Alternative Access Plans

When the university adopts or uses technology that is not fully accessible, an Alternative  Access Plan (AAP) is required. The AAP documents how the institution will provide equally effective, equally integrated, and equivalent ease of use for individuals with disabilities. It ensures compliance with ADA Title II and IITAA, while allowing the university  to continue using needed ICT. 

How to Create an Alternative Access Plan

Step 1: Identify the Accessibility Gaps 

• Review the accessibility evaluation report to identify specific barriers in the ICT. 
• Determine which user groups will be impacted (e.g., students who are blind, staff who are deaf, users with limited motor skills). 
• Document the functions that are not accessible and who is affected by them. 

Step 2: Define Alternative Methods of Access

• For each identified barrier, specify how access will be provided: 
  • Example: If an online quiz platform is not screen reader compatible → provide an equivalent quiz in the LMS. 
  • Example: If video conferencing lacks captions → ensure a captioning service or alternative platform is available. 

• Alternatives must meet the “Three E’s”: 
  • Equally Integrated – provided as part of the regular workflow, not a separate, second- class process. 
  • Equally Effective – delivers the same result or benefit. 
  • Equivalent Ease of Use – does not require extra burden or disclosure by the user. 

Step 3: Document Required Components 

The AAP template requires the following fields: 

• Originator name, contact, and unit. 
• Product description – including vendor, intended purpose, and scope of use. 
• Access barriers – description of what accessibility issues exist and who is affected. 
• Alternative access methods – detailed plans for how each barrier will be addressed. 
• Communication plan – how impacted users will be informed of available alternatives. 
• Limitations – any known constraints of the alternative solution.  

Step 4: Assign Ownership and Responsibility 

• The requesting/procuring unit owns and maintains the AAP. 
• For unit-wide or campus-wide services, the service owner is responsible for maintaining and updating the plan. 
• The owner must ensure the alternatives are not just documented but implemented. 

Step 5: Communicate the Plan 

• Alternatives must be proactively communicated to users. 
• Individuals should not have to ask or disclose a disability to access them. 
• Example methods: posting instructions in the LMS, notifying users in onboarding materials, linking to the AAP in unit documentation. 

Step 6: Review and Update

• The AAP must be revisited whenever: 
  • The ICT is upgraded or updated. 
  • New use cases emerge (e.g., tool expands from a small pilot to full-course adoption). 
  • A user reports that the alternative is not effective. 
  • Units must evaluate whether the plan remains effective and adjust as needed. 

Step 7: Integration with Exceptions and Renewals

• An AAP is always required when an Accessibility Exception Request is submitted. 
• When an exception is up for renewal, the AAP must also be reviewed and updated. 
• Outdated AAPs are grounds for denial of renewal. 

Additional Guidance

Examples of AAP Coverage by Disability Area

• Vision/Blindness – accessible LMS versions of inaccessible documents, tactile graphics or braille, audio descriptions. 
• Color Perception – alternative chart designs, text-based equivalents for color-coded information. 
• Hearing – captioning, sign language interpretation, transcript availability. 
• Speech – text-based alternatives for voice-controlled software. 
• Motor/Physical Access – keyboard shortcuts for mouse-driven interfaces, alternate input devices. 
• Cognitive/Learning – simplified formats, extended time options, clear communication of processes. 

Typical Timeline

• •Draft AAP during procurement or adoption stage. 
• Submit AAP along with the exception request. 
• Review/update AAP during renewals (every 1–2 years). 
• Update AAP immediately if new accessibility issues emerge.   

Quick Reference (Roles and Responsibilities)

Questions? 

Contact the Deputy ADA Coordinator, if you have questions regarding alternative access and the creation of AAPs.