Working with vendors and VPATs

• What is a VPAT
• If you are buying an IT product
  • Problem purchases
• If you are selling an IT product

What is a VPAT

A Voluntary Product Accessibility Template (VPAT) is a form that vendors fill out to self-report on their product's compliance with legal standards for IT accessibility.

ASU requires all suppliers of IT products and services to make available a completed VPAT for their products. ASU accepts the following Information Technology Industry Council VPAT forms:

• For digital and web-based products, ASU accepts the current Web Content Accessibility Guidelines (WCAG) Edition (VPAT 2.5 WCAG (November 2023)).
   
• For other IT products, such as hardware, ASU accepts the current Revised Section 508 Edition (VPAT 2.5 508 (November 2023)).

Also see: ASU IT Accessibility Guidelines: Procuring IT Products.

If you are buying an IT product

Before purchasing an IT product or service, ASU personnel and departments should follow these steps:

1. Obtain a VPAT from the vendor.
2. Review the VPAT.
3. Verify the VPAT.

1. Obtain a VPAT from the vendor.

Before you purchase digital or other IT products for ASU, you should obtain a VPAT (sometimes called an accessibility conformance report, or ACR) from the vendor.

ASU departments should first look on the vendor's website for a VPAT detailing how the product meets WCAG or Section 508 accessibility standards. If you can't find an online document, ask your sales representative for their VPAT, or call the vendor using the contact information on their website. 

If the vendor is unable or unwilling to supply a VPAT, look for another product that is accessible and meets your needs.

2. Review the VPAT.

Scan the VPAT (which is in table form). If you see a “Partially Supports” or “Does Not Support” in the Conformance Level column, the product is not fully accessible.

In this case, ask the vendor for a remediation roadmap, including timelines and interim workarounds to allow access by individuals with disabilities while repairs are being made. 

If the vendor is unable or unwilling to supply timelines or a roadmap or assist with workarounds, look for another product that is accessible and meets your needs.

3. Verify the VPAT.

Because VPATs are self-reported claims completed by the vendors, they should be verified whenever practical.

• Conduct an internal accessibility evaluation of the product, using methods such as:
  • Check the product with just a keyboard (no mouse). Can you access all features and operate all controls?
  • If the product is web-based, check its pages with the ASU Web Accessibility Audit tool or with a browser accessibility checker such as WAVE or Siteimprove.
  • Test the product with assistive technologies, such as a screen reader. If possible, involve actual users with disabilities in product testing.
• Consult an independent third party to evaluate the product or service for accessibility

If testing indicates that a product is not accessible, obtain a remediation roadmap from the vendor, including timelines and interim workarounds to allow access by individuals with disabilities while repairs are being made. 

If the vendor is unable or unwilling to supply such a roadmap or assist with workarounds, look for another product that is accessible and meets your needs.

Problem Purchases

If the vendor is unable or unwilling to supply a VPAT or equivalent, or if the review indicates the product is not accessible and the vendor is unable or unwilling to supply a remediation roadmap, it is best to look elsewhere for another product that is accessible.

However, sometimes no other more accessible product exists that meets your needs. In these cases, contact your dean, department head, or distributed technology (DT) lead to alert them to the situation and the need to:

1. Ask the supplier (or hire a third-party vendor) to remediate the accessibility issues and
2. Provide an accessible, equivalent alternative for people with disabilities until the product is made fully accessible. 

It is the department's responsibility to supply alternative workarounds for individuals with disabilities and to ensure that vendors submit remediation roadmaps and follow through on commitments to remediate accessibility issues.

If you are selling an IT product or service

ASU affiliates who wish to sell or share an IT product or service often are asked to supply a VPAT. Of the four types, complete the VPAT best suited to your customer base:

• Section 508 Edition (VPAT 2.5 508 (November 2023)): for U.S. federal government customers
• EN 301 549 Edition (VPAT 2.5 Rev EU (November 2023)): for customers in the European Union
• WCAG Edition (VPAT 2.5 WCAG (November 2023)): for other countries and non-federal U.S. customers
• International Edition (VPAT 2.5 INT (November 2023)): incorporates all three of the above standards

Almost all countries have adopted the W3C Web Content Accessibility Guidelines (WCAG) as their conformance standard. However, it's best to ask what type of documentation an international customer requires, as most countries have their own accessibility laws and requirements. Completing the VPAT 2.5 INT will give the most coverage.

Here some resources on how to fill out a VPAT for your ASU IT product or service:

• How to Create an Accessibility Conformance Report Using A Voluntary Product Accessibility Template (VPAT)
• VPAT101: Introduction to the Voluntary Product Accessibility Template