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Accessibility ICT Policy Council 
Tuesday, September 21, 2021
3:00 - 4:00 PM
Zoom (Please see Outlook Invite for Details)

Members: Lisa Andreotta, Donna Carelli, Melanie Domanico, Bethany Heaton Crawford, Vince Patriarco, Lana Pettit, Miguel Pica, Paula Possenti-Perez, Kira Reed, 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)
    1. Welcome to Kira Reed
  2. Progress Report (Group)
    1. Review AICTPC Table of Recommendations 
      1. Questions?
    2. Review ICT Accessibility Policy Changes
      1. Questions?
  3. Purchasing Policy & Credit Card Policy
    1. Review Purchasing and Libraries  flow charts on purchasing existing methods, processes, procedures, and get started on drafting vendor obligations. (Vince Patriarco and Scott Warren) 
      1. Purchasing: Software Purchases Below $10K (PDF)
      2. Purchasing: Software Purchases Above $10K (PDF)
    2. Procurement of Accessible ICT Products and Services PAICT
    3. Continue reviewing Purchasing Policy, section D. Competitive Bidding Requirements 
  4. Proposed Recommendation Language Changes

    Recommendation


    Proposed Changes

    Recommendation 3: Embed vendor obligations and tertiary links in the ICT Policy, where the language is applicable to all purchases and is consistent with other procedures and policies across the campus. 

    Policy5.A.1 ProceduresCVendor is obligated to provide an updated third party VPAT 2.X or WCAG AA 2.X, whichever is most current (please refer to the Information Technology Industry Council's (ITIC)  VPAT page for most up-to-date information). Include an up-to-date VPAT demonstrating conformance. 
    Recommendation 10: Include examples of indirect, contracted ICT products and services that must adhere to the policy. Policy5.A.1 ProceduresC

    "Indirect ICT services are support features for a contracted service that is not itself ICT. A few examples of purchased or contracted services that include indirect ICT are:

    • Research projects that include a report;
    • Employee wellness services that include self-help materials as electronic files;
    • A conference or other service that includes online registration;
    • Promotional materials and brochures that will be put online;
    • Forms that will be distributed as paper and made available online;
    • Employee training that includes handouts, computer-based training (CBT), or distributed slide decks;
    • Counseling services that include a web-based chatroom;
    • User manuals provided in electronic format; and
    • Any vendor service that includes a survey.

    Contracts for services that include or may include the indirect use of ICT must include requirements for vendor compliance with the WCAG 2.0 AA guidelines. The vendor must include as a deliverable within the contract an accessibility compliance report using the HHS WCA."

    (reference: https://accessibility.hhs.texas.gov/policy_htm/ch2.htm#2.2.5)

    Recommendation 15: Explicitly include a vendor section documenting expectations concerning the procurement process and product and services deliverables; importantly, we are anticipating increased staffing to provide ICT consulting to the Purchaser and Vendor. 

    Policy5.A.1 ProceduresCTBA

    Recommendation 23: To avoid the risk of procuring inaccessible products or services, the policy should include a purchasing process requirements table, similar to the draft version (in the report).

    Policy5.A.1 ProceduresCTBA
  5. Next/Future Meeting
    1. Next Recommendations
    2. Language

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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