How to Implement a Digital Accessibility Policy in Higher Education

In higher education, digital content is managed by many different teams, including marketing, IT, faculty, and third-party vendors. Each of these groups operates with unique priorities, tools, and timelines. This distributed content ecosystem can create challenges for digital accessibility. Without effective coordination across departments, compliances gaps go unnoticed, barriers remain unresolved, and execution becomes inconsistent.

The best way for institutions to facilitate that coordination is through a clear, actionable digital accessibility policy. Yet, with so many roles and responsibilities in motion, crafting a policy that is both practical and sustainable is no small task. So how can institutions navigate this complexity, bringing clarity and consistency to their accessibility efforts?

In this piece, we explore why accessibility policies matter and how to build one that works in practice, not just on paper.

Why digital accessibility policies matter in higher education

A well-crafted digital accessibility policy does more than check a compliance box—it operationalizes inclusion. It translates institutional values into clear expectations and shared responsibilities, guiding teams not only on what to do, but how to do it together. This enables institutions to make progress in two key areas:

Scaling accessibility across the digital ecosystem

Higher education institutions manage complex digital ecosystems—spanning websites, Learning Management Systems (LMS), course materials and third-party tools. A unified policy gives institutions the structure they need to scale accessibility effectively across all these digital touchpoints. It helps teams shift focus from reactive fixes to proactive design, and from isolated efforts to coordinated progress.

Driving consistency across accessibility efforts

A persistent challenge in higher education is the uneven distribution of accessibility knowledge across departments, which leads to fragmented and inconsistent efforts. Coupled with the difficulty of scaling training across large, decentralized institutions, this often undermines coordination and stalls meaningful progress.

By implementing and maintaining a unified policy, institutions can ensure every department has consistent, up-to-date information about accessibility expectations and best practices—equipping them to meet consistent standards and sustain long-term momentum.

Tips for creating a sustainable digital accessibility policy

Now that we’ve covered the importance of an accessibility policy, you may be wondering how to extract lasting value from this document—turning it into a living resource that provides shared direction, clarifies ownership, and supports sustainable progress.

Building a policy that sticks is no small feat in higher education’s complex, decentralized environment. But it’s entirely achievable with the right strategic approach. Here are key strategies to help you create a digital accessibility policy with lasting campus-wide impact.

1. Start with the right people at the table.

Before you draft a word, map out who owns what across your institution. Multiple teams, including legal, IT, procurement, faculty, and leadership, have a critical role to play in accessibility. Bring stakeholders from each department in early to ensure the policy reflects institutional realities and gains the buy-in (and approvals) it will ultimately need. Waiting until the final draft is ready to socialize your policy can result in delays, disconnects, and missed opportunities for alignment.

2. Define clear ownership from day one.

A policy that doesn’t define ownership is unlikely to gain traction. To ensure your policy is implemented—not just archived—assign specific responsibilities from the outset:

• Who oversees policy updates as standards evolve, or new regulations emerge?
• Who monitors compliance?
• Who serves as the point of contact for technical questions or usability issues?

Clarifying ownership prevents ambiguity, promotes accountability, and keeps accessibility efforts from falling through the cracks.

3. Keep the policy high-level.

Consider keeping your core policy high-level, centered on commitments, standards, and shared responsibilities. If possible, support it with a more agile companion document, such as an Accessibility SOP or Implementation Guide. That’s where you can define operational details like testing frequency, training requirements, and procurement procedures. This two-tiered approach keeps your policy stable and strategic, while allowing day-to-day practices to evolve, without triggering a six-month review cycle just to revise a single line of text.

4. Future-proof the language.

A strong accessibility policy shouldn’t require rewriting with every staff change or update to the Web Content Accessibility Guidelines (WCAG). Avoid anchoring it to specific individuals, tools, or version numbers—elements that will inevitably evolve. Instead, use role-based references and evergreen language to maintain relevance over time. For example, use roles or departments (“Web Services” or “Digital Learning Team”) instead of naming individuals, and refer to “the current version of WCAG” rather than “WCAG 2.1.”

5. Roll out your policy with full visibility and intention.

Publishing your policy is just the first step toward putting it into practice. You can’t assume people will read it—let alone understand or adopt it—especially if doing so is perceived as extra work on top of their everyday responsibilities. That’s why the policy’s roll-out needs to be intentional, visible, and people-centered.

Consider building an internal awareness campaign that explains not just what the policy says, but why it matters and how it applies to different roles. Make it practical: What’s expected of faculty? Why does this matter—for compliance efforts, and students’ experience? Where can staff go for help, questions, or training?

Use familiar channels—like onboarding resources, faculty newsletters, and department meetings—to normalize accessibility as part of everyday work. Change doesn’t happen because a PDF lands in someone’s inbox. It happens when people feel informed, supported, and included in the process.

6. Help people understand how the policy impacts them.

A well-crafted policy only works if people know how it applies to them. Anticipate questions and provide clear support—whether that’s linking to guidance materials, listing contacts, or embedding resources within existing systems. If the policy is perceived as “extra work,” make it easy to act by providing help that’s relevant, accessible, and role specific.

7. Support implementation through embedded accessibility workflows

A policy is only effective if it’s supported by implementation practices that meet teams where they work. To move from intent to action, embed accessibility into the systems and processes teams already use—procurement checklists, faculty onboarding, LMS training modules, and development workflows. The more seamlessly accessibility fits into daily operations, the less friction teams will encounter and the more likelythey are to scale and sustain their efforts.

8. Review your policy regularly, and update what matters.

Accessibility standards change. So will your institution. Build in a regular review cycle (annually or biannually) to keep your policy relevant and actionable.

Assign clear ownership for the review process, and use it to evaluate what’s working, what’s outdated, and where additional support or clarification is needed. This practice isn’t just about tracking WCAG updates; it’s about keeping your policy in sync with your institution’s infrastructure, values, and evolving priorities. Regular updates keep your policy a living framework, not a forgotten PDF.

Bring your digital accessibility policy to life.

If you want accessibility to take root across your higher education institution, start with a policy that aligns teams, clarifies ownership, and adapts as your program grows.

At Level Access, we have more than 25 years of experience helping organizations across industries—including many higher education institutions—turn accessibility goals into campus-wide action.

Our end-to-end solution spans the three pillars of successful accessibility programs: Audit & Test, Build & Fix, and Governance & Reporting.

Whether you’re writing your first policy or evolving a mature accessibility strategy, we’re here to help. Get in touch to ensure your digital accessibility program is built to last.

Frequently asked questions

What should a digital accessibility policy in higher education include?

A strong policy outlines your institution’s commitment to accessibility, defines clear roles and responsibilities, sets baseline standards (like WCAG), and includes a plan for governance, training, and accountability. It should be high-level enough to remain relevant over time, guiding your overall approach, while being supported by flexible implementation materials that adapt to evolving needs.

How do we get buy-in for an accessibility policy across different departments?

Start by framing accessibility as both a compliance requirement and an institutional value. Highlight the risks of inaction, the benefits to all users (including students, faculty, and staff), and how a shared policy reduces rework, confusion, and legal exposure. Then, bring departments into the process early—collaboration builds ownership.

We already have accessibility guidelines—do we still need a policy?

Yes. Guidelines provide technical direction, but a policy sets the vision and accountability structure. A policy ensures consistency across teams, connects accessibility to your institution’s broader mission, and gives you a foundation for scaling campus-wide efforts.