Before implementing any new academic technology, including free software and services, it must be evaluated to ensure it meets the University’s accessibility guidelines under State and Federal law. This page will help you better understand that steps that are taken by the Office of Information Technology after you submit the New Software Request Form.
What is the Software Accessibility Review Process?
Ball State’s accessibility review process can be broken down into two reviews with different possible phases.
Step 1: Initial Review
IT services and systems are required to meet the basic requirements of WCAG Version 2.1 Level AA technical accessibility standards. During the initial review, we will determine if your requested software meets the success criteria from the major components of digital accessibility principles in WCAG 2.1:
- Perceivable – Information and user interface components must be presentable to users in ways they can perceive.
- Operable – User interface components and navigation must be operable.
- Understandable – Information and the operation of the user interface must be understandable.
- Robust – The system must be able to maximize compatibility with current and future user agents, including assistive technologies.
The initial review helps us better understand the initial accessibility of the software and its intended scope.
Step 2: VPAT Review and Next Steps
The Digital Accessibility Services Office will provide a report indicating the strengths and shortcomings of the software’s accessibility and indicate where it falls under the following statuses:
- Substantially Accessible
- Passably Accessible or Inconclusive
- Substantially Inaccessible
The status of your software will determine your next steps.
If your software is found Substantially Accessible...
The adoption of the technology will proceed without further accessibility review. It is important to note that a Substantially Accessible finding does not mean that the software is perfect. You must be prepared to handle accommodation requests as they arise and carefully note any limitations or issues.
If your software is found to be Passably Accessible or Inconclusive...
You will receive a report via email with a description of the findings and identified deficiencies within the software. When this happens, you have two options:
- Find a different, more accessible solution. You can find one on your own, or the Enterprise Project Management Office can help you find alternative software that better meets accessibility guidelines. Email epmo@bsu.edu or call 765-285-6275.
- Develop an accommodation plan. This plan will show us that you can successfully deliver the entire educational experience to all students, including those with a disability. You can find more details about what is required in accommodation plans below.
The report you receive via email will clearly outline your next steps.
If your software is found Substantially Inaccessible...
You will receive a report via email with a description of the findings and identified deficiencies within the software. Then, as with a Passably Accessible or Inconclusive report, you need to submit an accommodation plan or find alternative, more accessible software. The Enterprise Project Management Office can help you find alternative software that better meets accessibility guidelines. Email epmo@bsu.edu or call 765-285-6275.
Accommodation Plans and Committee Reviews
If you choose to create an accommodation plan, the Digital Accessibility Review Committee will expect to see the following items addressed in a written document:
- Deficiencies – An acknowledgment or statement that shows you understand the identified deficiencies in the software.
- Responsibility – An acknowledgment or statement that shows you understand and agree that you are responsible for ensuring the content, service, or function provided by the software will be delivered using an alternative accessible version or method sufficient to ensure all goals and learning outcomes of the course can be successfully achieved.
- Accommodation Plan and Requirement for Timely Accommodation – A plan showing how accommodation through alternative versions or methods will be provided promptly (e.g. The plan would show that any student needing accommodation will receive all instruction, services, and resources required to complete the course in a timely manner).
- Full Accommodation – The proposed plan must indicate how accommodated students will be empowered to participate in all activities, receive all course benefits, and have the full opportunity to complete the course successfully within the prescribed timeframes.
- Limited Scope of Approval – An acknowledgment that approval will be granted on a case-by-case basis and that approval for the use of the proposed software does not guarantee approval in other cases.
Your accommodation plan does not need to consider every possible circumstance that may arise or include every detail of how students will be accommodated. You need to explain how any students who need accommodations will be thoroughly accommodated.
What happens next?
Once you finalize your accommodation plan, you need to submit the plan, the accessibility review, and any other necessary materials to the Review Committee.
The Committee consists of a member from the Office of the Vice Provost for Academic Affairs, a member from the Division of Online and Strategic Learning, the Director of Disability Services or their designee, and others as may be helpful based on the nature of the request.
The Committee will determine if your accommodation plan is sufficient to ensure successful learning outcomes for students needing accommodations, and then take one of the following actions:
- Return the plan to you for more information or clarification.
- Approve the plan, either with or without qualifications, limitations, limits, or recommendations.
- Deny the plan and recommend that you work with the Enterprise Project Management Office to find an alternative solution.
The Committee's decision will be shared with you, the VPIT/CIO, and the Digital Accessibility Services Office.
You can appeal the Committee’s decision to the Vice President of IT/CIO. They will review the appeal, consult with the Provost and Executive Vice President for Academic Affairs, and make a final decision on the matter. The VPIT/CIO’s final decision cannot be appealed further.
Accessibility Review Process Timelines
Outside of peak times (e.g. the start of the semester), the standard timelines for accessibility reviews are as follows:
- Software Requests with VPATS – 2 weeks total (1 week ADA, 1 week IT review)
- Software Requests requiring Manual Review – 4 weeks total (3 weeks ADA, 1 week IT review)
All software requests for fall semesters must be submitted by June 1 to allow enough time for review, contract, purchase, and installation. Information Technology will conduct thorough reviews to ensure that your students have the best possible experience with new technologies.