ACCESSIBILITY QUICK-REFERENCE GUIDE FOR EMPLOYEES
⚖️ NC A&T’S RESPONSIBILITY
Under Section 504 of the Rehabilitation Act, Title II of the Americans with Disabilities Act, the Fair Housing Act, and state law:
- The University (through YOU) must ensure equal access to programs, services, and activities.
- If someone cannot access something due to a disability, YOU must help OR get help immediately.
🚨 STEP 1: RECOGNIZE AN ACCOMMODATION REQUEST
A request can be any statement of difficulty, including:
- “I can’t get up the stairs.”
- “I can’t hear what’s being said.”
- “I can’t read this.”
- “I need help.”
No special language is required. If unsure, treat as a request (you can always ask the individual if they’d like some help).
🤝 STEP 2: ACKNOWLEDGE
Say: “Thank you for letting me know—let me help.”
- Be respectful.
- Do NOT question the disability.
🔍 STEP 3: IDENTIFY THE BARRIER
What type?
- ♿ Mobility (stairs, distance, access)
- 👁️ Vision (cannot see/read)
- 👂 Hearing (cannot hear/understand)
- 🧠 Other (medical, cognitive, temporary)
🛠️ STEP 4: PROVIDE IMMEDIATE ACCESS
- Move to accessible space
- Provide staff assistance
- Offer alternative participation
- Read materials aloud
- Give verbal directions
- Provide accessible format
- Provide written communication
- Speak clearly, face the person
- Use text-based methods
❓ STEP 5: ONE-TIME OR ONGOING?
One-Time (handle now)
Provide solution → DONE
Ongoing (needs accommodation) ➡️ REFER (Interactive Process):
- Student – Office of Accessibility Resources (OARS)
- Employee – HR/EEO Office
- Visitor – Office of Enterprise Risk Management & Compliance
- Others
- Housing & Residence Life
- Facilities
- Campus Event Center
- Other
📞 STEP 6: ESCALATE IF NEEDED
Escalate if: You cannot resolve immediately; Person is frustrated; Situation is complex.
Contact: Supervisor; Housing; OARS (students); HR/Equal Employment Office (employees, job applicants, volunteers); Office of Enterprise Risk Management and Compliance (visitors); University Event Center; Office of Facilities; Office of Environmental Health and Safety (any and all accidents); University Police Department
📝 STEP 7: DOCUMENT
- What happened
- What you did
- Who you contacted
Use the Disability Access Request & Response Form for Internal Use. Submit copy to the Office of Enterprise Risk Management and Compliance.
🏠 HIGH-RISK SCENARIO: MOVE-IN (NO ELEVATOR)
Parent cannot access upper floor: YOU must:
- Offer accessible meeting space.
- Help student come to parent.
- Provide move-in assistance (carry items).
- Offer real-time participation (video).
- Get help.
GOAL: Parent participates - even if not physically in room.
🔄 INTERACTIVE PROCESS (KEY RULE)
If someone needs ongoing help: You do not decide the accommodation (unless it is specifically your job). You connect them to the right office. If you don’t know, find out. You need to know that information.
- Act immediately.
- Offer real solutions.
- Escalate when unsure.
- Use respectful language.
- Say “there’s nothing we can do.”
- Require advance notice (helpful for advance preparation but not required).
- Ask for medical proof on the spot.
- Ignore or delay response.
If individual can’t access program, service, or activity, fix the access OR get help immediately.
📣 HELPFUL PHRASES
“Let’s find a way to make this work.” • “We want to make sure you can participate.” • “Here are a few options we can try right now…”Housing and Residence Life
Executive Director
Office of Accessibility Resources
Director
Human Resources / EEO Office
EEO Officer
Office of Facilities
Associate Vice Chancellor
Environmental Health and Safety
Director
University Event Center
Director
University Police (UPD)
Chief of Police
Enterprise Risk Management
AVC / Compliance Officer
