Make Your Voluntary Product Accessibility Template (VPAT) Accessibility Compliant

A lack of accessibility can create obstacles for people with various disabilities and restrict their ability to fully engage with the digital world, access information, or even use different products or services. According to WHO, 1.3 billion people experience disability today. So it only stands to reason that making products accessible can open the doors to a wide number of users of all abilities.

The main challenge product leaders face today is navigating different aspects of accessibility compliance. Accessibility norms are complex, tough to adhere to, and constantly changing. However, there is a great starting point and an achievable end point.

The starting point for most product leaders is a Voluntary Product Accessibility Template or VPAT. Most product leaders are aware of this term – but we’re here to shed light on what a VPAT leads to – an Accessibility Conformance Report (ACR). An ACR is the endpoint we spoke about – the last step before achieving accessibility compliance for your product. Bear in mind that it’s not the end of your accessibility story – more like a season finale. Getting your product accessibility-compliant-certified is followed by regular audits to maintain accessibility and continually testing the usability of your product as it evolves.

First things first, let’s get into what a VPAT is, what an ACR is, and how one leads to the other.

 

What is a VPAT?

The Voluntary Product Accessibility Template (VPAT) is a document that provides necessary information about how a product or service conforms to various accessibility standards like Section 508, WCAG, EAA, or International Standards. It is developed by the Information Technology Industry (ITI) Council in partnership with the US General Service Administration (GSA).

 

What is an ACR?

Look at a VPAT as a stepping stone to an ACR (Accessibility Conformance Report). An ACR is the goal product leaders should be aiming for. It details how well a product meets accessibility standards. This report helps companies demonstrate their commitment to accessibility, making their products usable for everyone, including individuals with disabilities. By providing an ACR, companies can expand their market reach, enhance customer satisfaction, and reduce legal risks. Additionally, this opens new opportunities for EdTech companies and learners, ensuring that educational tools are accessible to all.

 

The Roles of VPATs and ACRs in the Edtech Product Procurement Process

Compliance with accessibility standards is a fundamental requirement for any product to be considered for government or school contracts. This is particularly crucial for EdTech companies when bidding for contracts with state-funded schools and school districts.

For example, States like Texas and California have very strict rules for adopting educational products. If a product doesn’t fully meet its accessibility standards, it won’t be approved for use in schools or districts. This highlights the importance of making sure EdTech products are fully accessible to succeed in these key markets.

During the procurement process, schools and districts accept proposals or bids for digital products from different vendors. But how do they know if a product meets accessibility standards? They would need a standardized format to understand the accessibility of these products. A VPAT is one such document – it helps these organizations make informed decisions based on the level of accessibility of these products. Hence, VPATs help schools and districts prepare for their accessibility discussions with vendors. This helps them ensure procurement decisions are in line with accessibility requirements.

However, it is an ACR that helps learning product providers respond to whether the product supports, partially supports, or does not support each criterion of WCAG guidelines. ACRs also encourage best practices among vendors and developers and raise awareness of accessibility standards. It helps them prioritize accessibility considerations in their product development process. This way schools and districts can guarantee that they are procuring digital materials and technology that are accessible to all learners by requiring vendors to submit an accurate and up-to-date ACR as a condition of purchasing any digital product.

During procurement processes, it stands to reason that an ACR proves more valuable to edtech products than a VPAT.

 

How to Craft an ACR from a VPAT

To develop an Accessibility Conformance Report from a VPAT, the following steps should be taken into consideration:

1. Understand Accessibility Guidelines

The first and most important step while creating an ACR is to understand the accessibility guidelines such as WCAG, ADA, EN 301549, AODA, and Section 508. These guidelines help you evaluate the requirements for making digital products accessible to people with disabilities.

2. Determine the Scope

This step involves identifying the digital products that are to be evaluated to check their accessibility. It includes understanding functionalities, interfaces, and platforms that need to be assessed. This evaluation process consists of evaluating websites, mobile applications, software, and other digital content.

3. Evaluate Features for Compliance Against Standards

The third step to developing a voluntary product accessibility template involves evaluating digital products as per accessibility standards. These evaluations can be done through manual testing, automated testing, or a combination of both and cover various aspects of accessibility features including keyboard navigation, color contrast, screen reader compatibility, and captioning.

4. Documenting Results

The fourth step includes using the VPAT template to document accessibility assessment results and transforming it into an ACR. This VPAT template includes sections for product identity, conformance level, and supporting details in a standard format. This encompasses sections where you can report on the accessibility of various functional areas such as user interface, forms, and multimedia.

5. Include Remedial Measures

Remedial measures are necessary in the ACR in case the technological product does not fully comply with the accessibility criteria. These measures should detail the necessary steps to enhance accessibility and ensure compliance and also provide clear instructions, and timelines, and assign responsibilities for carrying out these actions.

6. Provide Feedback and Explanations

For every functional area, include feedback explanations in the ACR. This section should include information regarding the product’s compliance with accessibility standards, as well as any known limitations or exceptions along with features that are impacted or non-compliant.

7. Regular Review and Update

To make sure that the digital products continue to adhere to accessibility standards, regular evaluations and updates of ACR become a mandated requirement. This is important as accessibility standards and digital products keep evolving.

 

What Happens After You Develop an ACR?

After successfully developing an ACR, several actions typically take place. First, the ACR is examined internally to make sure it is accurate and comprehensive.

This also involves collaboration with development teams, legal advisors, and accessibility experts to address accessibility issues identified in the ACR and to work towards resolving them effectively. Legal advisors are required to ensure that the organization meets legal requirements related to accessibility and can also provide guidance on compliance with accessibility standards.

ACR is also frequently used to inform prospective customers, clients, or partners about the accessibility features and compliance status of the product and is often included in procurement documentation, proposals, and marketing materials.

These ACR findings also need to be communicated with relevant stakeholders including product designers, developers, customers, partners, regulatory agencies, and advocacy groups. This transparency also helps edtech companies build trust and showcase a commitment to accessibility. Regularly reviewing and updating the ACR also forms a crucial step to ensure ongoing accessibility and prioritizing improvements based on the findings.

So, should you choose to focus on a VPAT (Voluntary Product Accessibility Template) or an ACR? As a product leader, the ACR is the most crucial step in a broader commitment to accessibility. It plays an important role in ensuring that edtech products are equally accessible to all users, regardless of abilities. It demonstrates your product’s adherence to several accessibility guidelines and helps you reach a broader market with accurate targeting, enhanced user experiences, and satisfaction. Look at the ACR as an incredible opportunity for innovation – because when you build with disabilities in mind, it benefits everyone.

If you’re looking for more help with developing your VPAT or ACR, you may contact our accessibility team using this form. We also run a free webinar series called MagicA11y Live to share important tips and updates around accessibility standards and help spread awareness about accessibility inclusion.