How to specify accessibility for imported equipment
Describe who will use the equipment, the tasks they need to complete and the barriers to remove. Turn these into measurable requirements, identify applicable standards and agree evidence and acceptance checks before ordering. Factory communication in China can be supported by Cambridge China Bridge.
Start with users and their tasks
Ask pupils, patients or residents, alongside staff and carers, how they will approach, operate and leave the equipment. Record mobility, reach, grip, vision, hearing and understanding needs. Distinguish independent use from assisted use, and consider people whose needs change. Observe the actual setting rather than relying on a factory's description of an accessible model.
For public authorities covered by the public sector equality duty, compliance involves consciously considering equality aims while making decisions. Keep a record of the needs considered, the barriers identified and the reasons for the chosen specification. Use our product specification guide for the underlying document structure.
Turn accessibility into observable outcomes
Cabinet Office guidance distinguishes functional requirements, describing what equipment must do, from performance requirements, describing how well it must perform. Write accessibility clauses around the user's task. Replace 'easy to use' with a stated operating position, control action, feedback method and pass condition.
For example, specify that a seated user can reach and operate the relevant controls in the intended installation, with feedback they can perceive. Have a competent specialist set the necessary dimensions, operating forces and test conditions for your users. Record any permitted assistance explicitly.
| User need | What to specify | What to demonstrate |
|---|---|---|
| Seated access | Approach space, operating position and control reach | Use with the intended seating or mobility aid in the proposed layout |
| Limited grip or dexterity | Control action and acceptable operating force | Operation using the agreed technique and test method |
| Difficulty seeing or hearing | Labels, contrast and suitable feedback channels | Recognition of instructions, status and warnings under agreed conditions |
| Difficulty understanding a sequence | Clear prompts, consistent controls and recovery from mistakes | Completion of the intended task using the agreed instructions |
Identify applicable requirements before tendering
Ask your procurement and technical advisers to prepare a requirements register for the exact equipment and intended use. Separate legal requirements, your organisation's policies, selected standards and additional user needs. Record the source, scope, relevant clauses, edition and evidence expected. Do not accept a generic 'accessibility compliant' statement as that register.
Under the procurement technical-specification rules, a UK standard may be referenced only if it adopts an internationally recognised equivalent or no internationally recognised equivalent exists. Have advisers check the proposed standards before issuing the documents. Ask suppliers proposing alternatives to map their evidence against your requirements so technical differences remain visible.
Ask for evidence on the supplied configuration
Request an evidence schedule identifying the model, controls, accessories, software settings and installation assumptions covered by each report or demonstration. Ask the supplier to show where every accessibility requirement is addressed. Use our test report verification guide to check whether a report actually covers the offered equipment.
Arrange a sample demonstration with representative users and relevant specialists where appropriate. Keep participation suitable for the setting and avoid exposing users to an unassessed prototype. Test instructions, assistance and error recovery as well as normal operation. Our assembly and use instructions guide helps structure that practical check.
Working out your own order? Send us the product on WhatsApp and we reply the same working day: WhatsApp us
Carry the requirements through to acceptance
Put the accessibility clauses, evidence schedule and agreed sample configuration into the order. Define who checks each requirement, when it is checked and what happens after a failure. Ask the factory to flag proposed changes to controls, labels, accessories or software before production, with the affected requirements identified.
Repeat the relevant checks after installation, including approach space, control positions and feedback in the real environment. Record defects and corrective work before accepting the equipment. Cambridge China Bridge's staff in China can help communicate the agreed specification and collect factory evidence; the buyer should appoint the people who approve technical suitability and user acceptance.
Frequently asked questions
What should an equipment accessibility specification include?
Include intended users, tasks, operating conditions, permitted assistance, measurable pass conditions, applicable requirements and the evidence needed for acceptance.
Can I accept a supplier's accessibility certificate?
Check what it covers. Match the model, controls, accessories and settings to your order, then check the relevant requirements. Add demonstrations where a report does not show practical usability.
Which accessibility standard should I specify?
Ask a competent specialist to identify standards for the equipment and intended use. Check their scope and relevant clauses, and have procurement advisers review the choice before issuing tender documents.
How do I check imported equipment before accepting it?
Agree checks before ordering, review evidence for the supplied configuration, demonstrate relevant tasks and repeat installation-dependent checks on site. Record failures and corrective work.