Accessibility for Community Organizations

Accessibility is about designing an environment that does not pose barriers to people with disabilities, making the disability far less significant. In a community organization such as a community technology center, people with disabilities should be able to find out about, get to, and enter the facility and make full use of the programs and resources that it offers. To make this a reality, community organizations need to achieve a minimum standard of accessibility for people with disabilities and systematically evaluate and improve upon this level of accessibility

We are often asked to try to define baseline accessibility standards for community organizations. This is an attempt in that direction, with the strong caveat that "baseline" should not be equated in any way with "sufficient."

Accessibility is a continuum. There is no such thing as a facility or program that is fully accessible for absolutely anyone, and most facilities and programs are accessible for at least some participants. Generally, since most community organizations receive some federal funding, they have already signed assurances that they are in compliance with the requirements of the ADA (Americans with Disabilities Act), and the standards described in this article relate to portions of that law. The important thing is to figure out where we are on that continuum, where we need to be, and how to develop and implement a plan to get there.

This document outlines the starting points and baseline expectations of accessibility for organizations in the areas of Communications, Facility, Program, Technology, and Web Site.

Communications

Before a person with a disability can make use of an organization's programs and services, they must become aware of what is offered and be able to effectively communicate with the staff to take full advantage of the opportunities available. It is incumbent upon the organization to provide the means to inform a potential patron at a distance, in person, prior to, during and following their interaction with the organization.

Accessible communication with the organization

• All patrons, who have vision, hearing, dexterity, learning or other reading-related challenges, can communicate easily and effectively with the grantee when seeking assistance. For example, through the use of a TTY (Teletypewriter or Telecommunications Device) or with staff who are experienced/trained in the use of relay services.
• All patrons, regardless of ability, will have full communication access while in the organization's facility. For example, through access to ASL (American Sign Language) or foreign language interpreters, an assistive listening or captioning system.

Accessible outreach and promotional materials and public information.

• All printed materials and information are available in accessible formats to meet the individual needs of patrons. For example all materials must be available in an electronic format that can be easily converted to Large Print or produced and distributed on CD or disk or audio tape.
• All visual materials and information are available in accessible format to meet the individual needs of patrons. For example, all videos and films must be captioned for the hearing impaired.

Access statement in all marketing and outreach materials

All public materials should contain a statement that reflects the grantee's accessibility policy. For example, the organization's brochure should contain a statement that reads - "XYV, Inc. complies with the Americans with Disabilities Act. All XYZ, Inc. materials are available in alternative formats upon request."

Written Communications self-assessment and access plan

Every organization should maintain a written plan for improving the accessibility of their communications. This plan will include a self-assessment and plan which are reviewed and updated annually.

Written plan for outreach to the disability community

As part of its overall Communication access plan, every organization should include a plan to do outreach to people with disabilities. For example, this could include advertising its services with or creating partnerships with the local Regional Center or Independent Living Center.

Person assigned to communications access for people with disabilities

Every organization should assign a member of its staff or committee to develop and mentor the implementation of the organization's communication access plan. These duties will be included as part of their job description.

Facility

If a person with a disability is to make full use of the services and programs offered by an organization, it is critical that that person be able to enter and move freely around the physical environment in which these programs and services are offered.

Independent access into the facility

All patrons should have independent access in and out of the organization's facility. Whenever possible, this means that all patrons, regardless of ability, may utilize the typical entrance to grantee's facility.

Independent access within the facility

All patrons should have full and complete access within the organization's facility. For example, this means that the paths of travel and doorways within the facility will be free of obstructions and of a width appropriate for use by someone who uses a wheelchair.

Access to resources and equipment

• All patrons will have appropriate access to relevant resources and equipment within the organization. For example, all informational and/or training materials should be available in an electronic format that can be easily converted to Large Print or produced and distributed on CD or disk. Likewise, any equipment such as copy machines etc. that is made available to patrons must be in an accessible location.
• All patrons will have access to furnishings while using the organization's facility. For example, there should be at least one computer workstation available on an adjustable height table. There should be at least one desktop, dining table or other furniture location where people gather that is physically accessible to all.

Access to public amenities

All patrons should have easy access to typical public amenities within the grantee's facility. For example the bathroom, drinking fountain, vending machines, telephones and food storage/preparation areas must be physically accessible to all.

Written facility self-assessment and access plan

Every organization should maintain a written plan for improving the accessibility of their facility. This plan should include a self-assessment and plan which are reviewed and updated annually.

Person assigned to Facility access for people with disabilities

Every organization should assign a member of its staff or committee to develop and mentor the implementation of the organization's facility access plan. These duties will be included as part of their job description.

Program

Similar to its facility, an organization's services and programs must be accessible to someone with a disability in order for them to make full use of the opportunities that the organization provides.

Access to services

The processes, criteria and procedures for participating in the programs, services and events provided by the organization must be not be exclusionary of people with disabilities.

Access to events

• All public events sponsored by the organization, such as public meetings, fundraising events, workshops should be held in an accessible location.
• The activities/content of all events, sponsored by the organization should be accessible to people with disabilities. For example, through access to ASL or foreign language interpreters, an assistive listening or captioning system.

Written program self-assessment and access plan

Every organization should maintain a written plan for improving the accessibility of their programs, services and events. This plan will include a self-assessment and plan which are reviewed and updated annually.

Person assigned to program access for people with disabilities

Every grantee should assign a member of its staff or committee to develop and mentor the implementation of the organization's program access for people with disabilities. It is a part of their job description and it includes reviewing the organization's policies and procedures to insure that its hiring practices and program services and activities are non-discriminatory on the basis of disability.

Technology

The use of technology has limitless potential for people with disabilities to more fully participate in every aspect of life. It can be harnessed to diminish or eliminate barriers for people with disabilities at school, on the job and in the community. However, without full access to these powerful tools, a person's ability to achieve their goals is severely curtailed.

As an important portal to technology in your community, it is critical that your organization's computers be flexible enough to meet a wide range of needs.

Operating system access features

The access features of the operating systems of all of the organization's computers should be installed.

Support for use of operating system access features

Staff should know how to operate the accessibility features of their computer's operating systems, so that someone wanting to use these features can get assistance.

Variety of disability-sensitive equipment

The organization should have an array of basic assistive technology equipment that is readily available and maintained in good working order for people who have trouble accessing the screen or using the standard keyboard or mouse. For example, the organization should have one or more mouse and keyboard alternatives, including keyboards, aids and supports that can prevent or be used by patrons with repetitive stress injuries.

Variety of disability-sensitive software

The organization should have an array of assistive technology software programs that allow patrons with who have vision, hearing, dexterity, learning or other reading-related challenges to perform basic functions on a computer such as word processing, email and Web "surfing". For example, this means having software programs with features that include but are not limited to screen reading, screen magnification, word prediction and text to speech.

Support for use of assistive technology equipment

• Staff should know how to operate the assistive technology hardware and software that has been purchased so that someone with a disability wanting to use these products can get assistance in using the technology.
• Staff should know where to find information, resources or expertise about assistive technology hardware and software so that they can assist someone with a disability wanting to learn about or use these products. For example, knowing the local ATA resource center or other assistive technology providers and practitioners.

Ongoing funding for assistive technology purchases, upgrades

As part of their technology budget, every organization should maintain a line item that will provide for ongoing assistive technology purchases and upgrades.

Written technology self-assessment and access plan

Every organization should maintain a written plan for improving the accessibility of their technology. This plan, which may be a part of the organization's overall technology plan, will include a self-assessment and plan which are reviewed and updated annually.

Person assigned to technology access for people with disabilities

Every organization should assign a member of its staff or committee to develop and mentor the implementation of the organization's technology access plan. These duties will be included as part of their job description.

Web site

The World Wide Web is increasingly becoming the most popular vehicle for all kinds of information, recreation, education and employment possibilities. Many community organizations provide access to the Web to their patrons. Also, more and more organizations are turning to the Web to provide information about their programs, services and activities to their community. However, if this information is not presented in a way that is accessible to all, including people who have vision, hearing, learning or other reading-related disabilities, the Web becomes yet another arena in which these people face discrimination.

If the organization does not have an existing Web site:

• Fully accessible Web site
  Every organization that is designing a web site from "scratch" will design the site to comply with the World Wide Web Consortium's Web Accessibility Initiative (WAI) guidelines. The organization will still be responsible for the accessibility of their Web site should they choose to outsource the design and maintenance of their Web site to an independent contractor.
• Written Web site self-assessment and access plan
  Every organization that designs a Web site should maintain a written plan for maintaining the accessibility of their Web site. This plan will include a self-assessment and plan which are reviewed and updated annually.

If the organization has an existing Web site:

• Fully accessible Web site
  Every organization should be responsible for bringing their Web site into compliance with the World Wide Web Consortium's Web Accessibility Initiative (WAI) guidelines. For example, as the organization updates the content of Web pages, they will also increase the accessibility of those pages.
• Written Web site self-assessment and access plan
  Every organization with an existing Web site should maintain a written plan for improving the accessibility of their Web site. This plan will include a self-assessment and plan which are reviewed, updated, and submitted to the Community Technology Foundation of California annually.
• Person assigned to Web site access for people with disabilities
  Every organization will assign a member of its staff or committee to develop and mentor the implementation of the organization's Web site access plan. These duties will be included as part of their job description.

These guidelines are a companion piece to the Alliance for Technology Access publication, Access Aware: Extending your reach to People with Disabilities. The Access Aware manual contains much more detailed information to help organizations move forward in their commitment to the process of acknowledging the presence of people with disabilities in their community and welcoming everyone to successfully participate in their programs and services. The manual also provides the user with guidelines, examples, ideas and resources to develop, implement and maintain an organizational access plan. This plan is critical to assuring that an organization remains responsive to the needs of its entire community and provides people with disabilities the rights guaranteed by law to all.