Accessibility

All initiatives listed below have been started and are in progress or completed:

Q1 Progress Report

• The City began foundational digital accessibility training to help City staff understand and start to implement digital accessibility practices.
• The City received and approved an estimate to begin Phase 1 of a City-Wide digital accessibility audit.

Q2 Progress Report

• The Digital Accessibility Team reviewed Phase 1 of a City-Wide digital accessibility audit and selected two programs as priority. An accessibility workplan for remediation of both programs will begin in Q3.
  • Laserfiche- the City of Fort Collins public documents portal
  • GetFoCo-a public application portal to the discounted services/municipal benefits
• Nelnet training courses were assigned to a select group of City employees.  These training courses were recorded for future use and are available to all employees as well as new hires. 
  • PDF Accessibility
  • Microsoft Word
  • Digital Accessibility Foundations
  •  Web Accessibility Testing Basics
• Digital Accessibility Team continues to meet every two weeks to discuss and improve accessibility

Q3 Progress Report

• Extended City contract with Nelnet for further support and compliance
• Shared Powerpoint Templet Audit and Recreator on Sharepoint for employees
• Updated Digital Accessibility Plan
• Further discussion on remediation for GetFoCO
• Continued discussion on new City website
• Continued discussion on PDF remediation
• Created a flow chart for accessibility concerns and complaints
• Continued Digital Accessibility Team meetings every two weeks

Q4 Progress Report

• Further discussion on remediation for GetFoCO
• Continued discussion on new City website
• Continued discussion on PDF remediation
• Continued educating City departments on remediation
• EOCS continued to attend statewide accessibility meetings

All initiatives listed below have been started and are in progress or completed:

Q4 Progress Report

• Ongoing Digital Accessibility Team Meetings to discuss progress with HB 21-1110.
• Prioritization of ICT and creating representative samples for future accessibility audit is 90% complete.
• The City’s Digital Accessibility Plan has been updated with high-priority digital content for audit and specific plans for governance, roles, and responsibilities, evaluation and remediation, skills and training, communication and support, procurement and vendor management, and software development lifecycle.
• The process for Adobe PDF documents (used internally as well as within the City’s Digital Accessibility Plan) is complete and will be added to as needed questions or scenarios present themselves.
• The City is planning to participate in digital accessibility training for its employees in 2025.

Q3 Progress Report

• Digital Accessibility Team continues to meet weekly
• ICT survey results were collected from City departments
• Nelnet met with each department to discuss collected ICT surveys
• Departments prioritized their ICT survey collection
• PDF Guidelines were created, approved, and posted for staff use
• Discussion of staff training is initiated with a goal of training occurring in Q3-Q4
• Digital Accessibility posters were completed for distribution to customer facing departments  
• CPIO created a Spanish version of the Digital Accessibility posters and brochures for distribution to customer facing departments
• Through the month of October, LEOCS provided ADA and Reasonable Accommodations training to staff members

Q1-Q2 Progress Report

• LEOCS meets with ARC of Larimer County, a community agency to help guide web accessibility mapping.
• Digital Accessibility Team including CAO, CPIO, IT, Operation Services, Purchasing, Equity Office, CMO.
• Review of City policies by Equity and Inclusion Officer and LEOCS.
• New members of the Disability Advisory Board were selected and appointed.
• Ongoing training on topics such as Title VI and Digital Accessibility.
• Ongoing Digital Accessibility Team Meetings to discuss progress with HB 21-1110.
• Onboarding meeting for introductions to Nelnet, hired consultant to address Digital Accessibility requirements.
• Communications staff began trainings regarding PDF accessibility; trained staff began coaching other staff on best practices.
• FAQ document created for staff to understand requirements, next steps, and responsibilities.
• Tech/software inventory completed by Service Areas. Results shared with Nelnet.
• Under the City website legal disclaimer page, updated Reasonable Accommodation Request, ADA/Accessibility Complaint Form, Digital Accessibility Complaint Form, and Title VI Complaint Form on FCGov.com.
• Meeting with ADOBE company, training for staff – have also met with other vendors to inform them of accessibility requirements and expectations. For example, the procurement of a new website vendor (Granicus) and parameters around what will be required of the new site, specific to FOCO and Colorado law.
• Team members attending the ADA Symposium
• Staff Training session planned for Q3-4.
• Purchasing Accessibility Consultant initiated.
• Provided an overview of HB 21-1110, the OIT adopted rules, and best practices to management staff.
• LEOCS contact information added to City website.
• Evaluate contracts from peer cities for   hiring a consultant to assist the City in meeting accessibility requirements:
  • Leverage peer cities for RFP search.
  • Consultant selection and scope of work; contract signing in June.
    • Consultant will provide a Digital Accessibility Roadmap to complete a comprehensive analysis of the City's current state of digital ICT accessibility recommendations for remediation, and an evaluation of the level of effort required to evaluate compliance.
• Developed enhanced City intranet resources and guidelines pertaining to accessibility, e.g. graphics and design-related elements, digital documents (PDFs, etc.), website requirements (WCAG), IVR (TTY/TDD) resources/vendors.
• Internal Sharepoint page created to help guide City staff on best practices learned regarding accessibility and HB 21-1110, offer resources and guidance on questions around accessibility and began a framework for staff to follow to best meet the expectations of HB 21-1110.

All initiatives listed below have been started and are in progress or completed:

• Continued cross-department meetings to create an outline of workstreams.
• Participated in learning State rulemaking for HB21-1110.
• Meetings with peer cities of Colorado Springs and Englewood for peer learning.
• On-going research and training on ADA work.
• Purchasing added clearer language on technology accessibility compliance in contracts.
• Expanded color accessibility review process to sub-brands within the organization to meet ADA standards (Connexion, Gardens, Natural Areas, Lincoln Center); updated palettes and brand guidelines; offered training.
• Lead Equal Opportunity Compliance Specialist position split into 2 FTEs to give priority and focus.
• Lead Equal Opportunity Compliance Specialist (LEOCS) was hired in November 2023 and started in December 2023.

All initiatives listed below have been started and are in progress or completed:

• Team meetings to learn about HB21-1110 and start to identify department roles.
• Meetings included City Attorney’s Office (CAO), Communications and Public Information Office (CPIO), Information Technology (IT), Operations Services, Purchasing, Equity Office, City Manager’s Office (CMO).
• Research on HB21-1110 and peer cities approach.
• Prior Lead Equal Opportunity Compliance & Investigator Specialist started training in Digital Accessibility.
• Purchasing to include clearer language on ADA compliance in contracts.
• Worked with Old Town Media to review website content; web pages are in compliance with WCAG 2.1
• Reworked the City brand guidelines and color palette to meet contrast accessibility requirements.
• Educated communications staff and supplied a color reference Do’s and Don'ts guide.
• Developed an internal SharePoint site to educate the organization on the existing accessibility laws and best practices around Universal Design.

Active use: The rules apply to all information and communication technology (ICT) that:

• Is in active use on or after July 1, 2024, and
• Is newly created, developed, acquired, or purchased on or after July 1, 2024.

Active use means:

• Regularly used by members of the public to apply for, gain access to, or participate in a public entity's services, programs, or activities, and
• Currently used by employees to perform their job duties. ICT in active use includes the authorized, official version or versions, not previous versions that may still be available, archives, working products, or drafts.

Archived web content meets all three of the following criteria:

• Maintained exclusively for reference, research, or recordkeeping.
• Not altered or updated after the date of archiving.
• Organized and stored in a dedicated area or areas clearly identified as being archived.

Digital content: Information or data that is produced and supplied in digital form including but not limited to web sites, videos, and electronic documents.

Information and communication technology (ICT): A wide range of commonly used ICT must be accessible, including:

• Software, applications, and websites including content accessed from the internet and on private networks or intranets.
• Multimedia content like images, video and audio
• Documents that are posted to the internet (e.g., Google formats, PDF, Word, Excel, and PowerPoint, etc.)
• Computer software and hardware including desktop systems and mobile systems such as laptops and other mobile computers.
• Desktop and mobile telephones and other telecommunications products that interact with users in real time.

Where hardware has an interface to interact with a person, like a kiosk, then the rules refer to hardware standards as specified by US Section 508 of the Rehabilitation Act of 1973 Chapter 4: Hardware (U.S. Access Board).

• Information kiosks and booths that provide information or user interactions in public places such as government buildings.
• Multifunction machines that scan, fax, print, etc.
• On-premises equipment like servers and routers

Some hardware may contain embedded ICT as an important part of the product, but the primary function of the equipment isn't ICT. The rules do not apply to this kind of hardware. A few examples include:

• An air conditioning system that has a self-monitoring thermostat embedded in the unit.
• Medical equipment where information technology is integral to its operation, such as x-ray machines and other diagnostic equipment.

Lead Equal Opportunity Compliance Specialist (LEOCS) - An individual designated to coordinate and implement ADA compliance activities.

Reasonable accommodation is defined in the rules as a modification or adjustment to a program, service, activity, job, or the work environment that will enable an individual with a disability to participate in the program, service, activity, application process, or perform essential job functions.

Reasonable modification is defined in the rules as a modification in policies, practices, or procedures when the modifications are necessary to avoid discrimination based on disability.

Undue burden is considered an action that requires significant financial, technical, or administrative difficulty or expense.