In alignment with SUNY Policy 6901, Fredonia will need to review technology requests for Electronic Information Technology (EIT) Accessibility conformance. 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 part of the compliance process and SUNY’s commitment to accessibility.
Some vendors may have VPAT/accessibility compliance information available on their website. However, the majority do not have the information publicly available. If this happens, the vendors need to be contacted 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.
NOTE: Please review the vendor’s website BEFORE sending an email to them. They may have an accessibility compliance webpage and/or a VPAT publicly available.
Sample email for requesting a VPAT from a vendor:
Make sure to replace the bold text below.
Dear [vendor contact name],
Fredonia is committed to creating a culture of access for an inclusive learning and working environment. This ensures all campus information resources and technologies are accessible to to all users. We are therefore required 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 within the template(s). VPATs also compares the software’s criteria 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 learn more about VPATs in Section 508 VPAT Template.
Thank you and please contact me if you have further questions,
[Campus requestor name]
[Contact information]
Sample email for requesting more documents if a vendor doesn’t have a VPAT:
Make sure to replace the bold text below.
Dear [vendor contact name],
Thank you for checking for possible VPATs for this product.
In the absence of a VPAT, can you provide us with any information regarding the accessibility of the product? For example, what are known supports for accessibility criteria? What are known accessibility gaps of the product and how are those addressed? Do you have clients who require accessible products? If so, can you provide a reference for someone who can speak with us about how your product is accessible? What experience does your team have coding for accessibilities? What standards are used (e.g. WCAGs)? Do you do testing with users with a 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 request and review VPATs at purchase and renewal. For purchases to move forward, a VPAT will be requested at the next purchase/renewal period. Information on creating VPATs, as well as a template, may be found here: Section 508 VPAT.
Thank you for your assistance,
[Campus requestor name]
[Contact information]