Accessibility Specialist Instructions
Reference guidance for document checkout, remediation, escalation review, validation, and completion in e-508.
On this Page
01 Overview
This page provides step-by-step reference guidance for accessibility specialists working in e-508.
- Learn expectations, requirements, and best practices.
- Apply consistent processes to deliver high-quality, accessible documents.
02 Before You Begin
- Confirm you have no conflict of interest.
- Review the document due date and priority.
- Verify the assigned remediation method and level.
- Ensure you have the required tools and access.
03 Check-Out Instructions
When you check out a document, it is locked to you until you complete and submit the work or release it.
- Others cannot access or edit the document.
- Do not share the file outside of e-508.
- Release the record if you cannot complete the work.
04 Conflict of Interest
Specialists must not accept work where there is an actual, potential, or perceived conflict of interest.
- Examples include personal relationships, prior work involvement, or financial interests.
- Report conflicts to your administrator immediately.
05 Remediation Methods & Levels
Methods
- Human Only
- AI Only
- AI + Human
Levels
- Simple
- Moderate
- Complex
- Complex Plus
- Fillable Form
- OCR
06 Accessibility-on-Demand (AoD)
AoD is an AI tool for PDF remediation within e-508.
- Only trained and authorized specialists may work on AI-designated records.
- Review AI output carefully and ensure conformance.
07 Request a Level Review
If the assigned remediation level appears to underestimate the work required, submit an escalation before starting remediation at a higher level.
- Only a level higher than the algorithm-assigned level may be requested.
- Select at least one standardized justification and add optional supporting notes.
- Do not proceed at the requested level until the Quality Assurance Manager issues a decision.
08 Remediation Level Escalation Review Workflow
Review target: same business day: The specialist should wait for the QA Manager's determination before proceeding at the requested higher level.
Review algorithm result
Specialist compares the assigned level with the document's actual complexity.
Select higher level
Only levels above the algorithm-assigned level are eligible.
Provide justification
Select one or more standardized reasons and optional narrative support.
Submit to QA
Review the pricing impact and submit the escalation request.
QA Manager review
Evaluate document conditions, rationale, requested level, and pricing change.
Decision & notification
Approve or reject, record the rationale, update the audit trail, and notify the specialist.
Accessibility Specialist responsibilities
- Review the algorithm-assigned remediation level before beginning work.
- Request only a higher remediation level when the assigned level understates document complexity or required effort.
- Select at least one standardized reason, such as complex tables, disrupted reading order, OCR needs, inaccessible forms, advanced tagging, complex visual content, unavailable source files, or subject-matter clarification.
- Provide optional document-specific details, affected pages or slides, examples of accessibility barriers, and remediation risks.
- Review the proposed unit price and estimated pricing impact before submission.
- Pause escalation-dependent work until the QA Manager approves or rejects the request.
After the QA decision
Approved
Proceed using the approved higher level. e-508 updates the remediation level and applicable unit price.
Rejected
Do not proceed at the requested level. Continue at the original level or revise and resubmit with additional support, as directed.
Quality Assurance Manager responsibilities
- Complete the review within the same business day when practicable.
- Review the original algorithm determination, requested higher level, selected justifications, specialist narrative, and pricing impact.
- Determine whether the document condition supports the requested escalation.
- Approve or reject the request and enter a clear rationale or instructions.
- When approving, confirm that e-508 updates the remediation level and applicable unit price before work proceeds.
- When rejecting, instruct the specialist to continue under the original level, provide additional documentation, or revise and resubmit.
- Ensure the decision, user, date/time, reasons, and pricing adjustment are retained in the audit trail.
Decision controls
Approve only when
The requested higher level is supported by observable document complexity, accessibility risk, or required effort.
Reject when
The evidence does not support the requested level, required information is missing, or the original assignment remains appropriate.
Notification
The assigned specialist must receive the decision and next-step instructions before remediation continues.
09 Upload Requirements
Upload the remediated document and all required artifacts.
- Remediated file (for example, a PDF)
- Source file (if required)
- Validation report(s) and any additional artifacts
10 Validation Reports
At least one validation report is required.
- Acceptable examples: PAC, CommonLook, PAVE
- Ensure the report includes the file name and timestamp.
11 Completion & Submission
Submit only after all required uploads are complete and accurate.
- Review your package for completeness.
- Submit the record to move it to QA/validation review.
- You will be notified of any issues or approvals.
12 Support
For questions or assistance, contact the Digital Accessibility Practice / Optimal Solutions Group support team.