Procure Accessible Software

The University procures ICT that is universal in design and accessible to all individuals, including individuals with disabilities. In the event this is technically infeasible or imposes undue burden, the University ensures an equally effective accessible alternative. All ICT must meet the applicable accessibility standards set forth in  Section 508 of the Rehabilitation Act of 1973, as amended (Sec. 508), the  Americans with Disabilities Act of 1990, as amended (ADA), and  University of Nevada, Reno Benchmarks for Measuring Accessibility

Please be aware that software up for renewal needs to be reviewed before the end of the subscription (annual) or contract (multi-year) period. For information regarding whether an ICT needs to be submitted for review and by when, please see Step 2 below.

Please send questions or comments to saio@unr.edu and the ICT Accessibility team will respond as soon as possible.

ICT Procurement Process

STEP ONE: Gather Information and Required Documents

STEP TWO: Submit for ICT Review

  • Complete and submit the ICT Procurement Form (formerly called Software Accessibility Review Form) and attach accessibility documentation from step one above.
  • An ICT Procurement Form must be completed for each requisition whether it is for a new product/service or it is an existing product/service being renewed.  
  • Submiting a procurement request before a renewal is key.
    • The ICT Accessibility Team prefers that you submit your ICT Procurement Form at least 90 days before renewal to allow for processing, reviewing, and testing (if needed).
    • 60 days is workable, but can lead to possible overdue invoices.
    • 30 days is generally unreasonable and difficult to meet, especially if there's a lack of documentation, the vendor is unaware of accessibility, or testing is needed.  This scenario will most likely lead to overdue invoices.
  • If you are procuring a new product/service, it is highly recommend that an accessibility clause be added to the contract or terms and conditions before signing.  The accessibility clause should state that the vendor is responsible for ensuring the product/service is, and continues to be, accessible according to the University's Benchmarks for Measuring Accessibility as described in the University's Accessibility Policy & Procedures (i.e. WCAG 2.0 Level AA) during the duration of the contract and that if any accessibility issues arise, the vendor will address the issues in a timely manner or collaborate with the University if necessary. The cost of remediation should be covered by the vendor, where applicable (i.e. vendor’s templates versus customer created content).

STEP THREE: ICT Review Process

  • If the product is student- or public-facing, it may also require internal testing to identify any potential critical barriers to access and clarify any questions regarding the VPAT. You will be contacted with more details if such testing is necessary. You will receive a written report of findings and a recommendation of next steps once the VPAT review and the internal test, if applicable, are complete.
  • If your accessibility review documentation indicates the product or service is not accessible, the ICT Accessibility Team may recommend one or more of the following options:
    • Select an Alternative Option. For new software, select a more accessible solution if one is available.  If this is a renewal, determine if competing software is more accessible and select the software that best meets the accessbility standards.
    • Request accessibility issues be resolved by the vendor.  In the case of renewals for student- or public-facing software, request the vendor resolve any outstanding issues before renewal.
    • Complete an Equally Effective Alternative Access Plan (EEAAP). If it is not technically possible to make the software you are procuring accessible, or if doing so would require a fundamental alteration or would result in undue financial and administrative burdens, work with your vendor and the ICT Software Accessibility Review to develop an Equally Effective Alternate Access Plan and submit to the Committee for approval.  If portions of the EEAAP cannot be completed, an additional exception may need to be approved by the University's Exception Authority.
  • If your procurement is for a website that is publicly available and doesn't require a login to use, and said website is determined to have outstanding accessibility issues either through automated, manual or functional testing, a Website Remediation Plan (WRP) will need to completed and signed by the appropriate parties.  The Website Remediation Plan (WRP) will detail what issues exists, how those issues will be corrected, who will correct the issues and by when.  Per the University's Accessibility Policy & Procedures, the requestor will have 60 days to bring the website into compliance.  Addtional time may be granted on a case-by-case basis.