Procedures
 

Obtaining the Services of an American Sign Language (ASL) Interpreter Procedure

Note: This procedure is both an internal and a public document.

The Library’s Accessibility for Individuals with a Disability Policy states that the Library will provide communication supports. Upon request, the Manager or designate at the location receiving the request will make arrangements for the provision of an American Sign Language (ASL) Interpreter for communication support at an event such as a program or meeting.

Library staff will notify their Manager or the Duty Manager as soon as the request is received.

The Library uses the services of the Canadian Hearing Society: CHS Interpreting Services. CHS accepts pre-booking and emergency requests. Current information about their services and fees is available from their website. CHS will make recommendations about the necessary number of ASL interpreters to have available depending on the length of the program or meeting, the age of participants, and any other relevant circumstances. Their customer service staff answering their intake line will ask appropriate questions designed to determine what level of service the Library requires and will provide a cost estimate. The Manager or designate will accept the recommendation, authorize the booking, and provide information to allow CHS to invoice the Library. If CHS Interpreting Services is not available, ASL Interpreters can also be sought through Access Alliance Language Services based in Toronto.

The Library does not charge for this service. Managers will contact their Director for advice about which budget will cover the cost.

Disruption of Service Procedure

Note: This procedure is both an internal and a public document.

The Library’s Accessibility for Individuals with a Disability Policy states that the Library will make a reasonable effort to provide notice of planned or unplanned disruption of library services to the public, including information about the reason for the disruption, its anticipated duration and a description of alternative facilities or services. Notice will be given to the public by posting the information at a conspicuous place on affected premises and by posting notice on the Library website, and by such other method as is reasonable in the circumstances. The Policy also states that the Library will have a procedure document that sets out the steps to be taken in connection with a temporary disruption and, upon request, will give a copy of the document in an accessible format to any member of the public. This is the Library’s Disruption of Service Procedure.

Definitions

Disruption of service may include closure of a service or program whether temporary or permanent and any disruption in service that would normally be considered unanticipated or unexpected. Examples of disruption of service can be due to one or more of the following:

• Inaccessibility of entrances or lack of safety when accessing an entrance such as in winter storm conditions when snow or ice has accumulated.
• Automatic door openers not working.
• Elevating devices not working.
• Out of order assistive equipment that is routinely provided in the location such as voice output on public computers, video scanners etc.
• Building maintenance impacting accessibility such as when washrooms for persons with disabilities are out of service or lighting is insufficient for persons with low vision due to service or burned-out bulbs.
• Lack of availability of Sign Language Interpreter or FM sound system if one has been requested and booked.

Responsibility

It is the responsibility of all library employees to provide a copy of this Procedure, along with a copy of the Accessibility for Individuals with a Disability Policy upon request. Requests for alternate format copies to satisfy a customer’s accessibility need will be received by library employees and immediately forwarded to the Manager, Communications by e-mail.

It is the responsibility of all management, employees, volunteers, agents and/or contractors and consultants, working on behalf of the Hamilton Public Library, to follow and carry out the procedures outlined below.

It is the responsibility of the Human Resources Department to ensure that all management, employees and volunteers will be made aware of, and trained, to better understand the purpose and intent of this policy and to implement the procedures effectively.

It is the responsibility of all employees that work with or contracts agents, contractors and/or consultants to work on behalf of the Hamilton Public Library to ensure that contracts agents, contractors and/or consultants are made aware of the purpose and intent of the Accessibility for Individuals with a Disability Policy and its procedures including this one.

Actions Library Employees will undertake relating to Disruption of Service:

1. Where there is any temporary disruption in services, in whole or in part, and as soon as Hamilton Public Library employees have confirmed the disruption in service or have advance notice of a planned disruption, disruption notices will be:
   1. Posted on site at the entrance to the library.
   2. Posted at other locations such as the entrances to the next closest library branches.
   3. Provided in recorded telephone messages for the location.
   4. Provided through telephone calls/messages to persons with disabilities that are known to be registered in programs or working as volunteers.
   5. Posted on the Library website.
   6. Posted on the Library intranet.
   7. Provided to local and regional media where applicable [consult with Manager, Communications].
2. Employees will create notices in Large Print using Arial 18 or Verdana 18 font as a minimum. In case of power failure, notices may be handwritten but in most cases the notice will be typed. The form is best printed as bold black print on yellow paper if it is available. Do not use another colour paper if yellow is not available: use white instead.
3. Employees will use the Temporary Accessible Service Disruption Form and include the following information:
   1. Information about the reason for the disruption in the service or program.
   2. The anticipated duration of the disruption.
   3. A description of any available alternate services/locations with service availability.
   4. Employee's contact name, which will usually be the Manager, and may be the Manager, Communications or alternate.

Publish Date

January 2020