Management Training on Technology Accessibility and Section 508 Compliance

1
Management Training on Technology Accessibility
and Section 508 Compliance

• All resources are available here
  http//ets.fhda.edu/508

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Learning Objectives

• To understand the district Section 508 policy
• To understand how Section 508 impacts the
  technology acquisition process
• To provide you with tools and resources to help
  you comply with Section 508

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Why is this process necessary?

• Ensures technology is accessible to all
• Federal State law compliance
• Motivates vendors

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What is Section 508?

• Amendments to the Rehabilitation Act of 1973
  known as the Section 508 Standards for Electronic
  and Information Technology (EIT)
• Went into effect in June 2001.
• Adopted into California law last year Government
  Code Section 11135

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What does Section 508 do?

• Americans with Disabilities Act (ADA) already
  requires accessibility for the institution as a
  whole
• Section 508 clarifies how to ensure technology
  accessibility
• Provides standards for accessible EIT
• Requires new acquisitions meet those standards

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Why is it important to the district?

• In order to function, students and employees must
  use technology
• Achieving legal compliance
• Reduces liability in case of lawsuit
• Minimizes risk of complaints

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Brief history of what has been done to this point

• ETAC ad hoc committee
• Policy formation
• Purchasing
• Web Standards
• Consulting on individual basis

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Roles and Responsibilities of Requestors
(manager/faculty/staff)

• Assist/coordinate with the manager to draft
  specifications and minimum requirements
• Identify which Section 508 provisions apply
• Assist/coordinate with the manager to perform and
  document market research
• Document exceptions that may apply
• Award the contract or order after complying with
  policy steps

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District Section 508 Policy Document has 3
sections

• Summary of legal aspects
• Detailed explanation of policy
• EIT Determination form

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508 Purchase Flowchart
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What is Electronic Information Technology (EIT)?

• Nearly everything that runs on electricity in
  your office and learning environment
• Includes information technology and any equipment
  or interconnected system or subsystem of
  equipment, that is used in the creation,
  conversion, or duplication of data or information.

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What are the Section 508 Technical Standards that
Apply?

• Software Applications and Operating Systems
• Web-based Internet Information and Applications
• Video and Multimedia Products
• Telecommunications Products
• Self-contained, Closed Products
• Desktop and Portable Computers

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Software Applications and Operating Systems

• Windows
• Mac OS
• Linux
• MeetingMaker
• MS Office
• Photo Shop
• Instructional Software
• Lab Packs w/ Texts

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Web-based Internet Information and Applications

• TouchNet
• Online Courses
• Campus Sites
• Faculty Sites
• Adobe PDFs
• Streaming Audio/Video
• Library Catalog

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Video and Multimedia Products

• Television
• VCR
• DVD Player
• Video Camera
• CD DVD Media

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Telecommunications Products

• Telephones
• Fax Machines

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Self-contained, Closed Products

• Copiers
• Stamp Machines
• Scales
• Calculators
• Printers
• Scanners

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Desktop and Portable Computers

• Computers
• Hand-held computers

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Functional Performance Criteria

• This section provides 6 functional performance
  criteria for overall product evaluation and for
  technologies or components for which there is no
  specific requirement under other sections.
• For example, At least one mode of operation and
  information retrieval that does not require user
  vision shall be provided, or support for
  assistive technology used by people who are blind
  or visually impaired shall be provided.

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An explanation of the technology acquisition
process

• Identify your needs and general product
  specifications, then perform market research to
  determine availability of compliant products
• Many steps are part of our existing process

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508 Purchase Flowchart
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What is Market Research?

• Collecting and analyzing information about
  capabilities within the marketplace to satisfy
  EIT needs
• Method for identifying products that meet Section
  508 requirements

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Questions for Market Research

• How does the product/vendor meet
• Business requirements
• Applicable Section 508 standards
• Cost of product

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Questions for Market Research(continued)

• What if you ask the questions and discover your
  508 requirements cannot be met?
• Equivalent Facilitation
• Alternative means of providing access where
  deficient

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Informal Market Survey Techniques

• Phone calls to experts
• Internet searches
• Buy Accessible on www.section508.gov
• Review of similar procurements by other
  departments
• Catalogs, product literature

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Is your procurement exempt?

• Micro-Purchase (until October, 2004)
• Back Room/Office
• Fundamental Alteration
• Undue Burden?
• NOTE Even if exception applies you must still
  provide alternative access.

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Commercial Non-Availability

• If no item meets customer requirements and
  technical standards, can purchase non-accessible
  EIT.
• Must document market research and findings in
  contract file to justify decision.

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Buy Accessible database on Section 508 web site
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What is a VPAT?

• Voluntary Product Accessibility Template
• Information on how a product or service conforms
  to the Section 508 Access Board standards.
• Completed by the vendor.
• Optionally, posted on their vendor site and
  linked to Buy Accessible.
• Vendors are not required to complete a VPAT
• Now Required for our District bid process.
• http//www.itic.org/reports/508/Sec508.html

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Using the VPAT

• Enables requestors to compare products.
• Conducting Buy Accessible searches
• Identify and review sections of the VPAT that
  apply.
• Outside of Buy Accessible, a VPAT can be
• Requested as part of market research,
  procurement, RFP, etc.
• Requested in a procurement (becomes mandatory).

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Using the VPAT(continued)

• Best practices and a VPAT templatewww.itic.org
• Good and Bad VPAT Examples

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Benefits of VPATs

• Uniform tool for identifying features meeting
  Section 508 standards.
• Supports making preliminary assessments regarding
  availability of commercial EIT products and
  services.

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Documenting Results

• You must document the results of your market
  research (Examples at www.section508.gov)
• Include in the market research documentation
  copies of any VPATs used
• Documentation becomes part of purchase request
  file
• Purchasing will contact requestor and put
  requisition on hold if no EITD form received

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Small Group Exercise

• Use examples and walk through steps
• Determine a market research approach
• Informal techniques to use
• Formal techniques to use
• Questions to be asked
• What categories of the VPAT to search
• Other issues or considerations

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District Technical Expertise

• Assistive Technology Centers
• De Anza Wayne Chenowethchenowethwayne_at_deanze.ed
  u 408-864-5816
• Foothill Steve Sumsumsteven_at_foothill.edu
  650-949-7673
• Users of Assistive Technology
• Disability Program Managers
• ETAC 508 Committeehttp//ets.fhda.edu/508