What is a VPAT and Why Every Organization Needs One

In today’s increasingly digital world, accessibility is more important than ever. For organizations striving to be inclusive, understanding and implementing web accessibility standards is crucial. One key tool in this effort is the Voluntary Product Accessibility Template (VPAT). This article delves into the basics of the VPAT, its purpose, and why every organization aiming for accessibility compliance should consider integrating it into their practices.

Understanding the VPAT

The VPAT, or Voluntary Product Accessibility Template, is a document used by vendors to outline how their products and services conform to various accessibility standards. It is primarily used in the United States but is applicable globally, especially for organizations that need to meet specific accessibility criteria. The VPAT helps organizations assess the accessibility of products before making purchasing decisions and ensures that their own digital properties are compliant with accessibility regulations.

The VPAT is structured to align with several key accessibility standards, including:

• WCAG (Web Content Accessibility Guidelines): A set of guidelines developed by the World Wide Web Consortium (W3C) to ensure web content is accessible to people with disabilities. The WCAG guidelines are crucial for web accessibility and cover aspects such as text alternatives, adaptable layouts, and navigable structures.
• Section 508 of the Rehabilitation Act: A U.S. federal law that requires federal agencies to make their electronic and information technology accessible to people with disabilities. This standard is particularly relevant for government contracts and is often used as a benchmark for broader accessibility compliance.
• EN 301 549: A European standard that aligns with WCAG and Section 508 but is tailored to meet the accessibility requirements of the European Union.

The VPAT document contains a series of tables where vendors can detail how their products meet the specific criteria outlined in these standards. It includes sections for each standard, providing a space for vendors to indicate compliance levels and any known issues or exceptions.

The Purpose of the VPAT

The primary purpose of the VPAT is to provide transparency about how accessible a product is. This transparency is critical for organizations that need to ensure their technology and digital content meet accessibility standards. Here’s why the VPAT is important:

1. Facilitates Informed Decision-Making: For organizations looking to purchase or integrate new technologies, the VPAT provides essential information about a product’s accessibility features. This helps procurement teams make informed decisions, ensuring that new tools and systems will be usable by all employees, including those with disabilities.
2. Supports Compliance Efforts: Many organizations are required by law to meet accessibility standards. The VPAT helps organizations demonstrate their commitment to compliance, particularly when responding to government RFPs (Request for Proposals) or contracts. By providing a detailed account of how a product meets accessibility criteria, the VPAT serves as a key document in proving adherence to regulations like Section 508.
3. Encourages Vendor Accountability: When vendors provide a VPAT, they are held accountable for the accessibility of their products. This encourages them to prioritize accessibility features and address potential barriers before their products reach the market.
4. Enhances User Experience: Accessibility is not just about legal compliance; it’s about ensuring that all users have a positive experience. By using the VPAT to choose accessible products, organizations can enhance the usability of their digital environments for all users, including those with disabilities.

Why Every Organization Needs a VPAT

As digital accessibility becomes a priority for organizations worldwide, integrating the VPAT into procurement and compliance processes offers several benefits:

1. Legal and Regulatory Compliance: As mentioned, adherence to accessibility standards is often a legal requirement. Having a VPAT ensures that organizations can demonstrate their compliance with relevant laws and regulations. This is particularly important for federal agencies and organizations that do business with the government.
2. Inclusive Practices: Embracing accessibility is a matter of inclusivity and equal opportunity. By using the VPAT to assess and select accessible products, organizations make a commitment to creating an environment where everyone can participate fully. This can also enhance the organization’s reputation as a leader in inclusive practices.
3. Risk Mitigation: Non-compliance with accessibility standards can lead to legal risks, including lawsuits and fines. A VPAT helps mitigate these risks by providing a clear record of how products meet accessibility requirements. This documentation can be invaluable in defending against claims of non-compliance.
4. Competitive Advantage: Organizations that prioritize accessibility can gain a competitive edge. By showcasing their commitment through the VPAT, they signal to clients, customers, and partners that they value inclusivity and are dedicated to providing accessible solutions.
5. Continuous Improvement: The VPAT is not a one-time document but a tool that should be updated regularly. This encourages vendors and organizations to continuously evaluate and improve their accessibility practices, ensuring ongoing compliance and enhancement of user experience.

Best Practices for Using the VPAT

To make the most of the VPAT, organizations should follow these best practices:

1. Request a VPAT from Vendors: When evaluating new products or services, always request a VPAT from vendors. Review the document carefully to understand the product’s accessibility features and limitations.
2. Assess Compliance: Use the information in the VPAT to assess how well a product meets your organization’s accessibility needs. Consider how the product aligns with WCAG guidelines and other relevant standards.
3. Integrate VPATs into Procurement Processes: Make the VPAT a standard part of your procurement process. This ensures that accessibility is considered from the outset and helps in making informed decisions.
4. Stay Updated: Accessibility standards and guidelines evolve over time. Regularly review and update the VPAT to reflect changes in standards and improvements in accessibility features.
5. Collaborate with Vendors: Work closely with vendors to address any accessibility issues identified in the VPAT. Collaboration can lead to better outcomes and more accessible products.

In conclusion, the Voluntary Product Accessibility Template (VPAT) is an essential tool for organizations committed to accessibility. By providing a clear, detailed account of how products meet accessibility standards, the VPAT supports compliance efforts, promotes inclusivity, and helps organizations make informed decisions. Integrating the VPAT into procurement and accessibility practices not only ensures legal compliance but also enhances the overall user experience, making a positive impact on all stakeholders.

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.