In keeping with the University's commitment to the Americans with Disabilities Act and its requirement that all programs be accessible, these guidelines will remind all University personnel who plan events (professional meetings, seminars, workshops, conferences, social and recreational programs) to include the following disability-related items in their planning checklist. Outdoor Events Ensure that all tents and booths can be accessed by placing a portable ramp at each venue so that wheelchair users can easily move from paved walkways to the higher grassy areas (at Blanche Levy Park, for example). Engage a sign-language interpreter when remarks are part of the program. (If you require assistance from Student Disabilities Services in securing an interpreter, please give SDS at least one week's prior notice). Indoor Events (e.g., meetings, seminars, conferences, etc.) Ensure that the buildings and rooms reserved for the event are accessible, e.g., a ramp or elevator if there are steps, accessible bathrooms, etc. If uncertain, survey the site early in the planning stage in order to meet accessibility requirements. For all sessions, try to secure room assignments that are close together in the same building or in buildings nearby (if at different venues, arrange the means and time to get from place to place). Assign someone on the event planning committee, preferably someone with a mobility and/or sensory disability, to coordinate accessibility plans. Communicate with attendees who are deaf or hard of hearing who have a TDD phone by using the relay service (in Pennsylvania, the number to call is 1-800-654-5988). Engage a sign-language interpreter when remarks are part of the program. (If you require assistance from Student Disabilities Services in securing an interpreter, please give SDS at least one week's prior notice). Include items in the check-off section of pre-registration materials (sign-language interpreter, print materials in an alternate format like large print or Braille, permission to tape sessions, when possible) that invite participants with disabilities to specify needed accommodations. This will enable the event planner to organize any accommodations in advance. On Day of Event Registration At the registration table on the day of the event, assign a staff member to ensure that accommodation arrangements are handled appropriately. Provide a Braille, taped, large print or computer disk copy of the program and other materials at the registration desk if they have been requested. Know the answer to questions such as:
Conference
Material If audio-visuals are part of the presentation, also read or describe what is being presented. Sign-Language
Interpreters If a sign-language interpreter is present,
those wanting to speak with hearing-disabled attendees should address
them directly, not the interpreter. Language on University Program Announcements A statement similar to the following should
be included on all University program announcements as well as
in all methods of promotion, including written, verbal, and electronic
materials and posters. "If you are a person with a disability and require an accommodation to participate in this activity, please contact [name] at [telephone and TDD] from 9-5, Monday through Friday, to discuss accommodations." The timing of such an advance notice is dependent on the type of program and the time necessary to secure the requested accommodations. Related Information The Office, Department, School sponsoring or hosting the event is responsible for all costs incurred (e.g., interpreter services and reproducing materials in alternate format). The Office Student Disabilities Services
is available to assist in identifying resources to record or reproduce
text materials in large print or Braille or to obtain sign-language
interpreters. |
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