All web or mobile-based software used at UVA must meet digital accessibility standards (WCAG 2.1 AA) and provide equitable access to people with disabilities.

Considering a new software product for purchase or adoption? Use this guide to assess the product and take action.

Step 1: Determine Accessibility Review Criteria

As we are developing the process, we are limiting our manual reviews to software that meets the following criteria:

1. Enterprise-wide applications managed by Information Technology Services
2. Enterprise-wide applications managed by the Center for Teaching Excellence

In late 2026, the scope of eligibility will be broadened to encompass a wider range of software tools.

Step 2: Gather Documentation 

Accessibility Conformance Report

If the software you plan to purchase requires a digital accessibility review, please gather accessibility documentation from the third-party vendor in the form of an accessibility conformance report. This is typically  going to be in the form of a Voluntary Product Accessibility Template (commonly called a VPAT). Make sure that the VPAT is for the exact software(s) that you wish to purchase and that it is relatively up to date, typically within one year. If the conformance reports are not readily accessible, you may have to ask for them from the vendor. We have a template email that you can use in your outreach to the vendor. 

If your vendor needs a VPAT template you can provide this VPAT template (docx) to them.

Accessibility Roadmap

When the conformance report shows areas of partial conformance or non-conformance, it is helpful to also obtain their accessibility roadmap. This outlines the areas of partial- or non-conformance with an outline for how and when they plan to fix it. A roadmap is commonly needed, and we have an example of an accessibility roadmap [Word] available for review.

Note: If the vendor asks you to sign an NDA in order to receive the reports, please do not sign an NDA on behalf of the University. Typically, vendors do this because they have collated their accessibility information with other documentation that may be sensitive, such as security information, in an area of their website that requires additional security measures before you can access it. Instead, request that they send the accessibility documentation separately. If you need further guidance, please contact Procurement at [email protected]. 

Step 3: Request Accessibility Review

Submit a Digital Accessibility Review Request from the Digital Accessibility Team. Please make sure to upload the accessibility documentation from the vendor. Once reviewed by subject matter experts, you will receive a notice that the software has either been approved or denied. If denied, you may choose to move on to Step 5 below.

Step 4 (if needed): Request a Temporary Exception

Consistent with Virginia state code, exceptions may allow for the adoption of non-accessible technology, provided that the use of such technology does not result in individuals with disabilities being denied the benefit of any program, service, or activity provided by the University. Typically, exceptions will be authorized for one year.

To submit a temporary exception, please fill out the Temporary Exception Form. On the form, you must provide a detailed description as to why conformance with the IRM-008 is not technically feasible or would cause undue hardship. Note: insufficient funds of a particular unit will not be considered a valid reason for an exception, except in extraordinary circumstances and as approved by the Digital Accessibility Team (DAT). The form also asks you to develop an Equally Effective Alternative Access Plan detailing how information will be made available to individuals with disabilities until conformance with the policy is achieved.

The Digital Accessibility Team will review requests within 30 days. If the Digital Accessibility Team approves the request, it may be signed by department/unit leaders. Such designated signers agree to take on responsibility for monitoring progress on the status of temporary exceptions and reporting periodically to the Digital Accessibility Team.

Step 5 (if needed): Submit Approval and Documentation to Procurement

If your software is going through the Procurement process, please submit the approval and any relevant documentation to Procurement to move forward with your request.

Step 6: Implement Product and Maintain Accessibility

After the procurement process, maintain product accessibility as part of your ongoing management of the product and the vendor.

• Maintenance and management is the responsibility of the unit that purchases or manages the product.

• Determine and assign appropriate resources to manage the service or product, liaise with the vendor, respond to complaints, and take action over time.