RFP_J.5_Section_508_Checklist_Adobe_PDF.pdf

Section 508 Acceptance Checklist Adobe PDF

Courseware Information

Courseware/URL:

Tester Name:

Testing Date:

Requirements Checklist1 Use the following checklist to verify that Adobe PDFs 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.

ID 1.0 Layout and Formatting Requirements Pass Fail N/A

1.1 Acrobat Accessibility Tags are included in the document.

1.2 A full Accessibility Report completed on the document indicates no errors are present. (Available in Adobe Acrobat Professional 8 or higher.)

1.3 The document reads in a logical order; i.e., the tab order is correct.

1.4 Documents with multi-column text, tables, or call-out boxes are read in the correct reading order using the Acrobat Pro ‘Read Aloud’ function.

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

1.6 Hyperlinks are active and map to the correct content.

1.7 Comments, sticky notes, and reviews are removed from the PDF document.

1.8 No hidden data from Word (or other applications used to create the original document) is present in the PDF file.

1.9 Bookmarks are included in all PDFs that are more than 9 pages long.

1 The checklists and requirements in this document were adapted from information provided by the Department of Health and Human Services, http://www.hhs.gov/web/508/index.html, accessed 4/26/2012.

http://www.samhsa.gov/

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

2.3 Multi-layered objects are flattened into one image and use one Alternative Text (Alt Tag) description for the image.

2.4 Complex images provide a reference to the descriptive text of the image.

2.5 The document is free of scanned images of text.

ID 3.0 Table Requirements Pass Fail N/A

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

3.2 Data tables contain row and column headers.

3.3 Simple tables apply the appropriate row and column headers.

3.4 Complex tables have ID and header attributes to associate the data cells with the column and row headers.

3.5 All table cells, with the exception of those associated with the header row, are designated as data cells.

3.6 Data cells in the tables are logically associated with the row and column header elements.

3.7 Data tables have a logical reading order from left to right, top to bottom.

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 content of the file clear.

C. A separate, accessible version of the document is provided when there is no other way to make the content accessible.

D. The document uses sans serif fonts in styles, formats, and sizes approved by NHI Style Guide and NHI Standards Guide(s).

E. Document properties, e.g., subject (description), 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.)

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

Resources for Creating Accessible PDFs Below is a list of resources for the creation of accessible PDFs. NHI strongly encourages developers to adhere to guidance on the creation of accessible source files, e.g. Word documents and PowerPoint presentations, in order to make the conversion and creation of accessible PDFs less arduous.

1. Web AIM "PDF Accessibility" http://webaim.org/techniques/acrobat/

This site defines a PDF, explains source file software, e.g. Word, PowerPoint, and Acrobat's features for creating accessible documents, and provides directions on how to use Acrobat's accessibility features.

2. US Department of Health and Human Services "Section 508" http://www.hhs.gov/web/508/pdfs/index.html

This site explains how to create accessible source (Word) files and PDFs, in addition to directions on using Acrobat to edit PDFs to improve accessibility.

http://webaim.org/techniques/acrobat/ http://www.hhs.gov/web/508/pdfs/index.html

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

1.0 Layout and Formatting Requirements

1.1 Include Acrobat Accessibility Tags.

1.2 Run a full Accessibility Report on the document and ensure that it indicates no errors are present. (Available in Adobe Acrobat Professional 8 or higher.)

1.3 Ensure that the document reads in a logical order; i.e., the tab order is correct.

1.4 Be sure that documents with multi-column text, tables, or call-out boxes are read in the correct reading order using the Acrobat Pro ‘Read Aloud’ function.

1.5 Display hyperlinks as the fully qualified URL, i.e., http://www.samhsa.gov, and not www.samhsa.gov.

1.6 Make all hyperlinks active and map to the correct content.

1.7 Remove any comments, sticky notes, and reviews from the PDF document.

1.8 Remove any hidden data from Word (or other applications used to create the original document) from the PDF file.

1.9 Include bookmarks in all PDFs that are more than 9 pages long.

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 Group associated images on the same page, e.g., boxes in an organization chart, as one object.

2.3 Flatten multi-layered objects into one image, and provide one Alt Tag description for the image.

2.4 Provide a reference to the descriptive text of complex images.

2.5 Do not use scanned images as text; these are considered graphics and must be treated as such.

3.0 Table Requirements

3.1 Use tables, and 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 Include row and column headers. Create clear and concise headers that assist the reader in identifying segmentation of data in the table.

3.3 Start row and column headings in the first left-hand column of the tables. Apply the appropriate row and column headers to simple tables.

3.4 Associate ID and header attributes to the data cells with the column and row headers (in complex data tables).

3.5 Designate all table cells as data cells (with the exception of those associated with the header row).

3.6 Logically associate data cells in the tables with the row and column header elements.

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

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.

D. Utilize sans serif fonts in styles, formats, and sizes approved by NHI Style Guide and NHI Standards Guide(s).

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