RFP_J.4_Section_508_Checklist_Word.pdf

Section 508 Acceptance Checklist MS Word

Courseware Information

Courseware/URL:

Tester Name:

Testing Date:

Requirements Checklist1 Use the following checklist to verify that Microsoft Word documents comply with Section 508 guidance. NHI staff may wish to thoroughly review the courseware, noting any non-compliance issues or elements on the attached “Non-compliant Element Tracking” table. Then indicate the Pass or Fail status of each required element. The extent of subsequent reviews is at the discretion of the NHI Training Program Area team.

NHI typically converts Microsoft Word documents to Adobe PDF documents before distributing.

Therefore, the checklist incorporates elements that facilitate a compliant conversion. It is important to note that an improperly structured Microsoft Word document will not convert into a compliant PDF document.

ID 1.0 Layout and Formatting Requirements Pass Fail N/A

1.1 The document is formatted using elements from MS Word Style2 feature (Heading 1, Heading 2, Body Text) as opposed to formatting elements alone (bolded heading, manually sized fonts, italics).

Alternately, the document is formatted as an outline in hierarchical manner using the MS Word Style feature for outlines.

1.2 The document does not use flickering, flashing, and animated text.

1.3 Pages are coded and numbered automatically (not typed

manually)3.

1.4 Hyperlinks display as the fully qualified URL, i.e., http://www.samhsa.gov, and not www.samhsa.gov.

1 The checklists and requirements in this document were adapted from information provided by the Department of Health and Human Services, Substance Abuse and Mental Health Services Administration Web site, http://508.samhsa.gov/, accessed 05/02/2012.

2 Test this by selecting desired text; the formatting for that text will display in the “Style” toolbar field. Heading text should be different from body text.

3 View the document in “Print Layout” mode; page numbers will appear grayed out if numbering was performed correctly.

http://www.samhsa.gov/

ID 1.0 Layout and Formatting Requirements Pass Fail N/A

1.5 Hyperlinks are active and map to the correct content.

1.6 Any track changes are fully accepted or rejected, and the feature is turned off.

1.7 Comments are fully deleted and the feature is turned off.

1.8 Formatting marks are not visible.

1.9 The document has been reviewed in “Print Preview” for a final visual check.

1.10 Bullets are inserted as a “Bullet Style” as opposed to manually typed characters, such as hyphens or asterisks.

1.11 An alternate method is provided whenever color is used to emphasize selected text.

1.12 Footnotes are created with the Microsoft Word “Insert Footnote” feature. (Manually inserted footnotes are not acceptable.)

ID 2.0 Image Requirements Pass Fail N/A

2.1 Graphics (images, grouped images, and non-text elements) that convey information have adequate Alternative Text descriptions associated with them.

2.2 Decorative images that do not convey information have a blank Alternative Text description, i.e., “ “.

2.3 Associated images on the same page, e.g., boxes in an organizational chart, are grouped as one object.

2.4 Multi-layered objects are flattened into one image and use one Alternative Text description for this image.

2.5 Complex images are immediately followed by descriptive text.

2.6 There are no background images or watermarks on the document.

2.7 Information conveyed with color is also available without color. (For example, information is also conveyed with context, markup, or other appropriate approach.)

2.8 Image text wrapping style is set to “In Line with Text” for all images.

2.9 Simple graphics are not housed in text boxes.

ID 3.0 Table Requirements Pass Fail N/A

3.1 Tables (not tabs or spaces) are used to create a tabular structure.4

3.2 Tables contain row and column headers.

3.3 Row and column headings start in the first left-hand column of the table.

3.4 Data tables have the entire first row designated as “Header Row” in Table Properties.

3.5 Tables contain no merged cells.

3.6 Tables have a logical layout based on rows and columns, i.e., they are read left to right and top to bottom.5

3.7 Data tables in the document are named, numbered (if applicable), and have an associated description.

(Note: In some cases naming and numbering a table may not be appropriate. For example, a small data table in a presentation might not require a reference.)

3.8 Under Table Properties dialogue, the “Allow row to break across pages” element is deselected.

4 The table anchor icon indicates a table (not tabbed paragraph) has been inserted.

5 To test, highlight several lines in the left column. Only text in the column should be highlighted. If the highlighting spills over between columns, the table was incorrectly created and will not be read by assistive technology in the correct order.

ID Notes and Additional Requirements Pass Fail N/A

A. The document file name includes no spaces or special characters.

B. The document file name is concise, limited to 20-30 characters, and makes the contents of the file clear.

C. An accessible alternative version of the document is provided when there is no other way to make the content accessible. (Example: an organizational chart)

D. The document utilizes sans serif fonts in styles, formats, and sizes approved by NHI Style Guide and NHI Standards for WBT.

E. Document properties, e.g., subject, author, title, keywords, and language, are properly identified.

(Note: NHI or the appropriate government organization is the “author.” An individual or contractor name should not be used.)

F. A Table of Contents (TOC) was creating by linking to Headings styles and using the Table of Contents feature in Microsoft Word.

(Manually inserted TOCs are not allowed.)

Non-Compliant Element Tracking Use this table to document any elements of the courseware that failed or were identified as being non-compliant. Identify each element by ID Number and include a description of the reason why the element failed or is non-compliant.

ID Description of Failure and Non-Compliance

Requirement Guidelines6 The following guidelines have been established for preparing Microsoft Word documents that meet Section 508 Compliance requirements. Products submitted to NHI are reviewed for these criteria, at minimum.

NHI typically requires conversion of Microsoft Word documents to Adobe PDF before distributing. Therefore, the guidelines incorporate elements that facilitate a compliant conversion.

An improperly structured Microsoft Word document will not convert into a compliant PDF document.

1.0 Layout and Formatting Requirements

1.1 Format the document using MS Word Style feature, such as Heading 1, Heading 2, Body Text. Do not format titles, sections, or other elements with formatting elements alone.

Alternately, format an outline document in hierarchical order using the MS Word Style feature for outlines.

1.2 Avoid using flickering, flashing, and animated text.

1.3 Use automatic numbering for all pages; do not manually type in the page numbers.

1.4 Display the fully qualified URL in every hyperlink, i.e., http://www.samhsa.gov, and not www.samhsa.gov.

1.5 Ensure that all hyperlinks are active and map to the correct content.

1.6 Fully accept or reject all tracked changes; then turn off the Track Changes feature.

1.7 Delete all comments; then turn off the feature.

1.8 Hide all formatting marks.

1.9 Perform a final visual check on the document in “Print Preview” status.

1.10 Insert any bullets from the Bullet Library or by designating a style. Do not manually type characters, such as hyphens or asterisks, to use as bullets in lists.

1.11 Provide an alternate method whenever color is used to emphasize selected text.

1.12 Footnotes must be created via the Microsoft Word “Insert Footnote” feature. Do not manually insert footnotes. (Use footnotes sparingly.)

6 The checklists and requirements in this document were adapted from information provided by the Department of Health and Human Services, Substance Abuse and Mental Health Services Administration Web site, http://508.samhsa.gov/, accessed 05/02/2012.

2.0 Image Requirements

2.1 Provide adequate Alternative Text descriptions for all graphics (images, grouped images, and non-text elements) that convey information.

2.2 Provide a blank Alternative Text description, i.e., “ “, for any images used only for decoration and that do not convey information. (Use those images sparingly.)

2.3 Group associated images on the same page or slide as one object.

2.4 Flatten multi-layered objects into one image, and provide one Alternative Text description for this image.

2.5 Add descriptive text to immediately follow complex images.

2.6 Ensure there are no background images or watermarks on the document.

2.7 Do not use color as the primary means of emphasizing an important point, conveying information, indicating an action, prompting a response, or distinguishing a visual element. Make all information conveyed with color also available without color. For example, also convey information with context, markup, or other appropriate approach.

2.8 Set the image text wrapping style to “In Line with Text” for all images.

2.9 Do not use text boxes to house simple graphics.

3.0 Table Requirements

3.1 Use tables (not tabs or spaces) to create a tabular structure. Instances of data aligned into a tabular format via the use of tabs or spaces are not acceptable.

3.2 Tables contain row and column headers.

3.3 Create clear and concise headers that assist the reader in identifying segmentation of data in the table. Make sure the entire first row is designated as “Header Row” in Table Properties.

3.4 Start row and column headings in the first left-hand column of the table.

3.5 Do not merge table cells.

3.6 Generate a table with a logical layout based on rows and columns. Orient tables so they are read left to right, and top to bottom.

3.7 Clearly and concisely identify tables with a name, number (if applicable), and a description of the table’s contents. This helps to clarify the purpose of the table and identify its relationship to the presentation. (Note: In some cases naming and numbering a table may not be appropriate. For example, a small data table in a presentation might not require a reference.)

3.8 Deselect the “Allow row to break across pages” element under “Table Properties.”

Notes and Additional Requirements

A. Do not include spaces or special characters in the document file name. (Special characters include !, @, #, $, %, ^, *, and others.)

B. Make the document file name concise (generally between 20-30 characters), but ensure the contents of the file are clear in the context in which it is presented.

C. Provide an accessible alternative version of the document when there is no other way to make the content accessible. (Example: an organizational chart)

D. Utilize sans serif fonts in styles, formats, and sizes recommended by NHI Style Guide and NHI Standards for WBT.

E. Properly identify the document properties, such as subject, author, title, keywords, and language. (Note: NHI or the appropriate government organization is the “author.” An individual or contractor name should not be used.)

F. Generate a Table of Contents (TOC) by linking to Headings styles used in the document and accessing the Table of Contents feature in Microsoft Word. Manually inserted TOCs are not allowed.