TITLE: Assistive Technology Policy

Effective Date: December 9, 1999
Owner: Director, GITA

Reviewed by: Denise Thompson, AOAD Executive Director

Approved by: John Kelly , State CIO

1. Purpose
1.1 This policy establishes the criteria to:
  1. Comply with the 'Americans with Disabilities Act' as defined by civil rights laws of the State of Arizona and U.S. Federal Government.
  2. Provide an open door and accessibility for people with disabilities through the use of Information Assistive Technology.
  3. Identify Assistive Technology assets through the Asset Management Program (AMP) submitted annually to GITA.
  4. Utilize as best as possible, all technology related assistance offered by the U.S. Department of Justice, Disabilities Act of 1988, as amended in 1994. They are: Title I - Grants to States, Section 101 Programs Authorized, Section 102 Development Grants, Section 103 Extension Grants, Section 104 Progress Criteria and Reports, and Section 105 Administrative Provisions.
2. Scope
2.1 This policy applies to:
All State agencies, boards and commissions except Universities, Community Colleges, Legislative and the Judicial Branches of State government.

3. Responsibilities
3.1 The following have responsibilities identified in this policy:
3.1.1 Arizona Office for Americans with Disabilities (AOAD) - To assist State agencies, boards and commissions in developing needs assessments and training for assistive technology.

3.1.2 GITA - To provide Asset Management Program (AMP) functionality for capturing assistive technology products for the management deployment of such assets.

3.1.3 Agency Director - To establish agency policies and/or procedures on assistive technology which may be developed on standalone documents or combined with other agency policies, but must comply with the minimum requirements of the statewide policy. The agency policy may be a brief statement stating that the agency intends to comply with the Statewide Assistive Technology Policy, P002.

3.1.4 Agency CIO - To implement, support, and maintain assistive technologies for individuals with disabilities within the agency. Provide access to data and information that is comparable to the access of State employees who are not individuals with disabilities.

3.1.5 Assistive Technology User - To follow all Statewide and agency Assistive Technology policies and procedures.

4. Definitions
4.1 Agency - As used in this policy, agency refers to any budget unit, as defined in ARS 41-3501.

4.2 Agency CIO - Chief Information Officer responsible for all Information Technology resources throughout an agency.

4.3 Agency Director - That person who is responsible for the fulfillment of the agency charter.

4.4 Asset Management Program (AMP) - an inventory system of State assets used for the purposes of managing information technologies through all State agencies.

4.5 Assistive Technology - A product, device, equipment, software and/or system, acquired either commercially off the shelf, or modified, or customized, that is used to maintain, increase and improve essential functions of a job.

4.6 Assistive Technology User - one who is or would be enabled through the use of an assistive technology device to maintain a satisfactory level of performance and productivity.

4.7 Disability - A person with a disability that meets the definition under the Americans with Disability Act (ADA) and/or the Rehabilitation Act of 1973, Section 504.

4.8 Needs Assessments - A confidential report based on the estimated number of individuals with disabilities within an agency categorized by residence, type and extent of disabilities, age, race, gender, and ethnicity. Identifies individuals with disabilities who have received assistive technology devices and services and a description of products, devices, equipment, software and/or systems. This information may be required when applying for grant applications.

5. Abbreviations and Acronyms
5.1 GITA - Government Information Technology Agency, as established by ARS 41-3501.

5.2 AOAD - Arizona Office for Americans with Disabilities

6 Statewide Assistive Technology Policy - Minimum Requirements
6.1 Assistive technologies are productivity tools available to state employees with disabilities to enhance the performance of their duties. Its use shall be limited to legitimate state business and managed by rules of conduct applicable to any other information technology resource.
6.1.1 State Agencies and Assistive Technology Users shall comply with all applicable federal and state laws, regulations, agency policies, procedures and guidelines.

6.2 Assistive technologies are the property of the agency and the State of Arizona. The agency reserves the right to monitor assistive technology use by any user any time. If it is determined, by the agency director (or designee), that there has been inappropriate use of such technologies it may be denied, revoked, suspended or removed from the premises.

6.3 Appropriate use of such technologies are related to the following working conditions:
  1. Data, information, and communication exchanges directly related to mission, goals and work activities of the agency.
  2. Use for policies, standards, research, analysis, advisory and professional society or development activities related to agency duties and responsibilities.
  3. Preparation and announcements of state laws, procedures, hearings, agency services and activities.

6.4 With the assistance of the Arizona Office for Americans with Disabilities (AOAD), needs assessments of assistive technologies shall be made on a periodic basis by State agencies, boards and commissions. Final assessments of product types, models and descriptions shall then be entered into the Asset Management Program (AMP) and submitted annually to GITA.

6.5 As a result of needs assessments, all State agencies, boards and commissions with the assistance of AOAD, shall submit grant applications through the U.S. Department of Justice - Civil Rights Division, for Technology Related Assistance for Individuals with Disabilities Act of 1988, as amended in 1994, Section 103.

6.6 All assistive technology requirements that have implementation and development costs of at least $25,000 for all State agencies, boards and commissions, shall submit a Project and Investment Justification document to GITA. Refer to Statewide Policy P340 Rev 1.0, Project and Investment Justification Monitoring.

6.7 Assistive technology products that are being considered for State surplus by any State agency, board or commission must first contact the Arizona Office of Americans with Disabilities (AOAD) for first rights of acceptance and ownership. Only upon refusal by the director (or designee) of AOAD, can assistive technology products be transferred to State surplus.
7. References
7.1 State of Arizona-Title 41, Chapter 9-Civil Rights
7.1.1 Article 4 - Discrimination in Employment ARS 41-1461 - Definitions ARS 41-1473 - Discrimination; unlawful practices; definition
7.1.2 Article 8 - Public Accommodation and Services ARS 41-1492 - Definitions ARS 41-1492.01 - Prohibition of Discrimination by Public Entities ARS 41-1492.02 - Prohibition of Discrimination by Public Accommodations and Commercial Facilities ARS 41-1492.03 - Incorporation of Standards in Building Codes ARS 41-1492.04 - New Construction and Alterations in Public Accommodations & Commercial Facilities

7.2 Arizona Office of Americans with Disabilities Americans with Disabilities Act (ADA) an Overview Do's and Don'ts in working with Individuals with Disabilities Interviewing Etiquette with Individuals with Disabilities Interviewing Courtesies for Effective Communication Interviewing Technique Etiquette Reasonable Accommodations in the Work Place Reception Etiquette Title III Public Accommodations Title IV Telecommunications Relay Services

7.3 U.S. Department of Justice - Civil Rights Division, Disability Rights Section

7.3.1 Americans with Disabilities Act (ADA) Title I - Employment Title II - State and Local Government Activities Title III - Public Accommodations Title IV - Telecommunications
7.3.2 Rehabilitation Act of 1973, Section 504 - Discrimination on the basis of Disability
7.3.3 Rehabilitation Act of 1973, Section 508 - Accessibility of Information Technology for Individuals with Disabilities
7.3.4 Technology Related Assistance for Individuals with Disabilities Act Title I - Grants to States Section 101 - Programs Authorized Section 102 - Development Grants Section 103 - Extension Grants Section 104 - Progress Criteria and Reports Section 105 - Administrative Provisions
7.3.5 Telecommunications Accessibility Enhancements Act, 1988

8. Attachments
A. None