Developing Organizational Policies on Web Accessibility

Introduction

This guide helps you develop a policy for creating, managing, and delivering accessible websites. Refer to Planning and Managing Web Accessibility to learn about how such policies form part of a broader approach to implementing accessibility.

Designing a policy

Your web accessibility policy may be standalone or integrated into other policies, such as non-discrimination or equal opportunity policies. Ideally web accessibility should also be reflected in related documents, such as brand guidelines, coding standards, and project management frameworks. This helps accessibility to be considered as a core feature rather than an afterthought.

Your organizational policy may be an internal document and not suitable for the public. To communicate your effort, consider providing a public accessibility statement that reflects your policy, goals, and achievements.

Example of simple policy

Reference standards

Reference specific standards in policy documents to ensure clear criteria for accessibility.The W3C Web Accessibility Initiative (WAI) provides a set of accessibility standards that are commonly recognized by governments and organizations from around the world. These include:

• Web Content Accessibility Guidelines (WCAG) 2.0 is applicable to all web content and applications, including on mobile, television, and other delivery channels. The WCAG Overview provides more background.
• Authoring Tool Accessibility Guidelines (ATAG) 2.0 is applicable for websites that provide users the opportunity to generate content, such as adding comments, posting to forums, or uploading images or videos. ATAG is also relevant if your organization provides tools, such as CMS's, for staff or customers to manage websites and content. The ATAG Overview provides more background.
• User Agent Accessibility Guidelines (UAAG) 2.0 is applicable when additional plug-ins, such as media players, are provided to deliver content or when custom controls are developed to provide non-standard functionality. UAAG may also be relevant where mobile applications deliver web content as part of the application, and to the procurement process if your organization provides browsers for staff. The UAAG Overview provides more background.

Referencing Approaches

As technologies and standards continually evolve, it is important to keep policies current. Including accessibility requirements within the text of policies causes them to become outdated more quickly, and introduce gaps between current accessibility standards and older policies. Ideally a policy would reference the W3C/WAI standards, and define a mechanism to transition to newer versions of the standards when they become available.

Referencing options are explained in Referencing Guidelines and Other Technical Specifications.

back to page contents

Define conformance levels

W3C WAI guidelines provide three levels of conformance: A, AA, and AAA. The generally accepted level of conformance in many countries is Level AA. Selecting a conformance level that is realistically achievable for your particular organization is critical for the success of your policy. Once selected, specify what level of conformance is to be achieved for each referenced standard.

Examples

Simple example of referencing WCAG

Example of reference to WCAG and ATAG

back to page contents

Define scope of policy

Clearly state the scope of your policy, and how it applies to different parts of the websites in scope. This includes third-party, legacy, and mobile content and applications provided as part of these websites. Your policy may apply to websites internal to the organization, such as intranets, and to websites for external audiences. It also includes the tools used to create and to access your website.

Note that broader policies, for example for public websites and services or for access to workplace, may impact your scope considerations.

Examples

Simple example of content scope

back to page contents

Set conformance milestones

For all items in scope of your policy, define clear and measureable milestones, including dates, by which each will be met. If the policy is already achieved, then indicate when the content was last reviewed. Deadlines should be realistic but issues should not be left too long.

In some cases, a phased approach might be appropriate by first quickly fixing significant accessibility barriers, then implementing fixes for other issues, for example, as part of a planned maintenance update. Clearly outline any details of this type of approach in your policy.

Examples

Simple example of conformance milestone

Example of staged conformance milestones

Example of supplier milestone

back to page contents

Consider third-party content

Procured or syndicated third-party content needs to be considered as part of your accessibility policy. This is particularly relevant for third-party content that provides essential parts of a website. For example, this could include credit card payment services, video streaming channels, or online mapping services.

While website owners may not have full control over such content and services, they are responsible for ensuring accessibility or for providing accessible alternatives. For example, social media feeds may need to be monitored or moderated to ensure accessibility. See the WCAG 2.0 conformance requirement for complete processes and the concept of conforming alternate version for more background.

Examples

Example including third-party content scope

back to page contents

Define monitoring and review process

Progress towards policy goals should be reviewed regularly. Any changes in timescale or milestones that have been met should be updated in the policy.

Specify a recommended process and schedule for reviewing all web content and tools in scope to ensure that the target level of accessibility is maintained.

Capturing feedback from users who might find accessibility barriers can help you identify issues that need to be fixed. Your policy should include information on what mechanisms will be included and how feedback is to be handled and responded to.

Examples

Example simple review policy

Example of feedback policy

back to page contents

Example policies

Example of simple policy

Comprehensive policies

More comprehensive policies may capture broader information, such as how the policy might be implemented, who or what departments are responsible, specific exclusions.

An example comprehensive policy is provided.

back to page contents

Policy template

In the template below, the [hints] in brackets are sections for you to complete.

back to page contents

Next steps: Maintaining your policy

If your policy includes milestones and references to particular standards by version number, then review the policy regularly to ensure that it is accurate and up-to-date. Any review should check if milestones have been met, as well as checking if any changes are required due to new or updated standards.

Consider whether the scope of your policy needs to be adjusted due to new content or significant changes to the structure of your website. Changes in authoring tools or processes may also need to be thought about.

back to page contents

Longer term: Strategic planning

An accessibility policy is one part of a broader strategic approach to accessibility. Making accessibility an integral part of your web development strategy is more cost effective and efficient than considering it in isolation. There are several things you can do to help your organization create more accessible websites as standard.

Planning and Managing Web Accessibility outlines how to integrate accessibility throughout your web development. Ensure that when redesigns or updates are planned, accessibility is included from the start of the project. Accessibility is much less costly and time-consuming when tackled at the beginning of a project, rather than the end.

back to page contents