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Accessibility ICT Policy Council 
Tuesday, September 7, 2021
3:00 - 4:00 PM
Zoom (Please see Outlook Invite for Details)

Members Present: Lisa Andreotta, Donna Carelli, Melanie Domanico, Bethany Heaton Crawford, Vince Patriarco, Lana Pettit, Miguel Pica, Paula Possenti-Perez, Pamela Thomas, Brian Tibbens, Robin Wade, and Scott Warren

Co-chairs: Jenny Gluck and William Myhill

Guests: 

Minutes: Christian Jones

Agenda

  1. Welcome/Announcements (Jenny, William)
  2. Progress Report (Group)
    1. Review AICTPC Table of Recommendations 
    2. Review ICT Accessibility Policy Changes
  3. Purchasing Policy & Credit Card Policy
    1. Draft text and placement of language
      1. Define the terms, what ICT is, and what needs to happen. (This is only relevant to ICT products. )
        1. Information and Communication Technology. Information technology and other equipment, systems, technologies, or processes, for which the principal function is the creation, manipulation, storage, display, receipt, or transmission of electronic data and information, as well as any technology-based equipment. Information and Communication Technologies include but are not limited to: academic and administrative software applications; websites and web-based or mobile applications; interactive online services: web conferencing, live-streaming, live chat and discussion board functions; search engines and databases; electronic communications and electronic content: email, electronic documents, electronic books and electronic reading systems, course content, class assignments; library and course-related reference materials; multimedia (audio and video); personal response systems (“clickers”); telecommunications; audio and video technologies; and self-contained closed systems: ATMs, printers and copiers.
      2. Changes to the Purchasing Policy
        1. I. General Policy Statement: The policy addresses competitive bidding and supplier selection, approval and issuance of purchasing transactions, purchase of accessible Information and Communication Technology (ICT), purchasing methods, authorizations, required documentation, and ethical practices.
            • Purchasing has a communications person who will help to find the best placement of added language. 
              •  Miguel Pica recommended section E. Diverse and Inclusive Planning as the appropriate destination for this language, which was found agreeable by the Council, or as a separate letter just under E. (so “F.”)
            • A general policy statement already exists but we modified it to include the terms “accessible ICT.” The new statement should read as:
              • This policy outlines the procurement practices for purchasing goods and services at Syracuse University (the “University”). The policy addresses competitive bidding and supplier selection, approval and issuance of purchasing transactions, purchase of accessible Information and Communication Technology (ICT), purchasing methods, authorizations, required documentation, and ethical practices.
              • The question was raised about making this it’s own section/letter versus plugging the language into an already established section. 
        2. Add a letter (Purchase of Accessible ICT, perhaps after Ethical Standards) that explicitly states that
          1. The Purchasing Policy will adhere to the ICT Accessibility Policy, including:  coverage of all academic and administrative software applications, hardware, or services  acquired or adopted after the effective date of this policy.
        3. Defining ICT: Reference the ICT Accessibility Policy definition
          • Embedding an explicit reference to the ICT policy may need to happen first, then we can address vendor obligations etc. with examples. 
          • For vendors, maybe we have an external side (public-facing) and internal side (purchasing flow (there will be a flow chart available later next week)). 
          • The Library has an internal licensing site that they direct vendors. More information on the Libraries Collections and Libraries’ and Libraries’ Publications pages. 
            • Vince would be interested in speaking more with Scott Warren about this. 
          • Recommendation 3: Vendor obligations still need to be created. We would not embed them into the ICT Accessibility Policy, which is what HirePotential was suggesting, but rather that we would embed them somewhere else and to refer to them in the Policy. This would be the same for Recommendation 10 (“Include examples of indirect, contracted ICT products and services that must adhere to the policy.”). 
            • The Council agreed with this recommendation.  
          • We have a method to get the manual to people. The flow chart will inform next steps, and we should have this by the end of next week (9/17). 
          • The flow chart will help with the four related recommendations (3, 10, 15, and 23).
          • Scott also has a flow chart related to procurement, which outlines the most common licensing scenarios they encounter. Scott will provide this to share with the group at the next meeting.  
      3. Changes to Credit Card Policy
        1. General Policy Guidelines:
          1. Cardholder is responsible for purchase of accessible ICT and for information security reviews.  
  4. Next/Future Meeting
    • Get information and flow charts from Scott and Vince on purchasing existing methods, processes, procedures, and get started on drafting vendor obligations. 
    • We’ll continue talking about D. Competitive Bidding Requirements in the Purchasing Policy. 

Supplemental Materials:

Accessibility ICT Policy 

Accessibility ICT Policy - Working Document

 Standards Table for AICTPC (Draft)

Draft Legacy Software Reference Guide

Ongoing Issues to Address

  1. Glossary of Terms
  2. End of Exception Cycle
    1. The exception is only good for the term of the version. How long is the life of the exception? What triggers a review of the product?
  3. Auto-renewals
  4. Vendor-deliverables 
  5. Review of DERC Phase 2 Recommendations Communications with Council (available in the Restricted Resource Library to AICTPC members)

  6. Review Purchasing procedures manual and the Purchasing website
  7. Recruiting graduate student and associate dean-level membership
  8. WCAG Review - 1 vs 3 years
  9. Redefining exceptions and exclusions, (i.e., citation management tools)

Next Meeting: Tuesday, September 7,  2021  


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