Management Training on Technology Accessibility and Section 508 Compliance All resources are available here: http://ets.fhda.edu/508

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

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

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

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

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

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

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

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

508 Purchase Flowchart

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.

What are the Section 508 Technical Standards that Apply?

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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

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

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

Video and Multimedia Products  Television  VCR  DVD Player  Video Camera  CD & DVD Media

Telecommunications Products  Telephones  Fax Machines

Self-contained, Closed Products  Copiers  Stamp Machines  Scales  Calculators  Printers  Scanners

Desktop and Portable Computers  Computers  Hand-held computers

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.

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

508 Purchase Flowchart

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

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

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

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

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.

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.

Buy Accessible database on Section 508 web site

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

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).

Using the VPAT (continued)   Best practices and a VPAT template: www.itic.org

Good and Bad VPAT Examples

Benefits of VPATs  Uniform tool for identifying features meeting Section 508 standards.

 Supports making preliminary assessments regarding availability of commercial EIT products and services.

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

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

District Technical Expertise  Assistive Technology Centers  De Anza – Wayne Chenoweth [email protected]

408-864-5816  Foothill – Steve Sum [email protected]

650-949-7673  Users of Assistive Technology  Disability Program Managers  ETAC 508 Committee http://ets.fhda.edu/508