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Digital Tool Vendor Guidelines
Required Documentation

Required Documentation

PGCPS will email vendors to request their participation in this process, based on internal requests for review. While vendors must not submit unsolicited documentation, all relevant documents are available below for easier planning. 

Vendor Information Form

    • Provide general information about the product as well as functional credentials for student, teacher, and admin access, as appropriate.

IT Related Files

    • Data Privacy and Security Agreement (DPSA)
      • Data Privacy and Security Agreement (DPSA) - (PDF)*
      • Exhibit A - Institution Data Schedule and Vendor Security Practices, (Spreadsheet)*
        • For each data field you will store, process, access or use, indicate if the field is “required”, “optional” and a clear purpose.  If it does not apply, select “not used”. This component is provided as a spreadsheet  for your easier editing. The finalized version will be incorporated into the fully executed DPSA PDF.
        • Both the DPSA (PDF) and Exhibit A (Document) are required.
        • If you have multiple products with different Data Schedules, submit separate versions of Exhibit A.
      • NOTE: Vendors who process and/or store sensitive data may be asked to provide a current SOC 2 Type 2 audit report.
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  •  Data Privacy and Security Agreement (DPSA) 

    • 2a - Data Privacy and Security Agreement (DPSA): PGCPS requires all vendors who process student data to complete and comply with our Data Privacy and Security Agreement (DPSA).  Directions. * If there is a recent DPA on file between your company and PGCPS, please send it to pgcps.digitaltoolrev@pgcps.org as soon as possible for review.
    • 2b - Exhibits A and B 
      • A - Data Schedule - For each data field you will store, process, access or use, indicate if the field is “required” or “optional” and include a clear purpose that is explicitly linked to student learning or system security as Maryland law (MD § 4-131) strictly prohibits the use of student data for non-educational profiling or commercial gain.  If a field does not apply, place an “X” in the “not used” column.
      • A - Vendor Security Practices - Indicate which third party security verification (e.g. SOC 2 Report, ISO 27001 Certificate) is available for review. If an independent review is not available, provide detailed responses to describe your organization's security practices
      • B - Subprocessors - For all subprocessors, ensure that all fields are completed. Alternatively, the information may also be entered directly into DPSA, whichever is easier. 
    • 2c - Third Party Security Verification:  Please provide your most recent SOC 2 Type 2 Audit Report and/or ISO 27001 Certificate with Scope of Applicability (SoA).   If an NDA is needed, please send it to meghen.ehrich@pgcps.org.
    • Interoperability Agreement (IA) - to be completed after integration discussions
      • List the specific product(s) at the top of the page.
      • Select only the SSO and Rostering methods that are mutually agreed upon between PGCPS and your company.
      • If you have multiple products with different methods of integration in PGCPS (e.g., some in Clever and some in Canvas), separate versions of the IA will be required
    • Artificial Intelligence Declaration Agreement (AIDA)
      • Indicate whether your platform or product includes AI features for any user group.
      • If AI is present, additional information is required and will be reviewed by the AI team. This may be supplied as an attachment to the AIDA.
      • If you have multiple products with different AI features (e.g., teacher facing and student facing), submit separate versions of the AIDA.

Accessibility Related Files

Annually, vendors must submit required Accessibility documentation through the PGCPS Vendor Website.

All filename conventions must be followed.  

  •  Digital Accessibility Agreement (DAA): The DAA is an addendum to PGCPS contracts. Vendors who enter into contracts with PGCPS must acknowledge and sign the DAA without edits, deletions, or redlines. The DAA is required to ensure that digital technology is accessible to individuals with disabilities, as required by state and federal statutes and regulations and it contains legislative requirements that cannot be deleted or modified in any way.
  •  Letter of Commitment (LOC) to Accessibility Compliance: PGCPS is required by the Maryland State Department of Education (MSDE) to certify that “the digital tool vendor has submitted … [a] Letter of commitment to digital accessibility compliance….” PGCPS provides this document for vendors to review, complete, and return. Because the letter contains requirements from state and federal law, none of the content can be deleted or modified in any way. The LOC includes:
    • An acknowledgment that digital accessibility testing may require the inspection of code and that Contractor will not initiate any repercussions or loss of licenses for code inspection conducted during the course of an accessibility evaluation by PGCPS employees or contractors.
    • A guarantee that if the product interferes with code inspection or prohibits the use of automated accessibility testing tools, Contractor will timely and accurately provide PGCPS with the information needed to disable or circumvent features that prohibit PGCPS from completing their legislatively required duty to conduct accessibility evaluations.

 Proof that NIMAS Formatted Files have been uploaded to the NIMAC: For digital instructional materials that include structured documents or publications that can be printed, proof that required files have been uploaded to the National Instructional Materials Access Center (NIMAC) for conversion to accessible formats, must be provided.

    • If the product contains structured documents or publications that can be printed, the vendor must provide the following information for each product in an accessible PDF document that uses the following filename convention: yyyy-VendorName-Product-NIMACID. 

The document must contain:

      •  The NIMAC identifier number.
      • The date the document was created.
      • A PDF/UA report demonstrating that the NIMACID PDF is an accessible PDF.

    • If the product DOES NOT contain structured documents or publications that can be printed, the vendor must provide PGCPS with an Exemption Statement on Company Letterhead in the form of an accessible PDF document, using the following filename convention: yyyy-VendorName-Product-NIMASExempt.
      •  The statement should read as follows:
        • [Date of the exemption statement]
        • [Name of Company] is exempt from the NIMAS/NIMAC requirement because there are no structured documents or publications that can be printed within [Name of Product].  
                • NOTE: More than one product can be listed within the same Exemption Statement as long as each product name is provided as shown above.
      • A PDF/UA report, must also be provided, demonstrating that the PDF Exemption Statement is an accessible PDF must also be provided.

Federal and Maryland NIMAS/NIMAC Requirements

Maryland regulations require LEAs to certify that the local board has policies and procedures for the selection, acquisition, equitable distribution, and sustainability of digital textbooks and AEM (Accessible Educational Materials) – [COMAR 13a.06.05.04A(1)].

Federal Individuals with Disabilities Education Act (IDEA) has provisions to improve the quality and delivery of accessible formats

The U.S. Department of Education’s 2020 Final Notice of Interpretation states that digital instructional materials in the form of structured documents or publications can be accepted into the National Instructional Materials Access Center for conversion to accessible formats.

Resources for vendors:

Produce NIMAS 1.1 files of content: https://nimac.us/publishers-resources/ 

Questions and answers on the National Instructional Materials Accessibility Standard (NIMAS) (Aug. 9, 2021): https://sites.ed.gov/idea/idea-files/questions-and-answers-on-the-national-instructional-materials-accessibility-standard-nimas-aug-9-2021/ 

Publishers and Conversion Houses FAQ: https://nimac.us/publishers-faq/ 

Email NIMAC@aph.org to obtain a registration link to set up an account. 

 Accessibility Conformance Report (ACR): Provide an Accessibility Conformance Report (ACR), which is a completed Voluntary Product Accessibility Template (VPAT). A current, complete, and accurate ACR must meet the following requirements: 

    • Developed using the latest International (INT) VPAT® from the Information Technology Industry Council (ITI).
    • The date the ACR was created.
    • Accurately list the name(s) of the product(s) the ACR covers. Do not list a generic name like, “All products for XYZ company.”
    • Provided in the form of a document.
          • If the ACR is in an HTML format, please provide a link to the ACR in a document.
    • Uses the following filename convention for the ACR document: yyyy-VendorName-Product-ACR.
    • Updated annually. 
      • If there is a new, major release during the contract period, (e.g., version 1.1 to version 2.0), an updated ACR must be provided within 60 days of that release.
    • Reflects the version of the product being purchased as part of the contract. 
    • Explains how the product was tested for digital accessibility, including testing with assistive technologies. 
    • Represents all types of pages, sections, media, features, and functionality, including the digital accessibility of 3rd-party tools embedded in or used with the product by a fully-licensed user.
    • If the ACR is being updated from a previously submitted version, it should demonstrate the elimination of digital accessibility barriers from the previous ACR.  

 Annual Digital Accessibility Roadmap (DAR):  The Maryland State Department of Education (MSDE) requires school districts to obtain a digital accessibility roadmap for each digital tool purchased. PGCPS does not provide a document or a template for this, but the minimum requirements are listed below. The DAR must outline the accessibility improvements that will be made. It must be updated every 12 months and meet the following requirements : 

    • Provided in the form of a document.
          • If the DAR is an HTML format, please provide a link to the DAR in a document
    • Use the following filename convention: yyyy-VendorName-Product-DAR
    • Include the date the DAR was created.
    • A description of the digital accessibility issue(s) to be addressed, including:  
      • The associated WCAG 2.1, Level A and AA success criteria.  
      • Location(s) within the product where the issue(s) exists. 
      • Current resolution status. Please choose one of the following:  
        • Remediation of the issue is already in progress.  
        • Research is being conducted to find a solution.  
        • Other (please explain).  
    • Remediation timeline that:  
      • Defines quantifiable milestones for remediating the targeted digital accessibility issue(s) within the product.  
      • Provides anticipated dates when each milestone will be achieved.  

One-Page, Digital Accessibility Summary (DAS): The Maryland State Department of Education requires districts to monitor vendor progress toward compliance with state accessibility requirements. As part of that process, vendors are required to provide a DAS for each digital tool that is part of their response to the solicitation. PGCPS does not provide a document or a template for the DAS, but the requirements are listed below. The DAS will be made available to PGCPS employees and members of the PGCPS community upon request, but it will not be posted on any public website. The DAS must:  

    • Use the following filename convention: yyyy-VendorName-Product-DAS.
    • The summary must include:  
            • The date the DAS was created.
            • The name of the company.
            • The name of the product.
            • Contact information for a person who is knowledgeable about the accessibility of the product.
            • A brief description of the product.
            • Information about the product’s level of conformance to digital accessibility requirements outlined in Section 508 of the Rehabilitation Act of 1973, as revised and the Web Content Accessibility Guidelines (WCAG), version 2.1, levels A and AA.
    • The summary must be provided in one of the following formats:
        • An accessible PDF document that meets the requirements of the latest version of the Web Content Accessibility Guidelines (WCAG) and passes all PDF/UA checkpoints.
        • A link to an accessible HTML page, provided in the form of an accessible PDF document.
        • Along with the one-page summary or a link to an HTML version of the DAS, the vendor must provide a copy of a PDF/UA report showing that the PDF passes all PDF/UA checkpoints and meets the requirements of the latest version of WCAG.
          • The PDF/UA report must use this filename convention: yyyy-VendorName-Product-DAS-PDFUA

Test Login Credentials: Maryland state law requires that school districts conduct accessibility evaluations for every digital tool purchased. For this reason, it is a nonnegotiable requirement that vendors provide functional test login credentials and other required details (e.g. URLs) to provide access to all functionality of a fully-licensed user. These credentials will be used for ongoing internal compliance testing.

If login credentials are not provided, and as a consequence, legislatively required accessibility testing is unable to be completed, the purchasing process will be stalled or stopped and may result in a different product being purchased as a replacement. Test login credentials must meet the following requirements: 

  • Be provided in a document that allows employees or contractors to copy URLs, usernames, and passwords as text that can be pasted into required fields within the product. Do not provide login credentials and details as an image or a screenshot.
        • The document must include:
        • The date the login credentials were created.
        • Name of the company
        • Contact information for a person familiar with the product who can answer any questions PGCPS may have regarding the functionality of the product.
  • The document must use the following filename convention: yyyy-VendorName-Product-LoginCredentials
  • Separate test logins must be created without requiring PGCPS staff or contractors to setup, configure, or identify existing accounts within the district.
        • It is the responsibility of the vendor to preset access and content for all types of users and to not require PGCPS to log into an admin account to set up access and content for other users.
        • The vendor is not allowed to direct PGCPS to use existing login credentials for users within the district. 
  • The login credentials must provide access to all product functionality available to a licensed user across all user journeys. These credentials will be utilized by employees and/or contractors to test the accessibility of interfaces and content for students, parents, system admins, or other community members.
  • If access to features for each user journey can only be obtained through the use of a single-use login, a bank of 10 single-use logins must annually be provided for each type of user journey. 
  • Credentials must remain active for the duration of the evaluation period. If PGCPS purchases the product, login credentials must remain active for the duration of the contract.
  • If a vendor’s systems have time limits for test credentials, it is the vendor’s responsibility to update and refresh the credentials without any reminders from PGCPS.

IMPORTANT:

Please note that out of the 7 required Accessibility documents, PGCPS only provides standard, uneditable language for the following 2 documents

In addition to these two documents, vendors are also responsible for completing and submitting the remaining required documentation for Accessibility:

3. Proof of NIMAS-formatted files being uploaded to the NIMAC, if applicable.
4. An Accessibility Conformance Report (ACR)
5. An Annual Digital Accessibility Roadmap (DAR)
6. A One-Page, Digital Accessibility Summary (DAS)
7. It is a nonnegotiable requirement that vendors provide functional test login credentials (including URLs) for ongoing internal compliance testing.Test login credentials must provide the access provided to a fully licensed user for all user journeys. These credentials will be utilized by PGCPS employees and contractors to test the accessibility of interfaces.