13620.0 Interim Policy
This policy was adopted under the interim policymaking provisions of the University's Policy on Policies on January 29, 2026. Information about this policy change, and any proposals for further policymaking can be accessed at the University Policy website. Students and employees may submit comments on those proposals through the Proposed Policy Change Comment Form.
13620.1 Policy Statement
It is the Policy of Wright State University to comply with applicable legal requirements regarding digital accessibility.
13620.2 Scope
This Policy applies to:
- Public-facing digital content and services; and
- Authenticated (login-required) Digital Content and Services when used to deliver Wright State programs, services, or activities (including instructional and learning environments).
13620.3 Definitions
As used in this Policy, capitalized terms shall have the following meanings:
"Digital Content". Information provided in digital form, including but not limited to web pages, PDFs, documents, spreadsheets, slide presentations, images, audio, video, web-based forms, and learning management system content.
"Digital Services". Websites, web applications, mobile applications, online systems, and technology-enabled services used to deliver Wright State programs, services, or activities.
"Official University Digital Property". Any website, web page, web application, mobile application, or other digital service created, managed, hosted, procured, or branded by Wright State (including its departments, colleges, and administrative offices) for official University business.
"University Related Digital Content". Digital content created or posted by faculty staff, students, and/or registered student organizations when content is:
- linked from an Official University Digital Property;
- stored on University-controlled servers or platforms;
- created in support of University programs, services, activities, or courses; or
- hosted on servers or platforms contracted or approved by the University.
"Content Owner". Authorized University personnel who create, edit, upload, or publish Digital Content on University platforms or services.
"Faculty". Authorized Faculty who create or publish instructional Digital Content and who have received training on accessibility standards and relevant publishing tools (e.g., MS, CMS, document creation tools) as required by University procedure.
"Online Content Accessibility Training". Required training for University personnel who develop, post, publish, or procure Digital Content or Services, prior to receiving publishing permissions or administrative access.
"Digital Accessibility Coordinator". Staff member (or designated office) authorized to coordinate and implement the University's digital accessibility program, including guidance, training coordination, monitoring practices, and remediation workflows.
"Digital Accessibility Standards". Wright State's Digital Accessibility Standards follow W3C Web Accessibility Initiative guidance and shall conform to WCAG 2.1 Level AA (or successor standard adopted by the University). together with applicable state and federal requirements and University procedures.
"Archived Web Content". Digital Content retained primarily for reference, research, or recordkeeping purposes that is clearly identified as archived and maintained consistent with University archiving procedures and applicable accessibility requirements.
"Accessible Alternative Format". A format that provides substantially equivalent or better access to information or functionality than the original format and may include searchable web content, accessible electronic forms, approved workflow tools, accessible documents, or other format compatible with assistive technology.
13620.4 Parameters
A. Responsibilities
Each unit, department, or office, through designated content owners and content editors, is responsible for ensuring that Digital Content and Digital Services within its control are accessible in accordance with this Policy and applicable legal standards.
B. Standards and Scope
All official University Digital Properties and University-related Digital Content must conform to Digital Accessibility Standards. Digital Content and Services include, but are not limited to the following services when furnished or operated by the University or a University vendor:
- University websites and web pages;
- web applications and online services;
- mobile applications;
- learning management system content and course-related digital materials;
- digital documents (including PDFs, Word, PowerPoint, Excel);
- digital media (audio/video), including captions and transcripts where required; and
- third-party tools used to deliver University programs, services, or activities.
PDF Use and Format Selection
PDF documents should be posted to public websites, shared publicly, or distributed by email only when other more accessible formats are not feasible or would not adequately support the intended business need. When content can be provided in a more accessible and usable format, the University should prioritize formats such as web pages, accessible web forms, fillable platform-based forms, or other accessible document and workflow situations instead of PDS.
Before posting, uploading, or distributing a PDF, the content owner must evaluate whether the content can be provided in a more accessible format, and, when appropriate, consult with the Digital Accessibility Coordinator, Digital Accessibility Committee, or other designated University resource regarding conversion options. Examples of content that should be evaluated for conversion include:
- documents tied to critical business processes;
- fillable forms used for workflows or data collection;
- materials requiring signature or approval, including documents that currently require printing, handwritten signature, scanning, or return by email; and
- highly used, high-impact, or high-visibility materials, including public-facing program information and transfer-related materials.
When a PDF must remain in use, it must conform to the University's Digital Accessibility Standards and be usable with assistive technology.
Student-Generated Instructional Content
When students are required to create or share Digital Content as part of a course (e.g., videos, presentations, documents, discussion posts, or other media) and that content is used for course participation, instruction, assessment, or peer engagement, the University will ensure that the course experience is accessible. Instructors are responsible for communicating the accessibility requirements for such assignments and for ensuring timely accessible alternatives or remediation pathways are available when needed.
C. Approved Tools, Platforms, and Hosting
Software and systems used to develop or deliver University Digital Properties must be approved by CaTS and applicable University offices responsible for the services (e.g., University Communications/Marketing; Wright State Online).
Official University Digital Properties must run on University-managed infrastructure or services contracted for approval by CaTS (and/or other designated offices as appropriate).
D. Program Coordination
The Digital Accessibility Coordinator shall provide direction and guidance on standards to be followed for accessibility for all Digital Content and Services. The Coordinator is responsible for developing and implementing a plan to monitor University Digital Content and Services for adherence to Accessibility Standards and to coordinate remediation planning with content owners.
The Digital Accessibility Coordinator is responsible for the administration and enforcement of this Policy. The Coordinator is authorized to establish and enforce procedures to aid in administration and enforcement of this Policy. Such procedures shall be linked in the "Resources" section of this Policy.
E. Exceptions, Archived Content, and Accessible Alternatives
Limited exceptions may apply under applicable law and guidance. The Office of the Chief Information Officer has the authority to approve exceptions. When an exception is used, it must be documented according to University procedure and must not undermine access to Wright State programs, services, or activities.
Archived Content must:
- be clearly labeled as archived;
- be maintained in a designated archive area;
- be retained primarily for reference, research, or recordkeeping; and
- not be updated after being archived (other than administrative actions consistent with archiving).
Even when content qualifies as archived or otherwise excepted, the University will provide accessible alternatives and/or ensure effective communication as required.
F. Other Applicable Requirements
Unless excepted, all Digital Content and Services must adhere to:
- applicable copyright laws;
- applicable state and federal laws and authorities; and
- applicable University policy, including but not limited to Policy 11210 - Responsible Use of University Computing Resources and Policy 12020 - University Marks, Words, Logos, and Symbols.
G. Non-Compliance and Risk Mitigation
If Digital Content or Services are determined to violate this Policy, the Digital Accessibility Coordinator will make reasonable efforts to notify the Content Owner/Editor and work toward correction within an appropriate timeframe.
When necessary to protect access to University programs and services or reduce risk of hard, the Digital Accessibility Coordinator is authorized to facilitate removal, disabling, or restriction of non-compliant Digital Content hosted on University-Controlled Services, in coordination with relevant offices and consistent with legal requirements and University policies.
The University will ordinarily seek to resolve non-compliance through notice, consultation, support, and reasonable access to University programs, services, or activities. Failure to remediate identified accessibility issues within the specified timeframe, or repeated instances of non-compliance, may result in escalation to appropriate supervisory or administrative channels.
13620.5 Accessible Software and Procurement
It is the Policy of the University to procure, deploy, and maintain information technology, software, and systems that support accessibility and compatibility with assistive technology.
Any IT software, systems, or services purchased or contracted by the University to deliver University programs, services, or activities, or to produce Digital Content, must:
- support the University's Digital Accessibility Standards;
- permit persons with disabilities to acquire the same information, engage in the same interactions, and enjoy the same services with substantially equivalent ease of use as those without disabilities.
This Policy applies to Official University Digital Content and Digital Services, including public-facing content and authenticated content used to deliver University programs, services, activities, instruction, or employment-related processes. It does not apply to incidental, ordinary one-to-one communications that are not used to deliver a University program, service, or activity, except that the University will provide accessible communication and effective communication where required by law.
As part of procurement and contracting processes, the University will incorporate accessibility requirements and may require vendors to provide appropriate accessibility documentation and to remediate accessibility defects within reasonable timeframes.
13620.6 Reporting Accessibility Non-Compliance and Requesting Assistance
Reporting Non-Compliance
Students, employees, guests, visitors, and members of the public may report non-compliance encountered in University online content through the University's EthicsPoint portal or to the Office of Disability Services. This includes official and University-related web pages and online content covered by this Policy. Reports may include non-compliance related to web pages, documents (including PDFs), media, or other online content.
Acknowledgement and Initial Review
Upon receipt of a reported compliance issue or request for assistance:
- The receiving University office, or other appropriate University office to which the matter is referred, will acknowledge the receipt within two (2) business days and may request additional information needed to understand and locate the issue.
- The appropriate University office will conduct and initial review within ten (10) business days, or notify the reporting individual if additional time is needed due to complexity, vendor dependency, or other operational constraints.
Providing Timely Access While Remediation is Underway
When an accessibility barrier limits access to a University program, service, activity, or required instructional materials, the University will prioritize timely access by providing an accessible alternative, workaround, or other effective aid or service while remediation is underway, consistent with ADA effective communication requirements.
Resolution Timelines and Communication
The time required to permanently remediate an accessibility barrier may vary based on the nature and scope of the issues (e.g., document complexity system dependencies, or third-party/vendor-controlled platforms). The University will communicate the expected resolution approach and the timeline to the reporting individual when feasible.
Undue Burden/Alternative Effective Access
If providing a specific aid, service, or remediation would result in an undue burden, the University will provide another effective aid or service, where possible that would not result in an undue burden, consistent with ADA requirements.
Resources
Digital Accessibility Standards
Office of the Chief Information Officer
Policy 11210 - Responsible Use of University Computing Resources
Policy 12020 - University Marks, Words, Logos, and Symbols
Procedures for Creating and Posting Accessible Digital Content (Word)