Harvard University Digital Accessibility Policy FAQs

In April 2023 Harvard announced a new University Digital Accessibility Policy, with an effective date of June 1, 2023, that replaces the Digital Accessibility Policy (adopted in 2019) and Harvard University Information Technology’s (HUIT) Accessible Technology Procurement and Development Policy. The new policy aims to:

  • Level the digital accessibility Standards for all University websites including public-facing sites, non-public sites, and sites requiring authentication. 
  • Consistently apply accessibility expectations across all schools and units, regardless of which Harvard department purchases, funds, or administers the technology. Campus-wide standards help ensure that accessibility expectations for community members with disabilities are met regardless of the funding source. 
  • Simplify communication about digital accessibility expectations for staff and leadership. 

Harvard remains deeply committed to members of its academic community with disabilities. This Policy does not supersede existing University processes for Harvard students, faculty, or staff seeking accommodations or assistance. For more information, please contact University Disability Resources or the appropriate Local Student Disability Coordinator.

What does the updated Policy do?

First and foremost, it underscores Harvard’s commitment and responsibility to provide accessible technology products, services and support to the University community. Harvard expects University Information Technology and University Digital Content (terms defined in the policy) to conform to applicable Digital Accessibility Standards to the fullest extent possible.

Improving digital accessibility requires the attention and commitment of the entire University community. Accordingly, all members of the Harvard community should be mindful of this Policy and aim to ensure that University Content they post to, publish on, or communicate through University IT is accessible.

Which groups help support the implementation of the Policy?

  • Digital Accessibility Services (DAS), within HUIT, provides training and guidance to University staff and faculty, along with a range of services to help improve and promote digital accessibility across Harvard. 
  • Digital Accessibility Liaisons have been appointed by Senior Leadership from Central Administration and Schools to help coordinate local efforts with those of the Digital Accessibility Services team. 
  • The Accessibility Steering Committee, convened by the President and/or Provost, provides periodic review and revision of this Policy, works with Senior Leadership to promote general awareness of this Policy, reports on accessibility efforts outlined in this Policy to the President and/or Provost, and designates appropriate authorities to review and decide on requests for Policy exceptions.
  • University Disability Resources within Central Administration serves as a University-wide resource on disability-related information, procedures, and services for the Harvard community, digital and otherwise.

Is there further guidance on how my content can comply with the updated Digital Accessibility Policy?

Yes. Updated Implementation Procedures are being developed in consultation with stakeholders from across the University and will be released soon. The Procedures will be posted on the updated Implementation Procedures page when made available.

What Accessibility Standards apply to University IT or University Digital Content?

For the purposes of this Policy, the Digital Accessibility Standards are The World Wide Web Consortium’s Web Content Accessibility Guidelines version 2.1, Level AA Conformance (“WCAG 2.1 Level AA”) for websites and web-based applications and services. Software and services that are not web-based should conform to WCAG 2.1 Level AA to the extent such guidelines may usefully be applied to improve the accessibility of these resources. 

In the case of digital hardware interfaces, the Standards also include the federal Section 508 standards described in Chapter 4 (“Hardware”) of Appendix C to 36 C.F.R. Part 1194, whether or not such instances of hardware are covered by the regulation.

How can I ensure that accessibility is considered when contracting with an outside vendor?

Harvard personnel purchasing or procuring University Information Technology are responsible for ensuring that suppliers seeking to develop or provide University IT are aware of this Policy and that contracts with such vendors hold them accountable to the Standards to the fullest extent possible. 

The updated Implementation Procedures published under the updated Policy will identify resources, strategies, and guidelines for securing the greatest possible level of conformance to the Standards from third-party vendors, and purchasers and providers of University IT are expected to adopt and practice them. Learn more about Accessible Technology Procurement and working with vendors.

The Policy sets the expectation that the University will apply such market power as it has to prioritize and promote digital accessibility. 

What should I do if I find an accessibility barrier on a Harvard website?

All Harvard websites should include a Digital Accessibility link, typically in the footer, that leads users to the current Policy page: https://accessibility.huit.harvard.edu/digital-accessibility-policy (the updated Policy will be live on this page on June 1, 2023). From there, the Report a Web Accessibility Concern form provides the primary means for users to submit requests or express accessibility-related concerns about a particular University Website. The Digital Accessibility Services team within Harvard University Information Technology will triage requests submitted via this form and route them to the relevant Site Owners and Digital Accessibility Liaisons for follow-up.

Where can I send comments or feedback?

Please contact Digital Accessibility Services (DAS) at digitalaccessibility@harvard.edu with any questions, comments, or feedback. 

Does the Digital Accessibility Policy apply to social media? 

The University recognizes that the core functions and features of social media platforms operated by third parties are outside its control. Many social media platforms continue to periodically adopt features supporting accessibility. Accordingly, Digital Content posted on University social media channels should conform to applicable digital accessibility Standards to the fullest extent possible. Follow Harvard’s guidance on accessibility best practices for social media (HarvardKey required)

Why should I strive for accessibility?

University Websites provide an online environment where knowledge and ideas can be easily shared. This exchange is most meaningful when it includes anyone who may desire to participate. Many website owners may not realize the challenges that inaccessible websites and digital content can present for individuals with disabilities. Fortunately, there are many opportunities to improve online accessibility.

Most accessibility enhancements increase usability for everyone, while they are essential for the inclusion of individuals with disabilities. For example, captioning a video will allow those who are deaf or hard of hearing to engage with your content. Similarly, formatting a website so that it can be read by a screen reader allows it to be navigated by an individual who is blind or vision-impaired. A screen-readable webpage and a page with the same information that is not screen-readable may appear identical to a person without vision impairment. To a user who relies on a screen reader, however, the content on the page that is not screen-readable may be jumbled, disordered, impossible to interact with, or entirely inaccessible. Likewise, accessible websites allow individuals who have mobility impairments and use only a keyboard or alternate input devices to use a website effectively. 

Which websites are covered by the updated Digital Accessibility Policy?

The updated Harvard University Accessibility Policy applies to all University Websites, which the Policy defines to mean all websites or web-based applications that (1) are within a Harvard-controlled web domain and (2) are used for University Business, whether they are public-facing, non-public, or accessible only to authenticated users.

The Standards adopted by the Policy apply to a University Website’s infrastructure (i.e., its functionality and features) and to University Content made available on the website for University Business. Under the Policy, any activity carried out under the auspices of Harvard University is considered University Business, with the exception of activities organized or conducted by students or student organizations. This means that Harvard school, unit, center, and faculty websites on Harvard-controlled domains are covered by the Policy.

The University encourages owners of websites not subject to the Policy, such as student organizations, to use available resources and develop an inclusive digital presence accessible to the entire Harvard community.

How do I determine whether my website conforms with the updated Digital Accessibility Policy? 

There are many ways to evaluate the accessibility of websites, web-based applications, and digital content, including automatic website scanning and manual testing. Digital Accessibility Services (DAS) provides guidance on how to check your website content for accessibility, including a list of automated tools and a guide to manual methods. 

The DAS team hosts instructor-led accessibility testing trainings and has curated a suite of self-paced testing training courses. Site owners and editors can also request access to Siteimprove, the Harvard-licensed tool that scans public websites and reports on accessibility issues. 

When does the updated Digital Accessibility Policy apply to my website?

Beginning June 1, 2023, anyone posting or sharing new digital content on a Harvard website or platform should aim to ensure that new content conforms to the Policy’s Accessibility Standards. Content created and produced on public websites since December 1, 2019 should have been created and produced with accessibility in mind under Harvard’s existing Digital Accessibility Policy. 

The focus of the Policy is newly created digital content and information technology. A site owner may still choose to make accessibility enhancements to older content. In such cases, efforts should be undertaken in order of importance, assigning priority to highly trafficked public-facing pages, for example, or to content and information that is essential to expected audiences. 

My website includes videos, audio files, images, documents, PDFs, and other file types. Does the Policy apply to this content?

Yes. The Policy applies to all types of Digital Content, including any information or communication accessed or displayed in a digital format or medium, such as text, image, audio, or video.

Anyone creating and hosting multimedia (for example, videos or podcasts) on a University Website should include captioning of the content as part of the production process. Digital Accessibility Services has guidance on multimedia accessibility and provides helpful information and tools on captioning.

If you are posting digital images on a University Website, you should provide appropriate descriptive text in an “alt tag” assigned to each image.

The Policy’s Accessibility Standards also apply to documents and other file types, like PDFs. The DAS team offers training, information and tools for making documents, slide decks, and PDFs accessible.

If you are posting, hosting, or embedding content produced outside of the University, the Policy does not require you to make that third-party content accessible. However, accessible versions of third-party content should be requested, selected, or used where available. 

What resources, training, and tools will be available to assist me?

The Digital Accessibility Services (DAS) website provides guidance for content creators and developers and specific techniques for improving digital accessibility. The site also includes resources for managers and purchasers of technology.

DAS offers live instructor-led training for the Harvard community on topics such as content creation, web development, document accessibility, and testing. The DAS team has also curated a series of self-paced training courses that provide quick overviews of popular accessibility topics. The DAS team hosts virtual Office Hours on the 2nd and 4th Fridays of each month from 10am-12pm.

Each School and unit has appointed at least one Digital Accessibility Liaison to help coordinate local efforts and resources.

Are there costs associated with making my site and digital content accessible?

When creating or revising a website, you will find that building in accessibility requirements at the front end of planning and design is less expensive and more efficient than trying to remediate barriers to accessibility on a completed site.

For existing sites, content remediation can often be done in-house by site editors and staff. DAS provides training and guidance on making web content, documents, and multimedia accessible available to the entire Harvard community. 

For large or complex websites, applications, or platforms, a site owner might need to hire professional services to help with the testing and remediation of a site’s design or content. DAS is available to provide guidance on selecting and vetting vendors for accessibility projects. 

Departments are responsible for the costs associated with making their content and websites accessible. 

DAS has negotiated rates for captioning vendors and document remediation services. While captioning and document remediation can sometimes be done in-house, site owners might find it more efficient to use professional vendors for a relatively small cost, rather than relying on staff resources. 

Where can I find more information about WCAG and digital accessibility?

The University has made available tools to help individuals incorporate WCAG 2.1 Level AA standards, which include the following:

I have just reviewed the WCAG guidelines, and I am concerned that my website does not conform to them. I do not have a technical background. What do I do?

First, don’t panic. As these FAQs explain, many resources already are in place to support your efforts. While public-facing websites and content have been covered under the Digital Accessibility Policy since December 1, 2019, new and substantially redesigned websites and applications that are password-protected will be covered on a forward-looking basis starting June 1, 2023. 

If you are working on a new password-protected website or a substantial redesign of your existing internal site and the target date for launch is on or after June 1, you may contact Digital Accessibility Services for advice and assistance. If you are not planning to launch a new or substantially redesigned password-protected website on or after June 1, then the Policy does not require you to bring the platform, infrastructure, and underlying code of your website into conformance with WCAG 2.1 AA. However, all website owners who expect to post content on or after June 1 must make an effort to ensure that this content conforms to the WCAG standards.

Is there an exception process to meeting the updated Policy requirements?

An exception process exists for situations where warranted. Current University policies allow for situations where needed via website exceptions request and purchasing temporary exceptions (PDF). More information will be made available in the updated Policy Procedures document.

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Last updated: June 1, 2023