When procuring software, you will be asked to provide a VPAT (Voluntary Product Accessibility Template) when reaching the accessibility review phase of the Technology Request Process.
Depending on the vendor, you may be provided with a VPAT or how to find the vendor’s VPAT/accessibility compliance. Unfortunately, since accessibility is not required for vendors, accessibility compliance and VPATs are usually unavailable or nowhere to be found.
According to SUNY’s EITA mandate for procurement accessibility, a VPAT is required when requesting software for use by more than one user, especially students.
Below you will find templates for drafting emails to vendors when requesting a VPAT or information regarding accessibility compliance when a VPAT is not availableTo comply with SUNY Policy 6901, Fredonia will need to review technology requests for Electronic Information Technology (EIT) Accessibility. The reviews are to be sure the software conforms to SUNY’s standards. In order to review a request, Fredonia must follow the Technology Request Process (TRP). Part of the process is to collect a Voluntary Product Accessibility Template or VPAT to review. Following TRP is essential and helps SUNY become more accessible to all users.
Some vendors may have VPAT/accessibility compliance info is on their website. However, most do not have the info open to the public. If this happens, contact the vendors with a request for a VPAT.
Please use the sample email below for requesting a VPAT. If the vendor does not have a VPAT use the sample email for requesting more documents.
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NOTE: Please review the vendor’s website BEFORE sending an email to them. They may have an accessibility compliance webpage and/or a VPAT publically availablethat the public can see. |
Sample email for
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a VPAT request from a vendor:
Make sure to replace the bold text below.
Dear [vendor contact name],
Fredonia is committed to creating making a culture of access for an inclusive place for learning and working environment that ensures all campus information resources and technologies are accessible to persons with disabilities. We are therefore required . This ensures that any campus resource and technology is fully accessible to all users. To do this, we have to purchase the most accessible products and services.
The first step of this process is to request a Voluntary Product Accessibility Template (VPAT); . A VPAT is a comprehensive guide for your technology team to help understand the various criteria standards within the template(s), along with the criteria’s application . VPATs also compares the software’s standards to Section 508 and WCAG AA standards. Please send me your VPAT so that we may begin our review process.
If you have not created a VPAT for this product, you can find learn more information on VPATs as well as a template here: www.section508.gov/sell/vpatabout VPATs in Section 508 VPAT Template.
Thank you and please contact me if you have further questions,
[Campus requestor name]
[Contact informationInfo]
Sample email for
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asking a vender to send more documents if a vendor
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does not have a VPAT:
Make sure to replace the bold text below.
Dear [vendor contact name],
Thank you for checking on the for a VPAT availability for this product.
In the absence of a VPAT, can you provide us with any information regarding the accessibility of info about how the product is accessible? For example, what are known supports for accessibility criteriastandards? What are known accessibility gaps of the product and how are those addressed? Do you have clients who require accessibilityaccessible products? If so, can you provide a reference for someone who can speak with us about the accessibility of how your product is accessible? What experiences experience does your team have coding for accessibilitiesaccessible software? What standards are used (e.g. WCAGs)? Do you do testing with users with disabilitiesa visual, or physical impairments? Does your company have a roadmap for accessibility going forward? Have you tested mobile apps with accessibility in mind? Would your company indemnify the college against legal action related to accessibility?
Is there a plan to create a VPAT for this product? We currently Right now, we request and review VPATs at purchase and renewal. For purchases any purchase to move forward, a VPAT will be requested asked for at the next purchase/renewal period. Information on creating making VPATs, as well as a template, may be found here: www.section508.gov/sell/vpatSection 508 VPAT.
Thank you for your assistance,
[Campus requestor name]
[Contact informationInfo]