Office for Equity, Diversity, and Global Outreach

Departments are encouraged to state if specific formats already exist (for example: This handout is available in Braille) and to designate a contact person with the phone number.

Please note that individuals requesting large print usually need font size 18 or greater. Braille transcription is available on a limited basis in the community but advance notice is important (contact Office of Students With Disabilities Services). Specialized formats and tape recorders may need to be used for audio taping material. Short passages can often be read out directly to the person.

Physical and program access must be provided for all campus events and programs. It is the responsibility of the coordinator of the event to make sure that the location is physically accessible and to be aware of particular characteristics of the location (for example: front and back access to a room or parking nearby). By inviting requests for accommodations by a specific deadline, needs should be met and surprise requests avoided.

Accommodations typically requested for programs, conferences, and events include preferential seating, portable amplification systems, sign language interpreters, and modified formats of printed materials. When scheduling a sign language interpreter, you will need to call at least three working days in advance. When a formal lecture is given, it is helpful to provide a copy of the speech to the interpreter ahead of time. Sessions lasting more than two hours will require at least two interpreters who share responsibilities. Qualified interpreters can be arranged through Communication Services for the Deaf of North Dakota (239-9471).

Individuals attending campus events must be given the opportunity to request accommodations with a specific deadline, as well as the name of a contact person. All announcements, ticket information, brochures, posters, etc., should include one of the following statements:

1. Requests for accommodations related to disability need to be made to [name of appropriate individual] at [telephone #] by [date].
2. Requests for sign language interpreters need to be made by [date] and other requests for accommodations related to disability need to be made to [name of appropriate individual] at [telephone #] by [date].

All announcements, ticket information, brochures, posters, etc., advertising lectures or small conferences should include one of the following statements:

1. Requests for accommodations related to disability should be made to [name of appropriate individual] at [telephone #] by [date].
2. Requests for sign language interpreters need to be made by [date] and other requests for accommodations related to disability need to be made to [name of appropriate individual] at [telephone #] by [date].

Registration materials should include a statement similar to the one above or specific options as noted below:

Please check any accommodations you may need during the conference:
__ *sign language interpreter
__ *FM amplification system (specify type: _____)
__ audio-taped materials
__ sighted guides for assistance to/from specific sessions
__ *large print
__ *Braille
__ *other __________________

*denotes options which must be included.

Please be sure that a contact person is identified. If lodging and/or meals are coordinated through the program, an opportunity must be provided to request accommodations related to diet and lodging.

No University-sponsored event should be held in an inaccessible location on or off campus. If formal arrangements are made for lodging, the degree of accessibility should be determined and alternatives to inaccessible meeting rooms developed. Hotels should already have completed an ADA barrier survey and should be aware of the physical accessibility of their facility. You should ensure that the hotel understands its responsibility for access and has a procedure for asking if customers have special needs related to disability. If the lodging facility is not dealing directly with registration, the program sponsoring the event needs to coordinate the requests or ensure that a lodging representative is named as the contact person for accommodation requests.

In written material you may want to include a simple statement (as below) or solicit more specific information on registration forms about shower benches, door width, dietary restrictions, fire alarms, etc. At minimum you will need to identify a person who is able to confer with registrants about their particular needs and who is prepared to consult with registrants about their particular needs and with others for assistance in determining what is appropriate.

THIS PUBLICATION WILL BE MADE AVAILABLE IN ALTERNATIVE FORMATS UPON REQUEST. Contact Eveadean Myers, Vice President for Equity, Diversity, and Global Outreach, 701-231-7708 or ND Telecommunications Relay Service 1-800-366-6888 (TTY) or 1-800-366-6889 (voice).

These guidelines have been adapted from those developed at the University of Oregon [Fred Tepfer, U of O Planning Office]