Cornell University Library Staff Web Page

Back to StaffWeb Index | Back to TF Services for Disabled

Cornell University Library

Task Force on Services for the Disabled

Recommendations and Guidelines:

Providing Library Services To Persons With Disabilities (PWD)

CONTENTS

• I. General Responsibilities of CUL, both Endowed and Statutory Divisions
• II. General Responsibilities of Faculty, Staff, Students, and Visitors who are PWD and in need of accommodation from CUL
• III. Common Policies for all Units of CUL
• IV. Responsibility of Primary Disability Contact Person
• V. Responsibilities of Unit Library Disability Contact Persons
• VI. Enforcement of disability policies. Are we complying with OEO guidelines and regulations? Are we complying with Cornell University guidelines and regulations?
• VII. Appendices

I. General Responsibilities of CUL, both Endowed and Statutory Divisions

• A. Defining responsibilities of CUL to accommodate disabilities and limitations to accommodation
  • 1. In general, reasonable efforts must be made by CUL to provide access to library materials and services for persons with disabilities (PWD). In doing so, CUL must strive to provide the same utility to PWD as would be received by the non-disabled. What constitutes a "reasonable effort" may be determined by common practice within the library and university communities, advice promoted by associations concerned with specific disabilities, technological development and advancements, common sense, legal determinations or a combination of any of the above.
  • 2. Financial feasibility may be a determining factor with regard to the level of accommodation provided, if any. It should be noted, however, that, "The larger and more financially endowed the library, the higher the expectation that a greater volume of information will be made available within a shorter amount of time." [Office of Civil Rights] (Section 504 Compliance Handbook, Supplement No. 235, June 1998, page 8).
  • 3. CUL, in determining whether a requested alternative format would be feasible, should note the following assertion of the Office of Civil Rights. "A categorical decision by a public library not to even consider a request by a patron for a particular alternative format is in most instances a violation of title II." (Section 504 Compliance Handbook, Supplement No. 235, June 1998, page 8).
  • 4. In some rare instances, PWD may be asked to provide their own equipment and support services, or share the costs thereof. This rare circumstance most often arises when a person has uncommon disabilities requiring unique support services and "reasonable efforts" by CUL have been exhausted.
  • 5. In no way should these guidelines and recommendations be construed to indicate that CUL, in its efforts to comply with laws regulating services for PWD, is attempting to exceed normal levels of compliance or legally bind itself to higher levels of service than required by legal regulation.
• B. Providing legal and responsible notice to PWD about accommodation in the form of brochures, web site information, and other appropriate means.
  • 1. The numerous library units and locations which constitute CUL vary greatly in physical geography, construction, staffing, equipment, functions and service. Some PWD may find that CUL and its individual units may be less appropriate or more difficult to use than similar facilities on other campuses. CUL should inform PWD about the levels of accommodation available relative to their individual interests and type of disability. Realistic portrayals of what can be anticipated should be conveyed and/or communicated to PWD. This information should be neither understated nor exaggerated.
  • 2. A variety of communications tools should be used in providing this information. The production of brochures, web sites, computer files, recordings and other forms of conveyance should be accessible to PWD as well as the non-disabled. An informed choice to use the CUL facilities and services needs to be made by PWD and those who may be supporting them in their efforts. Consultations with librarians should always be recommended to assure both a better understanding of the accommodations possible and the choices to be made.
  • 3. All communications should comply with laws governing services to PWD.

II. General Responsibilities of Faculty, Staff, Students, and Visitors who are PWD and in need of accommodation from CUL

• A. Defining responsibilities of PWD who may need accommodation.
  • 1. All PWD who wish to be accommodated in accordance with the laws and regulations governing library services for PWD must identify themselves as PWD and clearly indicate the nature of their disability(ies). While some disabilities may be obvious, PWD should not rely on the perceptions of service providers. Self-identification (providing your status and disability) is necessary. However, regard for personal privacy and general discretion should be entwined in the process of revealing personal needs based on disabilities.
  • 2. In order to ensure personal privacy as well as discretion, the following means of self-identification are recommended:
    • a. Contact the Office of Equal Opportunity, 234 Day Hall, at (607) 255-3976. Ask for Disability Services. Request to fill out a "Disability Identification Form" and other relevant materials. This office will honor stated wishes within the limits of the law with regard to privacy and discretion. This office will notify relevant service centers at Cornell, including CUL, about the variety of disabilities currently on campus and the service interests of PWD. The Office of Equal Opportunity will recommend discrete ways to notify campus service providers about particular disabilities and needs.
    • b. If it is possible, PWD should notify CUL about their needs in advance. CUL will prepare to make accommodations so that they are ready when needed.
• B. How to provide legal and responsible notice to CUL about the need(s) for accommodation. What forms of communication can be used?
  • 1. To be assured of legal accommodation, faculty, staff, students or visitors who are PWD must self-identify with the Office of Equal Opportunity at Cornell. If this is not done, library services for PWD will be provided irrespective of the self-identification process. However, timely and/or appropriate accommodation is less likely to occur without advance notice and self-identification.
  • 2. CUL has assigned a primary contact person for disability services (currently Carmen Blankinship, cb16@cornell.edu, 104A Uris Library, 607-255-9567). This person should be notified concerning specific interests, needs, and accommodations required in advance. Specific library units will have contact persons for disability services as well. (A current list of all CUL contact persons will appear in the appendix to this document and be updated periodically).
  • 3. Contact by telephone, e-mail, regular mail, and fax will be accepted. A web site which contains contact information will be maintained by CUL and its various units. Information on how to get back to the PWD requesting service should be included when notifying the library.

III. Common Policies for all Units of CUL

• A. Designating Responsible Contact Persons at All Unit Libraries and for CUL in General
  • 1. Designate a Primary Disability Contact Person (and backups) for CUL who will be a liaison to Joan Fisher, (jbf1@cornell.edu, 234 Day Hall, 607-255-3976, Office of Equal Opportunity, Disability Services) and one or more backup persons who will be responsible in the absence of the primary disability contact person.
  • 2. Designate one person from each unit library (and backups) to be the responsible contact person for disability services and issues, who will be a liaison to the CUL Primary Disability Contact Person.
• B. List equipment appropriate for use by PWD and specific disability(ies) available at this unit and provide this information to the CUL Primary Disability Contact Person.
• C. Training of all public service personnel for disability awareness and service will be the responsibility of the Unit Library Contact Person and coordinated by the CUL Primary Disability Contact Person.
  • 1. Primary contact person should:
    • a. Know how to operate any adaptive technologies in the unit and provide for the maintenance of the same.
    • b. Facilitate the training of all public services staff in coordination with the CUL Primary Disability Contact Person.
  • 2. Staff at each service point should know:
    • a. Where all accessible exits and elevators are located
    • b. Where adaptive technologies are located and who to contact regarding their use
    • c. Any arrangements which have been made with PWD; the nature of the arrangement; and, what is to be expected
    • d. Rudimentary use in adaptive technologies; i.e., "how to get someone started" in their use
• D. A materials access policy for PWD will be generated by each unit based on the unit's ability to accommodate disabilities. This may include provisions for delivery of books on request or other means of providing access. Buildings and the nature of the material requested may dictate the policy developed. Whatever the result, this should be sent to the CUL Primary Disability Contact Person. The policy may include, but is not limited to, the following:
  • 1. A map of the unit which shows disability access points.
  • 2. Assisted access to areas in the unit which are not disability accessible.
    • a. Paging books in the stacks which are not easily accessible.
    • b. Delivery to other libraries of unit's materials to accommodate PWD
  • 3. Change in short term loan policy.
    • a. For example, a patron with dyslexia would be able to use reserve materials for more than two hours at a time.
    • b. Current periodicals and/or reference materials could be taken out of the building to be used in an adaptive technology location.
  • 4. Individual or group instruction on how to access materials online, at home, in the office, or in the library instead of using print materials.
  • 5. A list of machines which the library has in the building to accommodate varying disabilities.
  • 6. A list of people in the library responsible for seeing that disabilities are accommodated.
• E. Creation and maintenance of a Library Services for Persons with Disabilities web page is the responsibility of CUL with input from all units and coordinated by the disability contact personnel. Links from all appropriate Cornell Administrative and Service Unit web pages should be made at the request of CUL.
  • 1. Need someone to maintain the web site who will meet with contact people periodically for input/updates of web site material
  • 2. The site should be easily found from the library gateway
  • 3. Web site should include:
    • a. Maps with any directional information; e.g., accessible exits and elevators, accessible restrooms, etc.
    • b. Which libraries have accessible book stacks and how to obtain stack materials from non-accessible stacks
    • c. Alerts when something such as construction may make a trip to one of the libraries more treacherous or if an entrance or elevator is out of service
    • d. Description of any adaptive technologies available and their locations (contact person with whom one can speak to get it set up)
    • e. Emergency procedures
    • f. Telephone number for any TDD telephone lines
• F. Signage Issues: finding common ground (Please note: signs should include tactile Braille when appropriate).
  • 1. Signs that must be changed in order to comply with ADA:
    • a. All permanent, directional, and identification signs are required to have a non-glare finish and sharp contrast between the colors of the letters and background.
    • b. The typeface or font of the lettering must be sans serif or simple serif and have a width-to height proportion of 3:5 to 1:2, a stroke width-to-height ratio of 1:5 to 1:10. (Suggestion: we should choose an acceptable typeface for all library signage.)
    • c. Overhead signs must have letters 3 inches high, be hung with a minimum clearance of 80 inches.
  • 2. Signs that will help if changed:
    • a. Make all the signs look alike.
    • b. Place signs at decision points.
    • c. Use larger type where possible.
    • d. Get rid of glare.
  • 3. Signs that should be removed:
    • a. Eliminate all signs that cannot be changed to comply with ADA requirements.
    • b. Eliminate any signs that cannot be read in 8 seconds.
• G. Funding should be sought by all units for disability equipment and services when appropriate. Coordination of this activity with CUL is encouraged.

IV. Responsibility of Primary Disability Contact Person.

• A. The primary disability contact person is designated by the Deputy University Librarian in charge of public services.
• B. The designee will be the main CUL contact with the Office of Equal Opportunity and will attend OEO meetings of College/Area Disability Representatives. Pertinent information from these meeting will be posted on CU-LIB.
• C. Maintain regular communication with unit contacts and facilitate periodic meetings and training sessions.
• D. Maintain the list of unit library disability contact persons and equipment appropriate for use by PWD available in the units. These lists should be kept on the Library web site for easy access.
• E. Responsible for coordinating publication of information on services for PWD in all formats - paper or electronic - for CUL.

V. Responsibilities of Unit Library Disability Contact Persons.

• A. Ongoing communication with OEO.
• B. Ongoing communication with Primary Disability Contact Person.

VI. Enforcement of disability policies. Are we complying with OEO guidelines and regulations? Are we complying with Cornell University guidelines and regulations?

• A. Site visits to units by the person responsible for CUL Disabilities Policy and Compliance.
• B. Site visits to units by University officials in charge of Disability Policy and regulations.
• C. Yearly report by representative for disability compliance at each unit to include:
  • 1. Services provided within the last year to PWD.
  • 2. Problems encountered when providing services, if any.
  • 3. Inventory of equipment, services available at the unit for accommodations.
  • 4. Requests for equipment, money or personnel for services for the next year.
  • 5. Inventory of pamphlets, web sites, etc. available at the unit to assist PWD.

VII. Appendices

• A. Literature search on services provided by libraries in higher education
• B. Cornell Offices with responsibilities related to disabilities and their accommodation
• C. Library Kits and other library association information related to disability issues (Including books such as, A Directory of Adaptive Technologies to Aid Library Patrons and Staff with Disabilities).
• D. Associations helpful in establishing and monitoring accommodation needs of PWD
• E. Contacts at the Federal, State, and Local levels for legal and regulatory information
• F. List of all CUL contacts for disability services

Back to StaffWeb Index | Back to TF Services for Disabled

rev. 8/21/98 dih