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

2. 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

3. Why is this process necessary? • Ensures technology is accessible to all • Federal & State law compliance • Motivates vendors

4. 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

5. 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

6. 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

7. Brief history of what has been done to this point • ETAC ad hoc committee • Policy formation • Purchasing • Web Standards • Consulting on individual basis

8. 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

9. District Section 508 Policy Document has 3 sections • Summary of legal aspects • Detailed explanation of policy • EIT Determination form

10. 508 Purchase Flowchart

11. 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.

12. 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

13. Software Applications and Operating Systems • Windows • Mac OS • Linux • MeetingMaker • MS Office • Photo Shop • Instructional Software • Lab Packs w/ Texts

14. Web-based Internet Information and Applications • TouchNet • Online Courses • Campus Sites • Faculty Sites • Adobe PDF’s • Streaming Audio/Video • Library Catalog

15. Video and Multimedia Products • Television • VCR • DVD Player • Video Camera • CD & DVD Media

16. Telecommunications Products • Telephones • Fax Machines

17. Self-contained, Closed Products • Copiers • Stamp Machines • Scales • Calculators • Printers • Scanners

18. Desktop and Portable Computers • Computers • Hand-held computers

19. 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.

20. 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

21. 508 Purchase Flowchart

22. 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

23. Questions for Market Research • How does the product/vendor meet: • Business requirements • Applicable Section 508 standards • Cost of product

24. 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

25. 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

26. 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.

27. 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.

28. Buy Accessible database on Section 508 web site

29. 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

30. 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).

31. Using the VPAT(continued) • Best practices and a VPAT template:www.itic.org • Good and Bad VPAT Examples

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

33. 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

34. 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

35. District Technical Expertise • Assistive Technology Centers • De Anza – Wayne Chenowethchenowethwayne@deanze.edu 408-864-5816 • Foothill – Steve Sumsumsteven@foothill.edu 650-949-7673 • Users of Assistive Technology • Disability Program Managers • ETAC 508 Committeehttp://ets.fhda.edu/508