In line with Rice University’s Policy 851, all digital products and technologies must meet accessibility requirements. When contracting with vendors or third parties for Information Communication Technologies (ICTs), it’s essential to assess the accessibility of their products and their willingness to improve accessibility as needed.
Rice requires that vendors adhere to the W3C Web Content Accessibility Guidelines (WCAG) 2.1 AA to ensure their products are accessible to everyone, including individuals with disabilities.
Contracts for services, software, or applications must include a clause that requires compliance with the American with Disabilities Act. Reach out to the Digital Accessibility team at a11y@rice.edu for the most recent approved accessibility contract language.
Why Assessing Accessibility Matters
Testing and reviewing a product for accessibility before purchasing is critical. Accessibility considerations should be part of every stage of the product lifecycle, from design to implementation, testing, and support. Vendors will have varying experiences with writing credible accessibility documentation, testing their products, and reporting on how they meet or do not meet WCAG 2.1 AA guidelines. Knowing how to identify vendors that will be positive partners in accessibility is vital.
The Digital Information Accessibility Coordinator is available to assist with planning, reviewing, or testing products to ensure they meet accessibility standards. Schedule a consultation to have the Coordinator meet with you and your team.
Key Questions to Ask Vendors About Accessibility
When reviewing potential vendors or integrating accessibility into your Request for Proposal (RFP) or Request for Information (RFI), ask these questions to evaluate their commitment to accessibility:
Design
- At what stage do you incorporate accessibility into your product (e.g., design, development, post-release)?
- Do you have accessibility experts on your design and development team, or do you work with external consultants? If so, which consulting company?
- How do you involve real end-users with disabilities in your design process? Can you provide examples?
Testing
- How do you test your product for accessibility (e.g., in-house quality assurance, external consultants)? If external, which company do you use?
- Do you include real end-users with disabilities in testing? How many, and from which disability groups?
- When do you conduct accessibility testing (e.g., during development, pre-release)?
- Can you share the criteria or matrix used for accessibility testing?
- Will you provide the most recent accessibility report for your product?
Vendor Education and Training
- How do your designers and developers receive accessibility training?
- What accessibility-related conferences or events do you attend?
- Have you worked with individuals with disabilities to demonstrate how your product interacts with assistive technologies?
Documentation
- Do you provide documentation on the accessibility features of your product?
- Are the supported accessibility features listed and explained in detail?
- Where can we access these documents, such as the VPAT, HECVAT and Accessibility Product Roadmap?
- How often are these documents updated? How will updates be communicated to us?
- Who creates the documentation, do you have an independent third party accessibility partner verify your VPAT or HECVAT?
Support
- Does your support staff receive accessibility training?
- Do you have an in-house accessibility expert to handle advanced issues?
- How can users report accessibility feedback or problems? What is the process for addressing these issues?
- Do you offer training to our staff to manage accessibility concerns locally?
How This Information Helps
These questions help determine:
- Whether a vendor prioritizes accessibility in product design and development.
- How they test and improve accessibility features.
- The level of support and training they can provide to ensure ongoing accessibility.
Partnering for Success
Rice University is dedicated to fostering an inclusive digital environment. By working with vendors who prioritize accessibility, we can ensure that all users, including those with disabilities, have equitable access to our digital resources.
For more guidance or support, contact the Digital Accessibility team.