Accessibility Exception Requests

All websites, web applications, and other electronic and information resources (EIR) must comply with technical accessibility standards. (See the chart near the end of the page for examples.) If achieving compliance is not possible, an EIR Accessibility Exception Request form or other form routing may be needed. 

Whenever possible, multiple EIR should be vetted to ensure procurement of the most accessible EIR which meets your business need. This involves an analysis of a vendor-completed Voluntary Product Accessibility Templates®, also known as VPATs® or Accessibility Conformance Reports.

Using steps to ensure EIR compliance can improve access to digital assets of the university. 

1: Vet multiple products

Narrow your choice to a specific product using selection criteria to include the accessibility of the product. 

  • Utilize our ACE Tool to search for EIR and their VPATs®, or contact vendors to request a completed WCAG 2.1 VPAT® for each product you're considering. If not available, ask the vendor for an Accessibility Statement or supporting evidence of each product's degree of conformance with the WCAG 2.1 criteria. See step-by-step instructions for using the ACE Tool. The conformance level Texas A&M University requires is Level AA conformance. Within the ACE Tool,
    • You can purchase any EIR designated as Level AA compliant within the ACE Tool if the Manufacturer, Product Name, and Version are identical to an AER listed within the tool.
    • You can purchase any EIR with an exception that is noted for either your department, your administrative unit, or if noted as University-wide or System-wide.
  • Compare the EIR and factor in other selection criteria which ensures your business need is met. 
  • Keep any documentation including the VPAT®, accessibility statement, and/or evidence that you contacted the vendor along with their response. 
  • If you have any questions about using the ACE Tool, contact ITaccessibility@tamu.edu.

2: Fill out our quick routing form

ALL review requests begin with the IT Accessibility Review Routing form, our quick form to help avoid delays in the review and procurement process. All requesters for an EIR Accessibility review will be routed to this form, either by our IT Accessibility team or automatically during the AggieBuy procurement or contract process. The form should take only five to ten minutes to complete.

Please take care to answer ALL questions within the form, as many selections are conditional and impact the resulting workflow needed to complete your request. You will receive a confirmation email regarding next steps.

Depending upon your selections within the routing form, you may be asked to complete an additional form, which could include one of the following:

  • The EIR Accessibility Exception Request form 
  • A Supplemental Register to disclose use for resource types which have already been approved.
  • A Learning Tools Interoperability (LTI) Register to disclose use of resources which will be integrated into the campus Learning Management System (LMS).
  • Emergency use disclosure for public health or other declared emergencies
  • NOTE: For requests that involve additional forms and routing, links and any instructions will be provided within the form and near the bottom of the confirmation email. 

3: Look for status updates

Your request will be reviewed by the IT Accessibility team and routed appropriately.

  • EIR Accessibility Exception requests will be routed to your dean or vice president and, subsequently, the President, or designee. You will receive automated status notifications throughout that process.
  • Supplemental, LTI, and Emergency Use registers will be validated by our IT Accessibility team, and you will receive a notification when the EIR is approved for procurement.
  • If your request involves AggieBuy, you can check the status of your request within that system, and our team will mark the EIR Accessibility review complete when the EIR is approved for procurement.
  • IMPORTANT: Some EIR may need security reviews. Reviews for IT Accessibility and IT Security are performed separately, and depending upon the resource type, one or both reviews may be needed prior to procurement. For information about security reviews for cloud computing resources or software applications, please contact it-security@tamu.edu.  

In some instances, you will need to notify purchasing personnel of exception approvals or forward the email approval to them. Detailed instructions are provided within each workflow.

Keep in mind that an approved exception request is not an exemption from making EIR accessible. Instead, it is documentation of temporary acceptance of risk until the EIR or associated service can be brought into compliance through modification, substitution with a comparable EIR, or discontinuation of use due to end of life (EOL).

EIR Accessibility Standards

Effective April 18, 2020, unless an exception is approved by the president or chancellor of an institution of higher education or an exemption has been made for the following EIR categories pursuant to 1 Texas Administrative Code §213.37, all EIR developed, procured, or changed by an institution of higher education shall comply with the standards described in the following subchapters.

EIR Category Technical Accessibility Standards
Software Applications and Operating Systems Title 1, Rule §213.30 of the Texas Administrative Code
Websites
Telecommunications Products Title 1, Rule §213.31 of the Texas Administrative Code
Video and Multimedia Title 1, Rule §213.32 of the Texas Administrative Code
Hardware Title 1, Rule §213.33 of the Texas Administrative Code
Functional Performance Criteria Title 1, Rule §213.35 of the Texas Administrative Code
Support Documentation and Services Title 1, Rule §213.36 of the Texas Administrative Code


This requirement does not apply to:

  • EIR that have been exempted by the Texas Department of Information Resources (DIR). See exemptions on the DIR website.
  • Devices containing embedded information resources that are integral to the product, but the principal function of the product is not to be an information resource.
  • Medical equipment in which EIR are integral to its operation.

See more information within EIR Accessibility in Texas A&M Procurement.

Contact the Technology Services - IT Accessibility team if you have any questions or comments.

 

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