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Creating a More Inclusive Library Policies, Practices & Procedures.

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Presentation on theme: "Creating a More Inclusive Library Policies, Practices & Procedures."— Presentation transcript:

1 Creating a More Inclusive Library Policies, Practices & Procedures

2 Some Definitions… Policies/Guidelines – what you intend to do, including any rules for staff. Procedures – reflect your policies – describe how you will go about providing service OR the steps staff are expected to take in certain situations. Practices – what you do on a day-to-day basis, including how your staff actually offer or deliver services. – may be informal or written.

3 AODA POLICY WORKING GROUP The Library as a whole needs to tackle this requirement as well as the departments within the Library. How do we get it done?

4 What is it? Cross-departmental working group to: – Create a framework for guideline development. – Coordinate the creation/revision of library-wide policies/guidelines, procedures and practices needed for compliance. The working group will be reporting to Lib Exec and the Library Managers group.

5 What Will it Achieve? Create project plan and liaise with departments. Assess existing policies/guidelines, practices and procedures as relating to compliance. Establish needed policies/guidelines, practices and procedures for compliance. Create a framework for procedure documentation: – Provide guidance and support for departmental level policies/guidelines. – Create needed library-level policies/guidelines. – Create toolkit for future planning. – Create a communication plan about policies/guidelines. – Prepare staff sessions to present new/updated policies.

6 Towards Compliance Areas of Focus Communication Expectations Feedback Process Reporting of Barriers Service Disruption Notices Service Philosophy Staff Training

7 Towards Compliance Process Review work guidelines, practices, and procedures. Document policies/guidelines, practices, and procedures for providing accessible service. Train staff on new/revised policies/guidelines, practices, and procedures. Communicate the availability of the new/revised document(s) with users.

8 Who’s Who? Administrative Sponsor: Sharon Lamont Members: – Chair: Annie Bélanger – Library Services for Persons with Disabilities: Janet Wason – Circulation: Wish Leonard, Alex McCulloch – Communications: Mary Stanley – Facilities: Eric Boyd – ISR: Jennifer Haas – Small Department Representative: Kathy MacDonald – Systems: Carl Nagel

9 UNIVERSITY POLICIES Their relationship with the guideline development work the Library needs to do.

10 Starting With University Policies University accessibility statements form the basis of our guidelines, practices and procedures. We’ll: – Focus on the implementation guidelines of these statements in the Library. – Focus on the details for the application of the statements in your workflow.

11 Starting With University Policies University Policy: Assistive Devices The University of Waterloo will make every effort to ensure that people with disabilities are allowed to use their own personal assistive devices to access goods and use services. We will also ensure that staff are aware of devices and technology available through the Office for Persons with Disabilities to support persons with disabilities, such as access to FM Systems to amplify sound for those with hearing impairments, TTY’s, audio recorders, wheelchairs, etc. If you require assistance or would like more information please contact the University of Waterloo Office for Persons with Disabilities. Library Procedure: Assistive Devices Library Services for Persons with Disabilities will provide assistive technologies in the Adaptive Technology Centre. The Coordinator for Library Services for Persons with Disabilities will liaise with OPD to ensure that assistive devices are provided as required for access to library services. The Library will need advance notification of needed accommodations of at least 5 working days.

12 Starting With University Policies University Policy: Service Animals The University allows people with disabilities to be accompanied by their guide dog or service animal in areas that are open to the public, unless the animal is excluded by another law. If a service animal is excluded by law in certain areas, e.g. food service preparation, we will use other measures to provide services to the person with a disability. Library Procedure: Service Animals We will ensure that all staff dealing with the public are highly trained. Staff may ask confirmation of service animal status at any time. The owner of the service animal is responsible for maintaining control over the service animal at all time. Further, the owner is responsible for any damages caused by the service animal.

13 PROCESS FOR DEVELOPING GUIDELINES… Ok, so now we have to document our guidelines, procedures and practices … We know the Working group is focused on the library-wide, high-level document… Let’s look at the process departments will need to follow for their areas of responsibility?

14 The Process 1.Set a project scope and plan. 2.Do an Audit - List existing policies/guidelines, procedures and practices. 3.Assess and identify gaps. 4.Determine your approach to policies/guidelines, procedures and practices. Think about outcomes. What is your end game?

15 The Process, cont’d 5.Develop your new or revised policies/guidelines, procedures and practices. a.Be in keeping with the principles of dignity, independence, integration and equal opportunity. 6.Implement and communicate new/revised documentation.

16 1 - Getting Started 3 questions to get started: – What is the scope of the project? – Who should be involved? – When will it begin and end?

17 2 - Do an Audit You have your scope, team and timelines set. Now: 1.Communicate the scope of guidelines, procedures and practices being reviewed. 2.Collect all existing statements, procedures, guidelines within the scope. a.Ask staff to share their knowledge of documented and undocumented guidelines, procedures and practices (within the scope). 3.Organize the collected materials before beginning the next steps (gaps identification and assessment).

18 3 - Assess What You Have & Need 1.Create clearly defined evaluation criteria that will be used to assess the guidelines, procedures and practices. a.Think of the desired outcomes. 2.Evaluate existing documents. 3.Identify gaps (new documents needed). 4.Determine needed revisions and documentation to be created. Dignity Independence Equal Opportunity Integration

19 3.3 - Identify Gaps Identify gaps in your guidelines, procedures and practices. – Review feedback from users; focus on barriers. No feedback doesn’t mean no work to do! – Consult with public-facing staff about issues and potential service solutions. Think about how those gaps impact your ability to provide services to your users. – Anticipate users’ needs.

20 4 - Determine Your Approach How will you address accessibility? Stand-alone statements Integrated into existing customer service policies/guidelines, procedures and practices Combination of both Things to Consider: Accessibility should be planned for from the beginning. What will work for: – Your department? – The policy being discussed? Flexibility goes a long way! Universal Design gives preference to integration!

21 5 - Develop Required Documents Plan: – Assign a priority level to each document that needs to be revised/created. – Identify individuals to be involved. – Determine a development schedule. Identify current practices in the Library and best practices elsewhere. Write/revise the documents. Decide on a review and approval process.

22 6 - Implement and Communicate Provide training for staff about: – New/revised documents. – New/revised workflows. Communicate with impacted users: – On web, by email, etc. Have documents available in an easily accessible format.

23 We’re all in this together! LINC’s Registration Process To register, users: – Visit the Library site, navigating to the Help & Instruction section. – Click on the session of interest. – Login using UW user id. – Review full list and select appropriate session. – Click on the register button. – View confirmation screen.

24 We’re all in this together! LINC’s Registration Process 2.0 To register, users can: – Complete the accessible online form. – Email the LINC committee. – Call, or visit, the Information Desk. After registering, users can alert us to accommodations they will need for full participation by contacting Janet. – Accommodations will be provided. May need to be provided in collaboration with OPD. (e.g. FM System) Materials are made available in an accessible format upon request.

25 Sample Statement Confirmation Screen The Library is committed to providing equitable access to its services. If you require specific accommodations as related to a disability, please let us know so we can make arrangements in advance. Please also identify any assistance you may require in the event of an emergency evacuation. For more detailed information, contact Janet Wason, by phone at xxx-xxxx or by email at janet.wason@uwaterloo.ca. janet.wason@uwaterloo.ca

26 Breakout Time In small groups, examine an existing guideline or practice. How can it be improved for accessibility? – Determine your approach. – Assess what you have. – Revise it.  Dignity  Independence  Equal Opportunity  Integration


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