## Department of Veterans Affairs VA Directive 6221 

## Washington, DC 20420 Transmittal Sheet 

##  December 9, 2005 

##  

# ACCESSIBLE ELECTRONIC AND INFORMATION TECHNOLOGY (EIT)

**1. REASON FOR ISSUE:** This directive establishes policy and assigns
administrative responsibility to the Assistant Secretary for Information
and Technology (CIO) to ensure that VA's electronic and information
technology (EIT) is accessible by VA employees and members of the public
with disabilities. This directive implements Section 508 of the
Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce
Investment Act of 1998, Public Law 105-220.

2.  **SUMMARY OF CONTENTS/MAJOR CHANGES:** This directive is being
    reissued

to comply with Section 508 of the Rehabilitation Act of 1973, as
amended, and updates the previous version.

**3. RESPONSIBLE OFFICE:** The Office of the Assistant Secretary for
Information and Technology (005), Enterprise Architecture Management
(005E), Records Management Service (005E3) is responsible for the
material contained in this directive.

**4. RELATED HANDBOOK:** VA Handbook 6221, Accessible Electronic and
Information Technology

**5. RESCISSION:** VA Directive 6221, Accessible Electronic and
Information Technology,

dated February 6, 2003.

+---------------------------------+------------------------------------+
| **CERTIFIED BY:**               | **BY DIRECTION OF THE SECRETARY OF |
|                                 | VETERANS AFFAIRS:**                |
| Robert N. McFarland             |                                    |
|                                 | Robert N. McFarland                |
| Assistant Secretary             |                                    |
|                                 | Assistant Secretary                |
| for Information and Technology  |                                    |
|                                 | for Information and Technology     |
| Distribution: Electronic Only   |                                    |
+---------------------------------+------------------------------------+

**ACCESSIBLE ELECTRONIC AND INFORMATION TECHNOLOGY**

**1. PURPOSE AND SCOPE**

a.  This directive provides VA-wide policy to ensure that VA employees
    and members of the general public with disabilities have access to
    and use of VA's electronic and information technology (EIT)
    comparable to that provided to non-disabled persons. This is in
    compliance with Section 508 of the Rehabilitation Act of 1973 (29
    U.S.C. 794d), as amended by the Workforce Investment Act of 1998
    (Public Law 105-220).

b.  Section 508 of the Rehabilitation Act of 1973, as amended, requires
    that all EIT developed, procured, maintained or used by Federal
    agencies on or after

June 21, 2001, must meet EIT accessibility standards developed by the
Architectural and Transportation Barriers Compliance Board (Access
Board), as set forth at 36 CFR Part 1194. The law also requires Federal
agencies to ensure that individuals with disabilities who are Federal
employees or members of the public seeking information or services from
a Federal agency, have access to and use of information and data
comparable to that provided to Federal employees or members of the
public who are not individuals with disabilities, unless an undue burden
would be imposed on the agency.

c.  This policy supports one of the goals of VA's Strategic Plan: "To
    create an environment that fosters the delivery of One-VA world
    class service to VA employees, veterans and their families through
    effective communication and management of people, technology,
    business processes, and financial resources."

    **2.** **POLICY**

    a.  VA will ensure that all employees and members of the public with
        disabilities have access to and use of information and data
        consistent with requirements of Section 508 of the
        Rehabilitation Act, as amended.

        b\. VA will meet EIT accessibility standards developed by the
        Access Board.

        **3. RESPONSIBILITIES:**

        a\. **The Secretary of Veterans Affairs.** The Secretary has
        designated the Assistant Secretary for Information and
        Technology, as VA's Chief Information Officer (CIO), as the
        senior agency official responsible for VA's information
        technology (IT) programs.

        b\. **The** **Assistant Secretary for Information and
        Technology.** The Assistant Secretary for Information and
        Technology, as the VA CIO shall:

\(1\) Develop internal policies and procedures to provide accessible EIT
resources, data and computer support to employees with disabilities.

\(2\) Ensure the One-VA Enterprise Architecture Framework encompasses a
process for testing and evaluating VA systems and applications to ensure
they meet the Access Board's accessibility standards and are in
compliance with legislative requirements of Section 508.

\(3\) Review and evaluate EIT requests for approvals to ensure
compliance with Section 508 and Office of Management and Budget's (OMB)
Exhibit 300 legislative requirements.

\(4\) Append to IT managers' performance elements a statement ensuring
awareness of and compliance with VA Directive 6221.

\(5\) Apply existing automated EIT to practical applications for
employees and veterans with disabilities and keep abreast of
sophisticated technologies useful to individuals with disabilities.

\(6\) Provide technical support and assistance to employees with
disabilities, their managers and computer support personnel; and assist
in interfacing accommodations with VA\'s Enterprise Architecture
infrastructure through our Section 508 Accessibility Testing and
Training Center. In addition, establish a hotline to serve disabled
veterans, and employees with disabilities and their managers regarding
Section 508 accommodations and general access concerns, including how to
obtain reasonable accommodations.

\(7\) Assist managers of employees with disabilities in acquiring
guidance on appropriate agency EIT resources, computer accommodations,
and adaptive and non-adaptive systems training.

\(8\) Maintain VA Directive 6221, and related handbooks and/or
associated documents.

\(9\) Designate the Department's Section 508 Coordinator to attend
General Services Administration's (GSA) Center for IT Accommodations
interagency meetings, Section 508 workgroup meetings, and other related
conferences and forums on IT accessibility.

\(10\) Respond to the Department of Justice Attorney General's
semi-annual report to the President on the Section 508 survey regarding
accessibility of Federal EIT.

\(11\) Ensure that this directive is provided in accessible formats on,
VA's accessibility website at
[www.va.gov/accessible](http://www.va.gov/accessible)

\(12\) Establish a Section 508 Advisory Board with members from VA's
administrations and Staff Offices to address the six functional areas
outlined under the Access Board's accessibility standards. The Board
shall:

\(a\) Make recommendations, and develop policies and procedures to
implement requirements of the Rehabilitation Act, as amended;

\(b\) Provide recommendations on how to fully integrate Section 508
accessibility requirements into VA's Strategic and IT Investment
Management Plans and acquisition processes;

\(c\) Provide recommendations, and conduct training and awareness
seminars regarding Section 508 requirements; and

(d[)]{.underline} Identify current needs in response to accessibility
issues, and make recommendations on solutions to EIT deficiencies that
impact persons with disabilities.

c\. **The Assistant Secretary for Management.** The Assistant Secretary
for Management shall designate the Deputy Assistant Secretary for
Acquisition and Material Management responsibility for developing policy
and procedures that ensure VA's EIT procurements comply with Section 508
requirements.

d\. **Under Secretaries, Assistant Secretaries, and Other Key Officials
will**:

\(1\) Procure EIT that best meets accessibility standards developed by
the Access Board.

\(2\) Include funds in their IT budgets (OMB Exhibit 300) to support
procurement, development and maintenance of EIT in compliance with
Section 508 requirements.

\(3\) Ensure that all systems and applications developed, procured,
maintained or used by VA have been tested and evaluated for conformance
with the legislative requirements of Section 508, including those which
have been updated or modified after June 21, 2001.

(4) Provide documentation, including Statements of Work (SOW), with
    relevant

Section 508 language which verifies that all systems fully meet Section
508 legislation, as amended, and the One-VA Enterprise Architecture
Framework requirements.

\(5\) Update their annual Strategic Plan to include strategies to
develop concept studies, or prepare requirement initiatives and
functional performance requirements for employees with disabilities.

\(6\) Consult with employees with disabilities, their managers, and

appropriate VA technical support staff to determine specific computer
accommodations or electronic office equipment solutions necessary to
meet employees' assistive technology needs.

#####   {#section-1 .unnumbered}

\(7\) Consider providing disabled employees with assistive technologies
through VA's partnerships with the Department of Defense
Computer/Electronic Accommodations Program (CAP) and other appropriate
resources.

4.  **REFERENCES**

a\. Clinger-Cohen Act of 1996.

b\. Federal Acquisition Regulation -- Final FAR Ruling 48 CFR Parts 2,
7, 10, 11, 12, and 39 (FAC 97-27; FAR Case 1999-607).

c\. Public Law 105-220, Amendment to Section 508 of the Rehabilitation
Act (29 USC 794d).

d\. Public Law 106-246, Amendment to Section 508 of the Rehabilitation
Act (FY 2001 Appropriation for Military Construction).

e\. 36 CFR Part 1194, Architectural and Transportation Barriers
Compliance

Board (Access Board) Standards.

**5. DEFINITIONS**

a\. **Computer Accommodation.** This is the acquisition or modification
of workstations, software, or electronic office equipment to reasonably
accommodate the known physical or cognitive limitations of employees
with disabilities to provide access to VA EIT resources, unless VA can
demonstrate that the accommodation would impose an undue hardship on the
operation of the program.

b\. **Electronic and Information Technology (EIT).** This includes, but
is not limited to, telecommunications products (such as telephones);
information kiosks and transaction machines; Web sites; multimedia
products; office equipment such as copiers and fax machines; computers;
ancillary equipment; software; firmware; and similar products, services
(including support services), and related resources.

c\. **Employee with Disabilities.** A person who has a physical or
cognitive impairment that substantially limits one or more major life
activities, has a record of such impairment, or is regarded as having
such impairment. In general, this includes individuals with significant
vision, hearing, dexterity, cognitive, or mobility impairment.