Accessibility Quick Tip: Creating an Equally Effective Alternative Access Plan for Your Resources and Your Community

It is unlikely that we will all be able to make using our services and resources seamless for everyone in our communities straight away. It is a difficult target to achieve on a good day, and with technology ever evolving, it will be continuous work to to keep our resources open and available for all. We are all working hard to make our shared world available for everyone in our communities, but what do you do if you know that something is not uniformly accessible, and can’t be until a later date? How do you stay inclusive when you are not yet able to be? The best way to bridge the gap is by having an Equally Effective Alternative Access Plan. Creating an Equally Effective Alternate Access Plan (EEAAP) for libraries involves ensuring that all patrons, including those with disabilities, have equal access to library resources, services, and programs. Here’s a step-by-step guide to developing an EEAAP for libraries:

Step 1: Understand the Purpose of an EEAAP

An EEAAP is designed to provide alternative access methods for individuals with disabilities when certain resources or services cannot be made fully accessible. The plan should cover all areas of library services, including physical access, digital resources, programs, events, and staff training.

Step 2: Assess Current Accessibility

Conduct a thorough accessibility audit of the library’s physical space, website, digital resources, and services. Identify areas where accessibility is limited or nonexistent. Gather feedback from library patrons with disabilities and staff members on existing accessibility challenges.

Step 3: Identify Key Areas Requiring EEAAPs

• Physical Accessibility: Identify areas where physical access is limited (e.g., building entrances, restrooms, reading areas).
• Digital Accessibility: Identify digital resources (e-books, databases, website content) that are not fully accessible to users with disabilities.
• Program Accessibility: Identify programs or events that may not be fully accessible (e.g., workshops, readings, storytime).
• Staff Training: Assess the need for staff training in providing alternate access or accommodations.

Step 4: Develop Alternative Access Solutions

• Physical Access: Provide alternative methods to access physical spaces, such as portable ramps, accessible restrooms, and alternative entrances.
• Digital Access: Ensure that digital resources are compatible with screen readers and other assistive technologies. Offer alternative formats (e.g., Braille, large print, audio versions, where necessary).
• Program Access: Provide sign language interpreters, captioning, or alternative participation methods (e.g., virtual attendance for programs and events).
• Communication Access: Ensure that communication methods are accessible, including the use of TTY (Text Telephone), accessible signage, and easy-to-read materials.

Step 5: Document the EEAAP

Document in detail, specifying the alternative access methods provided for each identified area. Include the following components:

• Introduction: Overview of the library’s commitment to accessibility and the purpose of the EEAAP.
• Physical Accessibility Plan: Specific measures to ensure access to physical spaces.
• Digital Accessibility Plan: Strategies for providing access to digital resources.
• Program Accessibility Plan: Approaches to make programs and events accessible.
• Staff Training Plan: Outline of staff training initiatives to support the EEAAP.
• Evaluation and Feedback: Methods for regularly evaluating the effectiveness of the EEAAP and gathering feedback from users.

Step 6: Implement the EEAAP

• Training: Train all library staff on the EEAAP, emphasizing their role in its implementation.
• Communication: Make the EEAAP publicly available on the library’s website and in physical locations within the library. Ensure that patrons know how to request accommodations.
• Integration: Integrate the EEAAP into the library’s standard operating procedures. Ensure that staff follow the plan when providing services.

Step 7: Monitor and Update the EEAAP

Establish a schedule for regularly reviewing and updating the EEAAP based on new technologies, resources, and feedback. Continuously seek feedback from patrons with disabilities and adjust the EEAAP as needed. Ensure that the EEAAP complies with relevant accessibility laws and standards, such as the Americans with Disabilities Act (ADA) and the Colorado Laws for Persons with Disabilities (HB21-1110) .

Step 8: Promote the EEAAP

Engage in outreach to inform the community, particularly those with disabilities, about the EEAAP and the library’s commitment to accessibility. Collaborate with local disability organizations to ensure the EEAAP meets community needs and to stay informed about best practices.

Step 9: Evaluate and Improve

Evaluate the effectiveness of the EEAAP through user satisfaction surveys, focus groups, and accessibility audits. Use the evaluation results to make continuous improvements to the EEAAP.

Step 10: Maintain Awareness and Education

Provide ongoing education and training for staff on accessibility issues and the EEAAP. Keep up-to-date with new accessibility technologies, tools, and legal requirements that may affect the EEAAP.

Like so many other moving parts relating to accessibility, and EEAAP is a tool you can use to make sure that you are reaching and serving everyone in your community, regardless of ability. An EEAAP 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 alternative access plans, your library can stay ahead of the need and be prepared with temporary alternative access pathways for when they are necessary, not after. And remember to not rest on your laurels; regular monitoring and review of the EEAAP is necessary and will ensure that you remain effective and responsive to the changing needs of your community and patrons, thereby fostering an inclusive environment for everyone.

Resources:

• How To: Equally Effective Alternate Access Plan (EEAAP) – Governor’s Office of Information Technology (OIT)
• Equally Effective Alternate Access Plan (EEAAP) Template – Governor’s Office of Information Technology (OIT)
• Equally Effective Alternative Access Plan (EEAAP) – Accessibility@Iowa
• Creating an Equally Effective Alternate Access Plan (EEAAP) – Harvard University, Digital Accessibility
• EEAAPs and Examples – California State University, San Marcos