Overview
EVMS developed the Digital Accessibility Policy (the Policy) to promote an inclusive experience on EVMS Websites. The Policy defines EVMS Websites as all websites, microsites, webpages, web applications and social media channels owned and managed by EVMS or contracted by EVMS through a Vendor.
In accordance with the Policy’s standard, EVMS has adopted Level AA of the Web Content Accessibility Guidelines (WCAG) 2.1 as the minimum conformance standard for all content and digital documents created and edited by EVMS departments and published on EVMS Websites or disseminated via electronic communication (e.g. email, instant messaging, forums).
These Digital Accessibility Compliance Procedures establish processes for EVMS departments to follow in order to maintain compliance with the Policy.
Procurement of digital products or services
EVMS departments may seek to procure a digital product or service that include, but are not limited to, third-party websites and microsites, and products used in the creation, management, manipulation or dissemination of digital content (e.g. videos, web content, digital documents).
The following steps should be completed for any and all digital products or services being sought for procurement before a requisition is submitted.
- Information Technology Security Review
- Instructional Technology Advisory Group Review*
- Accessibility Evaluation by Department
- Digital Accessibility Advisory Group Review
(*Note: This step should be followed if the product or service includes an instructional component).
Vendors must provide an Accessibility Conformance Report (ACR) based on the Voluntary Product Accessibility Template (VPAT) published by the Information Technology Industry Council (ITIC) or other documentation outlining the accessibility conformance of their product or service.
EVMS will not consider contracts or service agreements, whether new or renewed, if the Vendor is unable to provide a VPAT or any other documentation. VPATs with sections labeled "Supports with Exceptions" or "Not Supported” must submit additional documentation detailing any and all planned remediation efforts and roadmaps for achieving conformance.
Departments must independently test the accessibility of the product or service and submit documentation of this testing to the Digital Accessibility Advisory Group (the Advisory Group). Within five (5) business days, the Advisory Group will review all documentation submitted for the accessibility evaluation to determine whether a product or service meets the Policy’s standard.
Additional information about the procurement process, VPAT requirements and independent testing resources is available on the EVMS Accessibility website.
Management of EVMS Websites
EVMS Marketing and Communications (Marketing and Communications) utilizes a web content management system (WCMS) to manage EVMS Websites.
Each department with a website managed in the WCMS must designate at least one web content moderator (moderator) and ensure the moderator is trained in the use of the WCMS as well as best practices for web content creation and digital accessibility. Information on training is available on the EVMS Accessibility website.
Departments that have previously procured a digital product or service, or are newly approved for the procurement or renewal of a product or service, shall be responsible for ensuring compliance with the Policy. The accessibility of those products or services must be reviewed prior to renewal.
Evaluating EVMS Websites for accessibility
EVMS departments should evaluate their website content (e.g. text, images, videos), digital documents (e.g. Word documents, PowerPoint presentations, PDFs) and social media channels for conformance with WCAG criteria.
New content and documents should be tested as they are being developed for publication on an EVMS Website or dissemination through electronic communication. Newly built EVMS Websites, and all content and documents therein, must be accessible upon launch.
Departments should use a variety of techniques in order to thoroughly evaluate website content and digital documents.
Automatic tools
Departments should start the evaluation process using automatic tools to establish a baseline understanding of accessibility conformance and issues. These tools scan content, pages or documents for conformance with WCAG criteria and include, but are not limited to, the following:
- Browser extensions (e.g. WAVE, Siteimprove)
- Web applications (e.g. Blackboard Ally, Siteimprove)
- Microsoft and Adobe Acrobat accessibility checkers
User testing
Departments should additionally conduct manual user testing to catch potential barriers that may not be detected by automatic tools. Manual testing should involve the use of accessibility checklists and assistive technology (e.g. screen readers and keyboard-only navigation).
Training and resources
The EVMS Accessibility website includes information on training workshops, modules and online tutorials that cover how to make website content and digital documents accessible, how to test for accessibility, how to work with Vendors and understanding VPATs.
The website also includes a repository of resources from other organizations that specialize in digital accessibility. These resources are designed to help with accessibility testing and understanding of accessibility laws and guidelines.
- Commonly used assistive technology
- Automatic testing tools
- Training and certifications
Responding to accessibility issues
Individuals who believe that an EVMS Website or any related content does not meet the digital accessibility standard may report suspected non-compliance to accessibility@evms.edu.This email can also be used for digital accessibility requests or suggestions.
Departments that receive accessibility complaints directly must forward those complaints to accessibility@evms.edu. Upon receipt of a complaint, the Disability Accommodation Specialist will review the website or specific content in question and will work with the department to achieve compliance.
If the department is non-responsive, the matter will be referred to the Advisory Group, who shall review the matter and may make a recommendation to Institutional Compliance that the non-compliant content on the EVMS Website be removed.
Requesting exceptions
From time to time, a department may be unable to meet the digital accessibility standards, and may request an exception. Exception requests may be submitted for any EVMS Website. Departments requesting an exception must show that making a portion or all of an EVMS Website for which they are responsible compliant with the Policy would impose significant difficulty.
Departments must make every effort to review and remediate content before considering an exception request.
Submitting a request
EVMS departments seeking to request an exception must complete the Digital Accessibility Exception Request form found on the EVMS Accessibility website. Departments must provide the following when completing the form:
- A link or links to the website, webpage, microsite, web application or social media channel in question, if applicable
- Written documentation outlining the areas and scope of non-compliance
- Detailed explanation of why compliance cannot be met
Timeline
Exception requests will be reviewed by the Advisory Group and, once a decision is made, a meeting will be scheduled with the department to discuss the decision, further actions needed to ensure compliance and to establish a timeline to ensure these actions are completed.
If a request is approved, the department must make available an accessible alternative. If a request is denied, the department must remediate the content or document.
Content or documents that remain non-compliant at the end of the agreed-upon time will be submitted to the Advisory Group and recommended for removal
Definitions
Accessible
Websites, webpages, microsites, web functionality, web applications and associated information, content and files that are perceivable, operable, understandable and interpretable by all people and/or assistive technologies.
Assistive technology
Technology designed to help users understand the content and features of a website or web application. Examples include: screen readers, closed captions for videos, keyboard-only navigation and speech recognition and voice-to-text software.
EVMS Website
Any website, microsite, webpage, web application or social media channel owned and managed by EVMS or contracted by EVMS through a Vendor.
Files
Images, documents (e.g. Excel, Word, PowerPoint and PDF) and videos used as content featured on a website, microsite, webpage, web application or social media channel.
Information and communication technology (ICT)
Websites, software, web applications, web content management systems and other equipment or systems which help to create, manage or display electronic data and information.
Microsite
A smaller website that is separate from the primary, public-facing EVMS website, contains its own domain name and URL, and is used for specific situations, events or marketing campaigns.
Vendor
A third-party entity, unaffiliated with EVMS, contracted with to provide a website, webpage, microsite, web application or web content.
Voluntary Product Accessibility Template (VPAT)
A document that evaluates the accessibility compliance of an information and communication technology, typically a website or web application.
Web Content Accessibility Guidelines (WCAG)
International standards designed to provide guidance for ensuring equal access to the web. The guidelines are developed and updated by the World Wide Web Consortium (W3C).
Web content management system (WCMS)
A software application used to help manage and organize the pages, content and other files in order to build websites. A WCMS typically allows users employ modules to populate webpages with content.
Web content
Informational text-based and multimedia (e.g. videos, images, audio) published on websites or web applications, and functionality designed to help users access that text or media (e.g. alt text, closed captioning on videos or a video play button).
Web application
Interactive ICT software that can be accessed through a browser (e.g. Outlook, Zoom, etc.).
Website
A series of connected webpages with unique URLs that contain informational content in the form of text, images, videos or audio.
World Wide Web Consortium (W3C)
International group of stakeholders that develops guidance for web standards and best practices, including WCAG.
