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

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 need to 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.

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.