How do I request a VPAT and what do I do if a vendor doesn't have a VPAT?

1 Introduction
2 Sample email for a VPAT request from a vendor:
3 Sample email for asking a vender to send more documents if a vendor does not have a VPAT:

Introduction

To 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.

NOTE: Please review the vendor’s website BEFORE sending an email to them. They may have an accessibility compliance webpage and/or a VPAT that the public can see.

Sample email for a VPAT request from a vendor:

Make sure to replace the bold text below.

Dear [vendor contact name],

Fredonia is committed to making a culture of access for an inclusive place for learning and working. 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 guide for your team to help understand the various standards within the template(s). 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 learn more about VPATs in Section 508 VPAT Template.

Thank you and please contact me if you have further questions,
[Campus requestor name]
[Contact Info]

Sample email for asking a vender to send more documents if a vendor does not have a VPAT:

Make sure to replace the bold text below.

Dear [vendor contact name],

Thank you for checking for a VPAT for this product.

In the absence of a VPAT, can you provide us with any info about how the product is accessible? For example, what are known supports for accessibility standards? 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 accessible software? 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? Right now, we request and review VPATs at purchase and renewal. For any purchase to move forward, a VPAT will be asked for at the next purchase/renewal period. Information on making VPATs, as well as a template, may be found here: Section 508 VPAT.

Thank you for your assistance,
[Campus requestor name]
[Contact Info]