When a technology product does not have a VPAT/ACR or if that document indicates the product does not meet our accessibility standards, an exception request is required. Below are the steps in the Digital Accessibility Exception Process:
- If a VPAT/ACR is available, fill out the VPAT review request: https://uark.teamdynamix.com/TDClient/33/Portal/Requests/TicketRequests/NewForm?ID=xq-UfbOvhBw_&RequestorType=ServiceOffering. Reviewing the VPAT/ACR can take up to a week.
- If there is no VPAT/ACR available, or if the VPAT/ACR receives a low score (under 3/5), fill out the Digital Accessibility Exception Request form: https://uark.teamdynamix.com/TDClient/33/Portal/Requests/TicketRequests/NewForm?ID=8OwFgXLFvso_&RequestorType=ServiceOffering.
- If the request is for software used for teaching purposes, the exception request must be filled out by the faculty member using the software.
- The IT Accessibility Team will review the Exception Request and may request further information. Tickets are usually addressed within a week, but resolution may depend on a response from the requestor if there are questions.
- The IT Accessibility Team will determine if the software qualifies for a limited use waiver or if it requires an exception. Limited use waivers can be granted in situations where the software has few users and the use of the software is not required for a class or an employee's role.
- Note that VPAT/ACR documents and accessibility exceptions are for the software itself, not any content created by the software. For example, for Wordpress and other web content management systems, this process addresses accessibility related to the process of creating and updating websites, not the actual user experience of the website. Content will need to be reviewed separately. A plan for this can be made during the exception request process.
- If an exception is required, the IT Accessibility Team will review the VPAT/ACR and/or the software to determine the accessibility gaps. These will be documented in the exception request.
- The IT Accessibility Team will meet with the requestor to discuss the accessibility gaps and discuss potential impacts and accomodation strategies. An accommodation specialist from CEA or OEOC will be included in the meeting. The requestor must commit to this plan. This will be documented in the exception request.
- The requestor will also commit to following up with the vendor to ask for a VPAT to be created, for the current VPAT/ACR to include better documentation and/or for improvements to be made to the accessibility of the software.
- The EIT committee will review the exception request, accessibility review, accommodation plan, and VPAT/ACR remediation plan and provides guidance on next steps. This committee meets every three weeks. The EIT committee’s guidance will be documented in the exception request.
- The appropriate associate dean, general counsel’s office and CIO will provided with the exception request, accessibility review, accommodation plan and EIT guidance. All three must approve for the software purchase to move forward. This approval may be contingent on improvements to the accessibility of the software, or more research on alternative products before the next renewal. If this is the case, an alternative plan should be agreed on if these improvements are not carried out.
- The exception must be renewed yearly. If the vendor has not provided a VPAT, the requestor will need to request one before every renewal.