Information and Communication Technology Accessibility Procedure

Overview

The University of Oregon strives to ensure that people with disabilities have access to its programs, services, and activities, including those delivered using information and communication technologies (ICT) and digital content. As the university operates in an increasingly digital environment, equitable access for all is critical. It is essential that accessibility be integrated as the university acquires, creates, uses, and publishes ICT and digital content. The university’s commitment to equal access to ICT is expressed in its ICT Accessibility Policy and through these procedures and guidelines.

Table of Contents

Scope

All employees and other individuals acting on behalf of the university must comply with the UO Digital Accessibility Standard (currently WCAG 2.1 AA) for all ICT and digital content used to conduct university programs, services, or activities, unless granted an exception (as described below). All university departments are responsible for ensuring that all of their web pages, online course materials, and other ICT and digital content are in compliance.

Depending on the particular circumstances of each case, the standards contained in this policy and procedure may not apply to ICT published by students, employees, or agents that are hosted by the university but are not used to conduct any program, service, or activity of the university business (for example, a student's personal web page or a student portfolio that is hosted on uoregon.edu).

Definitions

  • UO Digital Accessibility Standard: The current UO Digital Accessibility Standard is the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines (WCAG) 2.1 AA.
  • ICT: Information and Communications Technology (ICT) includes but is not limited to web content, mobile apps, kiosks, software, digital files and documents (e.g., Word documents, PDFs), email, computer hardware (e.g., desktops, laptops, mobile devices), multimedia (e.g., videos, podcasts), office equipment (e.g., photocopiers), kiosks (e.g., ATMs), digital signage, and telecommunications systems (e.g., phones, Zoom).
  • Web Content: Web content includes anything accessed or viewed via a web browser, including but not limited to web pages, web applications, online course content in an LMS (e.g., Canvas), conventional electronic documents (PDFs, word processor file formats, presentation file formats, and spreadsheet file formats) on the web, and web-based streaming audio and video.

Implementation

The Chief Information Officer or their designee will be responsible for implementing the ICT Accessibility Policy and Procedure, with the support of the university’s digital accessibility subject-matter experts and ICT Accessibility Committee, and cooperation of all executives and units at the university.

Prioritization

University units will prioritize high-risk web content, mobile apps, and kiosks, and ensuring that new ICT meets the UO Digital Accessibility Standard.

Resources

Accessibility Webpage

Information about the appropriate standard, who to contact for questions or concerns, assistance with creating new ICT, and how to file a complaint/grievance is located on the UO’s Accessibility webpage.

The university will include a link on every official UO website that directs interested users to the Accessibility Webpage.

Procurement

Requirements for information and communication technology procurement

UO will require vendors providing ICT to the university to comply with the UO Digital Accessibility Standard.

Review of third-party web content, mobile app, and kiosk products and services

All third-party web content, mobile apps, and kiosks that are procured or used by the university must be approved by the Chief Information Officer or their designee prior to implementation.

Approved Vendors

The university will establish a pool of approved web design and development vendors capable of providing services that comply with the UO Digital Accessibility Standard.

Exceptions

Archived Web Content, Mobile App, and Kiosk Exceptions

  • Archived Web Content, Mobile Apps, and Kiosks

    Web content, mobile apps, or kiosks that:

    1. Were created before April 24, 2026 or reproduce paper documents or the contents or other physical media created before April 24, 2026;
    2. Are retained exclusively for reference, research, or recordkeeping;
    3. Are not altered or updated after the date of archiving; and
    4. Are organized and stored in a dedicated area or areas clearly identified as being archived.

  • Archived Documents

    Conventional electronic documents (PDFs, word processor files, presentation files, and spreadsheet files) that:

    1. Were available on the university's websites, mobile apps, or kiosks prior to April 24, 2026; and
    2. Are not currently used to apply for, gain access to, or participate in the university's services, programs, or activities.

  • Preexisting Social Media Content

    Content posted on social media before April 24, 2026.

Current Web Content, Mobile App, and Kiosk Exceptions

  • Unaffiliated third-party content

    Content that:

    1. Is posted or created by a third party; and
    2. Is not the result of a contractual, licensing, or other arrangement.

  • Individualized, secured documents

    Conventional electronic documents (PDFs, word processor files, presentation files, and spreadsheet files) that are:

    1. about a specific individual, their property, or their account; and
    2. Are password-protected or otherwise secured.

  • Undue burden

    Where compliance would result in an undue financial or administrative burden for the university, an exception may be granted. Undue burden determinations must consider all university resources, not just the resources currently allocated to a particular department or unit. As a result, lack of sufficient funding, in isolation, will not generally qualify for an exception.

  • Fundamental alteration

    Where compliance would result in a fundamental alteration of products, services, or content and prevent it from satisfying the original intent, an exception may be granted. Web content and mobile apps do not typically qualify for a fundamental alteration exception.

Exception Requests and Responsibilities

Exception Determinations

Exception determinations are made by the university’s President, Chief Information Officer, or their designee.

Accommodations

Exceptions do not impact the overall obligation of the university to make programs, services, and activities accessible. Content that falls under an exception must still be made accessible in a timely manner upon request, which may include remediating the content to bring it into conformance with the UO Digital Accessibility Standard, providing accommodations, or other appropriate actions.

Partial Conformance

Content granted an exception for undue burden or fundamental alteration must be made as accessible as possible without resulting in that burden or fundamental alteration. Most content should achieve at least partial conformance with the UO Digital Accessibility Standard.

Assistance and Complaints

Assistance

The university lists resources for individuals in need of assistance or accommodations on the Accessibility web page (https://uoregon.edu/accessibility). For questions about the university's ICT Accessibility Policy or this Procedure, please contact ictaccess@uoregon.edu.

Filing a Complaint

Any student, employee, candidate for employment, or campus community member may file a complaint with the UO Office of Investigations and Civil Rights Compliance. The Office of Investigations and Civil Rights Compliance will work with employees, students and campus community members to ensure that they understand their complaint options, are protected from retaliation and are provided with supportive measures as appropriate.

The Office of Investigations and Civil Rights Compliance can be contacted at:

Training and Resources

The university will make digital accessibility training and resources available to all employees and responsible parties who create, modify, maintain, procure, supervise, update, or disseminate ICT or digital content.

The training and resources will include information to help employees and responsible parties understand and meet the UO Digital Accessibility Standard and comply with the university’s ICT Accessibility Policy and Procedure.

ICT Accessibility Committee

The ICT Accessibility Committee is responsible for maintaining and making recommendations on updating the ICT Accessibility Policy and Procedure. The Committee is further charged with making recommendations for policies, procedures, resources, and funding to enable the university to fully comply with the Policy and Procedure.

References

Updated 2025-06-12