UMW Accessibility Requirements Letter to Suppliers

Dear Supplier,

The University of Mary Washington (UMW) is committed to ensuring that all digital resources used by our students, faculty, staff, and community members are fully accessible to individuals with disabilities. This commitment reflects both our institutional values and our legal obligations under federal and state law. As a current or prospective supplier of digital products or services, your partnership is essential to achieving full compliance.

Federal Requirements: ADA Title II & WCAG 2.1 AA (Effective Date for UMW: April 24, 2026)

On April 24, 2024, the U.S. Department of Justice issued a final rule updating Title II of the Americans with Disabilities Act (ADA), requiring all state and local government entities – including public universities, such as UMW – to ensure that their websites and mobile applications conform to WCAG 2.1 Level AA no later than April 24, 2026.

UMW must, therefore, ensure that all digital tools, platforms, documents, and electronic content provided by third-party vendors meet WCAG 2.1 AA standards by this federal deadline.

UMW Institutional Compliance Timeline

UMW has launched a campus-wide digital accessibility initiative requiring that all digital content, including websites, documents, instructional materials, and third-party tools, be fully compliant by April 24, 2026. This includes Microsoft Word, PowerPoint, PDF, video, and other digital files used in Canvas or distributed electronically.

To meet this requirement, all suppliers must ensure that any digital products or services provided to UMW are accessible upon delivery or accompanied by a UMW-approved remediation plan.

Virginia House Bill 2541 (2025) Requirements

Virginia’s 2025 update to the Information Technology Access Act (HB 2541) expands accessibility obligations for all state agencies and public institutions of higher education. The law requires that digital communication and information technology be accessible to individuals with disabilities, extending beyond visual impairments, to include a broader range of accessibility needs. Under these updates to the ITA Act, UMW must:

  • Verify that all procured digital products meet accessibility standards.
  • Require accessibility documentation (e.g., VPAT®/ACR based on WCAG 2.1 AA).
  • Ensure that vendors remediate accessibility barriers within a defined and reasonable time-frame.
  • Prioritize procurement of accessible products when alternatives exist.

Supplier Requirements & Expectations

To comply with federal and state law, as well as UMW policy, all suppliers providing digital resources must:

  1. Provide Accessibility Documentation
    • A current VPAT® / Accessibility Conformance Report (ACR) based on WCAG 2.1 AA.
    • Documentation of any known accessibility gaps and planned remediation timelines.
  2. Ensure WCAG 2.1 AA Conformance
    • All digital products – including software, web-based tools, mobile apps, electronic documents, multimedia, and learning technologies – must meed WCAG 2.1 AA standards by the time of deployment or by an approved remediation deadline.
  3. Participate in Accessibility Review
    • UMW may request demonstrations, testing access, or additional documentation to verify accessibility claims.
  4. Remediate Identified Issues
    • If accessibility barriers are identified, suppliers must:
      • Collaborate with UMW to develop a remediation plan.
      • Resolve issues within the agreed-upon time frame.
      • Provide updated documentation upon completion.

Failure to meet accessibility requirements may affect procurement decisions of contract continuation.

Next Steps

  • Please review your digital products and services for WCAG 2.1 AA compliance and provide the required accessibility documentation (VPAT/ACR) to cio@umw.edu.
  • Existing Contracts: A survey is being sent to existing UMW contractors and compliance documents are requested by March 20, 2026.
  • New/Future Contracts: A receipt date for compliance documentation will be communicated from UMW’s IT Department at the time of the procurement action.

UMW appreciates your partnership in ensuring that its digital environment is inclusive, equitable, and compliant with all legal requirements.

Sincerely,
UMW Procurement Services
University of Mary Washington