RFP_J.6_Section_508_Checklist_Powerpoint_and_Adobe_Presenter.pdf

Section 508 Acceptance Checklist MS PowerPoint and Adobe Presenter

Courseware Information

Courseware/URL:

Tester Name:

Testing Date:

Requirements Checklist1

Use the following checklist to verify that PowerPoint files and Adobe presentations 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 All slide text is viewable in the Outline View.

1.2 Slides avoid using flickering, flashing, and animated text.

1.3 All text appears in designated placeholders. Text does not appear in user-generated text boxes or within graphics.

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

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 Animations and transitions are used only when necessary, and are described in the Notes pane.

1.10 Color schemes present a sharp contrast between text and

background.

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 4/13/2012.

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

2.3 Associated images on the same page or slide, 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 Charts contain Title, Legend and Axis (X & Y) labels.

2.6 Complex images are immediately followed by descriptive text.

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

ID 3.0 Table Requirements Pass Fail N/A

3.1 All tables are created in PowerPoint.

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

3.3 Tables contain row and column headers.

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

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

3.6 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.)

ID 4.0 Multimedia Requirements Pass Fail N/A

4.1 Narration of all text on the slide is provided or audio instruction not found on slide text is transcribed in the Notes (“Narration”) pane.

4.2 Audio and video content captioning is synchronized to the actions and dialogue.

4.3 A link is provided to a plug-in or applet for the software required for every embedded link.

4.4 Accessible video playback controls allow users to play, stop, forward, rewind, and pause presentations.

4.5 Text alternatives are provided for non-text content.

4.6 Text and graphics are scalable and magnification capabilities are provided.

4.7 In new products it is considered best practice to enable the “Halt Flash Events” hotkey.

Reviewer’s Notes to Developer (if any): ________________________

ID 5.0 Presenter Requirements Pass Fail N/A

5.1 The "Pause after each animation" option is enabled.

5.2 An accessible PDF of the PPT file is attached to the published courseware.

5.3 "Advance by user” option is set to "yes" for all slides.

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.)

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 Guidelines

The following guidelines have been established for preparing PowerPoint presentations and associated Adobe Presenter courseware 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 Make sure all slide text is viewable in the Outline View.

1.2 Avoid using flickering, flashing, and animated text.

1.3 Insert all text into designated placeholders within the template’s layouts. Do not add text in user-generated text boxes or within graphics. (Note that text within text boxes and graphics with embedded text will not be accessible via the Outline View, and will not be adequately identified by a screen reader application.)

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

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

1.6 Fully accept or reject all tracked changes; then turn off the “track change” feature.

1.7 Delete all comments; then turn off the feature.

1.8 Hide all formatting marks.

1.9 Use animations and transitions only when necessary, and describe each in the Notes pane2.

1.10 Ensure that color schemes present a sharp contrast between text and background.

2 “Transitions force the user to press the Play button to advance through each transition. This can result in a time-consuming and tedious experience for screen reader users. Consider the example of a slide containing bullet points which fly in from the right: as each bullet transitions onto the screen, a screen reader will return to the top of the page and recommence reading the page’s contents from the beginning. To advance to the next bullet, the user will need to press the Play button. This can create a frustrating experience for the screen reader user. While it may be acceptable to occasionally use transitions, they should not be used on every slide.”

http://www.connectusers.com/tutorials/2007/09/accessible/index.php, accessed 3/6/2012.

http://www.samhsa.gov/ http://www.connectusers.com/tutorials/2007/09/accessible/index.php

2.0 Image Requirements

2.1 Provide adequate Alternative Text descriptions for all graphics (images, grouped images, and non-text elements) that convey information. (Note that any images included as part of the Slide Master will not be accessible to the screen reader for interpretation; avoid this practice.)

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 Label charts to contain Title, Legend, and Axis (X & Y). This provides users with a number of reference points to use in order to correctly interpret the information presented.

2.6 Add descriptive text to immediately follow complex images.

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.

3.0 Table Requirements

3.1 Create all tables in PowerPoint. Any tables created outside PowerPoint must be identified as images and treated as such.

3.2 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.

3.3 Tables contain row and column headers. Create clear and concise headers that assist the reader in identifying segmentation of data in the table.

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

3.5 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.

3.6 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.)

4.0 Multimedia Requirements3

4.1 Provide narration of all text on the slide, or transcribe all audio instruction not found on slide text into the Notes (“Narration”) pane.

4.2 Synchronize audio and video content captioning to the actions and dialogue.

4.3 Provide a link to a plug-in or applet for software for every embedded file, such as PDF, PS, Word, Shockwave, or Flash.

4.4 Provide accessible video playback controls that allow users to play, stop, forward, rewind, and pause presentations.

4.5 Provide text alternatives for all non-text content. (For example, an animation must have a text equivalent.)

4.6 Make graphics and text scalable, and provide magnification capabilities.

4.7 It is best practice in new products to enable the “Halt Flash Events” hotkey (Alt+Shift+M).

5.0 Presenter Requirements

5.1 Enable the "Pause after each animation" option. This setting is located in the Playback tab of the Settings dialog. Exit animations may leave a slide blank and prevent screen readers from accessing content.

5.2 Attach to the published file an accessible PDF4 of the PPT file.

5.3 Set the "Advance by user” option to "yes" for all slides.

3 Content for this section was developed using information from “Adobe Flash Accessibility: Best Practices for Design,” at http://sixrevisions.com/usabilityaccessibility/adobe-flash-accessibillity-best-practices-for-design/, accessed 4/16/2012.

4 See NHI's "Section 508 Acceptance Checklist: PDF" for further guidance on delivering an accessible PDF.

http://sixrevisions.com/usabilityaccessibility/adobe-flash-accessibillity-best-practices-for-design/

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.)