How to Create an Effective VPAT: A Step-by-Step Guide

Creating a Voluntary Product Accessibility Template (VPAT) is essential for demonstrating how a product or service complies with accessibility standards. This document is crucial for organizations aiming to ensure their digital tools meet guidelines such as the Web Content Accessibility Guidelines (WCAG) and legal requirements like Section 508. In this guide, we’ll walk you through the process of creating an effective VPAT, offering tips and best practices to ensure accuracy and completeness.

Step 1: Understand the VPAT Framework

Before you begin drafting your VPAT, it’s important to understand the framework and what it entails. The VPAT is designed to provide a comprehensive overview of how your product meets specific accessibility standards. These typically include:

• WCAG (Web Content Accessibility Guidelines): These guidelines are developed by the World Wide Web Consortium (W3C) and cover various aspects of web accessibility, including text alternatives, adaptable content, and navigability.
• Section 508: A U.S. federal law that requires federal agencies to make electronic and information technology accessible to people with disabilities.
• EN 301 549: A European standard that aligns with WCAG and Section 508 but is tailored to the accessibility requirements of the European Union.

Each of these standards has specific criteria that your VPAT must address. Familiarize yourself with these guidelines to ensure that your VPAT is thorough and accurate.

Step 2: Gather Information

Collect all relevant information about your product or service. This includes:

• Product Specifications: Understand the features and functionalities of your product.
• Accessibility Features: Document any built-in accessibility features, such as screen reader compatibility or keyboard navigation.
• Known Issues: Identify any known accessibility issues or limitations.

Consult with your development team, quality assurance specialists, and accessibility experts to ensure you have a complete understanding of your product’s accessibility aspects.

Step 3: Fill Out the VPAT Template

The VPAT template typically includes sections for various accessibility standards. Here’s how to approach each section:

1. Introduction: Provide a brief overview of your product and its purpose. Include information about the version of the VPAT you are using and the date of completion.
2. WCAG Compliance:

• Perceivable: Describe how your product ensures that information and user interface components are presented in ways that users can perceive, including text alternatives for non-text content and adaptable layouts.
• Operable: Detail how your product allows users to operate the interface, including keyboard accessibility and sufficient time to read and use content.
• Understandable: Explain how your product supports readability and predictability, including clear and consistent navigation and error prevention.
• Robust: Indicate how your product is compatible with current and future user agents, including assistive technologies.

1. Section 508 Compliance: Address each criterion outlined in Section 508. For each criterion, describe whether your product meets, partially meets, or does not meet the standard, and provide a detailed explanation.
2. EN 301 549 Compliance: Similar to the other sections, describe how your product aligns with the EN 301 549 standard, focusing on aspects that might be specific to the European market.

Step 4: Provide Detailed Explanations

For each accessibility criterion, offer a clear and detailed explanation. If a criterion is not met or only partially met, provide context and information about any workarounds or future plans to address these issues. Transparency is key; being honest about limitations builds trust and helps users understand how they can effectively use your product.

Step 5: Review and Validate

Accuracy is crucial when creating a VPAT. Review the document thoroughly to ensure that all information is correct and up-to-date. It is advisable to:

• Conduct Internal Reviews: Have team members from different departments review the VPAT to catch any errors or omissions.
• Consult Accessibility Experts: Engage accessibility consultants to validate the document and provide additional insights or corrections.
• Test the Product: Perform accessibility testing to verify the claims made in the VPAT and ensure that the product’s features align with the described accessibility standards.

Step 6: Update Regularly

The digital landscape and accessibility standards are continuously evolving. To keep your VPAT relevant:

• Update Regularly: Revise the VPAT whenever there are significant changes to your product or updates to accessibility standards.
• Monitor Standards: Stay informed about updates to WCAG, Section 508, and other relevant guidelines. Adjust your VPAT as needed to reflect these changes.

Best Practices for Creating an Effective VPAT

1. Be Thorough and Honest: Provide complete and honest information about your product’s accessibility features and limitations. This fosters trust and ensures users are well-informed.
2. Use Clear Language: Avoid technical jargon where possible and use plain language to make the VPAT accessible to a broad audience.
3. Provide Examples: Where applicable, include examples or screenshots to illustrate how your product meets specific accessibility criteria.
4. Highlight Strengths and Weaknesses: Clearly highlight both the strengths and weaknesses of your product’s accessibility features. This transparency helps users understand how the product will meet their needs.
5. Incorporate Feedback: Solicit feedback from users and stakeholders on the VPAT’s clarity and completeness. Use this feedback to make improvements.
6. Ensure Accessibility of the VPAT Document: Just as your product should be accessible, the VPAT document itself should be accessible. Use accessible formatting and ensure compatibility with screen readers.

Conclusion

Creating an effective VPAT is a vital step in demonstrating your commitment to accessibility. By following these steps and best practices, you can produce a comprehensive and accurate VPAT that meets the needs of your users and complies with relevant standards. This not only helps in adhering to legal and regulatory requirements but also promotes inclusivity and accessibility for all users. With a well-crafted VPAT, your organization can confidently showcase its dedication to providing accessible products and services, paving the way for a more inclusive digital environment.

We Offer Web & Mobile Accessibility Testing

We at ‘Accessible Zone‘ provide web, mobile and software accessibility testing services. We perform testing manually using screen reader such as JAWS, NVDA & Voiceovers. We also provide VPAT and ACR reports. If you want to use our services do contact us as at contact@accessiblezone.com or you can also schedule a free call with us from here.