- Inquire if people require accommodations prior to virtual, hybrid or in person meetings. The goal here is to provide an aid or service that is effective.
- Honor the person's choice unless another equally effective means of communication is available that doesn't cause undue burden. Book Interpreters/Assistive tech if requested. Provide information and materials in advance.
- Reasonable advance notice is sometimes necessary especially when arranging an aid or service understanding walk-in situations will be honored to the best extent possible. If using an interpreter its best to do this far in advance as possible when arranging a meeting, minimum of two weeks. For State of Vermont internal partners, contact Vancro to request an interpreter.
- For people who are blind, or have vision loss or are DeafBlind, provide a qualified reader, offer information in large print, Braille or electronically, or audio recording of the printed materials.
- For deaf, hearing loss, DeafBlind, ASL or tactile interpreter, real-time captioning, and printed materials provided in advance.
- For speech disabilities, a qualified speech-to-speech transliterator, paper and pencil so the person can write out words, or allow more time to communication if using a communication board or device. Listen attentively and do not be afraid to ask the person to repeat the word or phrase they do not understand.
For presenters/ facilitators:
- Inquire if people require accomodations prior to virtual, hybrid or in person meetings.
- Provide information and materials in advance.
When referring to a visual, be descriptive.
Spell out technical terms or jargon.
Speak at a natural and modest pace.
Use a microphone if in person.
Raise hands to participate.
Use a microphone if in person.
Mention their name before speaking.
- For Virtual meetings, arrange captioning.
- For Zoom meetings, the meeting host must activate closed captioning in Zoom and assign our captioner. It is a good idea for the meeting host and captioner to log onto the meeting a few minutes early.
- For MicroSoft Teams meetings: Hover over the meeting toolbar and click on … (more options.) Then click on ‘Turn on live captions (preview.) Text will show on the bottom left of your Teams app.
- Ask what communication method they prefer: use communication cards that show pictures of what communication they prefer.
- Offer to write back and forth.
- Use a speech to text app on your mobile device.
- Call for a live captionist.
- Call for an ASL interpreter. For State of Vermont internal partners, contact Vancro to request an interpreter.
- Setup a meeting in advance when an interpreter is available.
For More Information:
Job Accommodation Network: Accessible Meeting Event Checklist: Taking care to create an accessible event benefits not only individuals with visible or known disabilities, it also helps to ensure that all participants/attendees, including individuals with non-obvious disabilities and/or chronic health conditions, and people of all ages and body types, are able to fully engage in the program.
State of Vermont Report Template: provides instructions on setting up a word document as a report and making sure its accessible.
State of Vermont Presentation Template: provides instructions on setting up a presentation as a report and making sure its accessible.