Procuring accessible systems

When we're buying a new digital tool or service for the University (such as an IT system, mobile app, or online training module) it’s our responsibility to make sure it’s accessible to everyone who will use it, including students, staff and the public.

The University is legally required to meet accessibility standards for all digital products and services. This guidance explains what you need to do if you're involved in a procurement process, and who can help. You don’t need to be an expert, just follow the steps below and ask for support if needed.

Accessibility is a requirement from the start – it's essential not an optional extra. Accessibility applies to the whole product, both front-end and back-end. If fundamental accessibility issues are identified with a system, then it should be deemed incomplete.

Your responsibilities

  • Build in accessibility from the start. 
    Use the checklist to guide your decisions throughout the procurement and development process.
  • Set clear standards.
    Require suppliers to meet WCAG 2.2 AA standards (w3.org). During tendering and scoring exercises, give additional weight to suppliers who can show how they meet these standards.
  • Write accessibility requirements into the contract. 
    Most suppliers don’t include full accessibility details by default. Make it explicit and include clauses requiring suppliers to carry out remedial accessibility work at no extra cost if problems are identified. For help and template clauses, read Accessibility in supplier contracts (makethingsaccessible.com). You should also seek advice from the University’s Legal Team (legal@york.ac.uk) where needed. 
  • Score evidence of accessibility.
    During tendering and scoring exercises we recommend you:
  • Request a Voluntary Product Accessibility Template (VPAT). 
    Ask suppliers for a VPAT or accessibility roadmap, and review their accessibility statement to assess how their product meets WCAG standards. You can check SearchBOX for supplier statements (textboxdigital.com). 
  • Test the platform. 
    Don’t rely solely on supplier claims. Use both automated and human testing to identify barriers experienced by a diverse range of users.
  • Publish an accessibility statement.
    Create a clear, user-facing statement to help users understand how accessible the product is, what accommodations are available and how to make a complaint. For help, read University guidance on creating accessibility statements.

Checklist and what to do

Start using the checklist at the very beginning of the procurement process. It includes actions you should take when procuring a new digital product or service, such as:

  • What to ask suppliers
  • How to assess the accessibility of the product
  • How to address any shortfalls
  • Publishing an accessibility statement.

The checklist is available through Google Docs – make a copy and use it to guide your procurement and development process.

Access the checklist

More details and resources

Contact us

Equality and Diversity Office

equality@york.ac.uk
+44 (0)1904 324680
@EqualityatYork

About this guidance

This guidance was created by the Equality and Diversity Office, and was consulted on by the Equality, Diversity Inclusion Committee and the e-Accessibility Working Group. 

For general queries about this guidance contact equality@york.ac.uk.

Version 1.0 (February 2025)

Contact us

Equality and Diversity Office

equality@york.ac.uk
+44 (0)1904 324680
@EqualityatYork