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Here are some best practices that can benefit other libraries that might want to purchase, install and support their own accessible workstations for people with disabilities. This advice comes from the people who planned for and installed the equipment, as well as those who continue to oversee its use by library patrons today.
Before even considering the acquisition of hardware and software that can be used by people with disabilities, study the need for it. Survey your “user” community and find out what is really needed. Get to know the people who are most likely to use the equipment, and involve them in the decision making. Chances are, these individuals already know a bit about assistive technology (AT). They know what works well and what doesn’t. They can help you define or refine your product list. Keep in mind the motto, “Decide nothing about me without me.”
It’s very important to partner with the community outreach organizations whose constituents are the likely patrons of the equipment. Organizations like The Lighthouse for the Blind and United Cerebral Palsy already know how to reach their own communities of people with disabilities. A library should work through these organizations to arrange transportation for patrons, or to organize special training or product demonstrations, or even just to market the availability of the equipment at the library. The library and the organizations should be partners in addressing the members’ information needs.
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Include your in-house information technology (IT) staff in the decision-making process. Since they will have to support the equipment once it’s in place, they need to make sure the technologies you chose are compatible with each other, and that they interoperate with other technology at the library. One very important consideration for the IT professionals is the selection of the operating system (OS). While Microsoft Windows XP is standard on the LTA workstations and is the preferred choice to support accessibility features of the hardware platform, the library IT support staff also will consider OS compatibility with the rest of the library’s network, and issues such as virus protection and security.
Arizona State University, for example, considered the technology issues and found a solution that works best for this university library system. Kirk Manegold is the technology support analyst assigned to the Charles T. Hayden Library, Access for Disabilities Accommodations Services, where the LTA workstations were installed. "The issue of bringing Windows XP-based workstations into our network was more organizational than technical,” says Mr. Manegold. “Windows 2000 is still the standard OS for our library network, and the majority of our local-access-only database applications. We were concerned with the impact of a new OS on our manpower and our ability to support both Windows 2000 and XP." Mr. Manegold explains that the workaround was simply to install Windows 2000 on the LTA workstations instead of XP. If they hadn't, says Mr. Manegold, "it would not be possible to maintain the same level of support for these workstations as for our other Windows 2000-based workstations." For Arizona State University, installing Windows 2000 on the LTA workstations did not impact the assistive technology that came with the PCs.
To allay some of the compatibility fears, the TransAccess technicians selected AT software that was tried and tested and well supported by the manufacturers. They omitted software from the product list that might lead to compatibility issues. What’s more, HP thoroughly tests its products with those from the selected AT vendors, further ensuring that assistive technologies will work with the Compaq Evo desktops.
To help your in-house technology professionals understand more about assistive technology, John Cavano of TransAccess suggests you reduce the mystery for them. “Send your computer people to conferences to learn more about assistive technology. They can go to shows like CSUN, RESNA, ATIA and Closing the Gap. It will help them support the hardware and software in the long run.”
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While the LTA initiative provides a reference platform for the hardware and software choices, a library should decide what pieces work best to meet its needs. If you have a limited budget, consider which AT products would serve the broadest array of patrons. For example, Kathleen Olsen of the I CAN! Center at the San Diego Public Library says that a product like ZoomText from Ai Squared, which magnifies the text on the screen, is used very frequently by people with low vision. She considers ZoomText, plus a decent large screen monitor, to be an important basic combination of assistive technology. “You can install your hardware and software in tiers,” says Ms. Olsen. “Start with what is in big demand first, and then work your way up to the highly specialized tools.”
All of the LTA librarians acknowledge how beneficial the electronic work surfaces are. When you plan your budget, don’t skimp on the tables, desks and chairs. “The adjustable workstation surface is very important,” says Ms. Olsen. With the touch of a button, people in wheelchairs or with physical limitations can reposition the work surfaces to best meet their needs. This is important for comfort and efficient use of the equipment.
Also plan ahead for where and how you will position your AT workstations. Most of the LTA libraries found it very useful to locate the stations near a central reference desk so that patrons could easily ask for help if needed. “We placed our work centers adjacent to our reference desk,” says Donna Lauffer of the Johnson County Library in Kansas City. “That makes it convenient for one of our staffers to step in and help someone with the equipment if needed.” You’ll also want to ensure that the work areas have adequate privacy and an atmosphere with few distractions.
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Perhaps the most critical part of the implementation phase is training for all of your library staff who will come in contact with the equipment and the patrons, as well as for the technical staff that will support and maintain the equipment. You can expect that patrons will have questions about how to start, operate or troubleshoot the assistive hardware and software, and the more people you have trained to help, the better. TransAccess can conduct this staff training at your library.
In addition, HP developed some very good online “webinars” that teach patrons the basics of using the assistive technology. Recognize that the librarians are not there to teach people how to use a computer; rather, patrons should have basic computer knowledge before attempting to use this equipment. If patrons are new to computer use, don’t hesitate to refer them to a community class where they can learn the basics.
Once you have your equipment in place, tell the world about it! Visit the outreach organizations and speak at their meetings. Send postcards to their constituents, announcing the arrival of your new systems. Use your library web site to advertise the availability of the accessible workstations. Schedule demonstration times for the public. You need to be proactive in telling people about your library’s new service offerings.
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