January 2023 Minutes

Meeting Date
  • Opening quotation from Detroit Disability Power
  • Invited Guest: Jessica McCuaig, Disability Services Coordinator - LS&A Dean DEI
    • Disability Navigator Update
      • Last update was about a year ago (March 2022)
    • Slides from Jessica’s Presentation
    • Pilot Program 
      • Three years total, now in year two
      • First year review
        • Lots of listening sessions with stakeholders to learn about what was working at the university and what needed improvement
        • Determined three key pillars for work of the pilot program
          • Individual disability accommodations
          • Education and training
          • Accessible design in LSA’s digital and physical environments
        • Planning to deliver a model that is responsive, sustainable, and replicable 
    • Updates and Changes
      • In response to the feedback from the first year, new things have been rolled out
      • Disability Accommodations Request Process
        • Previously, people could have talked to a variety of people to get accommodations (supervisor, ADA coordinator, etc.)
          • Some of those people didn’t understand the requests themselves, or didn’t have the knowledge of the legal requirements to be able to fully explain the process
          • Led to mixed results for accommodations
        • Now, employees strongly encouraged to talk to disability navigators or ADA coordinators first because there is a better understanding of the processes and possible accommodations in those offices
          • Standardized intake meetings mean people can ensure all reasonable accommodations are considered
          • Documentation/information is not disclosed without employee consent. Disability/diagnosis is not shared (unless an employee wants to share), just needs/accommodation requests
        • Disability Navigators meet with partners to issue recommendations for various options
          • Employee can always say no or explore other options as well
        • Disability Navigators work with department to ensure accommodation(s) are implemented
          • Because disability navigators have a smaller caseload, they can do more direct implementation oversight than the ADA coordinators
          • Disability Navigators circle back with employees after full implementation to ensure that accommodations are effective over time
      • Centralized Accommodation Funding
        • Used to be two different sources with funding, and sometimes went directly to departments, creating tension between an employee and the department about the cost of a disability 
        • Now, all responsibility for finding funding is on the Disability Navigators, so the funding can be both more centralized and employees don’t have to haggle with their departments for funding
          • For existing accommodations which have an expense attached, departments are getting in touch with Disability Navigators  so that they can transfer that funding responsibility
          • Also allows for more comprehensive data for accommodation funding/budgeting going forward - scope of need is still being assessed
        • Disability Navigators created a centralized ergonomic fund (Environmental Health and Safety Ergonomics Program) - covers existing and preventative care
          • Used to be handled by facilities, which meant that employees had to address equipment needs and other needs they had to use two different channels/offices
          • Centralized funding means that Disability Navigators can provide support for physical ergonomic accommodations and other accommodations through their office
          • This was announced and posted online for LSA in September 2022, but word is spreading slowly - people are still learning about this, but it is available now
      • Education and Workshops
        • In fall 2022, Disability Navigators held workshops on 
          • Disability 101 and Identity Development
          • Creating Accessible Digital Documents
          • Effective and Inclusive Alt Text for Images
        • In 2023, Disability Navigators plan to do workshops on
          • Hosting Accessible Events
          • Accessible Presentations
          • Universal Design
          • Disability Culture
          • More information about these workshops will be available later and will posted on the LSA DEI Website
        • Standardized Event Accommodations Language
          • Encourages LSA to use standard language for promotional and registration materials 
            • Specific parts of the communication are required
            • If you see an LSA event without accommodations language, let the Disability Navigators know
        • Event Consultations
          • Event planners can meet with the Disability Navigators to consider things like food, venue, parking, restrooms, signage, seating, etc.
          • Disability Navigators are also creating an LSA specific event planning guide
        • Event Accessibility Services Funding
          • If you meet one of the criteria, you can get funding for things like CART, ASL, assistive listening technology, etc.
            • Criteria include:
              • High number of attendees, especially with no RSVP process
              • If the event is open to the public
              • If someone with a disability is attending who needs the accommodation requested
              • If critical information is being shared at the event
          • LSA funding will take precedent over ADA Coordinator funding, since the LSA criteria are broader and will likely cover more events
            • Individualized accommodations may be covered by ADA Coordinator, but Disability Navigators can help determine which funding source is best for each event
            • Professional development is usually considered an individualized accommodation - funding is available for both on and off campus events, travel accommodations, etc.
      • Infrastructure and Other Projects
        • Helping LSA come into alignment with the Electronic and IT ACcessibility SPG (rolled out in Summer 2022)
          • Working with LSA technology services to  make sure all technology is in line with the SPG, including communications groups, websites, digital class materials, 
        • Work with Facilities
          • Doing building tours to start addressing built environment issues, and soliciting employee input
          • Also working on strategic planning to shift to universal design for preventative building improvements 
        • Emergency Preparedness
          • Disability Navigators are open to meeting to create individual emergency preparedness plans
          • Also working to make emergency preparedness plans more aware of disability in the future
    • Questions and discussion
      • Is medical documentation required?
        • Not necessarily, although it may be requested during the process 
          • For example, want to ensure that accommodations do not exacerbate a medical condition so may need a medical opinion/documentation about an accommodation
        • This documentation is never stored with employment records, as legally required it is kept separate from employee files
      • How does your team handle cases in which a manager thinks an "undue hardship" doesn't exist, when it's just the manager pushing back on change?
        • Disability Navigators provide education to ensure people understand the necessity and importance of accessibility
        • Sometimes pushback is because a manager doesn’t feel they have the resources, Disability Navigators can sometimes provide those resources/connections
        • Sometimes Disability Navigators (and ADA coordinator) have tough conversations about the legal requirements that the manager just has to deal with
      • How is this process different from MHealthy?
        • The ergonomics centralized funding (Environmental Health and Safety Ergonomics Program) does not require medical documentation because it is preventative, but may not provide as many options
        • The MHealthy program requires a doctor’s referral, and an existing documented medical condition, but also might be able to provide more extensive options
          • MHealthy wait times for appointments are now less than 1-2 weeks
      • Are employees that work for a Vendor, like Valet services, included in this process or do they go through their own HR?
        • Contractors and subcontractors are not covered by these services. 
        • Student employees are covered
      • If UM hosts a disabled visiting speaker, can your office help with the kinds of additional travel expenses mentioned or is that only for UM employees?
        • Currently the funding is only for employees, but if this is a reality for a department, Disability Navigators welcome a meeting about that since the funding criteria is still evolving 
      • Do you handle parking accommodations within LSA?
        • No, Disability Navigators refer out to the logistics, transportation, and parking process to get parking passes, and work with ADA coordinators to get reserved spots
        • Can help facilitate those discussions, but ultimately aren’t responsible for the direct oversight and logistics of getting parking
        • Disability Navigators can bring up specific parking concerns with individuals and other departments to help with movement on UM policies and parking options 
      • Can we please lobby for real-time virtual event access? I’m increasingly excluded by events delaying access until the videos go live 2 weeks later (or more)
        • Delayed access blocks remote people from interacting with presenters
    • To contact the disability navigators
  • Announcements