What You Need to Know About VPATs
A VPAT (Voluntary Product Accessibility Template) is a standardized document that vendors use to describe how well their technology products meet accessibility standards. Think of it as an "accessibility report card" that helps schools make informed purchasing decisions and ensures compliance with legal requirements like WCAG 2.1 Level AA.
How VPATs Work
What You Get vs. What You Need
Vendor Product: "Learning Management System"
📊 Compliance Status Unknown
School District: "Is this accessible for our students with disabilities?"
"VPAT Document: Images have alt text - SUPPORTS. Keyboard navigation - PARTIALLY SUPPORTS. Video captions - DOES NOT SUPPORT. Color contrast - SUPPORTS."
VPATs provide specific details about what works, what doesn't, and what needs fixing before you purchase.
VPATs provide legal protection, help assess risk, and give you negotiating power with vendors. They're essential for meeting accessibility compliance deadlines.
Legal Protection
Demonstrates due diligence in vendor selection
Risk Assessment
Identifies potential compliance problems upfront
Procurement Power
Makes accessibility a competitive factor
Budget Planning
Helps identify remediation costs
VPATs use standardized language to describe how well products meet each accessibility requirement. Here's what each rating means:
SUPPORTS
Fully meets the requirement
PARTIALLY SUPPORTS
Meets some but not all aspects
DOES NOT SUPPORT
Fails to meet the requirement
NOT APPLICABLE
Requirement doesn't apply
Step-by-Step: Using VPATs in Procurement
Here's how to effectively use VPATs in your vendor evaluation process:
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Request Current VPAT
Ask vendors for their most recent VPAT document specifically for WCAG 2.1 Level AA compliance
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Review Compliance Ratings
Check the detailed table showing how each accessibility criterion is met
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Assess Gaps and Risks
Identify "Partially Supports" and "Does Not Support" items that could create compliance issues
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Negotiate or Decide
Use VPAT findings to negotiate improvements, request remediation timelines, or choose alternative vendors
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Document Your Process
Keep VPATs on file as evidence of your accessibility compliance efforts
Red Flags to Watch For
Outdated VPATs
VPATs older than 2 years may not reflect current product features or standards.
Generic Language
Vague descriptions instead of specific explanations about how features work.
Too Many Partial Supports
Many "Partially Supports" without clear remediation plans or timelines.
Missing Information
Incomplete sections or skipped accessibility criteria without explanation.
Self-Evaluation Only
No third-party testing or independent accessibility assessment.
No Remediation Plan
Gaps identified but no timeline or commitment to fix accessibility issues.
Essential Questions for Vendors
"Do you have a current VPAT?"
Specifically ask for WCAG 2.1 Level AA compliance documentation.
"When was it last updated?"
VPATs should be updated whenever significant product changes are made.
"Who created the VPAT?"
Was it done by internal staff or independent accessibility experts?
"What's your remediation timeline?"
For gaps identified, when will fixes be implemented?
"Who provides accessibility training?"
Will the vendor train your staff on accessibility features?
"Who's responsible for compliance?"
If accessibility issues arise, who handles remediation costs?
VPAT Evaluation Checklist
Use this checklist when reviewing vendor VPATs:
- VPAT is dated within the last 2 years and matches current product version
- Document specifically addresses WCAG 2.1 Level AA compliance
- All relevant accessibility criteria are addressed (not skipped)
- Explanations are specific and detailed, not generic or vague
- "Partially Supports" items include remediation plans and timelines
- Contact information provided for accessibility questions
- VPAT created or reviewed by accessibility professionals
- Product testing methodology is clearly described
- Vendor provides training on accessibility features
- Clear responsibility assigned for fixing accessibility issues
Quick Tips for School Districts
- Require VPATs in all RFPs (Request for Proposals) for technology purchases
- Partner with neighboring districts to increase collective purchasing power
- Keep approved VPATs on file as documentation of compliance efforts
- Use VPAT gaps to negotiate better pricing or additional services
- Don't accept "accessibility roadmap" promises without specific timelines
- Remember that even small districts can and should demand VPATs
- Review VPATs annually when contracts come up for renewal
- Include accessibility requirements in vendor contracts
- Ask for demonstrations of accessibility features before purchasing
- Connect with other districts to share VPAT experiences and recommendations
