Component 3: Procedures for providing equally effective alternative access for EI&T acquisitions that are approved for exceptions or that are not yet subject to the E&IT accessibility procurement process.

When E&IT acquisitions are approved for exception or are not yet subject to the E&IT accessible procurement process, the User/Requestor is responsible for notifying the E&IT Campus Compliance Officer that such a product was procured. The E&IT Campus Compliance Officer and User/Requestor in consultation with designated campus offices will assess the potential impact on students, employees, and members of the public and plan for alternate access methods for persons who require such access. For example, departments using online surveys must provide information on who to contact for assistance if the survey cannot be completed using assistive technologies.

For every exempted acquisition that is not for one person’s use, the User/Requestor must document the process for providing access to individuals with disabilities. The User/Requestor and their department (if necessary) will work with the E&IT Campus Compliance Officer and the offices responsible for providing accommodations to define specific procedures for providing alternative access, a plan to communicate the accommodations to affected individuals, and a feedback mechanism to evaluate the effectiveness of the solution(s).

Existing campus policies and practices for accommodating individuals with disabilities, including procedures for handling complaints, will be followed. Student requests for accommodations are handled through the Disability Resource Center. Complaints from students are referred to the Dean of Students in accordance with “The Policy and Procedures for Resolving University 504/ADA Student Accommodation Disputes.” Staff and faculty requests for accommodation and complaints are processed through Employment Equity and Faculty Recruitment.  These offices work with the appropriate campus offices, individuals and departments to provide specific accommodations.  Responsibility for providing alternative access to E&IT products and services will rest with the individual and/or department providing the inaccessible technology, after consultation with the E&IT Campus Compliance Officer and the offices responsible for accommodations.

Procedures for handling accommodation requests and complaints from the general public are being defined.  However, by policy, administrative Web sites and official emails must include the minimum information necessary for anyone to contact the department for assistance.  For example, Cal Poly’s online recruitment online application (http://www.calpolyjobs.org) and related campus website (http://www.afd.calpoly.edu/hr/employment/index.html) directs individuals with disabilities or limited computer access to contact Human Resources for assistance with the application process.

The Campus Section 504/ADA Title II Coordinator (a function assigned to Employment Equity and Faculty Recruitment) addresses inquiries regarding application of related laws, refers inquiries to designated campus offices, clarifies existing processes and roles and responsibilities, and ensures individuals with disabilities are aware of and receive appropriate due process in accordance with applicable laws, regulations and policies as they pertain to Cal Poly programs and activities.