GENERAL SERVICES ADMINISTRATION
Washington, DC 20405
CIO P 2105.2
December 16, 2009
GSA POLICY AND PROCEDURE
SUBJECT: GSA Section 508 Procedures Handbook
1. Purpose. This Order issues and transmits Handbook (HB), GSA Section 508 Procedures.
2. Cancellation. None.
3. Applicability. The provisions of this order are applicable to all General Services Administration (GSA) associates responsible for the acquisition, management, and/or use of EIT resources. This order applies regardless of whether individual service and staff offices currently employ persons with disabilities.
4. Background. Federal law requires that people with disabilities have equal access to and use of public information resources and/or work-related Electronic and Information Technology (EIT) resources. In 1998, Congress passed amendments to the Rehabilitation Act of 1973 (29 USC § 794d) to create binding, enforceable standards; establish compliance procedures; and institute reporting requirements for all Federal agencies. Section 508 prohibits Federal agencies from procuring, developing, maintaining, or using EIT that is not accessible to people with disabilities, subject to an undue burden defense. If it is properly determined by the agency that meeting the Section 508 standards would impose an undue burden, GSA must provide individuals with disabilities with information and data involved by an alternative means of access that allows the individual to use the information and data.
Chief Information Officer
Office of the Chief Information Officer
GENERAL TABLE OF CONTENTS
|Chapter 1 – SECTION 508|
|Chapter 2 – TECHNICAL STANDARDS|
|Chapter 3 – DOCUMENT ACCESSIBILITY|
|Appendix A. System Wide Shortcut Keys|
|Appendix B. Agency Annual Reporting in the DOJ Survey|
|Appendix C. Accessible Federal Forms|
|Appendix D. Accessible Conference Preparation and Events|
|Appendix E. Obtaining Information and Assistance on Section 508|
|Appendix F. Definitions|
|Appendix G. References|
Chapter 1 – SECTION 508
TABLE OF CONTENTS
|General exception procedure||
|Persons with disabilities||
|Section 508 complaints||
CHAPTER 1 – SECTION 508
1. General. Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d) has documented standards, established by an independent Federal agency known as the United States Access-Board to help agencies comply with the law. Section 508 requires that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities must have access to and use of information and data that is comparable to the access and use by Federal employees who are not persons with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that persons with disabilities, who are members of the public seeking information or services from a Federal agency have access to and use of information and data that is comparable to the access and use for those persons without disabilities, unless an undue burden would be imposed on the agency.
2. Purpose. The purpose of this handbook is to provide methodologies and procedural guidance to GSA employees on the implementation of Section 508 technical standards (http://www.access-board.gov/508) and accessibility. This handbook addresses use of assistive technology (AT), such as screen reader software and more, in the Section 508 testing and remediation processes. Persons with disabilities may include but are not limited to the blind or visually impaired, deaf/hearing impaired, and/or motor and cognitive impairments.
3. Accessibility statement. GSA websites and web applications must include a link to a general accessibility statement. The link to the statement may be listed at the bottom of the website or web application homepage. The statement page will also identify the date when the statement was last updated. The accessibility statement will be reviewed and updated annually by the project manager/contact for the website. The Section 508.gov accessibility policy may be used as a model for reference. The following paragraph serves as an example of an accessibility statement that may be used on GSA Intranet and Internet websites:
“GSA is committed to delivery of accessible electronic and information technology for our users with disabilities. We strive to ensure our documents, features and content are accessible to persons using assistive technology. If you experience difficulty accessing information or navigating our web site, please contact our Program Office at (enter phone number here) for assistance."
4. General exception procedure. General exceptions are intended to allow the manager sufficient time to make their EIT accessible. An exception will not alleviate the need to provide an alternate accessible format when requested. To request an exception, the program officer may obtain and complete the Section 508 exceptions form (form GSA 508: Request for Exception to the Section 508 Requirement 20 U.S.C. 794D), available from the Forms library (http://www.gsa.gov/forms). The Section 508 Exceptions subcommittee will verify the factual accuracy of an exception request, which may be predicated upon the following:
a. Back office. The EIT is located in spaces frequented only by service personnel for maintenance, repair or occasional monitoring of equipment.
b. Alternative means. If any of the exceptions under the General Exception Policy above apply or the accessibility requirements for other business related reasons cannot be met, then an alternative means for persons with disabilities to obtain the services and/or information will be provided. Alternate formats usable by people with disabilities may be used, including, but are not limited to, Braille, ASCII text, large print, recorded audio, and electronic formats that comply with this part. Alternate methods may be used to provide information, including product documentation, to people with disabilities. Alternate methods may include, but are not limited to, voice, fax, relay service, text telephone (TTY), Internet posting, captioning, text-to-speech synthesis, and audio description.
c. Commercial non-availability. After surveying the market, the requiring office may conclude that compliant EIT is not available when it cannot find a commercial item that both meets applicable Access Board standards and can be furnished in time to satisfy the agency’s delivery requirements. If products are available that meet some, but not all, applicable standards, one cannot claim a product as a whole is non-available just because it does not meet all of the standards. The requiring office must comply with those technical standards that can be met with supplies or services that are available in the commercial marketplace, in time to meet the agency’s delivery requirements. The requiring official must document in writing the unavailability and provide a copy of the documentation to the contracting officer for inclusion in the contract file. The Federal Acquisition Regulation (FAR) 39.203(2) requires that the documentation must describe market research performed and which applicable standards cannot be met with products or services available from the marketplace. Applicable agency procedures must be followed. The FAR requires determinations by the requiring official, (not contracting officials) unless agencies provide otherwise in their procedures. The requiring official is an official in the program office or organization that is funding and acquiring the EIT.
d. Fundamental alteration. If the alteration would be so fundamental that the agency would no longer be procuring EIT that meets its needs, an agency is not required to alter its acquisition requirements in order to comply with Section 508. The requiring official must document in writing the unavailability and provide a copy of this documentation to the contracting officer for inclusion in the contract file. Federal Acquisition Regulation (FAR) 39.203(2) requires that the documentation must describe market research performed and which applicable standards cannot be met with products or services available from the marketplace. Applicable agency procedures must be followed. Pursuant to the FAR, the requiring activity official and not the contracting official makes these determinations unless the agency provides otherwise in its procedures. ”The requiring official is an official in the program office or organization that is funding and acquiring the EIT.
e. Incidental to a contract. Incidental to a contract is defined as products a contractor develops, maintains, or uses which are not specified as part of contract with GSA. EIT acquired by a contractor that is incidental to the contract is an exception. Section 508 only applies to products and services being procured by Federal agencies.
f. Undue burden. Undue burden is defined as "a significant difficulty or expense," considering all agency resources available to the program or component for which the product is being procured. This definition is consistent with the use of "undue burden" and "undue hardship" in the Americans with Disabilities Act (ADA) and other sections of the Rehabilitation Act. Section 508 provides that if a Federal agency determines that meeting the applicable technical provisions would impose an undue burden, any documentation by the agency supporting the procurement may explain why procuring an item that meets all of the applicable Access Board technical provisions would impose an undue burden. Additionally, when the undue burden exception is invoked, the Federal agency may provide persons with disabilities with the information and data by an alternative means of access.
5. Persons with disabilities. The GSA established an Interagency Agreement with the Computer/Electronics Accommodations Program (CAP) (http://www.tricare.mil/CAP/) at the Department of Defense. CAP is funded to purchase assistive technology devices, equipment, software and more for employees with disabilities, at no cost to GSA. For additional information on the CAP program and services, contact the Center for IT Accommodation at 202-501-3322 or the Section 508 Coordinator at 202-208-0799, or email us at CIO508Help@gsa.go
6. Section 508 complaints. The GSA Office of Civil Rights (OCR) investigates and processes program complaints concerning Section 508 of the Rehabilitation Act of 1973, as amended. You may contact GSA’s Office of Civil Rights at 1800 F Street, NW, Room 5123, Washington, D.C. 20405, or call 202-501-0767 or 1-800-267-7660 (TDD).” Details about the nature of Section 508 complaints processing is outside the stated scope of this handbook.
Chapter 2 – TECHNICAL STANDARDS
TABLE OF CONTENTS
|Technical Standards and Tips for Accessibility||
|Software applications and operating systems||
|Web-based intranet and internet information systems||
|Figure 2-1.1 Examples of coding a graphic using the alt tag||
|Figure 2-1.2 Examples of coding image map regions||
|Figure 2-1.3 Code for frames with titled text||
|Figure 2-1.4 Example of creating the “D” link as a method to skip repetitive link||
|Video and multimedia products||
|Self contained closed products||
|Desktop and portable computers||
|Functional performance criteria||
|Information, documentation and support||
CHAPTER 2 – TECHNICAL STANDARDS
1. Technical standards.
a. Software applications and operating systems.
(1) At a minimum, every feature of an application must be available using the keyboard. For example, you cannot have a print function that can only be accessed with a mouse. The feature itself or the result of the feature must provide text feedback.
(2) A function is textually discernible if it offers text feedback to the user. For example, when a user activates a Delete function, the application may display a confirmation dialog box with text, "Are you sure you want to delete?" Text feedback is accessible to assistive technology.
(3) Follow these tips:
(5) Sufficient information about a user interface element including the identity, operation and state of the element may be accessible to assistive technology. When an image represents a program element, the information conveyed by the image must also be available in text. All visually available (on screen) information in a product must be available to assistive technology. Images, graphs, icons and forms must have descriptive information conveyed in a text format such as a text label, ALT tag or "tool tip”.
(6) When bitmap images are used to identify controls, status indicators, or other programmatic elements, the meaning assigned to those images may be consistent throughout an application's performance.
(7) Textual information must be provided through operating system functions for displaying text. The minimum information that must be made available is text content, text input caret location, and text attributes. Text information from a product must be available to assistive technology. This is accomplished by interfacing with operating system functions for displaying text (e.g., application program interface that accept text content and attributes).
(8) Applications must not override user-selected contrast and color selections and other individual display attributes. A product must be able to conform to the user's operating system display settings. A product cannot use its own color and contrast settings, unless it complies with each interface element that displays focus change.
Satisfying this requirement will help support interoperability with AT such as screen magnifiers and alternative user interfaces.
(9) If animation is used in a product, the user must be able to select at least one non-animated mode to display the animation's information (e.g., audio or text description).
(10) Color coding must not be used as the only means of conveying information, indicating an action, prompting a response, or distinguishing a visual element.
(a) Color may never be the only means to identify functions, visual elements or information.
(b) Two ways to evaluate an application's conformance to this standard are:
(11) When a product permits a user to adjust color and contrast settings, a variety of color selections capable of producing a range of contrast levels must be provided, so users can adjust the brightness and contrast between foreground and background colors on a web page. If the product does not feature adjustable color or contrast settings, then the standard does not apply.
(12) Software must not use flashing or blinking text, objects, or other elements having a flash or blink frequency greater than 2 Hz and lower than 55 Hz, to avoid seizures in epileptics which may be triggered by material blinking or flashing within the specified range. No assistive technology is required to test for compliance. Design software products so that blinking on the screen is nonexistent, or very slow (e.g., one blink per second), or very fast (at least fifty-five blinks per second).
Visually review software applications to locate flashing or blinking elements.
b. Web based intranet and internet information and applications.
(1) Ensure your website conforms to the Section 508 technical standards located at the Access-Board website (http://www.access-board.gov/sec508/guide/1194.22.htm ). Accessibility coupled with Section 508 technical standards must be addressed in the early stages of a project’s lifecycle. Web developers may refer to web accessibility materials from the Web Accessibility Initiative at http://www.w3.org/wai/ Web developers may take the Web Accessibility training available in the Section 508 Universe at http://www.section508.gov/ , to count toward the Section 508 training requirement referred to in the policy “GSA Section 508: Managing Electronic and Information Technology for Persons with Disabilities (CIO 2105.1A).”
(2) The Access Board http://www.access-board.gov/sec508/guide/1194.22.htm)
provides information on the Section 508 technical standards as they apply to intranet and internet information systems.
(3) A text equivalent for every non-text element must be provided (e.g., via "alt, "longdesc", or in element content). Descriptions of non-textual elements must be provided for those who cannot see them.
Figure 2-1.1. Examples of coding a graphic using the alt tag
<IMG SRC=”butterflies.gif” ALT=”a series of colored butterflies”>
<A href=”default.htm”><IMG src=”butterflies.gif” ALT=”a series of colored butterflies”></a>
(4) Equivalent alternatives for any multimedia presentation must be synchronized with the presentation.
<A HREF = “img/imgmapsenses.map”>
<IMG ISMAP SRC=”imgmapsenses.gif” ALT=”Please use the following links instead of the imagemap.”</A><BR>
[<A HREF=”hearing.htm”>Sense of Hearing Section</A>
<A HREF=”taste.htm”>Sense of Taste Section</A>
(8) Client-side image maps must be provided instead of server-side image maps except where the regions cannot be defined with an available geometric shape.
Section 1194.22 Paragraph
WCAG 1.0 Checkpoint
(b) Paragraphs (l), (m), (n), (o), and (p) of this section are different from WCAG 1.0. Web pages that conform to WCAG 1.0, level A (i.e., all priority 1 checkpoints) must also meet paragraphs (l), (m), (n), (o), and (p) of this section to comply with this section. WCAG 1.0 is available at http://www.w3.org/TR/1999/WAI-WEBCONTENT-19990505.
c. Telecommunication products.
(1) Telecommunication products are amongst those used by people who are deaf, hard of hearing, visually impaired, or speech impaired to communicate over networks designed to carry voice. Whenever a device transmits and receives voice over a telecommunications network, it must then be able to support the hookup and successful interoperation of TTY-AT. This category includes telecommunications devices such as digital, analog, wire, wireless, and Internet-based products and devices such as telephone answering machines.
(2) Due to the technical nature of the standards in this category, many of the evaluation statements and tests for compliance require specialized tools and expertise in telecommunication products. Contact the manufacturer and request a copy of their product’s Voluntary Product Accessibility Template.
(3) Telecommunications products or systems which provide a function allowing voice communication and which do not themselves provide a TTY functionality must provide a standard non-acoustic connection point for TTYs. Microphones may be capable of being turned on and off to allow the user to intermix speech with TTY use.
(4) Telecommunications products that include voice communication functionality may support all commonly used cross-manufacturer non-proprietary standard TTY signal protocols.
(5) Voice mail, auto-attendant, and interactive voice response telecommunications systems must be usable by TTY users with their TTYs.
(6) Voice mail, messaging, auto-attendant, and interactive voice response telecommunications systems that require a response from a user within a time interval, must give an alert when the time interval is about to run out, and may provide sufficient time for the user to indicate more time is required."
(7) Where provided, caller identification and similar telecommunications functions may also be available for users of TTYs, and for users who cannot see displays.
(8) For transmitted voice signals, telecommunications products must provide a gain adjustable up to a minimum of 20 dB. For incremental volume control, at least one intermediate step of 12 dB of gain may be provided.
(10) Where a telecommunications product delivers output by an audio transducer which is normally held up to the ear, a means for effective magnetic wireless coupling to hearing technologies must be provided.
(11) Interference to hearing technologies (including hearing aids, cochlear implants, and assistive listening devices) must be reduced to the lowest possible level that allows a user of hearing technologies to utilize the telecommunications product.
(12) Products that transmit or conduct information or communication must pass through cross-manufacturer, non-proprietary, industry-standard codes, translation protocols, formats or other information necessary to provide the information or communication in a usable format. Technologies which use encoding, signal compression, format transformation, or similar techniques must not remove information needed for access or may restore it upon delivery.
(13) Products which have mechanically operated controls or keys must comply with:
(a) Controls and keys must be tactilely discernible without having to be activated.
(14) Products which have mechanically operated controls or keys, must comply with the following: If key repeat is supported, the delay before repeat may be adjustable to at least 2 seconds. Key repeat rate must be adjustable to 2 seconds per character.
(15) Products which have mechanically operated controls or keys, must comply with the following: The status of all locking or toggle controls or keys must be visually discernible, and discernible either through touch or sound. All locking or toggle controls or keys must be discernible visually, and through touch or sound. Assume that more than one person would reliably determine:
Satisfying this requirement does not involve interoperability with AT.
(1) The technical specifications define the requirements for accessible video and multimedia presentations. The Video and Multimedia products standards apply to A/V equipment such as digital and analog TVs, VCRs, HDTV set-top boxes, DVD equipment, and in certain circumstances, PCs equipped with TV tuners, receiver cards, or displays used in presentations. The standards also apply to streaming media such as broadcast and cable signals, as well as online presentations.
(2) All analog television displays 13 inches and larger, and computer equipment that includes analog television receiver or display circuitry, must be equipped with caption decoder circuitry which appropriately receives, decodes, and displays closed captions from broadcast, cable, videotape, and DVD signals. Widescreen digital television (DTV) displays measuring at least 7.8 inches vertically, DTV sets with conventional displays measuring at least 13 inches vertically, and stand-alone DTV tuners, whether or not they are marketed with display screens, and computer equipment that includes DTV receiver or display circuitry, may be equipped with caption decoder circuitry which appropriately receives, decodes, and displays closed captions from broadcast, cable, videotape, and DVD signals.
(3) Any analog TV or DTV display or receiver must correctly receive and display closed captions that are transmitted by broadcast television, cable, videotape (e.g., VHS), or DVDs.
The product may accurately receive captions (turn on captions and play media known to have captions; verify the captions are available).
(4) Television tuners, including tuner cards for use in computers, must be equipped with secondary audio program playback circuitry.
(5) Training and informational video and multimedia productions which support the agency's mission, regardless of format, that contain speech or other audio information necessary for the comprehension of the content mustbe open or closed captioned. Video and multimedia presentations may:
(6) Training and informational video and multimedia productions which support the agency's mission, regardless of format, that contain visual information necessary for the comprehension of the content must be audio described. A video or multimedia presentation must include audio descriptions if it satisfies these four conditions:
It is for training or information purposes.
It is a production (e.g., it is not simply raw video footage).
It includes images that are essential for understanding the presentation.
It allows the user to turn on sound features and ensures equivalent alternative audio descriptions of visual content exists.
Multimedia productions include software presentations such as PowerPoint. In addition to this standard, Functional Performance Criteria requires that, "at least one mode of operation and information retrieval that does not require user vision may be provided."
(7) Display or presentation of alternate text presentation or audio descriptions must be user-selectable unless permanent. A user of a video or multimedia production may be able to select whether captions and/or audio descriptions are presented, unless they are a permanent part of the production (e.g., open captions). Also ensure the final production:
Includes closed captions and allows closed captions to be turned on and off.
Includes audio descriptions, or if not a permanent part of the production, ensure that they can be turned on and off.
The means of selecting captions or audio descriptions may be accessible, although there is no requirement for interoperability with AT or for text-based selection processes. Selections may be presented using both visual and audible cues. E.g., many DVD menus are primarily visual, so users with vision impairments may have difficulty activating audio descriptions. DVD menus may be designed with visual and audible cues.
e. Self-contained closed products.
(1) By definition, a self-contained, closed product is a device unto itself. The Section 508 technical standards for this category apply to products that generally have embedded software and are commonly designed in such a fashion that a user cannot easily attach or install assistive technology. Examples of such products include copiers, printers, fax machines, calculators, and information kiosks. For more information, refer to the standard at http://www.section508.gov/index.cfm?FuseAction=Content& ID=12#Self.
(2) Self contained products may be usable by people with disabilities without requiring an end-user to attach assistive technology to the product. Personal headsets for private listening are not assistive technology.
(3) When a timed response is required, the user may be alerted and given sufficient time to indicate more time is required.
(4) Where a product utilizes touch screens or contact-sensitive controls, an input method may be provided that complies with §1194.23 (k) (1) through (4).
(5) When biometric forms of user identification or control are used, an alternative form of identification or activation, which does not require the user to possess particular biological characteristics, may also be provided.
(6) When products provide auditory output, the audio signal may be provided at a standard signal level through an industry standard connector that will allow for private listening. The product must provide the ability to interrupt, pause, and restart the audio at anytime.
(7) When products deliver voice output in a public area, incremental volume control may be provided with output amplification up to a level of at least 65 dB. Where the ambient noise level of the environment is above 45 dB, a volume gain of at least 20 dB above the ambient level may be user selectable. A function may be provided to automatically reset the volume to the default level after every use.
(8) Color coding may not be used as the only means of conveying information, indicating an action, prompting a response, or distinguishing a visual element.
(9) When a product permits a user to adjust color and contrast settings, a range of color selections capable of producing a variety of contrast levels may be provided.
(10) Products may be designed to avoid causing the screen to flicker with a frequency greater than 2 Hz and lower than 55 Hz.
(11) Products which are freestanding, non-portable, and intended to be used in one location and which have operable controls may comply with the operable controls as identified in the standard. Specific guidance and illustration figures are available on Section 508.gov at http://www.section508.gov/index.cfm?FuseAction=Content&ID=12#Self.
f. Desktop and portable computers.
(1) All mechanically operated controls and keys may comply with §1194.23 (k) (1) through (4).
(2) If a product utilizes touch screens or touch-operated controls, an input method will be provided that complies with §1194.23 (k) (1) through (4).
(3) When biometric forms of user identification or control are used, an alternative form of identification or activation, which does not require the user to possess particular biological characteristics, will also be provided.
(4) Where provided, at least one of each type of expansion slots, ports and connectors will comply with publicly available industry standards.
g. Functional performance criteria.
(1) At least one mode of operation and information retrieval that does not require user vision may be provided, or support for assistive technology used by people who are blind or visually impaired may be provided.
(2) At least one mode of operation and information retrieval that does not require visual acuity greater than 20/70 may be provided in audio and enlarged print output working together or independently, or support for assistive technology used by people who are visually impaired may be provided.
(3) At least one mode of operation and information retrieval that does not require user hearing may be provided, or support for assistive technology used by people who are deaf or hard of hearing may be provided.
(4) Where audio information is important for the use of a product, at least one mode of operation and information retrieval may be provided in an enhanced auditory fashion, or support for assistive hearing devices may be provided.
(5) At least one mode of operation and information retrieval that does not require user speech may be provided, or support for assistive technology used by people with disabilities may be provided.
(6) At least one mode of operation and information retrieval that does not require fine motor control or simultaneous actions and that is operable with limited reach and strength may be provided.
h. Information, documentation, and support.
(1) Product support documentation provided to end-users may be made available in alternate formats upon request, at no additional charge.
(2) End-users may have access to a description of the accessibility and compatibility features of products in alternate formats or alternate methods upon request, at no additional charge.
(3) Support services for products may accommodate the communication needs of end-users with disabilities.
Chapter 3 – DOCUMENT ACCESSIBILITY
TABLE OF CONTENTS
|Figure 3-4.1. Path for accessing the Acrobat OCR tool|
|Figure 3-4.2. Recognize Text dialogue box|
|Figure 3-4.3 Recognize Text-Settings dialogue box|
|Figure 3-4.4. Message that appears if you try to render a file that is already a Text PDF|
|Figure 3-4.5. An example of a PDF page with incorrect reading order|
|Figure 3-4.6. Order Panel showing the reading order of the document|
|Figure 3-4.7. Bookmarks Panel|
|Figure 3-4.8. Document Properties dialogue box showing the available language options on the Advanced tab.|
|Figure 3-4.9 Description tab of the Document Properties dialog box|
|Figure 3-4-10. Path for running a full check with the Accessibility Checker|
|Figure 3-4.11. Sample message generated by the Accessibility Checker|
CHAPTER 3 – DOCUMENT ACCESSIBILITY
a. Document layout and formatting.
b. Document images should.
d. Notes/additional requirements.
A separate accessible version of a Word document must be provided upon request, when there is no other way to make certain elements accessible.
e. For more information on creating accessible Microsoft Word, please refer to the Step by Step Remediation of a Word Document presentation online via GSA InSite > Information Technology > Accessibility and Section 508 > 508 Tutorials, Guidance and Checklists.
|Navigation||(no cell info)|
|Switch panes in Normal view||F6|
|Switch panes in Normal view in reverse order||SHIFT+F6|
|Follow selected hyperlink||CTRL+SHIFT+ENTER|
|View a list of hyperlinks in the current slide||INSERT+F7|
|Up a Level||ESC|
|Prior Slide||PAGE UP|
|Next Slide||PAGE DOWN|
|Up one level in Save as or Open dialogs||ALT+1|
|Back to previous folder in Save as or Open dialog boxes||ALT+2|
|Reading||(no cell info)|
|Say Next Screen||CTRL+PAGE DOWN|
|Say Prior Screen||CTRL+PAGE UP|
|Retreat Slide Show||BACKSPACE|
|Read table column by column||INSERT+SHIFT+C|
|Read table row by row||INSERT+SHIFT+R|
|Read notes in Normal or Slide Show view||CTRL+SHIFT+N|
|Information||no cell info)|
|Say object dimensions and location||CTRL+SHIFT+D|
|Say PowerPoint version||CTRL+INSERT+V|
|Say selected object||INSERT+SHIFT+DOWN ARROW|
|Say shape animation information||CTRL+SHIFT+A|
|Say slide information||CTRL+SHIFT+S|
|Say status bar information||INSERT+DELETE|
|Read spell check dialog||INSERT+F7|
|Other||(no cell info)|
|Close Office Assistant||
Note: The Office Assistant is not available in Microsoft Office 2007 or later.
|Select an object on current slide||CTRL+SHIFT+O|
|Toggle table reading method||CTRL+SHIFT+T|
a. Helpful Tips for Posting Excel Documents on the Internet: When worksheets are developed to present a data set, the Excel file may be presented on the web as a Comma Separated Value (CSV) file and not as an XLS file. (The CSV ("Comma Separated Value") file format is often used to exchange data between disparate applications). The file format, as it is used in Microsoft Excel, has become a pseudo standard throughout the industry, even among non-Microsoft platforms. The CSV link must clearly state that the CSV is a raw data set. A separate data definition document must accompany all CSV files. Workbooks posted as .XLS only must include a link to an Excel viewer at http://office.microsoft.com/en-us/downloads/HA010449811033.aspx.
c. Scanned PDFs. Although it is better to create the PDF from the source application, sometimes you must begin with a scanned document because you don’t have the electronic source file (Word, Excel, etc.). A scanned document is an image file until it goes through the OCR process.
(1) Go to the Document menu, select Recognize Text Using OCR and then Start.
Figure 3-4.1. Path for accessing the Acrobat OCR tool
(2) The Recognize Text dialogue box will open.
Figure 3-4.2. Recognize Text dialogue box
(3) Click the Edit button to configure the settings. A second dialogue box will appear:
Figure 3-4.3 Recognize Text-Settings dialogue box
(4) Define the following fields in the Recognize Text-Settings dialogue box:
(a) Primary OCR Language: English (US)
(b) PDF Output Style: Formatted Text & Graphics
(c) Click OK to close the Recognize Text-Settings dialogue box and return to the Recognize Text dialogue box.
(5) Click OK to close the Recognize Text dialogue box and start the rendering process. This might take a few minutes to complete.
(6) If you attempt to render a PDF that is already a Text PDF, a message appears stating "Acrobat could not perform recognition (OCR) on the page because this page contains render able text.” Render able text indicates that text has been detected.
Figure 3-4.4. Message that appears if you try to render a file that is already a Text PDF
e. Reading order. You need to check if the reading order of your document is correct, especially if you used the Add Tags to Document option. As the name implies, reading order is the order in which assistive technology reads content to users.
(1) As long as you have checked the Show Page Content Order option on the TouchUp Reading Order dialogue box, Acrobat will display the order in which content will be “read” by assistive technology (see numbers on content boxes in Figure 12). In the example below, some of the content is out of order (for example, the two text columns will not be read in consecutive order as they may be). This will hinder understanding of the document, so you may fix it.
Figure 3-4.5. An example of a PDF page with incorrect reading order
(2) To fix reading order:
Figure 3-4.6. Order Panel showing the reading order of the document
f. Bookmarks. Bookmarks allow users to navigate through a PDF by clicking the bookmark names in the Bookmarks panel (see Figure 3-4.7). There are two ways to create new bookmarks.
(1) Creating Bookmarks Individually
(2) In the Bookmarks panel, give the bookmark a descriptive title (preferable one that matches headings in the text).
Figure 3-4.7. Bookmarks Panel
g. Creating Bookmarks from Document Structure: If you have a document that has been tagged with headings, you can create bookmarks from those headings in one step.
(1) From the Bookmarks panel, select Options and then New Bookmarks from Structure.
(2) In the Structure Elements dialogue box, select the heading levels that you want to use for bookmarks (e.g., heading 1, heading 2).
(3) Enter a title for the set of bookmarks (e.g., replace “Untitled” with “Contents”).
h. Document properties. Section 508 requires authors to specify the language used in the document. The other document properties discussed below help visitors find documents online. Further, the Office of Communications is developing agency document standards that may stipulate their use.
(1) Go to File and Document Properties.
(2) On the Advanced tab, make sure the Language field is set to “English US”.
Figure 3-4.8. Document Properties dialogue box showing the available language options on the Advanced tab.
(3) On the Description tab, insert useful entries in the Title, Author, Subject, and Keyword fields.
Figure 3-4.9. Description tab of the Document Properties dialogue box
i. Checking accessibility in PDF. After you’ve added tags, alternative text, bookmarks, and document properties, you may be ready to check your work.
(1) Check the document with Acrobat’s built-in accessibility checker. The checker helps identify outstanding problems. While it can confirm that a compliance step has been taken, it cannot confirm if that step was done well.
(2) Go to the Advanced menu and select Accessibility and Full Check.
Figure 3-4.10. Path for running a full check with the Accessibility Checker.
(3) In the resulting dialogue box, you will see a listing of potential problems or a message indicating that the checker found no problems with the document. Click OK.
Figure 3-4.11. Sample message generated by the Accessibility Checker.
SYSTEM WIDE SHORTCUT KEYS
|WINDOWS||Display or hide the Start menu.|
|CTRL + ESC||Display or hide the Start menu (same as WINDOWS).|
|CTRL + ALT + DELETE||Display Windows Security screen or Windows Task Manager.|
|WINDOWS + BREAK||Display the System Properties dialog box.|
|WINDOWS + D||Show the desktop.|
|WINDOWS + M||Minimize all windows.|
|WINDOWS + SHIFT + M||Restore minimized windows.|
|WINDOWS + E||Open My Computer with Windows Explorer.|
|WINDOWS + F||Search for a file or folder.|
|CTRL + WINDOWS + F||Search for computers.|
|WINDOWS + F1||Display Windows Help.|
|WINDOWS + L||Lock your computer if you are connected to a network domain, or switch users if you are not connected to a network domain.|
|WINDOWS + R||Open the Run dialog box.|
|ALT + TAB(s)||Switch between open windows. While holding the ALT key down, you can press TAB several times to navigate through the system display of each previously used window.|
|ALT + SHIFT + TAB(s)||Similar to ALT + TAB(s), switch backward between open windows. You can switch between moving backward or forward by holding or releasing the SHIFT key.|
|ALT + ESC(s)||Cycle the input focus through the windows in the order that they were opened; compare to ALT + TAB.|
|ALT + SHIFT + ESC(s)||Similar to ALT + ESC(s), cycle focus backward through windows. You can switch between moving backward or forward by holding or releasing the SHIFT key.|
|PRINT SCRN||Copy an image of the screen.|
|ALT + PRINT SCRN||Copy an image of the current window.|
|Left ALT + SHIFT||Switch input languages or keyboard layouts (available and configurable when the user installed multiple keyboard layouts through Regional and Language Options in Control Panel).|
|CTRL + SHIFT||Switch keyboard layouts or input languages (available and configurable when the user installed multiple keyboard layouts through Regional and Language Options in Control Panel).|
|CTRL or left ALT + SHIFT + ~, number (0-9), or ` accent key||Use hot key for input languages (available and configurable when the user installed multiple keyboard layouts through Regional and Language Options in Control Panel).|
|WINDOWS + V||[Speech recognition] Toggle listening status of the microphone.|
|WINDOWS + C||[Speech recognition] Correct recognized text strings.|
|WINDOWS + T||[Speech recognition] Toggle speech dictation mode.|
|WINDOWS + H||[Handwriting] Open or close handwriting pad.|
|WINDOWS + number||Activate function reserved for OEM use.|
System-Wide Accessibility Options and Tools
|Right SHIFT for eight seconds straight||Switch Filter Keys on and off.|
|Left ALT + left SHIFT + PRINT SCRN||Switch High Contrast on and off.|
|Left ALT + left SHIFT+ NUM LOCK||Switch MouseKeys on and off.|
|SHIFT five times||Switch Sticky Keys on and off.|
|NUM LOCK for five seconds straight||Switch ToggleKeys on and off.|
|WINDOWS + U||Open Utility Manager.|
General Shortcut Keys for Applications
|F1||Display Application Help.|
|SHIFT + F1||Display tips help (context-sensitive help) near the selected control.|
|APPLICATION||Display the shortcut menu for the selected item.|
|SHIFT + F10||Display the shortcut menu for the selected item (same as APPLICATION).|
|CTRL + C||Copy selected items.|
|CTRL + X||Cut selected items.|
|CTRL + V||Paste items that have been cut or copied.|
|CTRL + Z||Undo the last action.|
|CTRL + Y||Redo the last action.|
|ESC||Cancel the current task.|
|DELETE||Delete selected items.|
Navigation and Window Controls
|CTRL + F4||Close the active document in applications that allow you to have multiple documents open simultaneously.|
|ALT + F4||Close the active item, or quit the active application.|
|CTRL + TAB||Move to next pane or palette.|
|CTRL + SHIFT + TAB||Move to previous pane or palette.|
|F6||Move to next pane or palette (same as CTRL + TAB).|
|SHIFT + F6||Move to previous pane or palette (same as CTRL + SHIFT + TAB).|
|CTRL + F6||Move to next window in a group of related windows (or between MDI document windows).|
|CTRL + SHIFT + F6||Move to previous window in a group of related windows (or between MDI document windows).|
|ALT + SPACE||Display shortcut menu for the active window.|
|ALT + HYPHEN||Display shortcut menu for the active child window (MDI application).|
|ALT||Activate the menu bar and enter menu mode.|
|F10||Activate the menu bar and enter menu mode (same as ALT).|
|ALT + access key on menu or dialog box selected||Activate the menu bar and open corresponding menu to the access key.|
|access key||[Menu mode] Carry out the corresponding command.|
|DOWN ARROW||[Menu mode] Open the menu, move to the next menu item, or wrap to the first menu item if focus is on the last menu item.|
|UP ARROW||[Menu mode] Move to the previous menu item, or wrap to the last menu item if focus is on the first menu item.|
|RIGHT ARROW||[Menu mode] Open the next menu to the right, or open a submenu.|
|LEFT ARROW||[Menu mode] Open the next menu to the left, or close a submenu.|
|HOME||Move cursor to beginning of the line.|
|END||Move cursor to end of the line.|
|CTRL + A||Select all.|
|CTRL + RIGHT ARROW or LEFT ARROW||Move cursor to the beginning of the next or previous word.|
|CTRL + DOWN ARROW or UP ARROW||Move cursor to the beginning of the next or previous paragraph.|
|CTRL + HOME||Move cursor to the beginning of the edit box content.|
|CTRL + END||Move cursor to the end of the edit box content.|
|SHIFT + cursor movement (ARROW, HOME, or END)||Select, or modify the selection.|
|SHIFT + CTRL + cursor movement (ARROW, HOME, or END)||Select, or modify the selection, by words or blocks of text.|
|INSERT||Toggle insertion mode.|
Dialog Box and Common Controls
|General||TAB||Move forward through options.|
|SHIFT + TAB||Move backward through options.|
|Dialog box||ALT + access key||Select or carry out the corresponding command or control.|
|ENTER||Carry out the default command of the dialog box or command of the selected control.|
|SPACE||Toggle the selection status or carry out the selected option or control command.|
|ARROW keys||Move focus or selection in a group of controls or items.|
|Tab control||CTRL + TAB||Move forward through tabs.|
|CTRL + SHIFT + TAB||Move backward through tabs.|
|CTRL + PAGE DOWN||Move forward through tabs (same as CTRL + TAB).|
|CTRL + PAGE UP||Move backward through tabs (same as CTRL + SHIFT + TAB).|
|ARROW keys||Move between tabs when focus is on the tab control.|
|Combo box||F4||Display or hide the items in the active list.|
|ALT + DOWN ARROW or UP ARROW||Display or hide the items in the active list (same as F4).|
|any printable key or keys||Move the selection to the item matching prefix letters in the beginning of title.|
|List view||SPACE||Locate new selection and anchor for the item.|
|F2||Rename selected item.|
|F3||Search for a file or folder.|
|F4||Display the Address bar list.|
|F5||Refresh the active window or reload the document in the active window.|
|F6||Cycle through screen elements in a window or on the desktop.|
|ALT + RIGHT ARROW||Move to next page or folder viewed.|
|ALT + LEFT ARROW||Move to previous page or folder viewed.|
|ALT + ENTER||View properties for the selected item.|
|SHIFT + DELETE||Delete selected item permanently without placing the item in the Recycle Bin.|
|HOME||Display the top of the active window.|
|END||Display the bottom of the active window.|
|BACKSPACE||View the folder one level up from current folder.|
Microsoft Office XP
|INSERT||Toggle the insertion mode.|
|F6||Move between task pane and the document window.|
|SHIFT + F6||Move backward between task pane and the document window.|
|CTRL + F6||Switch to next window when more than one window is open.|
|CTRL + SHIFT + F6||Switch to previous window when more than one window is open.|
|CTRL + TAB||Move focus between menu and tool bars in menu mode.|
|F1||Display the Assistant balloon (if Office Assistant is active).|
|ALT + SHIFT + F10||Display the menu or message for a Smart Tag near the input focus.|
|CTRL + O||Open the Open dialog box.|
|CTRL + N||Open a new blank document.|
|CTRL + F||Open the Find dialog box.|
|CTRL + P||Open the Print dialog box.|
|CTRL + S||Save the document that currently has the input focus.|
|CTRL + A||Select all.|
AGENCY REPORTING IN THE DOJ SURVEY
Agency reporting to the Department of Justice survey is provided through GSA’s Office of Government-wide Policy Section 508 Survey. Information about the survey is posted at http://www.section508.gov/
For more information about the DOJ survey and agency reporting requirements, contact OGP’s IT Accessibility and Workforce Division at 202-501-4906.
ACCESSIBLE FEDERAL FORMS
Accessible online Federal forms, including the GSA form, Standard Form (SF) or Optional Form (OF), are created by Forms Management team and are readily available through Forms.gov
a. Custom Form: A custom form is defined as being developed by an office, but not developed as an official form by the Forms Policy and Management Team. Custom forms have not been designated as a specific form type such as SF, OP or GSA, do not include a form number, and are not added to the Forms library (http://www.forms.gov).
b. Optional Form: An “Optional Form” is a form developed by a Federal agency for use in two or more agencies and approved by GSA for non-mandatory Government-wide use.
c. Standard Form: A “Standard Form” is a fixed or sequential order of data elements, assigned a Standard Form number, prescribed by a Federal agency through regulation, and approved by GSA for mandatory Government-wide use.
For assistance with development of an accessible form, email the Forms Management team at Forms@gsa.gov.
ACCESSIBLE CONFERENCE PREPARATION AND EVENTS
Event registrations must include a “special needs” option for registrants to identify a special need accommodation for GSA conferences and events. Special needs may include, but are not limited to, sign language interpreters, wheelchairs, electric scooters, listening devices and looping services for the hearing impaired and individual guides for the blind. The requiring office is responsible for payment of special accommodations.
Employees can refer to the reference document on “The Key to Accessing Federally Conducted Programs and Activities”, from the Office of Civil Rights (http://www.gsa.gov/gsa/cm_attachments/GSA_DOCUMENT/Interim%20Key%20to%20Accessing%20FCPA%20Handbook_R2Z-i-r_0Z5RDZ-i34K-pR.doc.) The Section 508 Universe http://www.section508.gov includes free course training on accessible conferencing. This course may be used toward the Section 508 accessibility bi-annual training requirement.
OBTAINING INFORMATION AND ASSISTANCE ON SECTION 508
GSA’s employees can use the following as a resource to obtain information and assistance on Section 508 related matters:
Email the Section 508 Coordinator team at CIO508Help@gsa.gov
Call the Section 508 Help line at 202-208-0799
Access Board: An independent Federal agency that develops and maintains accessibility requirements, provides technical assistance and training on the standards, and enforces accessibility standards for Federally funded facilities. The official name is the "Architectural and Transportation Barriers Compliance Board."
Accessibility management - The practice of ensuring equal access to and use of all EIT resources by disabled and non-disabled persons. Accessibility Management must be addressed during the planning and acquisition of all EIT resources to ensure all EIT resources utilized can accommodate persons with disabilities.
Alternate Formats: A choice limited to one of two or more possibilities. An alternate format may include Braille, ASCII text, large print, recorded audio, and electronic format.
API: Application Program Interface
Assistive Technology (AT): Any item, piece of equipment, or system, whether acquired commercially, modified, or customized, that is commonly used to increase, maintain, or improve the functional capabilities of persons with disabilities. Often referred to as Adaptive Technology, a device or software that substitutes for or enhances the function of some impaired ability.
Buy Accessible Evaluation Guide: This is a supplemental guidance tool produced by the BuyAccessible Wizard (BAW). This guide is available for Government buyers to evaluate various proposals based on commercial availability of their applicable provisions as determined by the Wizard.
Buy Accessible Solicitation Template: The template serves as a documentation tool produced by the BuyAccessible Wizard, to assist Federal contracting and procurement officials in producing Section 508 language for their solicitations for EIT products and services. The Solicitation Template provides specific example text recommended to be included in the solicitation documentation.
Captions (open, closed): Visual display of spoken dialogue and other important audio information as printed words. Open captions are displayed automatically; closed captions are displayed only when selected by the user.
Contracting Officer: A Person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.
Electronic and Information Technology (EIT): Electronic and information technology as defined in the FAR, Subpart 2.1 definitions has the same meaning as “information technology”, except EIT also includes any equipment or interconnected system or subsystem of equipment that is used in the creation, conversion, or duplication of data or information. In addition to IT as defined in the FAR, EIT includes:
software programs, web based intranet and internet information and applications, telecommunication products, information kiosk and transaction machines, websites, multimedia (including video and pictures), office equipment, computers, copiers and fax machines, electronic forms and documents, and
other related resources defined by the Administrator.
Federal Acquisition Regulation (FAR): The official document of policies and procedures for acquisition that is used by all executive agencies. The FAR was established to codify uniform policies for acquisition of supplies and services by executive agencies. Statutory authorities to issue and revise the FAR have been delegated to the Procurement Executives in DOD, GSA and NASA.
Form: A “Form” is a fixed arrangement of captioned spaces designed for gathering, organizing, and transmitting prescribed information quickly and efficiently. The term Form is regularly used to describe any collection of information, whether it is electronic or hardcopy. In government, we refer to these types of data collection as Forms. Form types include GSA Forms (GSA), Standard Forms (SF) and Optional Forms (OF).
Information Technology: As defined in the FAR Subpart 2.1 definitions, information technology is any equipment, or interconnected system(s) or subsystem(s) of equipment, that is used in the automatic acquisition, storage, analysis, evaluation, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information by the agency. Information technology includes computers, ancillary equipment such as imaging peripherals, input, output, and storage devices necessary for security and surveillance, peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services including support services and related resources. The term “information technology” does not include any equipment that is acquired by a contractor incidental to a contract; or contains imbedded information technology that is used as an integral part of the product, but the principal function of which is not the acquisition, storage, analysis, evaluation, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information.
Internet: An internet site, such as GSA.gov contains information published online and accessible to all users of the Internet.
Intranet: Intranet sites are hosted from the GSA network and are only accessible for GSA staff within the GSA network framework through means such as remote access service or virtual private network connections.
Remediate: To fix or repair to ensure conformance to the Section 508 technical standards.
Remote Access Service (RAS) – any combination of hardware and software to enable the remote access to tools or information that typically reside on a network of IT devices.
Requiring Official - the program manager or other Government staff delegated with responsibility for developing EIT requirements.
Section 508 Compliance: A term used to indicate adherence to and implementation of the Section 508 technical standards.
Sticky Keys: A feature of Windows operating system (and possibly others). It is an accessibility feature created by Microsoft to aid users who have physical disabilities. Sticky Keys allows the user to press a modifier key, such as Shift, Ctrl, Alt, or the Windows key, and have it remain active until another key is pressed.
TTY: May refer to a Teletypewriter or Teletype, a typewriter with an electronic communication channel. More specifically: An alternative name for a telecommunications device for the deaf (TDD)
Tele-typewriter: An electromechanical typewriter that either transmits or receives messages coded in electrical signals carried by telegraph or telephone wires.
Undue Burden: Significant difficulty or expense. A possible exception to the Section 508 requirements. When there is an undue burden, the statute requires an alternative means of access to be provided to persons with disabilities.
VCO: Voice Carry Over
Virtual Private Network (VPN): a computer network that is implemented in an additional software layer (overlay) on top of an existing larger network for the purpose of creating a private scope of computer communications or providing a secure extension of a private network into an insecure network such as the Internet.
Voluntary Product Accessibility Template (VPAT) - the vendor self-representation of their product(s) or service(s) conformance to the Section 508 technical standards.
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Accessible Telecommunications Product Design Technical Assistance. (n.d.). Retrieved March 12, 2009 from http://www.access-board.gov/sec508/telecomm-course.htm
Barrett, D. Testing for Web Accessibility Compliance Under Section 508 of the Rehabilitation Act of 1973. (n.d.). Retrieved September 18, 2009 from http://www.ed.gov/policy/gen/guid/assisttesting.html
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FCC Hearing Aid Compatibility Act of 1988. (n.d.). Retrieved March 4, 2009 from http://www.fcc.gov/Bureaus/Common_Carrier/FAQ/faq_hac.html
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Section 4.27.4 of the ADA Accessibility Guidelines. (n.d.). Retrieved March 2009 from http://www.usdoj.gov/crt/ada/reg3a.html
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Section 508.gov. (n.d.). Guide to the Section 508 Standards for Electronic and Information Technology. Retrieved April 25, 2009 from http://www.access-board.gov/sec508/standards.htm#Subpart _b
Television Decoder Circuitry Act of 1990. (n.d.). Retrieved January 2008 from http://www.access-board.gov/Sec508/guide/1194.24-decorderact.htm
University of Wisconsin Trace Research Center. (2004). Access Board's 508 Final Rules and Guides. Retrieved from http://trace.wisc.edu/docs/508-collation/06092004v1.1.shtml
U.S. Access Board. (n.d.). Accessibility Standards. Retrieved July 14, 2008 from http://www.access-board.gov/sec508/standards.htm.
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