Case Management Support (CMS) — Tribunal Documents: Accessibility | FOI document library

Case Management Support (CMS) — Tribunal

Documents: Accessibility

A Standard Operation Procedure (SOP) details the Administrative Appeals Branch (AAB) procedure for identifying and producing accessible Tribunal Documents for Prospective Participants and/or Participants/Representatives.

Recent updates

Date	What’s changed
February 2023	Introduction of formal process to obtain accessible documents (e.g., Braille, E-Text, Accessible Word Document etc.) from external stakeholder

Checklist

Pre-requisites

Identified Participant/Prospective Participant and/or Representative requires a specific format for Tribunal Documents.
Download accessible NDIS Plans.
Finalise compiling Tribunal Documents in PDF format with accessible NDIS Plans.

Actions

Make a decision using this [Operational Guideline]

Procedure

Identifying Accessibility Requirements

Where to look for key words/identifiers:

a. Check Assistance and Reasons for the Application in the AAT Application form. Also check Why do you think the decision is wrong and Interpreter parts.

Standard Operating Procedure

b. On CRM, Overview, Details, Interactions and Internal Use sections can be helpful to understand Participant’s accessibility needs.

c. CRM Alerts can be helpful to understand Participant’s accessibility needs and if any action required.

d. On CRM, Overview section would address the Participant’s Preferred Contact Method e. On CRM, click on Details and find Communication Details & Correspondence Details. Participant’s accessibility needs can be also shown in that section.

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Standard Operating Procedure

f. On CRM, click on Internal Use and find Contact Alerts & Plan Alerts. Participant’s accessibility needs can be also shown in that section.

g. Download Interactions from CRM in Word format and search relevant key words using “Ctrl + F” shortcut.

3.1.2 Seek clarification if required

Be aware of their preferred contact method and if there are clear requirements first.
If necessary, contact the Prospective Participant / Participant / Appointed AAT Representative to seek clarification regarding accessibility requirements if the AAT Application and CRM is not clear for the required specific format or to gain clarity if accessible Tribunal Documents are required.
If unclear, contact your Team Leader.

3.2 Accessibility Check using Adobe

3.2.1 How to check accessibility if a document is accessible in Adobe

Note: Steps 1 – 3 is to initially add the Action Wizard to the task bar and will only be required for first time checking accessibility. If this is already on the task bar, start from step 4.

Open Adobe
Click on Tools > search ‘Action Wizard’ > add

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Standard Operating Procedure

Home | Tools Case Manage…

[Image not converted to Markdown – “Image” – check the source PDF page for the actual content]

The Action Wizard will now appear in the righthand side task bar. Open up the Tribunal Documets in Adobe.

Open the righthand side task bar and select ‘Action Wizard’. Select from Action List ‘Make Accessible’.

Files to be processed should show the Tribunal Document saved file name > Start:

Files to be processed:
A) TRIBUNAL DOCUMENT FILE
[% Add Files .]

Follow the prompts for each category selecting the applicable option. Run accessability check. Lefthand task bar will now display with findings. Passed per category will indicate that category has successfully passed the accessibility checker. Fix any accessibility issues identified. Save the document.

3.3 Accessibility Request in Specific Format

3.3.1 Upon request, Cover Letter enclosing Tribunal Documents and Tribunal Document can be provided in accessible formats to facilitate accessibility requirements. Examples include but are not limited to: Braille, E-Text Format, Accessible Word Document.

Once it is established, follow the specific format requirements for the documents: Case Management Support (CMS) Officer will email Vision Australia printaccess@visionaustralia.org with the following information requesting a quote: Format

Standard FOIOperating Procedure

b. Option c. Tribunal Documents & Cover Letter attached

Quote:

The text inside this block represents a redaction.

e. Upon receipt of the quote from Vision Australia, forward the quote to the Assistant Director of Triage and Tribunal Documents. f. Once the quote has been approved, respond to Vision Australia with the quote attached instructing the time frame required for the accessibility documents will need to be provided to the Agency.

Good Afternoon XXX, Thank you for the attached quote. Please go ahead with the quote noting the timeframe required by the Agency is the DD Month YYYY close of business. If any barriers come up that will affect the document not being ready on the required date if you could kindly let myself know. Any questions please reach out Thank you kindly,

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Standard FOIOperating Procedure

The Assistant Director will be responsible for providing the approved quote to Business Practice Management to raise a purchase order for invoicing purposes.
Once the accessible Tribunal Documents have been received file both versions in LEX and notate in LEX Summary regarding dual versions.
Serve the PDF version as per the CMS Tribunal Document SOP. If a hard copy of accessible T-Docs are required, Vision Australia can arrange delivery via registered post or courier. Liaise with the Participant and Vision Australia to arrange the delivery type. Note: AAT Online Portal for Tribunal Documents only accepts PDF files
Email the word version of the accessible Tribunal Documents to the applicable registry outlining the second version notating inLEX Summary.
File the email to the Tribunal containing the additional Tribunal Documents in LEX in the applicable drop down.
Email both versions to the Prospective Particiapnt/Participant/AAT Representative: Dear XXX, Regarding Participant NAME and National Disability Insurance Agency matter number 2023 / XXXX. Attached is the MS Word File of the Tribunal Documents for the above matter as well as a cover letter accompanying the Tribunal Documents. Please note a second email will be sent with the PDF version of both the Tribunal Documents and cover letter for your records. Kind Regards,
File all emails in LEX Documents under the applicable drop down option.

4. Feedback

If you have any feedback about this Standard Operating Procedure, please email Service Guidance and Practice. In your email remember to include the title of the product you are referring to and describe your suggestion or issue concisely.

5. Version Control

A table showing versions:

Version	Amended By	Brief Description of Change	Status	Date
0.1	ASU055	Initial Version	DRAFT	2023-01-20
0.2	OBM885	Amended Version	DRAFT
		Initial version approved	APPROVED

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