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CSUEB Web Accessibility Strategy & Plan
1.0 Introduction
This report outlines California State University, East Bay's Web Accessibility implementation plan, prepared in response to coded memorandum AA-2007-04 released by the CSU Office of the Chancellor regarding to Access to Electronic and Information Technology for Persons with Disabilities, establishing timelines and guidelines for implementation of its Accessible Technology Initiative.
This plan builds upon CSUEB's May 2007 Accessible Technology Initiative First-Year Web Report, in which the university reported its findings from accessibility testing performed on a representative sample of its administrative site together with key underlying issues it identified relating to governance, standards, infrastructure, training and resources, as well as Web policy that must be addressed in order for CSUEB to achieve and maintain a fully accessible Web site.
Because CSUEB has decided to adopt a radical redesign and replacement strategy (see below) versus a more conventional testing and repair or remediation approach following CSU-recommended steps, methods, and protocol, this report varies significantly from the outline suggested by the CSU. Nonetheless, CSUEB believes its plan not only reflects the strategy and steps required for CSUEB to meet or exceed mandated Web accessibility requirements and objectives, but also describes the means to do so in advance of CSU deadlines, at a lower cost, and — most importantly — to a higher level of accessibility and usability.
Because this report is a draft containing a number of policy directions proposed by the CSUEB ATI-Web team, elements of the report are subject to comment by the CSUEB ATI Steering Committee, modification and/or restatement by The CSUEB Web Steering Committee, and final approval and adoption by CSUEB Executive management. As this plan may be modified, CSUEB will update and resubmit it.
2.0 Summary of CSUEB Web Accessibility Strategy
The strategy that California State University, East Bay has adopted for its Web Accessibility Implementation Plan stems from the finding and discovery implications of its first-year investigation, detailed in its May 2007 Accessible Technology Initiative First-Year Web Report. Based on these findings, CSUEB policy makers and executives have determined that it makes more sense to rethink, redesign, and rebuild the CSUEB Web site to the highest ("best practices") accessibility standards, versus repairing and remediating its existing site to meet mandated baseline accessibility standards.
Because the size of the CSUEB site exceeds 36,000 pages, the university recognizes that the resources required to test, remediate, monitor, and ensure a consistently accessible and 508-compliant CSUEB Web site would be substantial. Given the magnitude of such an investment and the age and condition of its existing site, the university believes that a more prudent and cost-effective alternative would be to invest in the development of an entirely new Web site, designed and built to the highest ("best practices") standards, including those pertaining to accessibility as well as usability. This would include an integral content management system configured to ensure that all new content and pages meet predetermined accessibility standards before they are published to the CSUEB site — yielding a much more compelling return on investment. The university also believes that such a site, together with the use of a content management system and new policies governing standards and operations will make it much more feasible for the university to maintain a site that is consistently accessible and usable.
Moreover, in considering what was learned from its first-year experience, the university sees a strategic opportunity to create a much more effective recruitment, positioning, and branding site at the same time we meet our accessibility obligations. The university estimates that the development of an entirely new site together with the acquisition, configuration, and integration of a content management system will not only require less time and fewer resources than testing and remediation of the existing site to baseline requirements, but will also yield a site designed and built to substantially higher "best practices" accessibility and usability standards. At the same time, such a new site will also offer the university's a significantly enhanced branding and graphic communications quotient. Combined, these outcomes would potentially yield a far move attractive return on the university's investment than mere repair and remediation.
3.0 Strategic Milestones • New Site
| 3.5 |
CSUEB will initiate and conduct a process to redesign its Web site, including information architecture and navigation, to meet "best practices" accessibility and usability standards, as well as strategic communications, business model, and branding objectives. |
FY 2007-2008 |
| 3.4 |
CSUEB will identify and purchase an enterprise content management system (CMS). It will configure its CMS to create consistent, standardized, Web pages that meet the highest accessibility and usability standards as part of the development and launch of an all-new site. |
FY 2007-2008 |
| 3.7 |
CSUEB will complete development of a new Web site
structure including new information architecture, navigation, and look/feel, together with an integrated CMS, designed to "best practices" accessibility and usability standards. |
Dec 19, 2008 |
| 3.8 |
CSUEB will complete training and orientation of authorized university Web masters, coordinators, content creators, and sub-site owners in use of new CMS to create and publish new or repurposed content on the university's new site to "best practices" accessibility and usability standards. |
Dec 19, 2008 |
| 3.9 |
CSUEB will provide access to a new Web site, via a test environment in which the new site is running in parallel with its existing site. Access will be granted to authorized university Web masters, coordinators, content creators, and sub-site owners for the purpose of transferring existing content and creating and adding new content using the university's new CMS. |
Jan 5, 2009 |
| 3.10 |
CSUEB will advise the campus community of the new policy requiring that all existing and proposed level one, level two, and other administrative sites that are critical to institutional access must be created or content transferred and published to the new, test site using the university's official CMS by May 15, 2009. It will further announce that all other existing content deemed to be germane to conduct of unit or university business must be republished to the new test site by December 31, 2009. |
Jan 5, 2009 |
| 3.11 |
CSUEB will effect a cutover of access to www.csueastbay.edu, redirecting to its new site, which will, at a minimum, host CSUEB level one, level two, and other administrative sites that are critical to institutional access. |
May 15, 2009 |
| 3.12 |
CSUEB will permit access to legacy pages on its old site not deemed critical to institutional access, from links on its new site from May 15, 2009 for an additional seven and one-half months, through December 31, 2009. |
May 15, 2009-
Dec 31, 2009 |
| 3.13 |
CSUEB will remove all remaining legacy pages from its publicly accessible servers and archive them, completing a transition of 100% of its administrative Web site to it new site, designed and built to best-practices accessibility and usability standards by January 4, 2009. |
Jan 4, 2010 |
4.0 Interim Accountability and Accessibility Assurance Procedures & Milestones
Because its strategy calls for the development and implementation of a new Web site, designed, built, maintained, and operated to "best practices" accessibility and usability standards (exceeding Section 508, priority level one), prior to the deadlines established in the February 9, 2007, CSU Office of the Chancellor coded memorandum AA-2007-04, CSUEB will not establish and implement a process for auditing, monitoring, and remediation of its existing Web site. CSUEB will, however, establish and implement interim policies and processes for accountability, documentation, and accessibility assurance for all new or modified, existing administrative Web site content, prior to the introduction of its new site and content management system, as described below.
| 4.1 |
CSUEB will complete development and make available new, standardized, interim Web templates and style sheets designed to conform to baseline accessibility standards as defined in Section 508, subpart B, and, where appropriate, subpart C. |
Jul 2007 |
| 4.2 |
CSUEB will adopt and require (by policy recommendation of Web Steering Committee and President's Cabinet policy-action) use of the interim templates and style sheets for all new and updated administrative Web sites, pages, and applications, as well as Web content produced by CSUEB or by third-party developers on behalf of CSUEB, starting September 10, 2007. |
Aug 2007 |
| 4.3 |
CSUEB will establish a policy (by recommendation of Web Steering Committee and President's Cabinet policy-action) calling for an interim server registration, accessibility monitoring, and assurance process, as described below. This will require that any unit, program, college, department, or other affiliate of CSUEB operating any server hosting any publicly accessible administrative Web content associated with, or directly accessed via the university's Web domain, www.csueastbay.edu, must provide to the university's Information Technology Services division and its University Webmaster the name and contact information of the person with primary oversight of, control of access to, and responsibility for the operations of that server. That person will be considered the de facto Unit-Server Webmaster. |
Aug 2007 |
| 4.4 |
CSUEB will request (by executive-level memorandum) of all CSUEB site and server owner-operators that its Unit-Server Webmaster must be identified to the university's Information Technology Services division and its University Webmaster, together with a list of all those given access and authorized to access and upload content to the subject server no later than September 1, 2007. |
Aug 2007 |
| 4.5 |
CSUEB will announce to the campus community (via all-mail communiqué) as well as to designed Unit-Server Webmasters (via executive-level memorandum) that CSUEB plans to develop an all-new Web site meeting "best practices" standards for accessibility and usability by 2009. At the same time, the university will announce new interim policies and requirements for its existing site, including the required use of the new standardized, interim Web templates, together with accessibility testing, verification, monitoring and reporting requirements, as described below, starting September 10, 2007. |
Sept 3, 2007 |
| 4.7 |
CSUEB will require that for the period of September 10, 2007 through January 5, 2009, during which it will be developing its new site and also operating and maintaining its existing site, any new, updated, or repaired pages, including any new third-party content or applications added to the existing CSUEB site must (1) employ the new standardized, interim baseline-accessible Web templates; (2) be tested and pass both a HighSoftware automated scan, using either ACCmonitor or http://www.cynthiasays.com/, as well as the standardized Section 508 manual evaluation procedure promulgated by the CSU including syntax,- semantic-, and user-evaluation, and other checkpoints; (3) include a standard format notation in the page code verifying accessibility, testing, author-identity, and creation date; and (4) be included in a monthly Web Updates and Accessibility Report. |
Sept 10, 2007 - Dec 31, 2009 |
| 4.8 |
Unit-Server Webmasters will be required to file a monthly Web Updates and Accessibility Report with the University Webmaster. The report will list any new or modified/repaired pages, together with corresponding URLs. The report must affirm that the reported pages (1) have been constructed using the university's interim, standard accessible-templates; (2) have been tested and pass both a HighSoftware automated scan, using either ACCmonitor or www.cynthiasays.com, as well as the standardized Section 508 manual evaluation procedure promulgated by the CSU including syntax,- semantic-, and user-evaluation, and other checkpoints; and (3) include a code notation stating that the pages meet the university's accessibility standards with the date of creation and identity of the page author or content creator. The reports must also include a link to the HighSoftware results for each new or updated page as well as the manual test results, using the university's first-year report template as the data collection format. |
Sept 10, 2007 - Dec 31, 2009 |
| 4.9 |
The University Webmaster will select a random sample of a minimum 25% of the new and updated pages reported each month in the Web Updates and Accessibility Reports he or she receives from Unit-Server Webmaster and will review the source code to verify the inclusion of the required accessibility and creator/owner identity notation. Monthly, the Webmaster will further select a minimum of 5% of the report-review sample and via the posted accessibility testing results to verify accessibility claims. |
Sept 10, 2007 - Dec 31, 2009 |
| 4.10 |
CSUEB will establish (by policy recommendation of Web Steering Committee and President's Cabinet policy-action), enforcement penalties for non-compliance with its interim accessibility standards (e.g., new and updated or repaired Web pages, sites, and contents created without use of official interim templates; lacking the required accessibility notation and/or evidence of required accessibility testing; posting without reporting to the Webmaster). Penalties will include removal of non-compliant pages from university servers as well as suspension of the content creator's and corresponding site owner/operator's access to university servers. |
Aug, 2007 |
| 4.11 |
CSUEB will enforce its interim Web accessibility assurance policies. |
Sept 10, 2007 - Dec 31, 2009 |
5.0 Training and Support
| 5.1 |
CSUEB's will require (by policy recommendation of Web Steering Committee and President's Cabinet policy-action), that Unit-Server Webmasters must meet basic competency requirements for production of actual Web code (HTML, CSS and other markup and style), as established by Information Technology Services, and that they limit access to their servers to those with equivalent, demonstrated competency. |
Aug 2007 |
| 5.2 |
CSUEB's Web Content Manager (Kwame Wade) and the University Webmaster will establish, publicize (with the assistance of University Communications), and conduct regular office hours for training and consultation with Unit-Server Webmasters and authorized Web content creators regarding use of new, standardized, interim Web templates; page testing and accessibility verification using either High Software's ACCmonitor or www.cynthiasays.com for automated scans; and standardized Section 508 manual evaluation procedures promulgated by the CSU including syntax,- semantic-, and user-evaluation, and other checkpoints.. |
Sep 2007 - Jan 2010 |
| 5.5 |
Information Technology Services (Dan LeGate) will provide site accessibility reports generated using High Software's ACCmonitor and will also offer consultation regarding report use and interpretation. |
Sep 2007 - Jan 2010 |
| 5.6 |
CSUEB's Web Content Manager (Kwame Wade), together with the University's Web Master — will plan and conduct monthly University Web Operators Meetings (formerly known as Web Coordinators Meetings), inviting Unit-Server Webmasters and authorized Web content creators to attend and discuss: (1) the status of CSUEB's Web-ATI initiative and the development of a new Web site, as well as (2) CSUEB standards, policies, and best practices for Web content, presentation, and accessibility. The meetings will also be used to provide training (3) aimed at establishing baseline competency for producers of actual web code (e.g., HTML, CSS and other markup and style), as well as in the use of standard university templates, authoring, and accessibility testing tools. |
Sep 2007 - Jan 2010 |
| 5.7 |
CSUEB's Faculty Accessible Technology Services (Jean Wells) will establish, publicize (with the assistance of University Communications), and conduct regular office hours for training and consultation with university faculty regarding use of CSUEB's new, standardized, interim Web templates; page testing and accessibility verification using either High Software's ACCmonitor or www.cynthiasays.com for automated scans; and standardized Section 508 manual evaluation procedure promulgated by the CSU including syntax,- semantic-, and user-evaluation, and other checkpoints. |
Sep 2007 - Jan 2010 |
| 5.8 |
CSUEB's Faculty Accessible Technology Services (Jean Wells) will plan, schedule, and conduct regular faculty advisory meetings and training covering: (1) CSUEB's Web-ATI initiative and the development of a new Web site; (2) university standards, policies, and best practices for Web content, presentation, and accessibility; (3) baseline competency for faculty producers of Web code (e.g., HTML, CSS and other markup and style); and (4) the use of standard university templates, authoring, and accessibility testing tools. |
Sep 2007 - Jan 2010 |
6.0 Communications
CSUEB views the success of its Web Accessibility strategy and implementation plan as heavily dependent upon clear, consistent communications, policy and procedural annunciations, as well as a campaign to reinforce objectives and vision and report on progress and achievements. To meet these needs, CSUEB proposes the following:
| 6.1 |
CSUEB's Office of University Communications will issue Campus eCommuniques announcing new ATI-Web policies and procedures, such as requirements for the use of new interim templates, as well as testing and reporting requirements including links to Web-based resources, contact information for technical assistance, and the dates of training and orientation session. |
Sep 2007 - Jan 2010 |
| 6.2 |
CSUEB's Office of University Communications will conduct an awareness campaign, informing the university community of CSUEB's ATI-Web plans and goals, as well as changes and progress with regular reporting in the university's employee and student eNewsletter, The View. |
Sep 2007 - Jan 2010 |
| 6.3 |
CSUEB's Office of University Communications will post and make available as part of a new university online, style guide, the series of standardized, baseline-accessible Web templates and style sheets that will be required for all new and repaired, updated, or remediated content posted to the existing CSUEB Web site starting September 10, 2007. |
Aug 2007 |
| 6.4 |
CSUEB's Information Technology Services (Jean Wells) will construct and maintain an ATI project Web site with information about: the CSUEB ATI Steering Committee, its members, activities, and plans; links to Web and report templates; information about accessibility and the CSU's ATI initiative; resource and training material; and training and orientation for staff as well as faculty. |
Aug 2007 - Jan 2010 |
7.0 Responsibility and Authority
ATI Steering Committee
Broad oversight of CSUEB's overall ATI initiative — including those aspects pertaining to its administrative Web site — is the responsibility of its ATI Steering Committee. This committee comprises:
- John Charles — ATI Executive Sponsor and Chief Information Officer
- Carl Bellone — Associate Vice President, Academic Programs & Graduate Studies
- Jim Cimino — Assistant Vice President & Director of Human Resources
- Lee Thompson — Deputy Chief Information Officer, Information Technology Services
- Nan Chico — Director of Center for Teaching & Learning with Technology
- Raechelle Clemmons — Director, Specialized Technology Services
- Jay Colombatto — Executive Director of University Communications
- Jennifer Eagan — Chair of Academic Senate Curriculum & Instruction Committee
- Paul Hippolitus — Director of Students with Disabilities Resource Center
- Myoung-Ja Lee Kwon — University Librarian
- Nyassa Love — Associate Vice President; Business & Financial Services
- Hank Reichman — Chair of Academic Senate
- Kwame Wade — University Web Content Manager
- Jean Wells — Project Manager and Assistive Technology Coordinator
Web Steering Committee
CSUEB also has a standing Web Steering Committee, chaired by the university's CIO, established as part of an existing Web governance procedure that provides general guidelines for the management of university Web content. The Web Steering Committee is charged with policy-level oversight of the University's site, working in conjunction and with the support of the president's executive cabinet. Web Steering Committee membership comprises:
Given the scope and nature of the challenge CSUEB faces in meeting its long-term ATI-Web obligations and objectives, the committee will update its charter and Web governance policies and procedures to reshape and redirect key aspects of CSUEB Web development, organization, infrastructure, and operations. In doing so, it will:
- address the distributed-responsibility requirements for ATI compliance at CSUEB
- reflect and incorporate the new CSUEB Web standards, accessibility policies, procedures, milestones, and timelines included in this report
- annunciate a more robust means of CSUEB Web governance including centralized site control and oversight
- promulgate and enforce integral ATI-Web standards and "best practices" policies
- establish procurement policies and standards to ensure third-party Web applications and content are fully accessible
The Web Steering Committee will also consider any requests for exceptions to University Web policy, including any ATI-related exceptions.
Beginning summer 2007, the Web Steering Committee will meet quarterly.
University Webmaster
CSUEB also proposes to hire a University Webmaster as part of its newly organized Information Technology Services unit, under the direction of CIO John Charles. The University Webmaster will oversee day-to-day monitoring and accessibility certification of any new or remediated pages during the period starting September 10, 2007 through the launch of an all-new site constructed using a new CMS by January 5, 2009.
CSUEB ATI-Web Team
The CSUEB ATI-Web Team that will guide the development of a new, replacement site as well as the baseline accessibility requirements and maintenance of CSUEB's existing site through May 2009 comprises:
- Jay Colombatto — Executive Director, University Communications
- Raechelle Clemmons — Director, Specialized Technology Services
- Dan Legate — Director of Web Applications; Information Technology Services
- Lee Thompson — ATI Project Director and Deputy Chief Information Officer, Information Technology Services
- Kwame A. Wade — University Web Content Manager; University Advancement
- University Webmaster — (proposed, currently vacant position)
CSUEB Web Implementation Plan Project Management
The university's Information Technology Services unit, under the direction of CIO John Charles will be primarily responsible for the management and administration of the University's Web Accessibility Implementation Plan. Lee Thompson, ATI Project Director and Deputy Chief Information Officer, Information Technology Services, will provide day-to-day coordination and oversight of this plan.
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