accessiBe - The higher education accessibility procurement checklist

01. Define the academic and administrative scope

Identify key systems Ensure requirements apply to the LMS, SIS, registration portals, financial aid platforms, and online proctoring tools.

Cover all outputs Include all system-generated content, such as grading notifications, tuition bills, and automated PDFs or emails.

Force disclosure Require vendors to submit a written list of any known accessibility gaps in their tools before you buy.

Why this matters These systems are essential for accessing education. If a student can’t register or submit an assignment, the institution is at risk for a Title II violation.

02. Assign vendor responsibility

Own the platform Include a clause stating the vendor is responsible for the accessibility of the interface, navigation, and keyboard operability.

Prevent regressions Require the vendor to guarantee that new updates or "upgrades" will not break existing accessibility features.

Fix vendor code Contractually require the vendor to repair accessibility bugs in the code they control at no extra cost.

Why this matters Your IT team cannot fix code they do not own. Responsibility must stay with the vendor who has the power to change the software.

03. Verify documentation and testing

Demand a current ACR Require an accessibility conformance report (VPAT) that matches the specific version of the software you are purchasing.

Check the details Ensure the report clearly identifies which modules are included and which third-party integrations are not.

Review before approval Make accessibility a formal step in your procurement approval workflow rather than a post-purchase check.

Why this matters A VPAT is an information tool, not a guarantee. Verifying claims before the contract is signed is your best moment of leverage.

04. Manage updates and barriers

Communicate changes Require the vendor to notify the institution of any major UI or workflow changes before they roll out.

Address critical blocks Ensure that barriers affecting core workflows (like grading or advising) are fixed or have a formal mitigation plan before full deployment.

Track regressions Treat any loss of accessibility after an update as a defect that requires an immediate fix.

Why this matters Most accessibility failures happen after launch. Higher ed reality often requires moving forward with a purchase, but you must document the risks and the vendor's commitment to fix them.

05. Document for defensibility

Maintain the file Save all VPATs, review notes, and accessibility-related emails in the official procurement or contract file.

Record decisions Keep a log of how you handled known limitations and the vendor's responses to your fix requests.

Why this matters If a legal challenge occurs, "we didn't know" is not a defense. A clear paper trail proves the institution performed its due diligence under ADA Title II.