Accessibility

Agencies should proactively inquire about workgroup members’ individual needs and offer appropriate accommodations. Accessibility should be included in an agency’s budget so that accommodations can be made to eliminate barriers to workgroup participation. Planning around members’ needs may mitigate their need for reimbursements later on and will ensure the best conditions for effective participation and mutual respect. The following is a list of prompts to consider when forming a workgroup to establish norms around accessibility as it relates to meetings, necessary tools, and general supports. The following prompts are not requirements for agencies, but rather are suggestions that may be helpful to cover any costs that could inadvertently be passed on to workgroup members.

Technology

What hardware would a workgroup member be expected to have to fully participate in the workgroup (e.g. phone, laptop, printer, webcam, internet access)?
• Can the agency loan hardware, or reimburse a workgroup member for the purchase of hardware? The mechanics of this process need to be worked out before offering equipment to workgroup members. 
See examples and templates for a template loan form. 
     o Devices should have at least 10” screen, be Wi-Fi capable, and include Microsoft Suite, Teams, Zoom, an Internet browser, and Adobe reader. Workgroup managers should also ask the user if other software is needed for accessibility or other purposes. 
     o If requested, agencies should take steps to provide community members access to the Internet, through a cell phone hotspot, air card, or other solution. 
     o Besides computers leased for agency employees, good device options include Microsoft Surface, iPad, Android tablet, or Chromebook. Agencies will have to work through the pros and cons of Linux to windows-based computers, which present different security challenges.
     o Devices should be wiped and reimaged after each use. 

• Can workgroup managers collaborate with another agency to utilize space and tools/hardware for workgroup members to use? 

• What training might workgroup members need to use the technology or tools that are necessary for full workgroup participation?

• In written communication, include full link as text for low to no internet participants using paper copies.

• In written communication, avoid using graphics to convey written text such as images or jpegs with letters and words in them, as screen reading software cannot interpret the words embedded in a graphic image. 

Agencies may want to consult with their assigned AAG before loaning equipment, technology, or paying for services. 

Meeting Facilitation

When including community members with lived experience in workgroup settings, it is important to examine the workgroup’s facilitation approach to ensure that it is as accessible and inclusive as possible. Use the list of prompts below to ensure the workgroup’s facilitation is being designed in a way that will bring out the best participation from all workgroup members. 

• Offer meeting materials at least 24 hours in advance. 

• Offer meeting materials in both print and digital form with large print options, and in all primary languages used by workgroup members. 

• Make use of assistive technology available for workgroup members with hearing and visual impairments or for those with learning differences (ex: screen readers, live captions, or transcription captures).

• If assistive technology is not sufficient, offer use of a professional interpreter.
     o If possible, ask the participants who need an American Sign Language (ASL) interpreter or Communication Access Real-Time Translation (CART) services if they would like to utilize Washington Relay to call in to the meeting or event.
     o Ask if the ASL user prefers to use an on-demand Video Relay Service (VRS) app, such as Wavello. 
     o Workgroup managers may need to request two interpreters in case one person is unable to attend on short notice or request two interpreters for meetings over 30 minutes or schedule breaks for one interpreter every 30 minutes to prevent interpreter fatigue.
     o If the CART captioner is unable to attend on short notice and workgroup managers are unable to secure another captioner, zoom captioning technology may suffice, or workgroup managers may use the chat feature of the virtual meeting platform of choice.

• If time allows, directly contact vendors on Department of Enterprise Services (DES) State Contracts to find a replacement: 
     o Sign Language Interpreter Services - Referral Agencies 
     o Sign Language Interpreter Services - Independent Contractors 
     o Transcription and Captioning Services - CART 

• Designate a person to read written content or describe videos and images.

• Avoid use of jargon and acronyms – this language can be othering and exclusive. 

• Avoid assumptions around attendees using their time and funds to attend miscellaneous events such as post-meeting gatherings, dinners, happy hours, or other optional events where, by not attending, they may be missing out on meaningful conversations. Make clear distinction between non-official 
meetings and other types of interaction towards progress of workgroup

• Provide a glossary of commonly used acronyms and terms that are relevant to the workgroup.
In-Person Meetings 

When hosting in-person meetings, consider the following prompts to ensure that the meetings are as 
accessible as possible:
• Are in-person meetings scheduled in a location that is easily reached by public transportation?
• Can the agency offer public transportation passes to workgroup members (such as ORCA card) so they can attend regular in-person meetings?

• Inform members of parking availability and cost in advance.
• Advise workgroup members to keep receipts for transportation or parking for reimbursement. Host meetings in Americans with Disabilities Act (ADA) compliant accessible buildings. 

• Are there inclusive restrooms for community members of all genders, community members with infants, 
and ADA compliant restrooms?

• Have workgroup managers built in breaks into the agendas (e.g. every 45-60 minutes) to accommodate community members with disabilities, nursing parents, caregivers, etc.?
• Are there allergies or sensitivities to be considered for any workgroup members? Consider whether the meeting location has a low-fragrance policy or mixed lighting for people with light sensitivity or conditions like migraines. 

Communicating Accessibility Options

Workgroup leadership should solicit information about accessibility needs and preferences from all workgroup members. For meeting accommodations such as translators, consider using or adapting the following sample language:
“We recognize that each individual workgroup member has unique needs, preferences, learning styles, and accessibility needs. We are open and receptive to any requests that workgroup members have that will help them to participate in this workgroup to their fullest capacity. To request communication services (interpreters, written information in other languages, or other services) or any other accommodations, please call 360-902-3355 or 711 16 (Telephone Relay Service), or email Access@equity.wa.gov. We encourage participants to make requests at least 14 days in advance of the meeting to allow time to make the proper arrangements.” 

Resources on Creating Accessible Meetings and Events 

• Guide to Accessible Web Design & Development | Section508.gov
• Create Accessible Meetings | Section508.gov
• Create Accessible Digital Products | Section508.gov 
• Accessibility Training | Section508.gov
• Requesting a sign language interpreter (DSHS)
• The Learning Center Video Tutorial: How to Submit a Sign Language Request
• Web Accessibility Font Contrast Checker
• Blindness and low vision skills training | Department of Services for the Blind
• Creating Accessible Digital Products | Section508.gov
• Virtual Meeting Planning Document | Disability Inclusion Network