Common Terms/Acronyms
- Electronic Information Resource (EIR) - this is the resource purchased, such as hardware, software or access to an online site or database.
- Voluntary Participant Accessibility Template (VPAT) - this is the document provided by the vendor to show accessibility compliance.
- Accessibility Exception Request (AER) - this is the exception documentation (could be a PDF or email) provided by IT Accessibility to grant an exception from accessibility requirements.
Department Responsibilities
Prior to the purchase of an EIR, the department should submit a TeamDynamix (TDX) ticket to notify the Provost IT Office (PITO) that an EIR purchase is needed. Departments should follow the process outlined at http://pito.tamu.edu/equipment. If the department goes through PITO prior to the purchase of the software, PITO may be able to assist in obtaining the VPAT or the appropriate AER.
If the department purchases the EIR without going through PITO first, it is the department’s responsibility to obtain the VPAT and send it to itaccessibility@tamu.edu for review. IT Accessibility will review and approve the VPAT or direct the department to fill out an AER, if a VPAT is not available. The department will attach the approved VPAT or AER to the DCS that is submitted to AABS for approval. If the EIR requires agreement to terms of service or an end- user license agreement, and the department agrees to those terms, the continued use of that software is the responsibility of the department head.
PITO Responsibilities
PITO will assist in obtaining accessibility documentation of EIR(s) that they were notified of prior to purchase. PITO will be unable to offer help for EIR(s) purchased without going through them first OR for non-enterprise cloud or web-based software.
PITO will provide the approved VPAT or AER to the department for TDX tickets submitted prior to purchase. If the purchase is to be processed in AggieBuy, PITO will usually create the requisition, attaching the VPAT or AER to the AggieBuy document.
If directed by PITO to use a Payment card, PITO will provide the VPAT or AER to be attached to the Payment Card Receipt DCS along with the TDX number.
AABS Responsibilities
AABS will review the DCS on all EIR purchases to ensure that the approved VPAT or AER is attached prior to approving the DCS. If the appropriate documentation is not attached, the DCS will be sent back to the department to attach the VPAT or AER. AABS will allocate the payment card expenses in Concur attaching the DCS and backup documentation to the charge. For invoices and purchase requests, AABS will create/allocate (requisitions created by PITO) in AggieBuy with the appropriate backup documentation.
AABS will direct the department to work directly with IT Accessibility if the purchase was made outside of PITO. The departments will not be referred to PITO for after the fact purchases.
AABS will follow up with the department on outstanding transactions that are not processed according to the normal timelines.
Accessibility Overview
Per the State of Texas TAC 213, based on Section 508, amendment to the Federal Rehabilitation Act of 1973, state employees are required to gather an accessibility statement from all Electronic Information Resource (EIR) vendors regarding access to their products for persons with disabilities.
All software must meet accessibility requirements of AA or higher to meet accessibility requirements. IT Accessibility will review and make the determination on the level of accessibility and if it meets requirements.
If a vendor has an approved VPAT on file it can be found by using the ACE tool found here https://it.tamu.edu/policy/it-accessibility/tools/vpats.php
Further information about accessibility requirements can be found on the IT Accessibility website https://itaccessibility.tamu.edu/index.php
Resources
http://pito.tamu.edu/equipment
https://itaccessibility.tamu.edu/index.php
https://it.tamu.edu/policy/it-accessibility/tools/vpats.php itaccessibility@tamu.edu