Digital Accessibility

Digital Accessibility Standard

MnDOT Standard # IT-004
Effective: August 31, 2026

Please go to the MnDOT Org Chart to find specific contact information: Org Chart.

Standard Owner: Director, Office of Administration
Contact: Supervisor, MnDOT Digital Accessibility Team, Office of Administration

Statement of standard

MnDOT is committed to making all our digital information usable by people of all abilities. We follow the State of Minnesota Digital Accessibility Standard and the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA. This applies to websites, documents, software, multimedia, and any information and communication technology (ICT) we create, procure, manage, or deliver.

This standard and the Digital Accessibility Guidelines are mandatory for all MnDOT employees and third parties working on behalf of MnDOT who create, procure, manage, or deliver digital content or ICT products or services (whether for internal or public use). Failure to comply with this standard and guidelines may result in:

Required remediation of non-compliant digital content, products, or services
Delays in project approvals or procurement processes
Contractual consequences for vendors, contractors, or consultants
Corrective actions for employees, including additional training
Increased legal and reputational risk for MnDOT

Reason for standard

Purpose

MnDOT’s Digital Accessibility Standard helps ensure our digital tools and information work for everyone. It shows our commitment to inclusion, strengthens public trust, and provides a consistent foundation for how we design, build, purchase, and maintain technology. It also clarifies what staff and partners are responsible for.

Embedding accessibility into design, development, and procurement:

Reduces barriers for employees, stakeholders, and the public
Encourages consistency across MnDOT offices, districts, and programs
Minimizes the need for costly retroactive remediations
Mitigates legal and reputational risks associated with non-compliance
Supports MnDOT’s mission to deliver a safe, equitable, and sustainable transportation system

What is required

MnDOT follows the State of Minnesota’s Digital Accessibility Standard, which is based on Section 508 and WCAG 2.1 Level AA. This applies to all information and communications technology.

Applicability

This standard applies to all MnDOT employees and third parties working on behalf of MnDOT who create, procure, manage, or deliver digital content or ICT products or services, whether for internal or public use. This standard includes, but is not limited to, the following:

MnDOT websites, SharePoint and web apps (public‑facing and internal)
Electronic documents (PDFs, Word, Excel, PowerPoint)
Multimedia (video, audio, interactive media)
Software (desktop, mobile, cloud including vendor products and agency-developed tools)
Hardware (computers, kiosks, peripherals, telecommunications, and ICT equipment)
Digital communications (emails, newsletters, social media)
Virtual events and materials (platforms, agendas, recordings)

Exceptions, exemptions, and accommodations

Coordinate with the MnDOT Digital Accessibility Team to document exceptions and plan reasonable accommodations when full compliance is not possible.
ADA Title II requires ensuring access to services, programs, and activities. Where digital content is not yet accessible, provide equivalent access promptly.

Definitions

ACR (Accessibility Conformance Report)

The completed version of a VPAT. It is the actual report submitted by a vendor that details how well a product or service meets digital accessibility standards.

Assistive technology (AT)

Tools or systems designed to perform specific functions that support individuals with disabilities. These technologies are not required to conform to accessibility rules because they are inherently specialized and may be exclusionary to users without disabilities.

Compliant

A digital product or service that meets the requirements of this standard. It implies a pass/fail interpretation—either the criteria are met or they’re not.

Conformance

Satisfying all the requirements of a given standard, guideline, criteria, or specification.

The practice of ensuring that all digital content—such as emails, documents, spreadsheets, presentations, and websites—is accessible to people of all abilities (visual, auditory, motor, and cognitive) and is compatible with assistive technologies like screen readers.

Digital content

Information or media created, stored, or delivered electronically (such as websites, applications, software, electronic documents, images, audio, video, and interactive components) that must comply with the State of Minnesota Digital Accessibility Standard (WCAG 2.1 Level AA and Section 508).

Exception

A reason to not apply this standard to a particular situation considering the specific circumstances.

Exemption

A general category where this standard does not apply.

Information and communications technology (ICT)

All computing and telecommunications hardware and software, the activities undertaken to secure that hardware and software, and the activities undertaken to acquire, transport, process, analyze, store, and disseminate information electronically.

Partial conformance

Situations where the digital product or service meets some, but not all, of a given standard, guideline, criteria, or specification.

Reasonable accommodation

Any change to the application or hiring process, to the job, to the way the job is done, or to the work environment that allows a person with a disability who is qualified for the job to perform the essential functions of that job and have equal employment opportunities. Accommodations are considered “reasonable” if they do not create an undue hardship or pose a direct threat.

Remediation

Correcting an electronic document, product, or service so that it complies with this standard.

Urgent Business Need

A communication need that, if not addressed quickly, could harm MnDOT operations, the state, or Minnesota citizens.

Voluntary Product Accessibility Template (VPAT)

A standardized document template developed by the Information Technology Industry Council (ITIC). It is used by vendors to describe how their ICT product or service meets various digital accessibility standards, such as WCAG or Section 508.

Web Content Accessibility Guidelines (WCAG)

A set of internationally recognized standards developed by the World Wide Web Consortium (W3C) to make digital content accessible to all users, including people with disabilities.

The Web Content Accessibility Guidelines (WCAG) is a set of internationally recognized standards from the World Wide Web Consortium (W3C) that help make digital content accessible to everyone, including people with disabilities.

The guidelines outline three levels of accessibility:

Level A: Addresses the most critical barriers to access.
Level AA: The target level for Minnesota state agencies; removes common barriers for people with disabilities.
Level AAA: The highest level, offering enhanced accessibility but not required for full compliance.

Roles and responsibilities

Digital Accessibility Team (Office of Administration)

Provide guidance, training, and testing; maintain resources and remediation plans.
Serve as subject matter experts on WCAG 2.1 Level AA compliance and best practices.
Lead MnDOT in increasing its digital accessibility maturity and operationalizing accessibility within MnDOT’s culture.
Develop and deliver accessibility training for staff; maintain and update resources on MnDOT’s Accessibility SharePoint site.
Conduct accessibility testing of digital content, document assessments and remediation plans.

Digital Accessibility Coordinators (DOT)

Lead MnDOT’s efforts to support the MnDOT Digital Accessibility Standard and Guidelines.
Manage ICT accessibility exceptions/exemptions.

Digital Accessibility Coordinators (MNIT DOT)

Align agency strategies and initiatives with the MNIT Office of Accessibility.
Review VPATs and ACRs for ICT procurement.
Prepare accessibility exception and exemption documentation as needed.

Americans with Disabilities Act (ADA) Coordinators - Title I and Title II

Title I Coordinator - help employees navigate digital accessibility accommodation requests, assist in WCAG Level AA compliance in hiring practices and workspaces, and maintain confidentiality throughout accommodation process.
Title II Coordinator - review public services and digital content for accessibility, triage digital accessibility accommodation requests, and assist in identifying and remedying accessibility issues.

Web Team and Web Editors (Office of Communications and Public Engagement)

Ensure MnDOT internal and public communications comply with the standard and guidelines, including web content and social media.

Office of Chief Counsel

Work with the MnDOT Digital Accessibility Team to develop disclaimer, privacy, copyright, and other statements to include in digital content.
Provide legal consultation on exception and accommodation requests that implicate applicable state and federal law.

Office Directors and District Engineers

Provide resources, time, and support for accessibility compliance.

Employees / Content Owners

Know the MnDOT Digital Accessibility Standard and Guidelines and how they apply to your work.
Use accessible templates and tools and review content with M365 and Adobe accessibility checkers.
Ensure your content is accessible before sharing and report accessibility complaints to the Digital Accessibility Team.

Project Managers

Build accessibility into every project from the start by planning enough time and budget for accessible design, development, testing, and fixes.
Ensure contract uses the required accessibility language from the MnDOT Digital Accessibility Guidelines, and ensure all deliverables meet the standard.
Coordinate with MnDOT and/ or MNIT DOT Digital Accessibility Coordinators when an accessibility exception is needed, and handle RFI/RFP requirements as part of the process.

Procurement Staff

Ensure accessibility criteria are clearly defined and included in all contracts and procurement documents.
Collaborate with both DOT and MNIT DOT Digital Accessibility Coordinators to evaluate products, address identified accessibility issues and ensure reasonable accommodation plans are in place before purchase.

Third Parties working on behalf of MnDOT

Deliver digital content that complies with the State of Minnesota Accessibility Standards.
Ensure all digital content and ICT products/services meet this standard, including following the Expectations for Accessible Documents when deliverables include digital documents.

Standard Owner (Director, Office Administration)

Review this standard every two years, or sooner as necessary, to confirm that the standard remains current.
Review documents and training associated with this standard to confirm that they remain current.
Communicate the requirements of this standard.