Hybrid meeting accessibility

• Determine if the meeting is necessary. Can it be handled in an email instead?
• What is the purpose of the meeting? There must be a clear outcome of having a meeting.
• If you plan on using visuals, whiteboards, or other meeting aides, how will you adapt for any participants who have barriers with the software, audio, or other visuals?
• Are interpreter(s), captioning, or other accommodations needed? If so, have they been arranged in advance?
• Is there backup technology present, such as a VOIP phone conference line, phone conference system with room microphones, or a cell phone as a remaining backup?
• Who will fill the necessary roles in the meeting? Provide the opportunity to change who fills these roles.

• • Facilitator (Leads the meeting and follows the agenda.)
  • Notetaker (Captures the key takeaways, decisions, or action items, and who is responsible for completing them.)
  • Virtual participant facilitator (an advocate for virtual participants who monitors the virtual space for raised hands or questions, including chat comments.)
  • Technical help support – A contact person to help with technical issues.
• Are there fully ADA compliant accessible facilities including building, room entry, and restrooms?

How to decide whether to hold a meeting.  Be sure you can answer yes to each of these questions.

1. Have I thought through this situation? If not, schedule time for strategic thinking.
2. Do I need outside input to make progress? If not, schedule time for doing the work.
3. Does moving forward require a real-time conversation? If not, send an email.
4. Does this necessitate a face-to-face meeting? If not, use chat, call or schedule a video conference.
5. If you meet all the criteria, then schedule and prep for your meeting.

• Is the meeting invitation sent out at least a week prior to the meeting?
• Did you include an agenda and all meeting materials in the calendar invitation? Share or email any documents or references to be used ahead of the meeting, so participants can follow along.
• Is there information about, and a contact person for disability-related accommodation requests?
• Is there a statement on who to contact if participants have technical questions or issues when connecting to the online meeting?
• Are there clear instructions and multiple options to join the meeting?
• If you cancel, be sure to give ample notification — at least 48 hours.

Is your meeting structured in a way that encourages inclusive participation? The meeting should have a clear agenda, structured around who is speaking, on what topic, and for how long. This agenda should be sent to all participants in advance.

• Design your agenda in a way that engages participants in multiple ways. You may want to use a combination of thought-provoking questions, virtual whiteboard exercises, mapping, polling, or visualization to keep people’s interest and attention.
• Are the agenda and meeting materials in accessible formats? Use at least a 14pt font, and review the material for plain language?

• Have you set ground rules, meeting etiquette, or other community agreements?
• Establish a rule that everyone who wants to speak will raise their hand first. This will help both in-person and virtual participants avoid speaking over one another.
• Are online chat conversations appropriate during the meeting or should chat only be used for questions?
• Agree upon how to stop a conversation to allow for questions or comments.
• Make sure that the person speaking says their name before they start speaking. This helps everyone follow along, regardless of their location.
• Record the meeting, if possible, with available technology. Notify participants ahead of time if the meeting will be recorded. Be sensitive to concerns regarding confidentiality.
• Have a conversation about when to use audio, video and chat. Examples:
  • Turn video on when you are talking or responding to questions.
  • Use chat to otherwise engage in the meeting.
• Do not interrupt or talk over others.
• Give your full attention to the speaker and avoid distractions like email, web surfing, or texting.
• Silence your cell phone.
• Don’t forget to pause so notetakers, interpreters, and captioning can keep up. It also allows people the opportunity to ask clarifying questions.
• Use plain language. Be sure to explain any acronyms or jargon that is used.

How accessible are the physical and online meeting rooms? If a hybrid meeting is needed, ensure that the room where in-person participants will be seated has appropriate audio and video equipment, as well as a strong internet connection.

• Is there technology that provides equity in status to virtual participants, such as a TV monitor to display the virtual participants, an external speaker to allow their voice to be heard, or a room microphone to pick up conversation happening too far from a laptop microphone?
• If there are multiple people in-person together, be aware of audio feedback and echoes. It is essential that, unless a room is specifically set up for audio conferencing, that only one person unmutes at a time.
• If possible, use headphones to ensure a better audio experience for all participants.

• Has everyone logged in early to take care of any technical issues?
• Avoid having remote participants look at information written on the whiteboard in the physical meeting space via video.
• Are virtual participants able to mute/unmute themselves?

Do virtual participants have the necessary technology to follow the University remote work policy on designated remote work spaces? If an additional accommodation is needed, has the Divisional disability representative been informed?

• Confidentiality and Permission – We agree to not share each other’s stories or narratives without permission
• Fully Present and Patient – We agree to listen to each other without distraction and without interrupting others.
• Default to Inquiry over Judgement – We agree to be curious and ask questions before making judgements.
• Share the Air – We agree to share our perspective, ideas, and narratives while allowing space for others to share their perspective, ideas, and narratives.
• Believe People’s Narratives – We agree to believe each other’s perspective, ideas, and narratives.
• Reflection Intent/ Impact – We agree to reflect on how our intent and impact may differ or align.
• Repair Work – When our intent and impact do not align, we agree to acknowledge harm, make a commitment to improve, and ask what is needed to move forward.
• Self-Compassion – When our intent and impact do not align, we agree to be compassionate with ourselves, understanding we are all lifelong learners.