1. Policy Statement
1.1. Oregon State University (“university”) is committed to providing Information Technology that is accessible to everyone who engages with it with substantially equivalent ease of use.
1.2. Each member of the university community is responsible for equitable access to their Information Technology pursuant to the procedures outlined in Section 5 of this University Policy.
2. Reason for Policy
2.1. This University Policy advances the fundamental principles of equality of opportunity under the Americans with Disabilities Act of 1990 and the Rehabilitation Act of 1973, as amended, as it applies to digital technologies, with a particular focus on disability inclusion. Equality of opportunity means more than equal treatment; it means an opportunity to participate, obtain the same result, gain the same benefit, or reach the same level of achievement, and that disparate or separate treatment should be permitted only when necessary for equal opportunity.
2.2. Digital accessibility is a shared responsibility across the university. The procedures outlined in this University Policy support continuous improvement toward the ideal of equitable access and equality of opportunity in the university’s Information Technology programs, products, data, reports, services and activities.
3. Scope & Audience
3.1. This University Policy applies to Information Technology as defined in Section 4.3. All students, employees, volunteers, and contractors of the university must follow this University Policy.
4. Definitions
4.1. Accessibility: The ability of individuals with disabilities to independently acquire the same information, engage in the same interactions, and enjoy the same services within the same timeframe as individuals without disabilities, with substantially equivalent ease of use.
4.2. Individuals with Disabilities: Any person who has a physical or mental impairment that substantially limits one or more major life activities; has a record of such impairment; or is regarded as having such an impairment.
4.3. Information Technology (IT): The technology and any equipment or interconnected system or subsystem of equipment that is used in the creation, conversion, duplication, or distribution of data or information. The term Information Technology includes, but is not limited to:
4.3.1. Computers and ancillary equipment, firmware, and similar products.
4.3.2. Any equipment or interconnected system or subsystem of equipment that is used in the automatic acquisition, creation, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information.
4.3.3. Desktop, mobile, and cloud-based software applications.
4.3.4. Internet and intranet websites.
4.3.5. Search engines and databases.
4.3.6. Content delivered in digital form, including electronic books and electronic book-reading systems.
4.3.7. Learning management systems, classroom technology and multimedia, personal response systems (e.g., “clickers”), and equipment such as classroom podiums.
4.3.8. Information kiosks.
4.3.9. Copiers and fax machines.
4.3.10. Telecommunications products (such as telephones).
4.3.11. Automated Teller Machines (ATMs) and similar transaction machines.
5. Responsibilities & Procedures
5.1. Key Implementation Office
5.1.1. University Information Technology supports this University Policy by:
a. Administering the Digital Accessibility Committee.
b. Coordinating accessibility audits and supporting end-user testing.
c. Providing tools and expertise for enterprise-wide scanning of university-owned web properties and reports on accessibility issues to the designated owners of those properties.
d. Providing training, support, and expertise for the university community on how to comply with IT-related components of this University Policy.
5.2. Digital Accessibility Committee
5.2.1. The Digital Accessibility Committee is tasked with ongoing evaluation and assessment of policies and procedures related to digital accessibility. This may include:
a. Identifying needs around training opportunities and assistance to ensure all members of the university community can meet their responsibilities identified in this University Policy.
b. Ensuring information about how to comply with this University Policy is accurate and available.
c. Participating in efforts to document progress in increasing accessibility over time through program reviews, accessibility audits, exception tracking, and other activities.
d. Elevating issues, concerns, proposed policy/procedure updates, and other matters to University Information Technology as needed.
e. Measure and document the progress of IT aligning with this policy.
5.2.2. The Digital Accessibility Committee is chaired by the Chief Information Officer or their designee. The Chief Information Officer or their designee appoints the members, with at least one member appointed from the Faculty Senate to represent the academic faculty.
5.3. Procurement of IT
5.3.1. University employees who are responsible for making decisions about IT procurement must consider accessibility as one of the criteria for acquisition.
5.3.2. University employees must consult with University Information Technology prior to purchasing or acquiring any IT to ensure that the IT is accessible and to ensure that this University Policy’s requirements are included in the solicitation documents. University Information Technology will develop and publish consultation procedures for employees.
5.3.3. IT contractors must demonstrate, upon request, that the IT provided to the university is accessible to all users with substantially equivalent ease of use.
5.4. Exceptions
5.4.1. Exceptions to this University Policy may be granted when complying would result in a fundamental alteration in the nature of a program or activity, or would cause undue financial and administration burdens, or when there is no equivalent IT option available that meets Accessibility.
5.4.2. Requests for exceptions must be made in writing to the Vice Provost for Information Technology/Chief Information and Technology Officer or their designee. To be considered, requests must document:
a. The IT for which the exception is being requested.
b. Any alternative IT that meets functionality requirements but is not accessible;
c. Any alternative IT that is accessible but does not meet functionality requirements; and,
d. Evidence of recent efforts by a vendor to remediate the accessibility defects by a defined date, if applicable.
5.4.3. The Vice Provost for Information Technology/Chief Information and Technology Officer or their designee will grant or deny the request. The decision of the Vice Provost for Information Technology/Chief Information and Technology Officer or their designee is final.
5.4.4. Notice of granted exceptions must be sent to the Digital Accessibility Committee. Records of granted exceptions will be retained by the Vice Provost for Information and Technology/Chief Information and Technology Officer.
6. Related Policies, Procedures, or Information
6.1. To help individuals and units meet their obligations under this University Policy, the university has developed an accessibility resource hub, with an IT accessibility menu option: https://accessibility.oregonstate.edu/.
6.1.1. Statement on web accessibility (https://accessibility.oregonstate.edu/web), with Web Content Accessibility Guidelines: https://accessibility.oregonstate.edu/WCAG2.0.
a. Web Content Accessibility Guidelines may also be found here.
6.1.2. Guidance for accessible documents: https://accessibility.oregonstate.edu/documents.
6.1.3. Guidance for the university community, purchasers, and vendors related to hardware accessibility: https://accessibility.oregonstate.edu/hardware.
6.1.4. Guidance for the university community, purchasers, and vendors related to software accessibility: https://accessibility.oregonstate.edu/software.
6.1.5. Guidance related to multimedia, audio and video with links to additional resources and tools: https://accessibility.oregonstate.edu/multimedia.
History
Oregon State University adopted OSU Policy on Information Technology Accessibility on August 22, 2011. This policy was revised and renumbered, and adopted as University Policy 08-020 Digital Accessibility on August 28, 2024.
Next scheduled review date: August 2029.
Contacts
University Information Technology
541-737-8787
https://uit.oregonstate.edu
Available online at: https://policy.oregonstate.edu/policy/digital-accessibility