Accessibility in the Procurement Process Information Technology Services Accessibility in the Procurement Process Pamela Thomas IT Accessibility Analyst Fall 2018

Part A: Standards and Tools Accessibility Basics Intro to the ICT Accessibility Procurement Process Standards and Guidelines Evaluation Tools Assistive Technologies

Accessibility Basics

Accessibility defined Syracuse University | ITS Accessibility Feb-19 Accessibility defined A person with a disability is afforded the opportunity to: acquire the same information, engage in the same interactions, and enjoy the same services as a person without a disability in an: equally effective and equally integrated manner, with substantially equivalent ease of use.

Syracuse University | ITS Accessibility Feb-19 New approach Proactive rather than reactive Before… Becomes Now… A student needs to go to the Registrar’s Office during business hours to register for classes because the system was not accessible. Online registration process is fully accessible for use 24/7 An American Sign Language Interpreter was required to translate a video shown in class. Videos are captioned A staff member needs to meet with an HR representative for assistance filling out a benefits form. All HR forms are accessible

Syracuse University | ITS Accessibility Feb-19 Applicable Laws Rehabilitation Act of 1973 Section 504 Section 508 Americans with Disabilities Act (ADA) Title III

Syracuse University | ITS Accessibility Feb-19 Don’t forget… Section 504 protects not only qualified individuals with disabilities who apply to and participate in such programs, but also job applicants and employees of the organizations that provide them.

Associated Standards and Organizations Syracuse University | ITS Accessibility Feb-19 Associated Standards and Organizations World Wide Web Consortium (W3C) Web Accessibility Initiative (WAI) WCAG 2.1 WAI-ARIA

Syracuse University | ITS Accessibility Feb-19 Local Impact

Syracuse University Policy Syracuse University | ITS Accessibility Feb-19 Syracuse University Policy “In its commitment to diversity and inclusion, Syracuse University will seek to ensure that individuals with disabilities are afforded equal access to Information and Communication Technology used by the University and its constituents. As such…the University commits that Information and Communication Technology products and services acquired, adopted, developed or updated after the effective date of this policy, shall be accessible to individuals with disabilities.” Information and Communication Technology (ICT) Accessibility Policy Effective January 1, 2018

Syracuse University | ITS Accessibility Feb-19 What does it mean? ICT services and products shall be accessible to individuals with disabilities. ICT shall adhere to international and federal standards. Events on campus shall be accessible and enable full participation.

Syracuse University | ITS Accessibility Feb-19 Campus Resources Information Technology Services (ITS) Equal Opportunity, Inclusion, & Resolution Services (EOIRS) Office of Disability Services (ODS)

The Procurement Process Syracuse University | ITS Accessibility Feb-19 The Procurement Process

Impact of the ICT Policy on Procurement Syracuse University | ITS Accessibility Feb-19 Impact of the ICT Policy on Procurement The University will use the criteria of accessibility as part of its decision-making process when purchasing or renewing ICT Purchasing priority is to be given to technologies that meet accessibility Standards and Guidelines.  We ask vendors who wish to do business with the University to provide written information about their product’s conformance to applicable accessibility Standards and Guidelines.  Vendor-supplied statements about accessibility will be verified through hands-on evaluation of the product prior to purchase.

Syracuse University | ITS Accessibility Feb-19 What is included? Academic and administrative software applications Websites, web-based and mobile applications Email and electronic documents Multimedia (audio and video)

Procurement of ICT Products and Services Answers page Accessibility Procurement Request Instructions Procurement of ICT Products and Services Instructions Forms FAQ

Accessibility Compliance Report (VPAT) WCAG 2.0 Manual Evaluation Paperwork Forms Procurement Form Accessibility Compliance Report (VPAT) WCAG 2.0 Manual Evaluation Vendor Roadmap if necessary

The Procurement Form: Part A Syracuse University | ITS Accessibility Feb-19 The Procurement Form: Part A Requestor information Name, department & contact information Date response requested Product information Type of product Function Who will use the product and in what capacity? Is the product already in use and Syracuse University?

Procurement Form Part B Exclusion Request A request for an exclusion does not guarantee that it will be granted. Criteria for exclusion are specific.

Procurement Request Part C Usage and Product Accessibility Information Users, level of impact Assessments completed Tools employed in assessment Impact of non-compliance on users Product development roadmap

Syracuse University | ITS Accessibility Feb-19 Vendor documentation Ask the vendor about accessibility! Do they have a VPAT? If so, get a copy. Do they understand and comply with accessibility standards (Section 508 or WCAG 2.0 A/AA) If the product is not accessible do they have a development roadmap for improvement? If so, ask for a copy. How does the company handle complaints/issues regarding accessibility?

Syracuse University | ITS Accessibility Feb-19 VPAT Voluntary Product Accessibility Template Supports Supports with Exceptions Does not Support Not Applicable Not Evaluated Created by the Information Technology Industry Council Version 1.0: conformance with Section 508 Standards Version 2.0: conformance with WCAG Guidelines

How to talk to vendors about accessibility Share your findings Ask if they have a product development roadmap [with reasonable target dates] that addresses the accessibility issues Remember: Your task is to identify accessibility issues, not solve the vendor’s problems!

The Accessibility Assessment Committee (AAC) Syracuse University | ITS Accessibility Feb-19 The Accessibility Assessment Committee (AAC) paict@ot.syr.edu Representatives from ITS, EOIRS, ODS Meets weekly to review procurement requests Requests are discussed in the order they are received Requests are not added to the AAC agenda until they are complete Anticipate a two-week turnaround time

Syracuse University | ITS Accessibility Feb-19 AAC Decisions Approved Conditionally Approved Often based on vendor remediation plans (product roadmap) Usually for a limited amount of time Not Approved Can be escalated to the Accessibility Compliance Committee (ACC)

Contract Language Sample language for vendor contract to create custom app Consultant represents and warrants that any information technology deliverables, including but not limited to websites, web-based and mobile applications, email, web conferencing, video conferencing, video streaming, instructional materials, electronic documents, blended and online courses, and all academic and administrative software applications, comply with Web Content Accessibility Guidelines (WCAG) Version 2.0 Level AA, and agrees to provide written documentation verifying accessibility, to promptly respond to and resolve accessibility complaints received from University, and to indemnify and hold University harmless in the event of claims arising from inaccessibility.

More contract language Sample of a particularly complicated conditional approval… Licensor represents and warrants that not later than twelve (12) months from the Effective Date (“Compliance Date”) its web based deliverables shall comply with Web Content Accessibility Guidelines (WCAG) Version 2.0 Levels A and AA, at which time Licensor agrees to promptly respond to and resolve accessibility complaints received from Client, and to indemnify and hold Client harmless in the event of claims arising from inaccessibility. Upon Client’s written acceptance from Licensor not later than the Compliance Date of a Voluntary Product Accessibility Template prepared by a third party digital accessibility compliance specialist verifying compliance with WCAG Version 2.0 Level AA of all web based deliverables (“WCAG Verification”), Licensor shall invoice Client for year two of this Agreement. Client, in its sole discretion, may extend the Compliance Date if sufficient progress has been demonstrated and documented by the third party digital accessibility compliance specialist. If Licensor has not provided WCAG Verification to Client by the Compliance Date, Client may immediately terminate this Agreement shall have no further financial obligation for fees for this Agreement.

Accessibility Standards and Guidelines

Standards and Guidelines Section 508 and the 2017 ‘Refresh’ WCAG 2.0 and now 2.1 WAI-ARIA suite of standards ATAG – Authoring Tool Accessibility Guidelines User Agent Accessibility Guidelines

Web Content Accessibility Guidelines (WCAG) A set of Success Criteria Intent Testable, true or false Description Examples of content that meets Examples of content that does not meet

WCAG Principles: P.O.U.R 1. Perceivable 2. Operable 3. Understandable Understanding WCAG 2.0: A guide to understanding and implementing Web Content Accessibility Guidelines 2.0 1. Perceivable alternative text video captions headings navigation color contrast 2. Operable keyboard accessible timing adjustable animation control bypass blocks input modalities 3. Understandable Focus Consistent navigation Error identification and recovery Form labels and instructions 4. Robust Parsing Name, Role, Value Status

Tools

Your role Developer vs. Tester

Automated Tools vs. Manual Evaluation Do images have descriptions? Is the page title specified? Is there a Skip to Content link? Are high contrast colors used? Do forms contain labels? Do tables contain header rows? Manual Evaluation Are images described adequately? Is the page title meaningful? Does the Skip to Content link work? Is color the only means of communicating information? Do form labels make sense? Do header rows include helpful information?

Navigation (tab) order Menus Forms Video players Keyboard Testing See WebAIM: Keyboard Accessibility Focus indicators Navigation (tab) order Menus Forms Video players

Common Keystrokes Keyboard Accessibility – WebAIM For accessibility testing… IF you want to... Use Move forward through page elements Tab Move down through menu items Tab (sometimes arrow key) Move backward through page elements Shift + Tab Select a link or button Enter Navigate and select Radio Buttons Arrow to select, tab to jump to next element Select/deselect checkboxes Arrows to navigate between, spacebar to check Open a List Box ALT + Down arrow Go to the top of the page CTRL + Home Go to the bottom of the page CTRL + End Refresh the screen F5

Visual Inspection Color contrast Color use Graphical text Animation Visible links

Errors, Alerts, Features WAVE Tool Most popular Errors, Alerts, Features Alternative Text on non-decorative images Heading structure, skipped heading levels Form labels – missing, empty, etc. Color contrast https://wave.webaim.org/

SiteImprove Chrome Extension (free) Errors, Warnings, Reviews Enough time Navigation Predictable Input Assistance Compatible Available in the Chrome Store

Color Contrast Checkers WebAIM Color Contrast Checker https://webaim.org/resources/contrastchecker/ TPG Colour Contrast Analyser (PC/Mac) https://developer.paciellogroup.com/resources/contrastanalyser/

Assistive Technologies Screen readers Jaws NVDA VoiceOver for Mac WebAIM Screen Reader User Survey

Testing with a screen reader Basic Jaws or NVDA Read content Navigate via headings and links lists Navigate menus Navigate tables Use forms effectively

For next time… You knew this was coming, right? Practice using your keyboard skills Practice using the WAVE Tool Install and practice with JAWS or NVDA