When working with third-party software vendors, every UVA employee plays a key role in ensuring that the tools we purchase, license, or use meet digital accessibility standards.

When engaging with a vendor:

Ask About Accessibility Early

• Include accessibility requirements in RFPs, contracts, and renewal discussions.
• Request the vendor’s Accessibility Conformance Report (ACR), which is commonly called a VPAT (Voluntary Product Accessibility Template). If you don’t know what to ask for, you can use the wording below in our “Dear Vendor” letter template.

Review and Evaluate Software Accessibility

• Share accessibility documentation with the Digital Accessibility Team or other experts in digital accessibility in your respective areas.
• Ask clarifying questions if accessibility details are vague or incomplete.

Include Accessibility in Agreements

• Work closely with Procurement to ensure that your contracts include language requiring accessibility compliance and remediation timelines.
• Confirm that software updates or new versions continue to meet accessibility standards.

Dear Vendor Letter Template

Please feel free to use the template below when you reach out to third-party software vendors:

Subject: Request for Accessibility Information for [Product/Service]

Dear [Vendor Name],

As you may be aware, recent federal regulations under the Americans With Disabilities Act require that all web content and mobile apps used in University services, programs, and activities meet the WCAG 2.1 AA accessibility standards.

 To ensure compliance with this legal requirement and ensure an accessible experience for all users, we are requesting information about 1) the accessibility features of [your product/service name]; and 2) whether your product adheres to WCAG 2.1 AA accessibility standards as required by the University of Virginia’s policy on Information Technology Accessibility 3) for areas of partial- or non-conformance, your accessibility roadmap and timeline for remediation.

The Voluntary Product Accessibility Template (VPAT) is a common instrument for communicating the accessibility of your products to the University. If you have a current VPAT, please submit it as soon as possible. If you do not, and cannot certify the accessibility of your product, then, per Virginia code § 2.2-3503, we may require you to obtain and provide one at your expense. Any areas of nonconformance must be documented with a vendor-paid and completed Vendor Accessibility Roadmap highlighting what accessibility issues need to be addressed and the timeline upon which you intend to address them.

The University of Virginia expects vendors to actively maintain and improve accessibility features within their products and services. Should any accessibility concerns arise related to this product or service going forward, we request prompt communication and collaborative efforts to address them. There are resources available for vendors from the W3C Web Accessibility Initiative and organizations such as WebAIM, among others, that you might find useful.  

Thank you for your partnership.

Sincerely,

[Your Name]
[Your Title]
University of Virginia