Information and Communication Technology Accessibility Procedures

The University of North Carolina at Greensboro

(Approved, October 21, 2019)

1.  Procurement

UNC Greensboro faculty and staff purchasing ICT Resources must follow the process outlined in UNCG Purchasing Policies 4.3 Purchasing Solicitation of Bids and Quotation for purchases over $5,000. Purchases under $5,000 and free-to-use products should use the ICT Accessibility Checklist in the selection process in order to ensure compliance with the Accessibility Guidelines.

1.1  Accessibility Reviews for Procurement

  1. Purchases over $5,000. ICT Resources over $5,000 that are not covered on State Term Contracts or other purchasing department approved contracts must follow UNCG Purchasing Policies 4.3 Purchasing Solicitation of Bids and Quotation process, which initiates accessibility and other necessary product reviews.
  2. Purchases under $5,000 and free-to-use products. ICT Resources that are under $5,000 or are free-to-use should use the ICT Accessibility Checklist in the selection process.

If you would like to consult with the Web Accessibility Coordinator during the selection process please email

1.2  Selecting Software for Purchase

  1. Initiate communication with the vendor and ask them to complete the ICT Accessibility Checklist. If the vendor is not familiar with accessibility requirements, information about a product’s accessibility can be usually found in the:
  1. If an ICT Resource does not meet the Accessibility Guidelines, develop an Equally Effective Alternate Access Plan (EEAAP) to identify accessibility issues, responsible parties, and a reasonable accommodation that provides equitable access.

2.  E-Textbook Purchases

2.1  Acquiring or converting textbooks to accessible formats takes a great deal of time. If you are considering adopting a new online textbook, ask the publisher the following questions about its accessibility:

  • In what formats (e.g., print, audio, ePub3) is the book available?
  • How accessible are the latest editions?
  • Are digital formats of the book accessible by people with disabilities?
    • Text must be renderable and compatible with screen-reading software.
    • Images, figures and tables must have alternative text.
    • Online interactive content must be accessible.

2.2  Important Notes

  • All textbook-coordinated materials (e.g., slideshows, pdfs, tests, quizzes) supplied by the publisher must also be available in accessible formats.
  • Digital Rights Management (DRM) Software tools control permissions on e-content and lock them. The content cannot be copied. This can cause an access issue. Publishers that use this technology should provide contact information for people who need access.

2.3  Questions About Online Textbooks

Visit the Multimedia section of the Accessibility Resources website for more information about multimedia accessibility.

Any questions about accessibility of new online textbooks you are considering for purchase may be directed to the Web Accessibility Coordinator ( If you have questions about existing online textbooks that need to be made accessible, please contact OARS (

3.  ICT Review Requests

Individuals looking for assistance reviewing ICT Resources (e.g. Canvas course content, departmental website, e-textbooks, individual files) may make an ICT Review Request using the ICT (Web) Accessibility Consultation Request Form . Upon completion, a report will be provided along with recommendations, if necessary, for updating ICT Resources to ensure compliance. Turnaround time for requests will vary depending upon the nature of the request (reviewing an individual file could take 2 days while an examination of an entire Canvas course could take several days). Estimated turnaround times will be provided upon receipt of the request. Every effort will be made to accommodate expedited requests, but they cannot be guaranteed.

4.  Reporting ICT Resource Issues

To report a web accessibility issue pertaining to a website or other ICT resource, you may submit a description of the issue and its location. Submissions to this form go to the Web Accessibility Coordinator.

5.  Correcting ICT Resource Issues

5.1  Reporting/Requesting accommodation needs.

If an issue is identified or an accommodation request is made for an ICT Resource the Web Accessibility Coordinator will notify the Unit Representative (non-academic ICT) or instructor (academic ICT) and provide instructions on next steps, available resources, and a timeline for remediation or accommodation.

5.2  Once a notification is received, the Unit Representative or instructor are expected to respond within 2 business days to acknowledge receipt of the notification. Acknowledgement of the notification is the first step in the process of addressing the issue. To complete the process, the Unit Representative or instructor will:

  1. correct the identified accessibility issues in a timely fashion;
  2. develop an Equally Effective Alternate Access Plan (EEAAP) to identify accessibility issues, responsible parties, and a reasonable accommodation that provides equitable access; or
  3. request an exception by contacting, provided that one or more of the criteria listed below applies. An exception should only be requested after it has been determined (through consultation with the Web Accessibility Coordinator) that neither 5.2a or 5.2b are able to resolve the issue. If an exception request is not approved, the issue must be corrected or an EEAAP provided according to the original timeline.
    • Modifying the particular ICT Resource would create an undue hardship or would result in a fundamental alteration of the program or service.
    • Information resources, applications and services are procured through third-party vendors or contractors and no alternative accessible products are available from other third-party vendors or contractors.
    • Efforts are underway to update non-compliant ICT Resources by a defined date.
    • The ICT Resource is undergoing initial development; this exemption is limited to a six (6) month development period.

5.3  If no correction, accommodation, or exception is undertaken, the issue will be reported to the responsible department chair or unit leader and may also be referred to the leadership of the college/school or division and to other University officials as needed. If the issue remains unresolved, the ICT resource may be removed from the University’s web environment.

6.  Additional Information

6.1  Supporting Documents

6.2  Resources

6.3  Contacts for Additional Information and Reporting

6.3.1 Policy Owners

  • Responsible Administrator: Web Accessibility Coordinator,, 336-315-7715
  • Responsible Executive: Provost and Executive Vice Chancellor

6.3.2 Other Contacts