Planning for Access
- Review how to plan for accessible events or training
Promotion and Materials
- Include all pertinent information in the meeting invitation
- Meeting link, agenda, and expected outcomes
- Include accommodation notice in registration/invitation messages
- Send invitation early enough to schedule ASL interpreters and/or captions if needed (ideally 10 days in advance)
- For known access needs of participants schedule ahead
- Provide well-designed, accessible materials and resources
- Visit the UW Accessible Technology website for.
- Resources include lists of keyboard shortcuts and instructions for assistive technology users and accessibility documentation for specific products (e.g., Zoom, Skype, Microsoft Teams)
- Information on creating accessible documents, including presentations
- Visit the UW Accessible Technology website for.
Facilitation
- Start and end the meeting on time
- Welcome participants as they arrive
- Ensure all participants can see and/or hear all other participants, as appropriate
- Have ASL interpreter and caption windows up and running if needed
- Ask participants to do introductions and restate their names again before speaking
- Allows anyone using an interpreter or listening only to voices knows who is speaking
- Provide accessible alternatives for collaboration if needed (e.g. voting, hand-raising)
- Facilitate to make sure all are included and heard
- Describe/explain any visuals not provided ahead of time
- Describe/explain any processes that are occurring (e.g. simulations, demonstrations), if necessary
Participation
- Set computer up with meeting software ahead of time
- Arrive in the meeting room on time
- Participate from a quiet location; reduce distractions by muting phone and messaging apps
- Say your name before speaking to the group to help tracking of participants; this also helps ASL interpreters and captioners
- Speak clearly and not too fast; this will benefit many, including ASL interpreters and captioners
- Avoid talking over others – this makes interpretation or captioning very difficult if not impossible
- Limit side conversations and multitasking so all participants are able to acquire the content
- Share all content within the video conferencing connection and using online tools (e.g., Google docs) whenever possible to ensure all participants have access.
Follow up
- Send a recap that includes a summary of topics discussed and links to relevant websites, online resources, and other materials discussed during the call
Additional Resources & References
ASUW Student Disability Commission: Accessible Events Checklist