and kiosk systems are subject to stricter new federal rules.
What if no one with a disability needs to use a product or service?
Unless you're the only person who will be using a product or service, you have no way to know whether a disabled person will be using it. Many impairments and conditions are not visible or obvious, people with disabilities have no obligation to tell you, and stigma and discrimination have created an environment where disclosing disabilities and neurodivergence is a risk. As a result, you should never assume that a person isn't disabled or that they aren't neurodivergent, even if you've asked them.
(Please don't ask anyone whether they're disabled! If you need to know about accommodation needs in order to ensure that people have full access to something, just ask whether anyone needs accommodations. Asking about disabilities is inappropriate unless you're their medical doctor.)
Even if no one who will be using the product or service today has a disability, that doesn't mean there won't be someone later. Disabilities can appear at any time, meaning that someone who isn't disabled today may be disabled tomorrow. Additionally, if a new employee is hired or a new student joins a class, they may have a disability.
How do I start the accessibility review process?
If you've already submitted the procurement to PCS, the Digital Accessibility Architect will reach out to you (PCS will contact the DAA). The DAA will provide you with instructions on what you need to do.
If you have not yet submitted the procurement to PCS (or if you don't plan to go through PCS), submit a Request for Digital Accessibility Procurement Review or email the DAA. They'll let you know if they have any questions, and will send you detailed instructions on what you need to do.
What information do I need to provide for the accessibility review?
Basic Product Information
First, we collect basic information about a product or service, how it will be used, and who will use it. These questions need to be filled out by someone requesting the procurement who is knowledgeable about how it will be used (typically, the person who will be using or deploying it, not just an administrator who submits purchase requests).
You'll be given instructions and a form to fill out when you start the process, and you can find an example on the Collecting and Submitting Information page.
Acknowledgment of New Rules and Responsibilities
Second, you'll need to submit a form acknowledging your understanding of new federal rules and changes to our procurement processes. You can review the text of the department acknowledgement statement (UO access only) ahead of time.
Questions for Vendors
We also need some information from vendors. The person or department procuring the product is typically responsible for sending this form to the vendor - it must be filled out by the vendor, not by UO staff. If the request is for a new Canvas tool/LTI integration, the Learning Management Systems (LMS) Admin team will communicate with the vendor. When you contact the Digital Accessibility Architect to start the review process, they'll provide you with instructions. Details about what the form includes are provided on the Information for Vendors page.
How do we evaluate accessibility?
Compliance Reports (ACRs/VPATs)
For any existing product or service (i.e., something that isn't being custom-made for UO), we ask vendors to provide an Accessibility Conformance Report (ACR) using the VPAT.
The VPAT (Voluntary Product Accessibility Template) is a federal standard for disclosure of digital accessibility compliance, including details of any violations. It's important that vendors fill it out using the required accessibility standard (WCAG 2.1 AA), that it be current (because products change over time), and that it be complete (they can't skip anything and they need to provide details of any rule violations). Ideally, we want an ACR that was filled out by a third party, because vendors frequently fill them out incorrectly (often because they lack the expertise to evaluate accessibility).
Remediation/Compliance Plans
A remediation or compliance plan documents a vendor's plans for bringing a product or service into compliance with accessibility requirements. These plans include timelines for fixing any issues identified, so a vendor will typically need to check with their development team and project managers before they can provide one. An "Accessibility Statement" (a broad statement from a vendor that they value accessibility and are working on improving their products, but providing no concrete details) is not sufficient.
What if the product or service I want isn't fully accessible?
If a product or service doesn't meet digital accessibility standards right now, it likely can still be procured right now, but with stricter federal rules coming into effect on April 24, 2026, we may not be able to continue using it past that date if the vendor does not resolve all accessibility issues.
That doesn't eliminate the university's responsibility to ensure that people with disabilities can use it in the meantime, however. University departments are responsible for ensuring accommodations or alternative means of access are available to all users with disabilities.
What about custom products or services, like website and software development?
If you're having a vendor create something new (for example a new website, custom software, or deliverables like reports or videos), we need to put appropriate accessibility requirements into the contract language. We also may request that the scope of work be adjusted to include digital accessibility – if the vendor determines that it will take longer or be more expensive to ensure that the final product is accessible, that needs to be accounted for. Finally, in some instances, we may ask the vendor to provide examples of prior work that meets accessibility standards, so that we can be confident that they'll be able to deliver an accessible product.
What about new Canvas tools/LTI integrations?
The Learning Management Systems (LMS) Admin team is responsible for managing the implementation of external tools in Canvas at UO. When you request a new tool integration for Canvas (also called an "LTI") to add functionality, the LMS Admin team will work with the Digital Accessibility Architect and vendor to handle the process outlined on this page. The LMS Admin team may have questions for you, but they'll be your single point of contact and will take care of most things.
What if there isn't time for an accessibility review?
If you're worried about having enough time, the best thing to do is start the process early. You can email the DAA to begin an accessibility review before you go to PCS. You can even plan to have the entire accessibility review and exemption process completed before you start working with PCS, so it won't introduce any delays.
In some cases, that's not possible, however. If you're just starting the procurement process for a product or service and it's critical that the contract is approved or renewed within two weeks, you can apply for an Emergency Exemption Deferral. Emergency exemption deferrals allow the procurement to move forward without the full accessibility review/exemption process being completed first, but the full process still needs to be followed after the contract is signed (according to a specific timeline and process). Deferrals only apply to digital accessibility reviews - they don't impact security or other reviews or requirements needed for procurement.
What if I have questions or need help?
This is a new process and can feel overwhelming, but you're not being left to navigate it on your own (and fortunately, it's not as complicated as it may seem at first). The Digital Accessibility Architect is here for you! While they won't fill out forms for you, they can explain the process, answer questions, read over drafts and provide feedback, etc. Just send them an email and tell them you'd like to chat – they're happy to meet with you via Zoom or Teams (or phone, if you don't like video chats)!