DHS Policy: Oregon Department of Human Services
Director's Office
DHS Staff Tools | DHS Policies | DWSS Policies | DWSS Policy Index | procedure

Procedure Title: Ordering Documents in Alternate Format 
Procedure Number: DHS-010-005-03
Version:
1.0
Effective Date:
 02/01/2006

Approved By: DHS Director or Deputy Director
Approved Date: 02/01/2006


Policy Link  Forms Link  Contact Link  History Link

Procedure

Step

Responsible Party

Action

1.

DHS Employee

Completes a DHS 1001, ODM Project Request form to have written communication (non-mainframe correspondence) converted to alternate format (audiotape recordings, Braille, large-print text and electronic format). The exception is documents that are available in large print on the DHS "Find a Form" Web site.

The Project Request Form shall include the following information:

  1. The requestor’s name, program name, work site location, telephone number, index and PCA (program code account) number for billing purposes.
  2. Signature of a staff person, who is authorized to spend funds from the index/pca listed in section one.
  3. The recipient’s name and mailing address.

    Forms that are converted having a "Program Box" on the top right corner, must have the following information included on the Project Request Form:
    • Client/applicant’s program
    • Branch number
    • Case number
    • Worker ID and
    • Case name
  4. The name and form number of the document, if available, being converted into alternate format.
  5. The requested alternate format.

Submit Project Request forms:
2. Office of Document Management (ODM) Personnel from ODM Forms Design Unit will contact the requester to clarify any ordering instructions and to obtain additional information necessary to convert the document(s) in the requested-alternate format. Personnel from ODM will provide information and assistance to DHS employees when requested. ODM will forward the document(s) to the appropriate Alternate Format Contractor.
3. Contractor

Converts written documents into the requested alternate format. The contractor will create alternate format material within (3) days of receiving the document unless otherwise directed. The Contractor will mail the material directly to the recipient unless otherwise directed.

Confirms when requested by telephone or fax the date the alternate format documents were mailed or delivered to the recipient.

Prepares itemized invoice(s) and forwards it to the DHS Americans with Disabilities Act Coordinator for processing.

4. DHS Americans with Disabilities Act (ADA) Coordinator Reviews invoice to verify costs and ensuring that the invoice has the appropriate index codes and program code account (PCA) numbers. Invoices will be forwarded to the appropriate cluster or program for authorizing signature and payment.
5. DHS Cluster Employee Approves invoice expenses and follow the procedures established for the processing by the involved DHS Program.
6. DHS Accounting Receives invoices and upon approval processes invoices for payment.

Back to top

Policy

Back to top

Form(s)

Back to top

Contact

Back to top

Procedure History

Back to top


If you have comments or questions about this site send email to dhs.policyinfo@state.or.us.

Oregon.gov, FindOR state search engine, and Get Acrobat Reader icons

Oregon Department of Human Services
500 Summer St. NE E25, Salem, OR 97301-1098
Phone: (503) 945-5944
Fax: (503) 378-2897
TTY: (503) 947-5330