ADA Coordinator Responsibilites
ADA Coordinators’ Responsibilities for Programmatic & Communication Access
The Mayor’s Office on Disability (MOD) is the City’s overall Americans with Disabilities Act (ADA) Coordinator, tasked with making sure that all City services,programs, and facilities for the public are accessible as required under the ADA.The is because the ADA requires that all public entities with 50 or more employees designate at least one employee to coordinate its efforts to comply with and carry out its obligations under Title II of the ADA.
While MOD may be the City’s overall ADA Coordinator, our office relies upon your Departmental expertise and the work you do every day making your services accessible to people with disabilities. We are here to support you in your role as a Departmental ADA Coordinator and have prepared this document to give you some background on the legal responsibilities of your position, provide examples of the tasks you may need to undertake, and describe some of the resources that are available to help you, especially training and consultation opportunities with our office.
ADA Coordinator Responsibilities
The Departmental ADA Coordinators’ ultimate goal is to ensure compliance with federal and state disability rights laws for the individual department they represent and its’ contracting agencies. The following are the Departmental ADA Coordinators’ responsibilities:
- The ADA requires that the ADA Coordinator’s contact information (e.g. name, address, telephone number, e-mail / TTY) be available to anyone who inquires.
- The ADA Coordinator contact information shall be listed on your Department website. Please let your colleagues know that you are the person to refer people to if there are requests to speak to “the ADA Coordinator,” “the 504 Coordinator,” “the Disability Compliance Coordinator,” or “the Disability Access Coordinator".
- Provide accessible, simple notices to clients advising them of their right to ask for effective communication and/or reasonable modifications of policies, practices and procedures.
- Provide accessible, simple notices to clients on the grievance procedure and how to use it.
Develop and maintain policies to ensure full programmatic and communication accessibility to persons with disabilities. These policies should be developed by working in conjunction with the Mayor's Office on Disability, your department staff, the public, and people with disabilities; this includes proactive measures to create accessibility as an integral component of all programs, services and activities. Examples include a service/support animal policy or a policy allowing the use of Electrically Powered Mobility Devices (EPMD) such as Segway’s, golf carts, etc.
C. Reasonable Modifications to Policies, Practices, and Procedures
The City and County of San Francisco ("City") has a policy, adopted by Ordinance, to provide Reasonable Modifications in its policies, practices, and procedures for all qualified people with disabilities and to provide these modifications quickly, easily, and with minimum burden to the person with the disability. Denial of a modification should occur only in situations for which the policy modification would fundamentally alter the program, service, or activity, or would constitute an undue financial and/or administrative burden.
Integrate ongoing, relevant training on disability access issues for all staff.
• For Front-line staff:
a) Training on how to work with people with disabilities, (practical tips and suggestions for various types of disabilities).
b) Training on how to provide reasonable modifications in policies, practices and procedures, and informing clients of the ADA Grievance Procedure.
• For Supervisors and Managerial staff:
a) Legal training on what must be provided and the limits on what needs to be provided.
b) Practical training and review of internal policies and procedures to provide notice of rights, reasonable modifications and procure the appropriate auxiliary aids and services when needed.
E. Communication Access
- Develop procedures and resources to have materials available in alternative formats for people who are blind or have low vision. Examples of alternative formats include making materials available in large print, Braille, or audio.
- Develop contracts and procedures to have effective communication auxiliary aids and services (such as Sign Language and Real-Time Captioning) available upon request for people who are Deaf or hard of hearing.
F. Grievance Procedure
- Implement and monitor the City's Grievance Procedure for disability complaints for your department.
- Analyze and resolve physical and programmatic access issues.
- Document and maintain records of complaints
- Provide responses to a complainant after consultation with MOD.
G. Departmental Contracting
- Include disability access obligations in Requests for Proposals and contract language.
- Train proposal Evaluation Committee members (or subcommittee) on how to evaluate programmatic accessibility. Include this in weighting proposals.
- Develop assessment tools to monitor programmatic access in on-going contracts.
- Facilitate training for contract agencies, as needed.
- Monitor grievance procedures in contract agencies.
Please note: If you need additional technical assistance, training or suggestions on how to handle a specific reasonable modification request or disability access grievance in your department, please contact the Mayor’s Office on Disability at 415-554-6789 or email us at MOD@sfgov.org