Advancement · School Operations

Accessibility written
into the contract.

A vendor’s accessibility promise in a sales deck is worth little once the contract is signed. The clauses that matter are a named standard, a fix timeline, alternative access and remedies. Add each contract with its renewal date and mark the clauses it has. The checklist shows which renewals are coming with clauses missing, while there is still time to ask.

Add a contractWhat you get
$5one-time · every device you sign in on
Buy · $5

Included with Caveat Classroom and Whole-school licenses. Or get it in the School operations toolkit, $49 for 52 items.

Contracts

The worked example is made up, with invented vendors: a learning platform renewing in 49 days with four clauses missing, a website hosting contract that covers all nine and a staff payroll portal with no named standard. Values are examples. Saved on this device only.

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What you get

Advancement · School Operations$5 · included with Classroom and Whole-school licenses

What you finish with
A record per contract: vendor, product, contract number, annual value, signing or renewal date, users, nine clauses marked in the contract, missing or not applicable, and where they are. Works out clauses present against those that apply and days to renewal; totals annual value under fully covered contracts and lists the next renewals; flags renewals within 90 days with gaps, no named standard, no fix timeline and no alternative access for student, family and public products.
Who it is for
Technology directors, business managers, purchasing staff and accessibility coordinators in schools and districts.
Format
Browser checklist with a saved record per contract. Prints one contract, every contract in a table or a blank clause checklist; downloads a spreadsheet (.csv); exports and imports a file.
Access
$5 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the School operations toolkit ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The School Operations space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Add every technology contract with its renewal date.
  2. Read each contract for the nine clauses.
  3. Note the section where each one is.
  4. Start on renewals inside 90 days.
  5. Hand the missing list to whoever negotiates.

Add a contract

The clauses that matter

Contract language to ask for1StandardThe product meets WCAG 2.1Level AA or later.2ReportA current conformance reportwith each major release.3FixesBlocking defects fixed in 30days, others in 90.4Alternative accessThe same content another waywhile a defect remains.5TestingThe school may test theproduct, or have it tested.6RemediesRepeated failure to fix canend the contract.Contract language to ask for1StandardThe product meets WCAG 2.1 Level AA orlater.2ReportA current conformance report with eachmajor release.3FixesBlocking defects fixed in 30 days,others in 90.4Alternative accessThe same content another way while adefect remains.5TestingThe school may test the product, or haveit tested.6RemediesRepeated failure to fix can end thecontract.
Plain versions to start from, with example timelines. Your attorney or purchasing office writes the final wording.

Contracts and the law

Under the U.S. Department of Justice’s 2024 ADA Title II rule, a public school district stays responsible for web content and mobile apps it provides through a contractor. A contract that names WCAG 2.1 AA and a fix timeline is how a district passes that duty to the vendor in practice.

Staff-only systems

Payroll, HR and finance systems are used by staff, and staff include people with disabilities. Employment law applies to them too, so the standard and fix clauses belong in those contracts as well.

Sources

  1. U.S. Department of Justice (2024). Final rule on the accessibility of web information and services of state and local government entities, 28 CFR part 35, subpart H (ada.gov).
  2. U.S. General Services Administration. Section508.gov: accessibility contract language and the Accessibility Requirements Tool.
  3. U.S. Department of Education, Office for Civil Rights. Resolution agreements on website and technology accessibility (ed.gov/ocr).
  4. W3C. Web Content Accessibility Guidelines (WCAG) 2.1 (w3.org/WAI).

The worked example is made up and the vendor names are invented. This checklist is not legal advice; contract wording is for your attorney or purchasing office. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.