Instructions for Using the ACE Tool

Using the Accessibility Conformance Evaluation (ACE) Tool helps expedite accessibility reviews for digital resources during the procurement process.

1: Engage vendors

Engage vendors in conversations to determine potential solutions for your business needs. During this step, ask about accessibility compliance and enhancements, making sure to inquire how individuals with specific disabilities can access the product or solution. Let them know our university's expectation of compliance with the Final Rule of Title II of the Americans with Disabilities Act (ADA) as well as any applicable state laws.

2: Check the ACE Tool for specific VPATs

  1. Consult the searchable online ACE Tool.
  2. See if a completed Voluntary Product Accessibility Template (VPAT) is available for each product you are considering. (The completed VPAT is referred to as an Accessibility Conformance Report, or ACR.)
  3. Verify that the version of each product within the ACE Tool is the same as each product being considered.
  4. If the product is not listed in the ACE Tool, if the VPAT link is not available, if the specific version does not match up, or if the VPAT/ACR is more than two years old, contact the vendor to secure a current ACR for the specific version of the product. 
    Note: If necessary, send vendors a link to Voluntary Product Accessibility Templates. It is recommended they complete the most recent Web Content Accessibility Guidelines (WCAG) version near the top of the web page if they do not already have a current ACR.
  5. Finally, compare the accessibility criteria to see how each product measures up.

3: Choose the most accessible product

  • Choose the most accessible product that meets your business needs. The IT accessibility team can help if you need assistance.
  • If you have already made your selection, contact the IT accessibility team for assistance in reviewing the completed compliance report for your product selection and attach the VPAT/ACR. 
    • If a VPAT/ACR cannot be secured from the vendor, provide evidence to the IT Accessibility team that you requested the document and the vendor's refusal to provide it.
  • Even if a product within the ACE Tool indicates Level AA compliance, the next step, completion of a Review Routing form, is necessary for the IT accessibility team to verify compliance.

4: Fill out a Review Routing form

Fill out the IT Accessibility Review Routing form and follow the instructions provided based on your answers. Possible next steps indicated when submitting the form are:

  • No user interface (no action necessary)
  • Single user only (no action necessary)
  • Supplemental Exception (requires completion of a short form)
  • Learning Tools Interoperability (LTI) Exception (requires completion of a short form)
  • "No Exception Needed" is determined by the IT Accessibility team
  • An EIR Accessibility Exception request (requires completion of a form and and review by university leadership)

After IT accessibility team routing and/or leadership review, the team will resolve any open AggieBuy or procurement workflows.

5: Assign responsibility for facilitating accommodations

When utilizing any digital resource that does not fully conform with Worldwide Web Consortium (W3C) WCAG 2.1  Level AA and applicable state laws, make sure you note any specific means of accommodations for individuals with disabilities. This responsibility, along with facilitating the actual accommodation, should be assigned to someone within your unit, so that equitable access to digital resource is ensured.

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