Policies & Guidance

Accessibility for Event Organizers

All WWU sponsored events and events that take place on campus, including camps, must be accessible in accordance with the Americans with Disabilities Act (ADA) and the Rehabilitation Act of 1973 (Section 504). All WWU units and event organizers should be familiar with and conform events to these guidelines. Questions about these guidelines, related policies, or event specific concerns may be directed to your supervisor, the ADA Coordinator, or WWU Civil Rights & Title IX Compliance (CRTC). Please include as much information regarding the request/question as possible, including contact information for all principal parties. Complex questions may require additional time for a thorough response; please plan accordingly.

Responsibility for Making Events Accessible

Ensuring that all WWU programs and activities are accessible to those who wish to attend requires coordination across campuses and departments; however, primary responsibility for accessibility falls on the event organizer. Event organizers must make a good faith effort to accommodate all persons with disabilities. Event organizers are encouraged to proactively include (e.g. transcripts or closed captioning for public speakers/videos/audio, FM amplification systems, accessible seating, etc) in their events and are required to provide reasonable accommodations when requests are received. Organizers may wish to consult with their supervisors and CRTC and/or the WWU ADA Coordinator to ensure they comply with legal obligations.

In addition to these requirements, for larger events (such as sporting events, commencement, or graduation), event organizers should make every effort to proactively make the event accessible even without a request for accommodation. This may include:

• Clearly marking accessible parking, entrances, restrooms, seating, and routes of travel with signage and, if necessary, in printed materials;
• Providing sign language interpreters or real-time captioning;
• Ensuring that all electronic communications are compatible with assistive technology; and
• If food is provided, ensuring that there are alternative options for common disability related dietary restrictions.

Cost of Accommodations

Accessibility costs are part of the overall expense of an event and should be anticipated as a potential budget item when planning for an event. Many accommodations can be made at little or no cost, such as choosing an already accessible location; however, some accommodations will incur a cost, such as sign language interpreting services. Event organizers should discuss alternative funding sources with their supervisor if the cost of a requested accommodation exceeds the event’s budget allowance. Before denying any request for accommodation, event organizers must consult with their advisor/supervisor and CRTC or the WWU ADA Coordinator.

Event Communication and Advertising

All WWU units are responsible for ensuring that their publications, including advertisements, are accessible (see also Guidelines for Accessible Communication and Advertising).

• All publications and advertisements should include a statement describing how to request accessibility accommodations or alternative format publications. For example:

Title of Statement
Accommodation requests related to a disability should be made by {date} to {contact person, phone number, and email address}. Requests made after {date} are not guaranteed implementation.

Event organizers should consider setting the date in the above sample language to allow for a reasonable period of time to implement a reasonable accommodation, such as ten to fourteen days prior to the event. For events that are open to the public or which are located outside of WWU facilities, event organizers may require additional time to implement an accommodation, and are therefore encouraged to set a deadline that is reasonable for that event.

• Advertisements and communications should specify whether or not generally applicable accommodations have been pre-arranged, such as:
  • FM amplification systems available
  • Real-time captioning will be provided on screen at the event as well as online at ____________________________________
  • Disability parking and wheelchair access information
  • Transcripts available

If the above information has been standardized for an event or an event location, information on how to access the standard accessibility information should be included in the advertisement or communication.

• If an event includes a registration form, consider including a checklist of frequently requested accommodations:

Please indicate if you require any of the following accommodations during this event:

___Wheelchair accessibility
___Dietary restrictions (please specify) ____________________________________
___Electrical power source for charging batteries for assistive devices
(specify voltage) ____________________________________
___Assistive devices (please specify) ____________________________________
___Sign language interpreter
___Real-time captioning
___Pre-recorded materials
___Electronic copies of printed material
___Sighted guides for assistance to and from specific sessions
___Large print
___Braille
___Other (please specify) ____________________________________

Accessibility Considerations for all Events

In planning for an event of any size or audience, the following items are important to keep in mind in determining the location for the event as well as what proactive accessibility measures and accommodations may reasonably be anticipated.

Physical Accessibility

• Parking
• Entrances
• Seating
• Restrooms
• Path of Travel
• Podium/Stage

Assistive Technology and Services

• Screen Readers
• Zoom Text
• FM Amplification systems
• Pre-Recorded Materials
• Electronic copies of print materials
• Sign Language Interpreters
• Pre-captioned or Real-time captioning

Other

• Dietary Restrictions
• Lodging
• Transportation
• Service Animals

Contractors

If an event requires the use of external contractors, the event organizer must exercise due diligence and investigate whether use of external contractors will meet ADA requirements. Event organizers are encouraged to ensure, by contract language, that any contractors providing programs or services on behalf of the department do so in a manner that complies with ADA requirements (see also Contracts and Purchasing).

Closed Captioning Service Requests

Videos that need closed captioning or audio descriptions, or Events that need live captioning, are the responsibility of individual departments take on the costs of their own accessibility services. Departments can set up their own project in 3Play, which allows them to receive invoices directly. Staff in WebTech or Video Services who support WWU departments in creating videos can have access to these projects, but they will not be responsible for handling invoices.  

Ordering Services - Closed Captioning and Audio Description for Videos

Email 3Play Media to request an account setup, and provide WWU departmental information.

Once the departmental account is created by 3Play, sign in and select the Order Services option.

Choose Main Service:

Add Optional Services:

Add or Upload Files: 

Finalize Order

Transcription & Captioning, Audio Description typically is $1.90/min, and may be subject to an audio difficulty surcharge of $1/min. Based on the duration of the Uploaded File, an Estimated Cost is provided prior to order submission. Contact 3Play Media with further questions.

Ordering Services - Live Captioning for Events

Live Captioning/Schedule Live Captions:

New Live Order:

Sample Streamless Order Information:

Sample Caption Delivery, Improve Caption Accuracy, Event Constraints, and Support Contact:

Sample Order Summary and Best Practices:

Contact 3Play Media with further questions on the Live Captioning option that will best suit departmental needs.

Jurisdiction and Scope 

Disability related needs to bring animals into University facilities are addressed under multiple state and federal laws, including, but not limited to, the Americans with Disabilities Act (ADA), the Fair Housing Act (FHA), and the Washington Law Against Discrimination (WLAD).  

• The ADA and the WLAD specifically require the University to allow service animals in places of public accommodation.
• The WLAD also requires the University to allow service animals in-training (SAiT) in places of public accommodation.
• Although the ADA and the WLAD do not specifically address animals in other circumstances, they do require the University to consider requests for modifications of policies or the provision of assistive devices due to a disability (commonly referred to as reasonable accommodations) which may include requests to bring other types of animals needed due to a disability into University facilities.
• The FHA requires the University to consider requests for individuals with a disability related need to live with assistance animals in residential facilities.  

If you have a need to bring your SAiT into an area that is not generally open to the public, like employee only areas, or security restricted areas (like if you live on campus and want to have an animal in a residence hall), you can contact the Disability Access Center to work with an Access Manager to help you navigate any accommodations you may need related to your disability and your SAiT. 

Definitions 

Animal as an Accommodation 

For individuals with a disability that have a disability related need to bring an animal into University facilities but where the applicable rules for public accommodations or housing facilities do not apply, the ADA and the WLAD may apply under provisions that require the University to consider disability related requests for modification of policies or the provision of assistive devices (also referred to as reasonable accommodations).  

For example, the parts of the ADA that cover employees do not specifically refer to service or assistance animals, however, they do require the University to respond to requests by employees with disabilities and engage in an interactive process to evaluate the request before making a determination on whether or not an animal may be an appropriate reasonable accommodation in the workplace under specific individualized circumstances.  

An additional example is where a student is approved to have an emotional support     animal in their on-campus housing (as an assistance animal under the FHA), but also requests to bring the animal into an academic environment. The ADA, FHA, and WLAD do not automatically require the University to allow this type of animal into an academic environment but the University may engage in an interactive process with the student to determine whether or not an animal may be an appropriate reasonable accommodation in an academic environment under specific individualized circumstances.  

NOTE: It is typically only under rare circumstances that an emotional support animal would be approved as a reasonable accommodation in an academic or workplace environment, based on the individualized circumstances of the individual, the context and nature of the academic or workplace environment, and whether or not alternative accommodations would provide the individual with sufficiently equivalent access to University programs and activities. 

Assistance Animal 

An assistance animal is defined as an animal: 

• That alleviates one or more of the identified symptoms or effects of an individual’s existing disability;
• Is necessary to afford an individual with a disability an equal opportunity to use and enjoy a dwelling; and
• For which there is an identifiable relationship between the disability and the assistance the animal provides.  

Note: An assistance animal does not need to be trained to perform a disability-specific task.  

(FHA 42 USC 36.01; Department of Housing and Urban Development (HUD)  

regulations (24 CFR 5)). 

Handler 

A handler is either: 

1.       An individual with a disability, including a physical, psychiatric, intellectual, or other mental disability, for whom a trained service animal does work or performs tasks, or an individual; or 

2.       An individual who is training a service animal to do work or perform tasks for the benefit of an individual with a disability. 

Service Animal 

A service animal is defined as:  

1.       A dog or a miniature horse;  

2.       That is trained to do work or perform tasks,  

3.       For the benefit of an individual with a disability, including a physical, sensory, psychiatric, or intellectual disability.  

The work or tasks performed by a trained service animal must be directly related to the individual’s disability. The mere presence of a service animal providing comfort is not work or a task. An animal providing security or responding to or deterring threats is not disability related work or tasks. 

A service animal is not considered a “pet.”  

(28 USC 36.104, RCW 49.60.040).           

Service Animal-in-Training 

A service animal-in-training (SAiT) is defined as:  

1.       A dog or a miniature horse; 

2.       That is being trained to do work or perform tasks, 

3.       For the benefit of an individual with a disability, including a physical, sensory, psychiatric, or intellectual disability.  

(RCW 49.60.040). 

Requirements

1. Service Animals and SAiTs are Allowed/Prohibited in Specific Locations 

Service animals and SAiTs are permitted in all WWU locations and facilities where members of the public are allowed access, unless the service animal administrator approves a prohibited location designation. 

Service animals and SAiTs are not permitted, without prior approval, in WWU locations and facilities where members of the public are not allowed access. (e.g. employee only areas of facilities, facilities requiring specific access permissions, non-public areas of residential facilities, areas of facilities with an approved prohibited location designation, etc.) 

2. University Employees are Permitted to Ask Specific Questions and are Prohibited from Other Actions as it Relates to Identifying Service Animals and Service Animals In-Training. 

Unless it is readily apparent that an animal is trained (or being trained) to do work or perform tasks for an individual with a disability, University employees are permitted to ask a handler the following two questions to determine if the animal is a service animal or SAiT: 

• Is the animal required because of a disability?
• What work or task is the animal trained (or is being trained) to perform? 

Prohibited Actions. Employees: 

• Are not permitted to ask an individual with a service animal or SAiT about the nature or extent of their disability (except for employees that are specifically authorized to do so as part of their job responsibilities, e.g. DAC Access Managers, Student Health Center employees, Counseling & Wellness Center employees, HR Disability & Leave Administrator, CRTC employees, etc.);
• Are not permitted to require documentation, such as proof that the animal has been certified, trained, or licensed as a service animal or SAiT;
• Are not permitted to require the animal to perform a task it has been trained (or is being trained) to perform; and
• Are not permitted to ask any questions if it is readily apparent that the animal is trained (or is being trained) to do work or perform tasks for an individual with a disability. 

The University cannot require service animals and SAiTs to be identified by a vest or paperwork to access areas of the University where members of the public generally are permitted access and the University cannot require registration of such service animals or SAiTs with any University office or department. 

An employee who has a need to bring a service animal, SAiT, or emotional support animal to the workplace should contact HR Disability and Leave Services, which may require documentation for an accommodation. If the employee is assigned to a new workplace location or if the current facility’s use changes to one in which the presence of a service animal or SAiT may present challenges, HR Disability and Leave Services may need to consult with the service animal administrator to determine if any temporary permissions, exceptions, and waivers are available to accommodate service animals and SAiTs.  

A student who has a need for a service animal, service animal-in-training, or emotional support animal and who is seeking to or is currently living in a University Housing facility (residence hall or University apartment), should contact the DAC, which may require documentation for an accommodation.  

3. University Employees May Request Removal of a Service Animal or Service Animal-in-Training Under Specific Circumstances.  

If the animal is not housebroken, is in a prohibited area, or injures or attempts to injure a person or property, University employees may ask the handler to remove the animal from the facility immediately. 

Prior to requesting removal because the animal is out of control, the handler is first afforded the opportunity to bring the animal under control. If the behavior persists, a University employee may request that the handler immediately remove the animal from the facility pending a prompt evaluation of the incident by the office or departmental supervisor responsible for the program or facility, in consultation with the service animal administrator. 

In the event an animal is removed from a facility due to the animal’s conduct (but not the handler’s conduct), the handler must be allowed to return to the location or facility after securing the animal elsewhere. The office or department supervisor or the appropriate central administrative unit responsible for the program or facility must offer to work with the handler to assess alternative options to allow continued participation without the animal. This may include referring them to the appropriate disability services provider.  

4. Service and Assistance Animal Handlers Have Specific Responsibilities. 

• The care and supervision of a service animal or SAiT is the responsibility of the handler.
• The handler is responsible for the removal and proper disposal of their animal’s waste.
• Service animals and SAiTs must be harnessed, leashed, or tethered, unless these devices interfere with the service animal’s or SAiT’s work or the individual’s disability prevents use of these devices. In that case, the individual must maintain control of the animal through voice, signal, or use of other effective controls. (ADA 42 USC 12101 et seq.)
• Handlers are required to comply with local animal control or public health requirements, including vaccinations and immunizations, as required. 

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Support for Students Experiencing Pregnancy & Pregnancy-Related Conditions