An IDRC Project An Inclusive Design Research Centre Project

Long-term Actions

  • Create a permanent dedicated accessibility group within the organization to track inclusion over time.
  • Celebrate improvements in accessibility and inclusion to show the group’s progress.
  • Regularly assess the inclusiveness and accessibility of meetings and processes through feedback
  • Consider accessibility across formats, devices, and languages.
  • Design digital content so people with disabilities can access, understand, and use it.
  • Conduct accessibility audits with usability and assistive technology experts to ensure all digital platforms including websites, member portals, application sites and feedback mechanisms are accessible.
  • Offer alternative ways to participate: in-person, phone, relay services, video calls, or paper applications.
  • Proactively consult with D/deaf and D/disabled committee members to determine specific access needs
  • Provide accommodations to participants, including:
    • Sign Language interpreters (ASL, LSQ, etc.)
    • Real-time captioning (CART)
    • Note-taking services
    • Clear and consistent turn-taking protocols
    • Accessible digital files and materials in advance
  • Ensure physical spaces (if used) are accessible for mobility devices, sensory needs, and rest requirements. (Physical Space)

Examples

  • India – Bureau of Indian Standards (BIS) BIS offers registration in regional languages and offline options like printed forms, phone registration, and community partner assistance. They collaborate with NGOs to bring mobile units to disability events, ensuring accessibility in remote areas.
  • Australia – Standards Australia Standards Australia revamped its registration portals to meet WCAG 2.1 standards and created plain-language forms. They provide offline options like printed forms and phone interviews, along with Easy Read materials and explainer videos for people with disabilities.
  • Kenya – Kenya Bureau of Standards (KEBS) KEBS partners with disability centers for in-person registration using paper forms, braille, and sign language interpreters. They also offer mobile-friendly forms and SMS-based registration, catering to low-bandwidth regions and mobile-first users.

Barriers these actions address

Inaccessible registration systems

Why is this a problem?

Many standard development organizations' application processes are not accessible, which makes it harder for people to participate. Some common examples include:

  • Not having alternative registration options, such as phone, email, or paper sign-up
  • Websites or application portals that don’t work with screen readers or other assistive technology
  • Having no way to request accommodations during registration, or having a request option that is difficult to find
  • CAPTCHAs that are hard or impossible to use with screen readers
  • Time limits that log people out before they finish the form
  • Forms that are long, complicated, and not written in plain language
  • Forms that aren’t keyboard accessible and can’t be completed without a mouse
  • Required fields that don’t make sense or force people to share personal information
  • Mobile-unfriendly forms that are a barrier for people who rely on phones or tablets
  • Requiring a specific file format for documents that need to be uploaded
  • Not having a save-and-return option, which people who need more time or breaks require
  • Error messages that are unclear, aren’t read by screen readers, or don’t explain how to fix the problem
  • Language barriers, including not having a translation option or using overly technical wording
  • Confirmation emails that don’t arrive or are inaccessible, for example, they have images instead of text or unclear next steps

Ways to address the barrier

  • Be transparent in the application process
  • Check and improve accessibility
  • Ensure all documents are accessible
  • Ensure websites are accessible

Inaccessible digital documents

Why is this a problem?

Some documents, like drafts, reports, and agendas, are not made accessible. This can make them hard or impossible for some people to read and use. When this happens, people may not be able to review them, give feedback, or fully take part in the discussion.

Common problems include:

  • PDFs and scanned files that screen readers can’t read
  • Small text, poor contrast, or missing headings
  • Images, charts, or tables without descriptions
  • Images that contain text
  • Complex or technical language
  • Long documents with no plain-language summary
  • Formats that cannot be edited or adapted

Ways to address the barrier

  • Check and improve accessibility
  • Ensure all documents are accessible
  • Help with information management

Inaccessible feedback mechanisms

Why is this a problem?

Most feedback systems use digital tools that not everyone can use. Some online forms do not work with screen readers or other assistive technology. Requiring people to email a committee chair instead of using the standard feedback channels can deter people from providing feedback.

Ways to address the barrier

  • Allow anonymous feedback opportunities
  • Check and improve accessibility
  • Ensure websites are accessible
  • Establish continuous feedback loops
  • Measure the developed standard's impact with affected communities
  • Provide more than one way to give feedback

Inaccessible virtual meetings

Why is this a problem?

Virtual meetings can create barriers if they are not planned with accessibility in mind. This makes it difficult for everyone to participate. A virtual meeting will not be able to meet all accessibility needs, but they should be set up to address the accessibility needs of the people participating.

Common problems include:

  • Materials not shared before the meeting so people have time to prepare.
  • Poor sound or no microphones.
  • No video of the speakers or poor lighting which makes lip reading impossible.
  • Slides or images not described aloud.
  • Small or hard-to-read text.
  • No captions, or captions that are wrong.
  • No sign language/interpretation.
  • No chat monitoring.
  • Chat used in such a way that it interrupts screen readers, forcing people who use screen readers to either ignore the chat or miss the content in the main meeting.
  • Documents that don’t work with screen readers or other assistive technologies.
  • Fast-paced live editing, which is not clearly described as it is happening.
  • Online tools like polls, whiteboards or chat services that are hard to use or don’t work with assistive technologies
  • Internet or platform problems, or incompatibility with assistive technologies

Ways to address the barrier

  • Check and improve accessibility
  • Make remote/virtual/online meetings accessible
  • Plan meetings so people worldwide can join
  • Set meeting language captions correctly

Recruiting for diversity

Why is this a problem?

Even when an organization wants more diverse participation, it may not know how to recruit in an inclusive way.

Important questions to ask:

  • Are you always reaching out to the same people or groups?
  • Do you mostly recruit through personal or professional contacts, which can leave others out?
  • Are your outreach methods accessible and offered in different formats?
  • Are you reaching the communities you actually want to include?
  • Do you have the time and resources to build trust with underrepresented communities?
  • Are your recruitment steps and requirements inclusive, or do they accidentally exclude people?

Ways to address the barrier

  • Build in travel funding
  • Check and improve accessibility
  • Make communications multi-modal and consistent
  • Promote standards in the communities they affect
  • Recruit across D/disability and intersectional identity