HHS OPDIV Section 508 Assessment Survey HHS Section 508 Assessment Survey, 2005 This survey seeks information to assess the status of your OPDIV’s efforts to meet Section 508 requirements. The survey is divided into 7 Parts: 1. Procurement and Exceptions 2. Administrative Complaints and Judicial Actions 3. Video/Multimedia 4. Telecommunications 5. Conferences and Training 6. Websites 7. Software Each Part focuses on a particular topic. Because different people may have answers to questions in the different Parts, please indicate from whom you obtain information for each Part. NOTE: This information is to help your OPDIV meet Section 508 requirements. The information is to help determine where gaps exist and what assistance is needed. An honest assessment and complete answers to the questions is the only way this can be accomplished. Your responses are not intended to rate or compare your OPDIV with others. The information you collect will serve 2 purposes: (1) Assist your OPDIV in plans to meet Section 508 requirements and (2), to help the HHS Office on Disability to provide that assistance. Questions should be addressed to either Mark Urban (919-395-8513, murban@neweditions.net or Eileen Elias, 202-205-1104, Eileen.Elias@HHS.GOV. Organizational information: HHS OPDIV for which this survey is being completed: ______________________________ Name of person responsible for assuring this survey is completed: ______________________ Position Title: ____________________________ Phone number: ______-_____________________ E-mail: __________________________________
Part 1: Procurement and Exceptions Name of person responding to questions in this Part: _______________________________________ Title: ___________________________________ Phone number: ______-_____________________ E-mail: __________________________________ 1. Is your OD/DIV identified as a separate component within the Federal Procurement Data System? 1. □ Yes Continue 2. □ No Go to Part 2, this section will be completed by the FPDS component of which you are a part. 2. Does your OPDIV issue Requests for Qualifications (RFQs) or Requests for Proposals (RFPs)? 1. □ Yes Continue 2. □ No Go to Part 2 Version 1.0 May 2, 2005 Page 1 of 8
HHS OPDIV Section 508 Assessment Survey 3. During Fiscal Year 2004, did your OPDIV conduct, or pay a vendor to conduct procurement training dedicated to Section 508 requirements? 1. □ Yes Continue 2. □ No Go to Question 5 4. For each procurement training your OPDIV conducted or paid a vendor to conduct in Fiscal Year 2004 dedicated to Section 508 requirements, provide the name of the vendor or trainer, the number of your OPDIV staff who received the training, and the amount paid to the vendor to conduct the training. A “comments” column has been included in the event you need to elaborate on any aspect of the training. Vendor/Trainer name Number of staff receiving the training Required or Voluntary? Amount paid to vendor (if applicable) Comments
5. Does your OPDIV provide instructions to employees who have purchase cards (this excludes travel cards) that refer to Section 508? 1. □ No Continue 2. □ Yes Provide a copy of the instructions given to employees who have purchase cards that refers to Section 508. Write ‘#5—Purchase Card Instructions” on the top right corner of the document. 6. Did your OPDIV seek any Section 508 exceptions during Fiscal Year 2004 because of undue burden or commercial non-availability? 1. □ Yes Continue 2. □ No Go to Question ___ 7. How many Section 508 exceptions did your OPDIV seek during Fiscal Year 2004, how many of these exceptions were denied, and how many are still pending resolution? _____ Exceptions sought _____ Exceptions denied _____ Exception decisions still pending 8. Does your OPDIV provide instructions/guidance to employees purchasing equipment/software (“Requiring officials”) how to compare equipment (“conduct their market research”) to determine if equipment is Section 508 compliant? 1. □ No Continue 2. □ Yes Provide a copy of the instructions/guidance given to employees purchasing equipment how they can conduct their market research to determine if equipment is Section 508 compliant. Write “#8—Market Research Instructions” on the top right corner of the document.
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HHS OPDIV Section 508 Assessment Survey 9. How do employees purchasing equipment (“Requiring officials”) document that purchased equipment either complies with Section 508 requirements or that an exception was made? (Check all that apply) 1. □ Signs a document stipulating Section 508 Compliance 2. □ Signs a document indicating Section 508 exception was made 3. □ Provides supporting materials to document decision 4. □ Verbally attests to compliance or exception decision 5. □ Other: Describe and provide any supporting material (label “#9—Equipment compliance”) 6. □ Do not require documentation or attestation for Section 508 compliance 10. How many procurement formal protests were filed against your OPDIV in Fiscal Year 2004 that Section 508 requirements were not followed (If 1 or more, enter the number that were upheld and how many decisions are pending resolution)? □ NONE Continue _____ Section 508 procurement protests _____ Section 508 procurement protests upheld _____ Section 508 procurement protests still pending resolution 11. Does your OPDIV incorporate Section 508 requirements as part of its equipment/software solicitations? 1. □ Yes, in all equipment solicitations Continue 2. □ Yes, in some equipment solicitations Continue 3. □ No Go to Part 2 12. Indicate the mechanism(s) used in equipment/software solicitations that incorporate Section 508 requirements. (Check all that apply and provide an example of each mechanism used and mark ) 1. □ Use Voluntary Product Accessibility Template (VPAT) www.itic.org/policy/508/sec508.html or other similar form Provide an example and write “#12—508 solicitation” on the top right corner of the document 2. □ Standard language incorporated in Statement of Work (SOW) or Statement of Objectives (SOO) Provide an example and write “#12—508 solicitation” on the top right corner of the document 3. □ Specific requirements from Section 508 that are applicable to product(s) are included Provide an example and write “#12—508 solicitation” on the top right corner of the document 4. □ Certification of compliance with Section 508 requirements is required Provide an example and write “#12—508 solicitation” on the top right corner of the document 5. □ Other (describe): ________________________________________________________ Part 2: Administrative Complaints and Judicial Actions Name of person responding to questions in this Part: _______________________________________ Title: ___________________________________ Phone number: ______-_____________________ E-mail: __________________________________ 13. During Fiscal Year 2004, did your OPDIV conduct, or pay a vendor to conduct, training dedicated to Section 508 complaints? Version 1.0 May 2, 2005 Page 3 of 8
HHS OPDIV Section 508 Assessment Survey 1. □ Yes 2. □ No 14. How many formal Section 508 or Section 504 administrative complaints or judicial actions were filed against your OPDIV in Fiscal Year 2004. (If 1 or more, enter the number that were upheld and how many decisions are pending resolution)? □ NONE Continue _____ Administrative complaints or judicial actions filed _____ Administrative complaints or judicial actions upheld _____ Administrative complaints or judicial actions still pending resolution Part 3: Video/Multimedia Name of person responding to questions in this Part: _______________________________________ Title: ___________________________________ Phone number: ______-_____________________ E-mail: __________________________________ 15. Does your OPDIV develop, or contract for, in-house recorded videos or live multimedia presentations (including media used for training or informational and live broadcasts or web casts)? 1. □ Yes Continue 2. □ No Go to Part 4 16. Does your OPDIV have a written procedure to ensure that in-house videos and multimedia products meet Section 508 requirements? 1. □ Yes, for all videos and multimedia products Provide a copy of the procedure and write “#15—Video compliance procedure” on the top right corner of the document 2. □ Yes, but for some videos and/or multimedia products Specify which products do not have a process to ensure Section 508 compliance 3. □ No Do you intend to establish a process to ensure Section 508 compliance: (a) □ Yes Date process to be in place: (M/D/Y) ________________________20____ (b) □ No 17. Approximately, how many of your videos and multimedia products are Section 508 compliant? 1. □ None 2. □ Few 3. □ Some 4. □ Nearly all 5. □ All 18. Does your OPDIV have a portion of its budget specifically earmarked for use to fulfill Section 508’s video and multimedia mandates, including purchases, upgrades to equipment, contractor support, and training? 1. □ No Continue to Part 4 2. □ Yes How much was designated for each of the 3 fiscal years? FY2004: $__________________ earmarked for Section 508 video and multimedia mandates Version 1.0 May 2, 2005 Page 4 of 8
HHS OPDIV Section 508 Assessment Survey FY2005: $__________________ earmarked for Section 508 video and multimedia mandates FY2006: $__________________ earmarked for Section 508 video and multimedia mandates Part 4: Telecommunications Name of person responding to questions in this Part: _______________________________________ Title: ___________________________________ Phone number: ______-_____________________ E-mail: __________________________________ 19. Are all telephone systems TTY-compatible, including voice mail and telephone answering trees? 1. □ All telephone systems are TTY-compatible Go to Question 23 2. □ Some telephone systems are TTY-compatible Continue 3. □ None of the telephone systems are TTY-compatible Continue 20. Does your OPDIV have plans to make its telephone systems TTY-compatible, including voice mail and telephone answering trees? 1. □ Yes 2. □ No 21. Are telephone operators available to assist callers by callers pressing a number /character on the telephone or by speaking? 1. □ Yes 2. □ No, but we are planning to do so 3. □ No, and we have no plans to do so 22. Approximately, how much of your telecommunication services are Section 508 compliant
? 1. □ None 2. □ Few 3. □ Some 4. □ Nearly all 5. □ All 23. Does your OPDIV have a portion of its budget specifically earmarked for use to fulfill Section 508’s telecommunication mandates, including purchases, upgrades to equipment, contractor support, and training? 1. □ No Continue to Part 5 2. □ Yes How much was designated for each of the 3 fiscal years? FY2004: $__________________ earmarked for Section 508 telecommunication mandates FY2005: $__________________ earmarked for Section 508 telecommunication mandates FY2006: $__________________ earmarked for Section 508 telecommunication mandates
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HHS OPDIV Section 508 Assessment Survey Part 5: Conferences and Training Name of person responding to questions in this Part: _______________________________________ Title: ___________________________________ Phone number: ______-_____________________ E-mail: __________________________________ 24. Does your OPDIV have a written procedure to ensure that OPDIV-hosted or sponsored conferences, large meetings, and training courses meet Section 508 requirements? 1. □ Yes Provide a copy of the procedure and write “#23—Conference compliance procedure” on the top right corner of the document 2. □ No Do you intend to establish a process to ensure Section 508 compliance: (a) □ Yes Date process to be in place: (M/D/Y) ________________________20____ (b) □ No 25. Are participants routinely asked in advance if they will need reasonable accommodations or alternative formats (e.g., Braille, large-print, etc.)? 1. □ Yes 2. □ No 26. How many of the videos and broadcasts shown during conferences, large meetings, and training courses contain captioning? 1. □ None 2. □ Little ~20%+ 3. □ Some ~40%+ 4. □ Great ~60%+ 5. □ Very great extent ~80%+ 6. □ All Part 6: Web Sites Name of person responding to questions in this Part: _______________________________________ Title: ___________________________________ Phone number: ______-_____________________ E-mail: __________________________________
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HHS OPDIV Section 508 Assessment Survey 27. Does your OPDIV have a written procedure to ensure that its internet and intranet web sites meet Section 508 requirements? 1. □ Yes Provide a copy of the procedure and write “#26—Web site compliance procedure” on the top right corner of the document 2. □ No Do you intend to establish a process to ensure Section 508 compliance: (a) □ Yes Date process to be in place: (M/D/Y) ________________________20____ (b) □ No 28. If you checked “NO” to the previous question, skip this question and go to Question 29. Which of the following software applications are addressed in your written internet/intranet procedures? 1. □ Adobe Acrobat filed (.pdf) 2. □ Microsoft PowerPoint files (.ppt) 3. □ Microsoft Flash content 4. □ Microwave Shockwave content 5. □ JavaScript or other scripting languages 6. □ Java applets 7. □ Other (Specify):___________________________________________________________ 29. What software or other tools does your OPDIV use to test Section 508 compliance for the software applications listed in the previous question? Specify:______________________________________________________________________ 30. What parts of your OPDIV’s internet sites meet all Section 508 requirements? [Check all that Apply] 1. □ Home Page 2. □ Publication requests 3. □ “Help” link 4. □ “Contact Us” link 5. □ “Comment” link 6. □ Other (Specify):__________________________________________________________ 31. What parts of your OPDIV’s intranet sites meet all Section 508 requirements? [Check all that Apply] 1. □ Home Page 2. □ Publication requests 3. □ “Help” link 4. □ “Contact Us” link 5. □ “Comment” link 6. □ Other (Specify):__________________________________________________________ 32.