Purchasing and Using Accessible Software

Even small or low-cost software purchases can introduce accessibility barriers. Accessibility should be considered before purchasing or adopting any digital tool to ensure it can be used by all individuals, including those with disabilities.

This page outlines recommended steps to follow when purchasing or adopting software outside of a formal procurement or RFP process, in accordance with the Software, Systems, and Applications Standard.

Accessibility Considerations When Purchasing Software

1

Determine the Need

Before selecting a tool:

  • Identify how the software will be used (e.g., instruction, job functions, public use).
  • Consider who will use the tool (students, employees, or the public).
  • Check whether an existing, approved, or more accessible solution is already available.
 
2

Check Accessibility Information

Before purchasing or adopting the tool:

  • Look for accessibility information on the vendor’s website or research the product’s accessibility online.
  • Request a Voluntary Product Accessibility Template (VPAT) or Accessibility Conformance Report (ACR), if available.
  • Watch for red flags, such as:
    • No accessibility documentation.
    • Vague or unsupported accessibility claims.
 
3

Evaluate Accessibility Risk

Consider the impact of any accessibility limitations:

  • Is the tool required for a course or job function?
  • Will it be used by a large audience?
  • Are there known accessibility barriers?
  • If accessibility issues are identified:
    • Consider alternative tools.
    • Document known limitations.
    • Plan for how access will be provided if needed.
 
4

Know When to Involve Digital Accessibility Services

Contact Digital Accessibility Services if:

  • The tool will be used in a course or required for students.
  • The tool is required for employees to perform job functions.
  • The tool will be used by a broad or public audience.
  • You are unsure how to evaluate accessibility documentation or risk.
 
5

Use and Monitor the Tool

After adoption or purchase:

  • Monitor for accessibility issues.
  • Address reported accessibility barriers, such as inaccessible interfaces, missing alternative text, or other usability issues affecting users with disabilities, in a timely manner and work with Digital Accessibility Services (DAS) as needed.
  • Reassess accessibility if the tool is updated or used in new ways.

Sole Source Purchases

In some cases, only one product may meet the functional or academic need. Accessibility should still be considered in these situations.

  • Document known accessibility barriers.
  • Work with Digital Accessibility Services to assess risk.
  • Determine whether a remediation plan, or an accessibility exception may be needed.

Adopting or Using Existing Software

Accessibility considerations also apply when using tools that were not purchased directly, including:

  • Free tools or applications.
  • Software selected for use in courses.
  • Tools already in use within a department.

Before using these tools:

  • Review available accessibility information.
  • Consider potential barriers for users.
  • Follow the steps above to evaluate risk and determine next steps.

Need Help?

Digital Accessibility Services can help evaluate accessibility, review documentation, and recommend next steps.