Guidelines: Third Party Content Accessibility

Publisher and Vendor Content Accessibility Guide

What counts as “publisher” or “vendor” content?

Anything not created by VCSU but used for instruction, services, or operations, including:

Textbooks and test banks
Slide decks (e.g., PowerPoint)
Documents, worksheets, handouts
Multimedia (audio, video, interactive labs)
Publisher/learning platforms where students access content or submit work (e.g., MyMathLab)
Any third‑party tool, website, plug‑in, or technology platform required or recommended by VCSU for students, employees, or the public

Why must this content be accessible?

VCSU’s Digital Accessibility Policy and Information Technology Approval Policy (V1201.01) require all Information and Communication Technology (ICT), whether created in‑house or purchased, to be accessible to people with disabilities.

This obligation is also grounded in the Americans with Disabilities Act (ADA) Title II and enforced by the U.S. Department of Justice (DOJ), which has made clear that public entities’ digital services must be accessible.

Faculty, staff, and departments are responsible for ensuring the accessibility of anything they adopt or assign.

Key governing laws, policies, and procedures:

ADA Title II & DOJ guidance/rules: Federal civil-rights requirements for accessible digital services provided by public entities.
Section 508 & WCAG 2.1 AA: Technical standards referenced by policy and procurement reviews.
SBHE Policy 1203.1: Requires websites, software, and web apps to meet Section 508 & WCAG 2.1 AA.
NDUS Procedures 1200.1, 1201.1, 1201.2: Define the IT acquisition and review process.
NDUS Procedure 1203.7: Covers secure data classification and handling.
NDUS Procedure 840: Governs contract review and purchasing thresholds.

Bottom line: If VCSU buys it, licenses it, or tells people to use it, we must verify accessibility.

What is a VPAT? What is an ACR?

VPAT (Voluntary Product Accessibility Template): A blank template created by the Information Technology Industry Council (ITI) that outlines how a product conforms to accessibility standards (e.g., Section 508, WCAG 2.1). Vendors fill it out to report conformance.
ACR (Accessibility Conformance Report): The completed VPAT (or equivalent report). It summarizes test results and declares how well the product meets each requirement. When you ask a vendor for their “VPAT,” they will typically send you an ACR.

Tip: Accept PDF/Word/HTML formats. Check that the report is current (ideally less than 2 years old) and references WCAG 2.1 AA.

Quick Checklist

Before you adopt a tool or assign publisher content:

Look for an existing VPAT / accessibility report.
If none exists, request one from the vendor.
Submit the VPAT and details through the “Request to Use New Software, Website, or Web Service” form on One Stop.
Record all communication with the vendor.
If issues remain, work with the EIT Coordinator/Web Accessibility Specialist on alternatives or an exception plan.

How to determine if the content is accessible if the content is accessible

Step 1: Check for an existing VPAT

Search VCSU/NDUS’s internal list or repository of approved products (link or location here).
Ask your department or the Web Accessibility Specialist if a review already exists.

Step 2: Request a VPAT from the vendor

Use or adapt this template if you can’t find documentation:

Subject: Request for VPAT and Accessibility Documentation

Hello,

Valley City State University (VCSU) is committed to digital accessibility for all students, employees, and users. To evaluate your product, please provide:

A current Voluntary Product Accessibility Template (VPAT) or equivalent accessibility conformance report (ACR)
Any supporting documentation demonstrating compliance with WCAG 2.1 AA and Section 508

Helpful references:

VPAT 2.4 (Section 508 Edition)
About the VPAT
Overview of WCAG 2.1

Thank you for supporting accessibility at VCSU.

Sincerely,[Your Name / Title]

Remember: Save all emails and files; you’ll upload them with your request.

Step 3: Submit the VPAT and documentation

Complete the “Request to Use New Software, Website, or Web Service” form on One Stop and attach:

Scope of use (course number, department, public vs. student use, etc.)
Data the product will store or transmit (note any private/restricted data)
Accessibility barriers you discovered or the vendor reported

No VPAT? Upload the vendor’s response and any notes about barriers or why a VPAT wasn’t provided. An exception may still be possible if justified.

Troubleshooting vendor accessibility

If the VPAT is missing or shows non‑compliance:

Look for alternate tools that are known to be accessible.
Contact the EIT Coordinator or Web Accessibility Specialist for help vetting options.
Do not deploy the product until a review is complete.

Requesting an accessibility exception

If the product is essential and no accessible alternative exists, you may request a temporary exception. Submit (via the same One Stop form):

Documentation of the accessibility issues
Justification for essential use
Accommodation plan (e.g., alternative formats, manual remediation, individual support)

Note: Exceptions are temporary. VCSU must continue working toward compliance or replacement.

Need help?

EIT Coordinator: Joe Tykwinski, joe.tykwinski@vcsu.edu
Web Accessibility Specialist: Debbie Dramstad, debra.dramstad@vcsu.edu