Best practices in outreach

Best practices in outreach with people with disabilities

Library staff may want to reach out to people in your community living with disabilities, but feel unsure how to respectfully and skillfully engage. In this guide, we have brought together our experience as service providers as well as advice from a number of organizations representing and serving people with disabilities to help member libraries engaging in outreach. 

Using inclusive language

Conversation balloonsThe language we use when we talk about disability can help us overcome possible limiting attitudes towards people with disabilities and shape more positive and inclusive ones. Let's communicate about and with people with disabilities in a way that emphasizes equality, independence and participation. 

In general, people-first language is considered the most inclusive way to refer to people with disabilities. For example, we say "person with a disability" rather than "disabled person". Person-first language emphasizes the person above all and that a disability is only one aspect of their life. However, some people prefer disability-first language or don't have a preference. If you're meeting with an organization, you can check what terminology they use in their communications. With individuals, you can ask if they have a preference.

Use matter-of-fact tone and language when discussing disability. Specifically, avoid terms that convey a negative tone such as 'confined to a wheelchair' or 'suffers from a disability'; saying 'uses a wheelchair' or 'has a disability' is more neutral. Overly positive words are also unhelpful. Don't use words like 'brave' to describe a person with a disability doing ordinary things. This type of language can suggest that it's uncommon for people with disabilities to participate in activities and make a contribution.

These suggestions can help us use language that includes, but if you're unsure you can ask what terminology the person you're working with prefers. 

Further reading about inclusive language

Planning accessible meetings

Plan accessible meetings

If you're arranging a meeting, whether it's virtual or in-person, there are a number of ways to ensure that people with disabilities are able to participate fully. 

  • When arranging the meeting specifically and proactively invite participants to request any accomodations they require. The sooner you know about any accessibility requirements, the easier they are to meet
  • If you are not familiar with the venue do a visit and check the accessibility of facilities, including entrances, hallways, elevators, washrooms, meeting room and refreshment facilities
  • If you are working with sign language interpreters, be prepared to share meeting-related documents such as speaking notes in advance so they can prepare.    
  • Except for small meetings, use microphones, preferably portable microphones that can move to the speaker   
  • Ask that people identify themselves when they speak   
Woman using wheelchair doing a videoconference

Online meetings

  • For online meetings, if you are not already familiar with the accessibility features of your chosen platform, check the platform's accessibility documentation. For example, Zoom's accessibility page. A practice session before a meeting can help participants who are unfamiliar with the platform, and lets you identify and resolve barriers ahead of time.
  • Screen share is a helpful tool for sighted participants, but screen reader users cannot access documents in the screen share. For screen reader users, share those documents or links ahead of time and describe what part of the document you are sharing during your presentation.

Further reading about planning accessible meetings 

Creating accessible documents and publications

Often libraries create flyers, brochures, presentations and other documents to support outreach efforts. If you think ahead about the accessibility of these documents, you can be sure they'll be usable by the widest audience possible.

Accessible text-based documents

  • Plan the structure of the document and use headings to help people read and understand the text. For electronic versions, use the headings styles (heading 1, heading 2 etc) instead of relying only on visual changes like text size and weight. 
  • Colour and images can be helpful, but don't rely on these elements alone to convey information
Papers, pencils and a cell phone on a desk
  • Electronic versions of documents should not be scans or photographs of the printed document because the file will only be an image and not usable by text-to-speech users and some screen magnifier users.  
  • For documents that will be printed, follow guidelines for creating accessible printed documents such as CNIB's Clear Print Guidelines 
  • Consider the audience. For example if your audience is seniors you may wish to larger text size and higher contrast than usual.
  • Microsoft provides advice on creating accessible Word documents and has a "Check Accessibility" tool in the Review ribbon.
  • Creating accessible PDF documents requires special care. Adobe provides advice on creating accessible PDF documents

Accessible presentation slides

  • The same principles used to create accessible text-based documents apply to slides: structure the document carefully with headings, use clear text with strong contrast and do not rely on images or colour alone to convey information.
  • Use the largest font possible on slides
  • Make sure you cover all of the information on the slide orally
  • Videos should include captions, and description
  • Microsoft provides advice and tools on creating accessible Powerpoint slides 

Further reading about creating accessible documents

Public Library-specific practices

By considering accessibility in all aspects of your library services and sharing information with all patrons about accessible options and services, community members with disabilities will have more opportunities to participate in and enjoy your collections, services and programs.

A good overview of library-specific accessibility practices is the CFLA Guidelines on Library and Information Services for People with Disabilities

Dyslexia-friendly libraries

These tips are from a webinar offered by Dyslexia Canada to CELA member libraries.

  • Signage should follow clear print guidelines and include pictograms 
  • Shelving physical materials: where possible, display books with the covers facing out. Display audio and print copies of the same book together.
  • Create an inviting easy reader section
  • Offer decodable books which are carefully sequenced to match the order in which new readers learn letters and sounds. The Ontario branch of the International Dyslexia Association gives a detailed explanation of decodable texts. 
  • Install assistive technology on all library computers. For people with dyslexia, programs such as Read&Write provide literacy support.
  • Involve patrons with dyslexia in your services, for example feature a reader with dyslexia in your newsletter
  • For more information read IFLA Guidelines for Library Services to Persons with Dyslexia

Electronic collections 

Accessibility in library programs

  • Ensure titles selected for reading programs, book clubs, author events and "One Book, One Community" programs are readily available in multiple formats and advertise the format options
  • Invite patrons to inform you of any accomodations they need to participate in a program. For example, "Anywhere Library is committed to providing universal access to all of our events. For questions about accessibility or to request accommodations please contact Jan at 555-555-5555 or info@anywherelibrary.ca. Please let us know at least two weeks before the event if you require any special accommodations."
  • Tips provided above for in-person and virtual meetings can help you plan accessible programming as well
  • If programs are recorded and made available later, W3C's Web Accessibility Initiative provides guidance and requirements for accessible audio and video
  • The Programming Librarian blog offers tips on accessible virtual library programming