Accessible Meetings, Events, Programs

Kutztown University Policy EC-001

Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 and its amendments prohibit discrimination against individuals with disabilities. According to these laws, no otherwise qualified person with a disability shall, solely by reason of his/her disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity of a public entity. Title II of the ADA requires all services, programs and activities of all state and local governments and their departments, agencies or special purpose districts, to be accessible to qualified individuals with disabilities. It is Kutztown University of Pennsylvania’s policy to adhere to the ADA and Section 504 of the Rehabilitation Act.

A. Purpose

Meetings, events, programs and activities that are open to the public or the Kutztown University campus community must be held in an accessible location. There may be attendees who need reasonable accommodations for equal access to attend events and activities. The Room Scheduler system was remodeled so that currently inaccessible spaces will require a second approval before they can be scheduled. For other accommodations, the sponsor of an event, meeting, or program will include on the promotional/invitational material a statement that asks for special needs to be made known ahead of time in order to allow a reasonable accommodation.

The office or department hosting the event should be the first contact on all promotional materials, including posters, for attendees to contact and request reasonable accommodations; for these instances, the Disability Services Office (DSO) will serve as a resource for the sponsoring department, who can contact the DSO to discuss accommodation needs.

For example, if the request is to arrange chairs a certain way for an individual who is in a wheelchair, the sponsoring department will take care of the request.

Or, if the request is for an interpreter at an event, DSO will arrange for the interpreter, which is paid for by the department running the event. The guidelines sheet (attached) will be shared with departments so they have an understanding of what can be possible reasonable accommodations. Offices, departments, or groups that would like a better understanding of meeting and event accessibility can request training by the DSO.  

B. Procedure for Planning Accessible Meetings, Events, Programs

    Language:

    The proposed statement for the university to use for programs such as workshops, events, seminars, organizational meetings, etc. may be used in all methods of promotion, including written, verbal and electronic materials and announcements and posters:

    “Persons with a disability, and who require accommodation, should notify the [Office/Department] at least two weeks prior to the event at [phone number] or email [office email]@kutztown.edu, to request and discuss accommodations. Every effort will be made to provide reasonable accommodations.  Please note: Kutztown University does not provide wheelchairs or other mobility devices.” 

    Posters should also include a QR code that leads to a screen-reader accessible version of the information on the poster, most often either the webpage for the Engage event or a Word document that includes all pertinent information. For assistance in creating QR codes, please contact University Relations. 

    For Printed Materials:

    Provide a statement of alternate format on printed materials, pamphlets or brochures from offices: 

    “If you need this information in an alternate format, please notify (name of originator of printed material, phone number and email).” If the printed material is already available on a website, direct the reader to the website address, preferably by QR code. Questions about creating accessible alternative materials can be directed towards the Information Technology, and more information can be found on the Digital Accessibility page of IT’s website.

    Alternate formats include large print, Braille, digital recordings, computer file/CD, or electronic format. Brailing materials may take up to 4 weeks, depending on the amount, so advance notice is needed. 

    For Digital Materials and Presentations:

    All materials shared digitally by the University must adhere to the Digital Accessibility Policy (TEC-006) to be accessible by screen reader. 

    For presentations, providing all information in electronic format is essential. Any diagrams or graphics should be accompanied by a written description (alternative text). When available, presentations given both in person and virtually should provide captions, especially when requested by an attendee; and microphones should be used whenever possible. 

    Physical Access 

    Inaccessible rooms such as Risley Hall and the Blue Room in Old Main will require an alternate form of approval through the Office of Conference Services. The rooms will not be available to reserve through the online reservation system, but special approval and procedures will be required to reserve these rooms. The inaccessible rooms will not be available for public use. 

    All public spaces used for events, especially those open to the public or large groups, should be set up in a way that allows wheelchair access, with walkways between tables that are at least three feet wide. Space for wheelchair users to sit within the standard seating arrangement should be included in all set-ups.  

    University Relations will include in the procedures of the style guide and print shop:

    A statement:

    In order to assist individuals with disabilities, invitational communications to University events and programs should include the following statement:

    “Persons with a disability, and who require accommodation, should notify the [Office/Department hosting event] or the Disability Services Office at least two weeks prior to the event in order to discuss accommodations. Contact [Office/Department] at [phone number] or [email address]@kutztown.edu or the DSO at 610-683-4108 or email DSO@kutztown.edu. Every effort will be made to provide reasonable accommodations.  Please note: Kutztown University does not provide wheelchairs or other mobility devices.”

    Printed materials should have a statement of alternate format included. For example:

    “If you need this information in an alternate format, please notify (name of originator of printed material, phone number and email).” If the printed material is already available on a website, direct the reader to the website address, preferably by QR code.

    GUIDELINES for Planning Accessible Meetings, Events, Programs

    The following list provides guidance for advance preparation, so departments can be aware of possible reasonable accommodation requests. Following these guidelines will make events more comfortable for attendees and sponsors and demonstrate good faith efforts to provide reasonable accommodations. If you need assistance please contact Disability Services Office at (V) 610-683-4108, (TDD) 610-683-4499. 

    The provision of accessible meeting room spaces will be included in the Room Scheduling System via the rearranged model.

    Mobility Considerations:

    Physical access to all areas to be used for the program, including social areas, should be accessible. Check the location of the activities for the following:

    • Hallways are free of clutter and provide clear and accessible route to all meeting areas.
    • Wheelchair seating provided at designated locations for wheelchairs, not in the aisles.
    • Accessible parking spaces serving a particular building shall be located on the shortest accessible route of travel from adjacent parking to an accessible entrance.

    Vision Considerations:

    • Agendas and any written material available in alternate formats (Braille, enlarged print, electronic file, audio recording)
    • Power Point or overhead materials described to participants. If copies of the Power Point or overheads are provided to attendees, alternate format copies should be provided upon request.

    Hearing Considerations:

    • Round table where attendees can see one another.
    • Assistive Listening Device can be borrowed for meetings.
    • Captioned Videos.
    • Use of microphone whenever available.

    Guidelines

    • Persons who are deaf may need a sign language interpreter. Suitable rooms allow the interpreter to stand by the speaker and have adjustable lighting.
    • Schedule interpreters well in advance (two week minimum notice). Contact the Disability Services Office. 

    Medical Considerations:

    • Air-conditioned meeting rooms
    • No chemical fumes/odors
    • If meals are served, special dietary considerations are provided upon request.

    C. Effective Date: 

    August 11, 2026

    D. Endorsed by:

    Administrative Council

    E. Last Review

    July 8, 2008
    August, 2010
    August, 2011
    August, 2012
    July 2013
    July 2014
    June 2016
    March 2017
    June 2026 (renamed from DIV-001)
    August 2026