Policy 5208: Digital Accessibility

Category: Facilities, Operations, IT
Subcategory: Information Technology
Covered Individuals: Employees, Students, and Visitors
Responsible Executive: Provost and Executive Vice President
Policy Custodian: Digital Accessibility Services, Digital Accessibility Officer
Last Revised: 2026/08/07
Previous USU Policy Number: 559
Download the PDF File for Policy 5208

5208.1 PURPOSE AND SCOPE

Utah State University (USU) is committed to providing equal access to all University programs, services, and activities provided through Digital Technology, in accordance with University Digital Accessibility Standards, applicable state and federal laws, and University policies. All University Units, including academic colleges, departments, administrative Units, centers and institutes, and all employees, faculty, student employees, volunteers, and contractors who create, manage, or procure covered Digital Technology on behalf of the University are responsible for adhering to this Policy.

This Policy is intended to do the following:

Establish Accessibility standards for Digital Technology.
Define roles and responsibilities for implementing digital Accessibility.
Provide a framework for training, monitoring, exception handling, and grievance resolution.

This Policy applies to all Digital Technology, including but not limited to the following:

Websites and web content that are owned, funded, or maintained by USU, including public-facing websites, intranet sites, and web applications under University domains or otherwise representing the University.
Course and instructional content, including but not limited to content housed in learning management systems (e.g., Canvas, Learn Blue), web-based instructional tools, digital course packets, and online assessments.
Digital documents and media created, used, or distributed for official University purposes, including PDFs, word processing files, presentations, spreadsheets, forms, videos, audio content, and images.
Software, systems, and applications (including cloud-based and locally installed software) that are developed, acquired, or used by the University to conduct its programs, services, or business operations. This includes free, paid, trial, and open-source tools.
Digital signage, kiosks, and other electronic interfaces used by the University for communication or service delivery.
Third-party content and platforms used to provide programs, services, or activities on behalf of or in partnership with the University, to the extent permitted by contract and applicable law.
Digital communications created, published, or distributed by the University, including emails, social media posts, digital marketing materials, and other content used in the delivery of University programs, services, or activities.

This Policy does not apply to the following:

Personal content that is not used in the delivery of a University program, service, or activity is not subject to this Policy. However, when personal or individual content is used in instruction, advising, or other University functions, it must comply with this Policy.
Individually licensed software used exclusively by the purchaser is excluded from this Policy. While the software itself is not required to meet this Policy, any digital content, files, communications, or materials created with that software and used for University programs, services, instruction, or activities must comply with this Policy.

5208.2 POLICY

All Digital Technology, information, and systems developed, procured, maintained, or used by the University should be Accessible to individuals with disabilities, unless doing so would impose an Undue Burden or result in a Fundamental Alteration of the nature of a program, service, or activity.

Accessibility should be considered at the point of design, creation, development, and procurement. The University expects digital Accessibility to be embedded in everyday practice, proactively preventing barriers, and ensuring equitable participation for all users.

2.1 Digital Accessibility Standards

The USU Digital Accessibility Standards support this Policy by outlining the procedures, implementation guidelines, and requirements for compliance, including remediation, grievance, and exception processes.

2.2 Enforcement

Regular reviews will be conducted across Digital Technology, following the timeframes and review processes outlined in the Digital Accessibility Standards. Responsible parties will be notified of areas of non-compliance and given time to remediate Accessibility issues. Failure to address identified digital Accessibility issues may result in required remediation plans, removal of inaccessible content, or other corrective action.

2.3 Complaint and Grievance Process

The University encourages anyone to report an accessibility concern or request assistance through the USU Accessibility Concern or Request Form. The University will make a good-faith effort to respond promptly and work collaboratively to resolve the issue.

If a concern is not resolved to the individual’s satisfaction, a formal complaint may be filed through the same website.

Formal complaints will be assigned to an investigator, who will conduct a prompt and equitable review. Following the investigation, the individual who filed the complaint will receive a written response summarizing the findings and, where applicable, proposed steps for resolution.

The individual filing the formal complaint has the right to appeal the findings of the initial review to the Digital Accessibility Steering Committee for further consideration.

5208.3 ROLES AND RESPONSIBILITIES

As a general rule, content creators and curators are responsible for the Accessibility of the Digital Technology they create, publish, maintain, manage, or procure, with support teams providing help and guidance.

3.1 Faculty, Staff, Student Employees, and Volunteers

Create and maintain digital content and materials in accordance with this Policy and applicable standards.
Participate in required training on digital Accessibility relevant to their role.
Promptly address identified Accessibility issues within their control or escalate them to appropriate support resources.

3.2 Unit Digital Accessibility Liaisons (Where Designated)

Serve as the main point of contact between the Unit and the Digital Accessibility Services Office.
Coordinate Unit-level training, self-audits, and remediation efforts.
Assist in reviewing procurement requests for digital tools used within the Unit.
Help track and report on Unit progress toward Accessibility goals.
Maintain and regularly update an inventory of current content owners for the Unit’s digital resources (e.g., websites, software, social media accounts, etc.) and share updates with the Digital Accessibility Services Office as requested.

3.3 Digital Accessibility Steering Committee

Develop, publish, and maintain the University’s Digital Accessibility Standards and other guidelines.
Advise on strategic priorities related to digital Accessibility and compliance with applicable regulations.
Oversee the digital Accessibility evaluation, grievance, and exception processes.
Coordinate campus-wide digital Accessibility initiatives, including audits and remediation projects.
Receive and review periodic reports on digital Accessibility audits, progress, and risks.

3.4 Digital Accessibility Services Office

Develop, publish, and maintain resources to implement this Policy.
Provide consultation and support to Units on Accessible design, development, testing, procurement, and remediation.
Conduct Accessibility reviews, audits, and risk assessments for Digital Technology.
Work with content creators and curators to remediate Digital Technology that does not meet the USU Digital Accessibility Standards.
Maintain the University’s central digital Accessibility website, training materials, and communication channels to promote awareness, compliance, and best practices.
Manage processes for reporting, remediation, exceptions, and alternative access plans in alignment with this Policy and related procedures.
Track progress, prepare compliance reports, and provide regular updates to the Digital Accessibility Steering Committee and University leadership regarding institutional Accessibility efforts and risks.

3.5 Unit Leadership (Deans, Vice Presidents, Directors, Department Heads)

Oversee efforts to align the Unit’s Digital Technology, systems, and practices with this Policy and associated standards.
Identify or appoint a Unit Digital Accessibility Liaison or equivalent role to facilitate implementation at the Unit level.
Promote completion of required training for faculty, staff, and student employees who create or manage Digital Technology.
Incorporate digital Accessibility requirements into relevant job descriptions, hiring processes, and onboarding materials.

3.6 Responsible Executives (Provost, Chief Information Officer, Vice President for Finance and Administrative Services)

Integrate digital Accessibility into University planning, budgeting, and risk management.
Provide support and resources to implement this Policy and associated standards.

3.7 Vendors and Contractors

Vendors and contractors entering agreements with USU, who design, develop, or provide Digital Technology for the University must comply with the University’s Accessibility standards and contractual Accessibility requirements.

5208.4 REFERENCES

5208.5 RELATED USU POLICIES

5208.6 DEFINITIONS

Accessible / Accessibility means that individuals with disabilities can access Digital Technology and obtain information, engage in interactions, and enjoy services substantially equivalent to those available to individuals without disabilities, with comparably effective ease of use and within the same timeframe, using commonly available assistive technologies where appropriate.
Digital Technology includes all electronic and information technologies and the digital content they create, use, store, display, transmit, or distribute in support of University operations and activities. This includes, but is not limited to, web pages; documents (such as PDFs, word processing files, and presentations); images; audio and video recordings; multimedia; electronic forms; communications; and other digital materials, as well as the hardware, software, systems, and platforms used to create, convert, duplicate, store, or deliver information. Examples include computers, software applications, websites, mobile applications, learning management systems, digital kiosks, telephone systems, and other interconnected electronic systems used for official University purposes.
Fundamental Alteration is a modification or change that is so significant that it would change the essential nature of a program, service, or activity, as defined by applicable law.
Undue Burden is a significant difficulty or expense, considering the nature and cost of the action, the overall financial resources of the University or relevant Unit, the number of persons employed, and the impact on University operations, as defined by applicable law.
Unit is any college, department, administrative office, center, institute, or other organizational entity of the University.

Information below is not included as part of the contents of the official policy. It is provided only as a convenience for readers/users and may be changed at any time by persons authorized by the president.

RESOURCES

POLICY HISTORY

Original issue date: 2017/03/03
Last review date: 2026/08/07
Next scheduled review date: 2029/03/01
Previous revision dates: 2017/03/03