The University of Rochester recently announced that it is creating a new digital accessibility policy. The plan seeks to improve access for those with auditory, cognitive, visual and motor-control disabilities and address barriers in new technology that the university is adopting.
Although many universities have digital accessibility plans or policies in place, the vast majority – 97% – have websites that don’t meet current accessibility standards. Now that technology, online content and virtual resources are integral parts of higher education, inaccessible digital spaces are unacceptable and present the risk of lawsuits.
While many universities and colleges around the US have plans or policies, they should be looking to update them as the technological landscape continues to change. Not only do forward-thinking and robust digital accessibility policies display a commitment to inclusivity for people with disabilities, but they also urge universities to create better experiences for everyone. As Verbit’s education team works with colleges and universities around the country and globally, we’ve seen what can be effective when institutional leaders continue to innovate on their practices and policies.
What Should a University’s Digital Accessibility Policy Include?
A digital accessibility policy serves a few purposes. First, it states the university’s dedication to inclusivity and accessibility. The policy must also provide details regarding the accessibility standards that the university aims to achieve, information about the future updates to the policy and direct people to resources they may need. Here is a breakdown of the sections that should appear in a digital accessibility policy.
A Clear Policy Statement and Expectation
Universities should explicitly state their commitment to making information technology and digital content accessible for their students and the entire campus community.
In this section, a university may also choose to define “accessible” as it appears within the policy. For instance, the statement might explain that the term refers to the equal opportunity to access information, materials and online resources.
A Set of Digital Accessibility Standards
When it comes to finding a comprehensive set of accessibility standards for a policy to rely on, universities don’t need to recreate the wheel. Most universities can and should adopt another set of requirements, most likely from the Web Content Accessibility Guidelines (WCAG). These international standards undergo frequent updates and many universities and even governments incorporate them into their own policies or laws.
However, because the standards continue to evolve, it’s necessary to include a specific version of the WCAG. Currently, many universities turn to WCAG 2.1 Level AA as their objective for websites and web-based applications. In the near future, the most forward-thinking universities may choose to adopt the next iteration of WCAG.
Defining Goals for New and Old IT and Content
Setting the standards for accessible technology and content can be complicated because universities are already using so many tools and have archives full of older resources. It’s often necessary to have stricter standards that apply to anything new while mapping out a plan for remediating older assets and tech.
The university should offer a clear date when the new standards will go into effect to avoid any confusion. As for older IT and content, the plan should prioritize the remediation of essential functions and highly trafficked public-facing websites.
Additionally, the plan should state any exceptions, such as prohibitive costs, that could excuse the university from adhering to the new standards.
Stating Procurement and Partner Expectations
Universities partner with many technology providers. Even if the university itself follows its own policy, using outside vendors can undermine those efforts. The best way to preserve accessibility standards is to include requirements for outside vendors and partners and state the expectations for university personnel responsible for procurement, purchasing and vendor management.
Define Key Terminology
A strong policy will define the content and technology that the standards apply to. Offering clear definitions of related terms, including digital materials, information technology and other relevant language, can avoid confusion.
Assign Ownership
One of the most critical ways to uphold the policy is by holding people accountable by clearly stating the expectations for different roles. Designating who must ensure that content or tools are accessible and in what context will also promote more awareness. For instance, professors might be responsible for creating accessible content for current courses, while other members of staff may handle their archived materials.
The university can assign some staff members specific roles related to accessibility here as well, such as a “digital accessibility liaison.” Having a dedicated role means someone is developing plans and ready to assist and support other community members.
Offer Resources
The policy should back the university’s commitment to accessibility by providing resources and support for students, instructors and the campus community. For example, the site may link to information about how to make content accessible and even training opportunities. Also, anyone looking to learn more about accessibility or wanting to report a barrier should have the information they need to locate the people who can help.
A Clear Legal Disclaimer
The policy should be ambitious but achievable. Regardless of the policy, universities must meet existing standards from the Americans with Disabilities Act or Section 504. However, internal policies should go beyond the requirements of those laws. As important as a digital accessibility policy may be, it is not a law, nor should it create new legal obligations. With that said, the policy may want to include consequences for violating the university’s standards to show that the university expects staff and faculty to adhere to its terms.
Reference Policy Updates
Universities should update their accessibility policies periodically. Changes in technology and expectations mean that a policy can quickly become outdated. It’s important to state that the current version supersedes the past one.
A truly committed university may also want to set a timeline for when they will review and update the policy again. Looking to update in a set number of years or to stay up to date with newer versions of the WCAG will help a university remain accessible even as technology advances.
Finding the Right Partners for Accessibility
Universities face strict accessibility requirements, and expectations from today’s students might be even more ambitious. Achieving fully accessible courses and campus events is a challenge, but with the right partnerships, universities can promote more inclusive education and experiences for their communities.
Verbit works closely with universities throughout the US and across the world to provide quality accessibility solutions like captions, audio descriptions and more. Reach out to learn how our team can support your institution.