ADA Exception Request


Instructions for filling out the Accessibility Exception Request Form

Prior to purchasing software, implementing products, posting web content, or utilizing digital resources that are not in compliance with WCAG 2.0 Level AA (L2) standards, the LSU Digital Resources & Content (DRC) Accessibility Exception Request form must be filled out and submitted to the DRC Exceptions Committee for review and approval.  Unless specifically noted, all fields in sections 1 through 5 are required prior to submission.  The following article describes the expected information that is requested in each field.  Any questions regarding this process can be emailed to ADAexceptions@lsu.edu.
 
The Accessibility Exception Request Form can be found on the LSU Accessibility Hub.
[Direct link to form: Accessibility Exception Request]
 

Sections

1. Requestor Information
2. Description of Inaccessible DRC
3. Justification for Exception
4. Alternative Compliance Methods
5. Signatures & Recommendations
6. Exception Committee

 

1. Requestor Information

  • Requestor Name - The University-recognized name of the person submitting the request.  If being done on behalf of a department, the person serving as the primary point of contact should fill out and submit the form.
  • Job Title - University job title as described in Workday.
  • Date - Date request is initiated.
  • Email - LSU email address of the person submitting the request.
  • Phone - Campus phone number of the person submitting the request, else best contact number.
  • Office Address - Building and room number of the person submitting the request if located on LSU Main Campus, otherwise street mailing address.
  • City - City of origination.
  • State - State of origination.
  • Zip - 5 or 9 digit postal zip code.
  • Program or Department - The program or department to which the requestor belongs or reports.
  • DRC Owner - If requestor is the owner of the resource or content being submitted for consideration, leave this field blank, otherwise enter the name of the owner.

2. Description of Inaccessible DRC

  • DRC Title - Name of the resource or content. Examples include software title (e.g. Adobe Acrobat Pro), course title and resource (e.g. PPT presentations for Math 1021), or another descriptive title to make it easily identifiable in discussion.
  • DRC Description - Complete description of the resource or content being submitted for consideration.  This might include a product description and use-case, a synopsis of a presentation, or any other pertinent information that will offer context to why the content is needed, how it is used, and why it is pertinent for implementation.
  • DRC Type - Choose the option that best describes the resource or content being submitted.  If other, please be as thorough as possible in describing, attaching additional documentation upon submission if necessary.
  • DRC Status - Choose the option that best describes the state of the resource or content being submitted for consideration.
    • Under development indicates that the resource or content is not in final release status. This might include software still in beta, multimedia in post production, or course content still being developed for delivery.
    • Under revision indicates that the resource or content was previously released or activley used in a final state but is currently undergoing edits or changes prior to continued utilization.
    • Completed indicates a resource or content that is in a final state and no further development or editing is planned.
    • Acquired or procured from a third party is in reference to resources or content procured from an outside source.  This might include a vended product (e.g. eText publishers, MyMathLab), Open Educational Resources content (e.g. OER Commons, Merlot), or content shared by a colleague or peer.
  • The usage scope for this DRC is - Choose the option or options that best describes the primary use of the resource or content.  If usage scope is not in the list, or if additional information on the scope needs to be provided, do so in the "Other" field or attach documentation when submitting the form.

3. Justification for Exception

  • Select the reason(s) for requesting this exception - Choose the option or options from the list that best describe the reason for requesting an exemption for the resource or content.
    • Cost prohibitive - According to the current agreement between LSU and the Office of Civil Rights, 'Cost' is not an acceptable reason to grant an exception.
    • Underlying DRC technology platform not accessible - If the content or resource is being created utilizing a pre-existing technology that is not accessible, an exception can be requested.  The requestor must provide reasonable explanation of why the content or resource is not being created on an accessible platform.
    • Adequate skilled resources unavailable - If the resource or content requires special skills to create, and if those skills are not available, an exception can be requested.  Please provide detailed information regarding skills requirements, why they are necessary, what was done to try and obtain the skills, and why the content or resource cannot be created in an accessible manner without need of those skills.
    • Large programming impact - If making the content or resource accessible would signicantly change the outcomes or purpose of a program, an exception can be requested.  Please describe how making the content or resource accessible would cause said change, potential impacts on the program, and why other accessible alternatives are not used.
    • Nearing end of life cycle - If the content or resource being implemented is nearing the end of life (EOL) cycle, an exception can be requested.  Please provide information on the industry life cycle of the content or resource and describe why an EOL content or resource is being implemented instead of a more up-to-date and accessible alternative.
    • Other - Please describe any other reason not included above that may be grounds for an exception.
  • Provide supporting information to justify this request - Include all pertinent information regarding this request, including efforts to find accessible alternatives, remediation efforts, research and findings from peer institutions, etc.  Exceptions will not be granted without appropriate and thorough due diligence on the part of the requestor.
  • Date of accessibility evaluation - If accessibility reports are included from outside sources, please include the date such reports were published, else use the date when the requestor concluded the evaluation of the resource or content.
  • Estimated cost of bringing the DRC into compliance - Provide an estimated cost of bringing the resource or content into compliance.  If an estimate is not included, please explain why.  Requests without an estimate are less likely to be approved.
  • Planned accessibility compliance date - Any exceptions granted are done so on a temporary basis.  Please provide a timeframe for bringing the resource or content into compliance.  If no timeframe is included, please explain.  Requests without a timeframe for complaince are less likely to be approved.
  • Other relevant information - Please provide any additional information that will help the Exceptions Committee determine the validity of the request and justify granting a temporary exception.

4. Alternative Compliance Methods

  • Describe the alternative means of access - When an exception is granted, there must be an Equally Effective Alternative Access Plan (EEAAP) in place that will provide an equivalent experience to a user in need of accomodation.  The plan does not have to be enacted until an accomodation request is received, but it must be deliverable within 72 hours of such a request. Please describe the EEAAP for the resource or content covered by this exception request. Please attached pertinent documentation if necessary.

5. Signatures & Recommendations

  • Requestor - Signature of the requesting party or designated applicant.
  • Chair / Director - Signature of the Department Chair or Director (immediate supervisor) of the requesting party.  By signing the request, the Chair / Director is acknowledging that this is a legitimate exception request that they have read and vetted.  Requests without this signature will be returned as incomplete.
  • Dean / Executive Director - Signature of the College Dean or Executive Director. By signing the request, the Dean / Executive Director is acknowledging that this is a legitimate exception request that they have read and vetted.  Requests without this signature will be returned as incomplete.

6. Exception Committee

  • The exception request is (Exception Committee use only) - Indicates whether the request was approved, denied, is deemed not applicable, or is to be returned to the requestor as incomplete.
  • Comments (Exception Committee use only) - Any feedback from the committee members pertaining to the request.
  • Duration of Exception granted (Exception Committee use only) - Indicates the duration of a granted exception. 
  • Exception Committee Chair signature (Exception Committee use only) - Signature and date of the Committee Chair or designee.
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