Policy: Web Administration & Digital Accesibility

Document Number: 9.004
Title: Web Administration & Digital Accessibility
Effective Date: 03/11/2020
Revised Dated: 03/31/2026

WEB GOVERNANCE AND ADMINISTRATION 

The River Parishes Community College website serves as a primary communication platform for the institution and is a critical component of delivering accessible digital information, services, and resources to students, employees, and the broader community. 

Responsibility for the coordination of all web content, design, structure, and accessibility compliance rests with the Office of Institutional Advancement. 

The Office of Institutional Advancement, through the Web Team, is responsible for: 

• Implementing and maintaining web and digital accessibility standards 
• Managing institutional web services and infrastructure 
• Coordinating campus-wide web publishing efforts 
• Establishing and enforcing web design, branding, and accessibility guidelines 
• Determining the format, structure, and organization of information on RPCC’s website 

All requests related to website content, including the addition or modification of departmental information, must be submitted to the Web Team at [email protected]. Final decisions regarding placement, design, and organization of web content rest with the Web Team to ensure consistency, usability, and compliance with accessibility standards. 

INSTITUTIONAL REPRESENTATION AND CONTENT STANDARDS 

Information published on RPCC’s website represents the College and plays a critical role in shaping its public image and reputation. For many users, the website serves as their first interaction with the institution. 

All digital content must: 

• Reflect the mission, values, and standards of RPCC 
• Support clear, accurate, and accessible communication to all audiences 
• Comply with applicable local, state, and federal laws, including accessibility requirements 
• The College reserves the right to limit or restrict content, including commercial materials, that does not align with institutional priorities or compliance requirements. 

Failure to comply with web and digital accessibility standards or institutional web policies may result in the removal of content or revocation of publishing privileges. 

SECURITY AND PRIVACY 

River Parishes Community College is committed to protecting the privacy and security of users interacting with its digital platforms. 

Any personal information collected through RPCC websites or official third-party systems is used solely for institutional purposes, such as: 

• Responding to inquiries 
• Providing information about programs and services 
• Supporting event participation and student engagement 

The College may collect non-personal data, such as IP addresses or usage analytics, to improve website performance, user experience, and outreach efforts. 

RPCC does not sell or share personally identifiable information with third parties, except as required by law. 

The College utilizes monitoring tools to protect digital systems and identify unauthorized activity. Information collected through these tools is used only for system integrity and security purposes and is not used to identify individuals unless required for authorized investigations. 

ACCESSIBILITY STATEMENT 

In compliance with the Americans with Disabilities Act of 1990 (ADA), Title II, and Section 504 of the Rehabilitation Act of 1973, River Parishes Community College (RPCC) is committed to ensuring that individuals with disabilities have equal access to the College’s digital information, programs, services, and activities. 

This commitment applies to all digital content provided by RPCC, including but not limited to websites, web-based systems, learning management systems, online course materials, digital documents, multimedia content, mobile applications, and other electronic resources used in instruction, administration, and communication. This requirement also applies to digital tools, platforms, and services provided by third-party vendors when such technologies are used to deliver programs, services, or activities of RPCC. 

All applicable digital content, systems, and technologies developed, procured, maintained, or used by River Parishes Community College shall conform to the Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, as required under the U.S. Department of Justice’s ADA Title II regulation governing accessibility of web content and mobile applications for state and local governments, effective April 24, 2026. The College will maintain processes for accessibility review, remediation, procurement evaluation, and continuous improvement to ensure ongoing compliance with these standards. 

RPCC affirms its commitment to proactive digital accessibility and inclusive design so that individuals with disabilities can independently access and fully participate in all digital resources, services, and educational opportunities provided by RPCC. 

POLICY SCOPE 

This policy applies to all RPCC employees, contractors, and vendors who develop, procure, manage, or publish digital content or technologies on behalf of the College. 

Covered digital resources include, but are not limited to: 

• College websites and web pages 
   
• Web-based applications and online services 
   
• Mobile applications and mobile-accessible systems 
   
• Learning management systems and online course environments 
   
• Digital instructional materials, including documents, presentations, and course content 
   
• Multimedia resources such as audio, video, and interactive media 
   
• Digital forms, PDFs, and other electronic documents 
   
• Communication tools used to deliver information or services 
   
• Software platforms used for instruction, administration, student services, or institutional operations 
   
• Third-party technologies, platforms, and services used to provide or support programs, services, or activities 

This policy applies to digital content that is created, hosted, maintained, procured, or otherwise provided by RPCC, including systems or content delivered through third-party vendors or service providers when those technologies are used to support RPCC programs or services. 

DEFINITIONS

• Accessibility: The design and development of digital information, content, and technologies so that individuals with disabilities can perceive, understand, navigate, interact with, and contribute to them in a manner that provides substantially equivalent access to that available to individuals without disabilities. 
   
• Accessibility Conformance Report (ACR): A document that provides detailed information about how a specific product or technology conforms to established accessibility standards. An Accessibility Conformance Report is typically produced by a vendor using the Voluntary Product Accessibility Template (VPAT) and describes the level of conformance of the product with accessibility criteria such as the Web Content Accessibility Guidelines (WCAG) or Section 508 standards. 
   
• Accessibility Review: The process of evaluating digital content, software, or information and communication technology to determine whether it meets established accessibility standards. Accessibility reviews may include automated testing, manual evaluation, assistive technology testing, and review of vendor documentation such as Accessibility Conformance Reports (ACRs) or Voluntary Product Accessibility Templates (VPATs). 
   
• Conformance: Meeting the technical requirements defined by an accessibility standard. For the purposes of this policy, conformance refers to meeting the success criteria defined in the Web Content Accessibility Guidelines (WCAG). 
   
• Digital Content: Information created, stored, or delivered electronically, including text, documents, spreadsheets, presentations, images, audio, video, multimedia, and other digital materials. 
   
• Mobile Application: Software designed to run on mobile devices such as smartphones or tablets that provides access to institutional information, programs, or services. 
   
• Program, Service, or Activity: Any offering, operation, or function of the College, including instructional programs, student services, administrative operations, public communications, and online learning environments. 
   
• Third-Party Vendor: An external organization or service provider that supplies digital technologies, software, platforms, content, or services used by RPCC to support its programs, services, or activities. 
   
• Voluntary Product Accessibility Template (VPAT): A standardized reporting format developed by the Information Technology Industry Council (ITI) that vendors use to document how their products support accessibility standards and requirements. The VPAT serves as the framework used to produce an Accessibility Conformance Report (ACR) and is commonly used by institutions to evaluate the accessibility of information and communication technology during procurement and review processes. 
   
• Web Content: Information and sensory experience communicated through a web-based interface, including text, images, forms, documents, audio, video, and interactive components delivered through websites or web applications. 
   
• Web Content Accessibility Guidelines (WCAG): A set of internationally recognized technical standards developed by the World Wide Web Consortium (W3C) that define how to make digital content more accessible to individuals with disabilities. WCAG establishes testable success criteria organized into three conformance levels (A, AA, and AAA). Under ADA Title II regulations governing state and local government digital accessibility, public entities must ensure content conforms to WCAG 2.1 Level A & AA. 

POLICY IMPLEMENTATION  

RPCC will implement and maintain processes to ensure that digital information, and communications used in RPCC’s programs, services, and activities meet established accessibility standards. 

Accessibility Standards 

All digital content, systems, and technologies within the scope of this policy shall conform to the Web Content Accessibility Guidelines (WCAG) 2.1 Level A & AA, as required under the U.S. Department of Justice regulation. 

 

Content Creation and Maintenance 

RPCC employees who create or publish digital content must ensure that materials are accessible at the time they are created or posted.  

This includes, but is not limited to: 

• Creating accessible digital documents and presentations 
• Providing captions for video and multimedia content 
• Ensuring images include appropriate alternative text 
• Structuring digital content for screen reader navigation 
• Ensuring links, forms, and web content meet accessibility requirements 

Departments responsible for maintaining digital systems or web content must periodically review materials and remediate accessibility issues when identified. 

 

Procurement and Vendor Requirements 

Digital technologies and services procured by RPCC must support accessibility requirements. During procurement (or adoption for no-cost items) of digital technologies, RPCC employees must consider accessibility as part of the evaluation process and submit an Accessibility Conformance Report for review by RPCC prior to procurement (or adoption for no cost items). 

Vendors will be required to provide documentation demonstrating accessibility conformance, such as a valid Accessibility Conformance Report (ACR) based on a Voluntary Product Accessibility Template (VPAT). When products do not fully meet accessibility standards, RPCC may require remediation commitments, alternative access plans, or other measures to ensure accessibility prior to approval for procurement for paid items or adoption for no-cost items. 

 

Accessibility Review and Remediation 

RPCC will maintain processes to identify and remediate accessibility barriers in digital content and technologies. Accessibility reviews may include automated testing, manual testing, and evaluation using assistive technologies. When accessibility issues are identified, the responsible department must work to remediate the issue in a timely manner or provide an accessible alternative method for accessing the information or service. 

 

Training and Awareness 

RPCC will provide guidance, resources, and training to faculty, staff, and administrators responsible for creating or managing digital content to support compliance with accessibility standards and promote accessible design practices. 

 

Monitoring and Continuous Improvement 

RPCC will periodically review digital accessibility practices, policies, and technologies to support ongoing compliance with federal accessibility requirements and to improve access to digital resources for individuals with disabilities. 

COMPLAINTS 

Complaints or concerns regarding any web or digital content provided by RPCC, including complaints or concerns regarding a violation of the ADA, Section 504, or Title II may express their concerns by completing an ADA Concern Form. The Web Accessibility Coordinator is responsible for responding to all complaints and concerns, and for working with appropriate individuals to remedy any valid complaints or concerns.