Example of a Comprehensive Organizational Policy

1. Definitions

authoring tool
Includes WYSIWYG web page editing tools, content management tools, development tool for applet, scripts, or applications, non-text media (e.g. video, audio, images) editing tools, social media content authoring tools (e.g. blogs, wikis, social networks).
Authoring Tool Accessibility Guidelines (ATAG)
Accessibility requirements for web authoring tools, including software and services that are used to produce web content, for example HTML editors, content management systems (CMS), or online forums. ATAG guidelines outline both how to make the tools accessible and also how the tools can be built to help create more accessible content.
internal website
Website developed or procured to meet an internal ACME Inc. business need, such as timesheet management. Access to such sites is only available to ACME Inc. members of staff, both permanent and temporary.
public website
Website developed or procured to support or inform ACME Inc. customers and members of the public.
user agent
Includes browsers, media players and applications that render web content.
User Agent Accessibility Guidelines (UAAG)
Accessibility requirements for web browsers, media players, and some assistive technologies that process and present web content to users.
Web content
Includes electronic documents, websites, services, and applications delivered via the web.
Web Content Accessibility Guidelines (WCAG) 2.0
Accessibility requirements for web content, including text, images, audio-visual materials, and the code used for structure, style, and interactions.
Includes websites, services, and applications created using Open Web Platform technologies. Note this includes web applications developed solely for mobile platform delivery.

2. Policy statement

  1. All new and redesigned web content published after the effective date of this policy by ACME Inc, both for public and internal websites and services, will conform to WCAG 2.0 Level AA success criteria.
  2. All existing web content published prior to the effective date of this policy will either be archived or modified to conform to WCAG 2.0 Level AA success criteria. Web content hosted on ACME Inc. public websites will be addressed no later than August, 20XX. Web content hosted on internal websites will be addressed no later than September, 2016.
  3. All internal content management systems (CMS) and web content authoring tools will conform to ATAG Level AA success criteria by Jan, 2016. Where websites, services, or applications provide users with the opportunity to generate content, the interfaces provided will conform to ATAG Level AA.
  4. All internal user agents will conform to UAAG Level AA success criteria by Jan, 2016. Where user agents are used as part of a website, service, or application, such as a media player, they will conform with UAAG Level AA success criteria by Oct, 20XX.
  5. This policy does not stipulate any particular technology or design approach. The aim is to maximize access to and use of ACME Inc. websites by people with disabilities.

3. Need for policy

  1. The June 2011 World Health Organization (WHO) Report on Disability estimated that there are a billion people with disabilities. Many of these disabilities can affect access to information technologies, and/or can benefit from the use of information technologies including the Web.
  2. Accessibility of the Web is of critical importance to people with disabilities around the world, including people with auditory, cognitive, physical, neurological, and visual disabilities, and is likewise important to those with accessibility needs due to aging.
  3. Providing accessible web content can also benefit people who do not have disabilities but who are experiencing situational barriers. For instance, when accessing the Web from devices with small screens or in low bandwidth situations, or when experiencing barriers due to language or literacy levels, accessibility solutions can also support improved access.
  4. ACME Inc. is committed to ensuring equal access for people with disabilities. As potential customers and employees they are important contributor to ACME Inc. business success and should not be excluded.
  5. As a consequence of this policy, ACME Inc. will meet its legal obligations as defined by the @@@@.

4. Responsibilities

  1. Accessibility Coordinator
    1. Consolidate annual status reports for presentation to the board at annual review meeting.
    2. Prepare and provide accessibility training and guidance.
    3. Promote web accessibility awareness internally.
    4. Respond to user enquiries related to web accessibility.
    5. Organize on-going assessment of the accessibility of websites, content, services, and applications identified as in scope.
  2. Web project managers
    1. Ensure compliance with this policy.
    2. Prepare project accessibility report at key project stages; analysis, design, development, and QA.
    3. Ensure user feedback mechanisms are included as part of project deliverables.
    4. Ensure all staff receive appropriate and regular accessibility training.
  3. ICT department and webmasters
    1. Choose and implement tools that conform to this policy.
    2. Provide tools to support in automated accessibility checking.
    3. Remedy identified accessibility barriers.
  4. Web content management teams
    1. Ensure all staff receive appropriate and regular accessibility training.
    2. Ensure submitted content is compliant with this policy.
    3. Fix identified accessibility issues in authored web content.

5. Exclusions

  1. Web content that has been archived is not subject to the standards referenced in this policy.
  2. Should there be a specific request for access to archived content by any individual with a disability, that content will be made available in a suitable format within 10 business days. Where it is not technically possible to make the content available, a suitable alternative should be agreed with the individual. The department or team responsible for the creation of the content is responsible for making it accessible.

6. Procurement

  1. This policy applies to all web content developed by or for ACME Inc.
  2. This policy should be referenced within any contract of services or statements of work for web content, websites, services, or applications.
  3. Any contract must include provision for an independent statement of conformance stating that the work meets the required standard. This should form part of the deliverables approval process.

7. Syndicated content

  1. Elements of ACME Inc. websites might include web content syndicated from other providers. For example, a social media stream.
  2. When considering a syndication service for inclusion in any of ACME Inc. websites, any service review should include an evaluation of the accessibility of the service. Such evaluations must form a part of the service selection criteria.
  3. Where a service is selected with known accessibility issues, ACME Inc. will develop or procure a solution that ensures the content delivered via ACME Inc. websites meets the policy standards.

8. Reporting

  1. Each department with responsibility for web content, websites, services, or applications must submit an annual status report to the Accessibility Coordinator.
  2. The status report will summarize the efforts and progress towards the aims defined by this policy.

9. Policy review

  1. This policy shall be reviewed at least once a year by the Accessibility Coordinator.
  2. The review should include input from ICT, Marketing, HR, and Legal.

10. Contacts

  1. Accessibility Coordinator Jessie Grant, (555) 123-1234, jessie@acme.inc

11. Documents

W3C WCAG 2.0: http://www.w3.org/TR/WCAG20/
W3C ATAG 2.0: http://www.w3.org/TR/WCAG20/
W3C UAAG 2.0: http://www.w3.org/TR/WCAG20/\

12. Review history

Last reviewed: dd-MMM-YYYY

Review comments:


  Name Title Signature Date
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