Section 508 for Beginners

2008

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What is Section 508?

• Part of 1973 Rehabilitation Act, as amended in 1998

• Provides comparable access to those with disabilities as to those without

• Includes any Electronic & Information Technology (EIT) that is developed, procured, maintained or used by the Federal Government and the US Postal Service

• Law with teeth…Government can be sued

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Why Enforce the Law?

• Obviously, It Is a Law

• It is the right thing to do

• An agency can be sued and systems can be pulled out of production

• Supports Federal and State initiatives

  • President’s Management Agenda

  • New Freedom Initiative

• You have a vested interest

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Why Enforce the Law?

Do you have problems with?

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Why Enforce the Law?

Do you have one or more of the conditions

listed on the previous slide?

…what about family members?

…or your friends?

…or your co-workers?

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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U.S. Census Data 2006

• These numbers are approximate as of the American Community Survey, 2006

• 41.3 million people with some type of long-lasting condition or disability

• 11.8 million people with sensory disability

• 25.7 million people with some type of physical disability

• 15.9 million people with mental disability

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

http://www.census.gov/hhes/www/disability/2006acs.html

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Dissecting the Law

• Law consists of three subparts

• • Subpart B - Technical standards for six categories of products

  • Subpart C – Functional performance criteria

  • Subpart D - Information and documentation requirements

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Dissecting the Law

• Subpart B consists of standards for:

  • Software applications/operating systems

  • Web-based information and applications

  • Telecommunication products

  • Video and multimedia products

  • Self-contained, closed products

  • Desktop and portable computers

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Dissecting the Law

• Subpart C

  • Technologies or components for which there is no specific requirement under the technical standards in Subpart B

  • Covers operation, including input and control functions, operation of mechanisms, and access to visual and audible information

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Dissecting the Law

• Subpart D

  • Consists of information, documentation and support

  • Requires manufacturer upon request, to provide compliant electronic text for all documentation associated with the product

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Dissecting the Law

• When determining the appropriate standards to use:

  • More than one category of standards may apply

  • Not all the standards in a category are necessarily applicable

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Dissecting the Law

• Technical Requirements drive the procurement, not Section 508

• Legal liability only pertains to the Procurement of IT, Services and Maintenance

• Federal Government is liable for non-compliance, not the contractor or manufacturer

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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An Example of a Best Practice

US Patent and Trade Office

Their Process

Their Program

Their Training

Common Requirements

Hardware and COTS

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USPTO 508 Processes

• USPTO has processes for the following:

  • Purchase of IT Hardware and COTS Products

  • Credit card Purchases of IT Products

  • Development and Maintenance of IT Software Systems

  • Creating or Maintaining Web Products

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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USPTO’s Section 508 Program

• Staff available to help at any time

• Features include:

  • Assistance with procurement

  • Consultation and testing during all phases of product development

  • Testing before product deployment

  • Training classes

  • Evaluation of latest technologies

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USPTO Section 508 Training

• Training classes offered at USPTO include:

• Writing accessible documents

• Authoring Section 508 compliant web pages and applications

• Developing compliant software

• New and emerging technologies including AJAX and Flash

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Common Requirements

• Person buying or creating a product signs a checklist certifying compliance

• USPTO interpretation of Section 508 is based on the Letter of the Law, not the spirit of the law

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Common Requirements

• Check-and-balance

• Non-compliant products will be pulled from the internet/intranet or stopped from going into production or returned to the vendor

• Only Section 508 Coordinator can authorize exemptions or waivers

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Hardware and COTS

• Includes IT Hardware and COTS products and services

• Product Purchaser is responsible for compliance

• Of vendors who meet the functional requirements, determine who best meets the applicable Section 508 standards

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Appendix: USPTO Forms

The following slides contain samples of

forms used by the USPTO’s Section 508

program.

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EIT Procurement Checklist

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Purchase Card Pre-Purchase Worksheet

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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AIS Checklist

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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USPTO Accessibility Office Information

• In the USPTO, the Accessibility Office is responsible for all EIT 504 and 508-related actions plus product evaluation and determining compliance

• If you would like more information about the USPTO Section 508 Program you can contact:

Joyce Miller

• • joyce.miller@uspto.gov

  • 571-272-5422

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What is Market Research?

• The act of collecting and analyzing information about capabilities within the marketplace to satisfy agency needs

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Why Conduct Market Research?

• FAR Requirement

• Used to gauge the state of the EIT industry in meeting your requirements with products and services

• Method for identifying products that meet Section 508 requirements

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Market Research

• Requiring Officials determine technical requirements

• Identify products that meet those functional/technical requirements

• Send appropriate 508 checklist to vendors who have the products

• Take the stand that only vendors who provide completed checklist are eligible for contract consideration

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Informal Market Survey

• Vendor Internet site

• Review of similar procurements by other agencies

• Catalogs, product literature

• Scientific journals

• Business publications

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Formal Market Survey Techniques

• Using a published vehicle

  • Sources-sought announcements in the Federal Business Opportunities (www.FedBizOpps.gov)

• RFI (Requests for Information) for planning purposes to gather appropriate technical information, approximate cost, and schedule information

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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What is the Buy Accessible Wizard?

• The Buy Accessible Wizard is a web-based tool that:

  • Guides users through the acquisition process, gathering data and providing information about electronic and information technology (E&IT) and Section 508 compliance

  • Compiles a running summary documenting the process and its results

• The Buy Accessible Products and Services Directory

  • Access to vendor provided accessibility information

• The Buy Accessible System makes compliance with the requirements of Section 508 as easy and thorough as possible

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Who Should Use the Wizard?

• Micro purchasers (IT) with government purchase cards

• Program technical specialists (IT) that determine acquisition requirements

• Program requirements officer – responsible for program requirements documentation development, consolidation

• Contract officers that specify (IT) requirements on behalf of agency programs

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How Can the Wizard Help Your Agency?

• Standardize the process you use for each acquisition.

  • Document your procedures to demonstrate due diligence

• Maximize market research. Use vendor-supplied accessibility information about the commercial availability of accessible EIT products and services prior to solicitation.

• Tailor your solicitations. Ensure there is specific Section 508 language in each solicitation that includes EIT.

  • Require accessibility information.

  • Document accessibility as a factor in source selection

  • Document accessibility as a factor in inspection and acceptance

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Be Our Guest for a Test Drive

• We invite you to test drive the Buy Accessible Wizard Release 3

• To access the Buy Accessible Wizard Release 3 go to: and use the Guest User login

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The VPAT and Market Research

• Voluntary Product Accessibility Template

• Completed by the Vendor

• Information on how a product or service conforms to the Section 508 Access Board standards

• Optionally, posted on their vendor site and linked to Buy Accessible Wizard Tool

• Vendors are not required to complete a VPAT

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Examples of VPATS

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Adobe Dreamweaver CS3 VPAT

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

• Date: 3/30/2007

• Name of product: Adobe® Dreamweaver® CS3

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Mozilla Firefox 3.0 VPAT

• Date: 06/10/2008

• Name of Product: Firefox 3.0

• General Comments: Information in this VPAT is relevant to Firefox 3.0 running on a Windows 2000, Server 2003, XP, or Vista operating system. Additional developer tools exist in this product that are not installed by default. These optional tools have not been tested.

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Sample Source of VPAT Information
Used by the USPTO

• Contains a concise list of companies with VPATs

• Companies can be added to the list

• Further information on what is needed in a VPAT

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Tips for Selecting a Vendor

• Review vendor’s checklist

  • All standards are equal in importance

• Do NOT accept “yes”, a checkmark, or “meets standards”

  • Need more information to make informed decision

• If unsure, ask vendor for more information

  • Since vendor claimed compliance, they should have information readily available

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Tips for Selecting a Vendor

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Tips for Selecting a Vendor

• Review Possible exemptions

• Check with the agency’s appointed authority

• Exemptions include:

  • Back Office - Equipment or software which resides in a data center or communication closet that cannot be readily accessed or accessed remotely

  • Fundamental Alteration - altering design and/or alteration of the function of the device or operation

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Tips for Selecting a Vendor

• Review Possible exemptions

  • Commercially non-available at time of buy

  • Support & Maintenance agreements

• USPTO Position - There is No Such Creature called Undue Burden or Deferred

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Tips for Selecting a Vendor

• Complete processing procurement request

  • Consider a Sole Source purchase

  • Buyer completes checklist and signs it, certifying Section 508 compliance

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Tips for Selecting a Vendor

• Complete processing procurement request

  • Section 508 Coordinator reviews and initials procurement checklist

  • Buyer processes request with the checklist and supporting documents

    • Market Research

    • Most Compliant Vendor

    • Sole Source Justification

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Micro-Purchase and Section 508
Purchase Card Program

• Effective April 1, 2005 all purchases of electronic information technology (EIT) products must comply with Section 508 requirements

• This includes (1) GSA schedule purchases, (2) open market purchases and (3) buys that cost $3,000 or less

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Requiring Official's Responsibilities

• Understanding the Section 508 requirements and requesting products that are Section 508 compliant

• If a product does not conform with Section 508, it still may be purchased, but the file must be documented in accordance with the exceptions listings for Section 508 requirements

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Approving Official’s Responsibilities

• Ensure that the purchasing cardholders within their organization are complying with the Section 508 requirement

• Review any documentation that has been provided

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Purchase Cardholder’s Responsibilities

• Ensure all necessary documentation has been reviewed and completed before purchasing any EIT products

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Developing Software

• Writing the code for a new or revised system, makes it difficult to claim any type of exemption

• Retrofitting a system for compliance is extremely expensive

• A system should not go into production if it has Section 508 deficiencies

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Developing Software

• Most Section 508 standards are simply good old coding practices

• Always code to the standards and not the accessibility tools (e.g., JAWS, Dragon Naturally Speaking)

• Currently, there are no tools designed to evaluate software automatically

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Developing Software

• If JAWS can read a program, that is no guarantee that it is compliant

• If JAWS cannot read a program, that is no guarantee that it has deficiencies

• Few sighted people have sufficient expertise with JAWS to use it as an evaluation tool

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Developing Software

• Allow sufficient time to correct 508 deficiencies and still meet the schedule for production

• Remember the Contracting Officer is the only person who can authorize changes to a contract

• Contractor is responsible for ensuring compliance until the Government accepts the system

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Developing Software

• All software task orders should have a section that requires the product to be 508 compliant

• Depending on the type of contract, a contractor is responsible for correcting any deficiency at their cost

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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USPTO Process
Initial Steps

• Define requirements - They drive the development of the system

• SDM (Software Development Manager) signs the checklist certifying that the system will be 508 compliant

• Coordinator reviews the system and initials the checklist

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Initial Steps

• Checklist becomes part of the requirement documentation

• Developer determines the applicable standards

• Developer provides the applicable standards to testing organization

• There should be testing criteria for each standard and that is what the testers use for determining compliance

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Initial Steps

• Developer provides the applicable standards to testing organization

• There should be testing criteria for each standard and that is what the testers use for determining compliance

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Web Development

• Most visible 508 area…both internally and with customers

• The more complex and fancy a site, the more difficult it may be to make compliant

• This does not imply that you have to “dummy down” the site

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Web Development

• Web products must comply not only with Section 508, but also any other standards and formats prescribed by the agency’s webmaster

• No matter what the requirements are to post a web document, Section 508 has priority since it is a law

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Web Development

• Several tools exist for web evaluations, although differing tools sometimes yield differing results

• Do not rely on the tools as the final determining factor for compliance

• Always use at least two different evaluation tools, one of which should be the tool that the Webmaster uses

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Web Development Tool Examples

Wave 4.0:

Web Developer toolbar for Mozilla Firefox:

HiSoftware

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Training

• Critical area since many requirements for promotion and skills are based on IT training media. People get testy when they miss out on promotions

• Secondary issue is training site that must support assistive technologies

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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Training

• Frequent training problems:

  • PowerPoint slides

    • Problems when Informative Animations, Images, and Diagrams are used without text equivalents

    • Use the “Notes” section to provide information

  • Interactivity - Providing a text version of the training is not the same as interactivity

Section 508 ► USPTO Process ► Hardware and COTS ► Micro-Purchase ► Software ► Web ►Training

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State policies regarding adoption of Section 508

Several states have also adopted policies modeled after Section 508 regarding:

• • Accessibility of web sites,

  • Application development,

  • And IT procurement

February, 2006

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States adopting Section 508

 

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Section 508 Refresh is on the Way!

• Current Section 508 standards published December 2000

• 2008 - Advisory Committee created to review and update Section 508 standards and Telecommunication Act guidelines

• First update since 2000 of standards and guidelines

• Advisory committee presented report of recommendations to the US Access Board on April 3, 2008

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Section 508 Refresh is on the Way!

• Eight subcommittees were created by the Access Board

  • General interface requirements and functional performance criteria

  • Software, Web, and Content

  • Telecommunications

  • Audio/Video

  • Self contained, closed products

  • Desktops, portables, peripherals, and other computer hardware

  • Section 508 Subpart A (Purpose, Application, General Exceptions, Definitions, Equivalent Facilitation)

  • Documentation and technical support

• Information about the refresh can be found at:

  • http://www.access-board.gov/sec508/update-index.htm

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Further resources

More information on Section 508 can be

found at:

http://www.buyaccessible.gov/

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Section 508 government programs

• Several examples of Section 508 programs at:

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Thank you

• Contact Information for Section 508 and the Buy Accessible Wizard (BAW)

  • Terry Weaver, Director

  • Helen Chamberlain, Section 508 Program Director

  • Bill Hetzner, BAW Team

  • Jim Kindrick, BAW Team

  • Mike Stebbins, BAW Program Manager

  • Mike.stebbins@aticorp.org