Accessibility Quick Tip: Accommodation Plans

With the passing of HB21-1110 (Colorado Laws for Persons with Disabilities) and HB24-1454 (Grace Period, Non-Compliance Digital Accessibility), we are all working diligently to ensure that our digital services, communications, and self-service systems are either as accessible as we can make them – or on a pathway to be so by July of 2025. One of the key aspects of compliance with either of these new laws is that an institution has an accommodation plan in place, so that gaps in accessibility can be bridged and individuals needing additional support are not left with barriers to service, information, or social engagement.

What is an Accommodation Plan?

A accommodation plan is a formal document that outlines the adjustments and supports provided to an individual with disabilities to ensure they have equal access to online resources, employment, education, or other services. The plan is tailored to the individual’s specific needs and aims to remove barriers to participation and success, allowing them to participate fully in various environments, such as libraries, museums, schools, workplaces, or public services. These accommodations are intended to level the playing field, ensuring that individuals with disabilities have the same opportunities as those without disabilities, in every way possible.

Key Components of an Accommodation Plan

1. Assessment of Needs: A thorough analysis of a service or resource to understand what it provides, and what individuals or groups might need access to this service or information. How might the standard way of accessing this resource create barriers for individuals with disabilities.
2. Identified Accommodations: A detailed list of the specific accommodations and supports that will be provided. These can include modifications to the environment, changes to procedures, or the provision of assistive technology.
3. Implementation Details: Information on how, when, and by whom the accommodations will be implemented. This includes timelines, responsible parties, and specific actions to be taken.
4. Monitoring and Review: Procedures for monitoring the effectiveness of the accommodations and reviewing the plan periodically. Adjustments may be made based on feedback and changing needs.
5. Documentation: A record of the plan, including the assessment process, identified accommodations, and implementation details. This documentation is essential for accountability and future reference.

Steps to Develop and Implement an Accommodation Plan

Planning Stage:

1. Plan for accommodation requests
2. Create a plan to track accommodation requests and create an accommodation tracker.
3. Identify the skills needed for employees to successfully complete accommodation requests.
4. Identify the tools needed to complete accommodation requests from your customers, patrons, and stakeholders.
5. Define the parameters for what success looks like when employees complete accommodation requests, including desired time to communicate with the requestor, and required completion timeframes. Basically, what are you prepared to do, and how long will it take to do it.
6. Create or update policies to include roles and responsibilities related to the accommodation process.

Launch Stage:

1. Create a service level agreement, Equally Effective Alternative Access Plan (EEAAP), or management plan to complete accommodation requests in a timely manner.
2. Acquire the tools necessary to complete accommodation requests.
3. Include the accommodation requests process duties in applicable employees position descriptions.

Integration Stage:

1. Regularly solicit feedback from customers, patrons, and relevant stakeholders regarding their experience with the accommodation process.
2. Publicly communicate what to expect when customers and stakeholders request an accommodation (e.g. when they should expect to hear back, turn around time for the accommodation to be provided, etc.)
3. Track the successful completion of an accessibility accommodation.
4. Evaluate the efficacy of the accommodation process once the accommodations are completed. This could include: what went well, what could be done better, etc.

Optimization Stage:

1. Your organization should be constantly providing accessibility accommodations within the required timeframe set by your policy.
2. Regularly evaluate the efficacy of the accommodation process and create a plan to address any bottlenecks or roadblocks.
3. Review websites and IT systems with frequent accommodation requests to determine whether you can re-prioritize their accessibility evaluation and remediation, if possible.
4.   Continue to solicit feedback about patron and stakeholder satisfaction with the process, and make changes to your process to ensure satisfaction, if necessary.

Remember – the goal is to make as many resources and services accessible to all without the need for accommodations, but this wont happen overnight. As we work to make our resources and services accessible, we need to also make sure that we are reaching and serving everyone in our communities, regardless of ability. An accommodation plan is a vital tool for ensuring that individuals with disabilities can access and participate fully in education, employment, and other areas of life. By assessing needs, collaborating with stakeholders, and implementing tailored accommodations, organizations can create inclusive environments that support the success and well-being of all individuals. Regular monitoring and review of the plan ensures that it remains effective and responsive to the individual’s changing needs.

Resources:

• OIT Accessibility Planning Guide: Accommodations Planning and Accessibility Statement (Video recording)
• University of Minnesota: Accessibility vs. Accommodation
• Amplitude: Navigating the Gulf Between Accessibility and Accommodation