Component 6: The identification of roles and responsibilities associated with this process.

User/Requestor

This is the individual and unit seeking to acquire an E&IT product or service.  The appropriate campus administrator, e.g., Vice President, Dean, Department Head, Director, etc., is responsible for ensuring that E&IT acquisitions made by employees in their division, college, department or unit conform to applicable policies and procedures, including Section 508. They are expected to:

1. Develop accurate and supportable functional requirements for the requested product/service;
2. Conduct in-depth, accurate and complete market research to identify potential sources that meet the functional requirements;
3. Provide necessary information to develop formal solicitation documents, including criteria to evaluate proposals and product conformance;
4. Consult with E&IT Campus Compliance Officer to determine which Section 508 requirements apply and to solicit the appropriate documentation from the vendor;
5. Verify vendor submission of Section 508 compliance information;
6. Work with their LAN Coordinator, ITS Technical Consultant(s) and E&IT Campus Compliance Officer as needed to evaluate vendor responses to Section 508 requirements;
7. Obtain E&IT Campus Compliance Officer approval, including an exemption if appropriate;
8. Provide the acquisition request and approved Section 508 documentation to the Buyer; and
9. When granted an exemption, develop and implement plans to provide alternative access in consultation with E&IT Campus Compliance Officer, Disability Resource Center, Employment Equity and Faculty Recruitment, and other relevant campus offices.

E&IT Campus Compliance Officer

The Vice Provost/Chief Information Officer has designated the ITS Policy Assurance Officer to serve this function at Cal Poly.  This person is expected to:

1. Assist User/Requestor to identify and solicit Section 508 compliance documentation;
2. Assist User/Requestor, LAN Coordinator and/or ITS Technical Consultant(s) to review and evaluate vendor-submitted Section 508 compliance documentation;
3. Evaluate and make recommendations based on vendor-submitted Section 508 compliance documentation, including approving requests for exemption and working to resolve non-conformant procurements and contractor product problems by creating win-win solutions;
4. Escalate requests for exemptions and related issues to VP/CIO when appropriate;
5. Work with User/Requestor, Disability Resource Center, Employment Equity and Faculty Recruitment, and other relevant and affected campus offices to develop plans for providing alternative access and timelines for achieving compliance;
6. Coordinate development, implementation and evaluation of Cal Poly’s Section 508 plans and programs;
7. Promote the importance of Section 508 efforts, including coordination of campus-wide communication and training efforts; and
8. Serve as advisor on Section 508 matters to Contracts and Procurement Services, Disability Resource Center, Employment Equity and Faculty Recruitment, management, the campus community and outside entities where appropriate.

Buyer

In a formal process, the Buyer is responsible for the actual procurement of the E&IT product or service. With respect to the ATI Section 508 requirements, the Buyer is responsible for informing the User/Requestor of campus requirements and reviewing 508-related documentation to verify appropriate approvals have been obtained and documentation has been submitted for inclusion in the procurement file.  They are expected to:

1. Inform the User/Requestor of campus requirements, including Section 508, and direct them to campus resources for information and assistance, e.g., Accessibility Website, ITS Contacts, etc.;
2. Process properly documented E&IT acquisition request;
3. Provide 508 requirements in all formal E&IT solicitations, including assignment of points in evaluation criteria, if appropriate;
4. Consider only vendors for the acquisition who have complied with Section 508 documentation requirements unless an approved exemption has been granted as outlined above;
5. Purchase product according to CSU policies and procedures; and
6. Ensure that Section 508 requirements are contained in contracts awarded when applicable, e.g., unless an approved exemption has been granted as outlined above.

College/Department LAN Coordinators and ITS Technical Consultants

LAN Coordinators and/or ITS Technical Consultants will serve as the primary interface between the Section 508 requirements and technical specifications for the User/Requestor and their department.  ITS Technical Consultants in E&IT specialty areas may be assigned on an as needed basis to assist with Section 508 issues and to advise the User/Requester and/or LAN Coordinator on technical requirements and specifications, e.g., how to integrate the product within the E&IT infrastructure.  Their roles and responsibilities may include:

• Assist the User/Requestor with functional and technical requirements and market research;
• Assist the User/Requestor with evaluating vendor Section 508 documentation;
• Evaluate products with the E&IT Campus Compliance Officer to determine if and how the product complies with 508 standards and to evaluate the technical credibility of exemption requests;
• Work with the Buyer on technical questions and issues during the E&IT acquisition process;
• Participate as the Section 508 technical representative in planning and developing E&IT product and service requirements, e.g., software development, training, etc.;
• Participate as the technical resource in developing plans for providing alternative access and/or resolving specific accessibility issues of students, faculty, staff and the public; and
• Advise and consult with the E&IT Campus Compliance Officer on technical matters related to accessibility issues.