Purchasing Accessible Electronic and Information Technology

Purchasing accessible technology is a key part of MTSU’s commitment to ensuring that students, and visitors with disabilities have equal access to campus resources, programs, and services. This commitment also supports our compliance with applicable accessibility laws and regulations. 

Electronic and Information Technology (EIT) refers to information technology, equipment, or integrated systems of equipment used to create, convert, store, retrieve, or duplicate data or information. This includes, but is not limited to: 

• Websites and online content 

• System interfaces 

• Data collection tools 

• Software and applications 

• E-books and digital publications 

• Classroom technology and instructional tools 

Process to Document Accessibility

On all purchases of electronic information technology:

1. Request information included in the required portions of the Vendor Product Accessibility Agreement.
   1. If the vendor does not provide the documents in a timely fashion, it could be a sign that accessibility has not been adequately addressed, and another vendor should be considered.
2. Review the information.
   1. If the information returned displays a number of concerns, consider another vendor. 
   2. Email the Director of ADA Compliance if you need assistance evaluating the vendor’s response.
3. If the vendor’s entire product or parts of the product is not accessible and there is no other or better option, complete an Alternate Access Arrangement form and submit to the Director of ADA Compliance for approval.
   1. Email the Director of ADA Compliance if you need assistance completing the form. 
4. Purchase the product.
   1. Receive approval of the Alternate Access Arrangement (if applicable).
   2. Maintain records documenting the effort to ensure accessibility. Note: If a vendor provides misleading information or does not fulfill promised accessibility updates, proper documentation can help with canceling a contract or if an accessibility complaint is lodged.
   3. When applicable, maintain communication with the vendor to assure that stated conformance timelines are met.

Working with University Procurement Services

Procurement Services will provide assistance in following the process outlined above when a purchase must go out for bid. Accessibility will be used as a differentiating factor when determining the winning bid.

Additional Points of Emphasis

• Choosing not to comply or failing to properly document compliance with these procedures may make the university vulnerable to potential complaints and litigation.
• When renewing a license, purchasing an update, or buying a newer version of a product that has met accessibility standards, do not assume that the new or updated features are accessible.  Check with the vendor in a similar manner as a new purchase to ensure that any additional features have been appropriately tested for accessibility.
• If current contracts and licenses have not been vetted with accessibility standards in mind, confirm accessibility in the same manner as new purchases when those come up for renewal.