Implementing Public Engagement

Engaging People with Disabilities

Know Beforehand

About 134,000, or 10% of people in the city of San Diego who do not reside in an institutional facility have a disability (2023 American Community Survey 5 Year Estimates, U.S. Census Bureau). Become familiar with the various types of disabilities — difficulties with hearing, vision, cognition, moving around and the ability to clean and dress oneself and living independently — and the specific needs associated with each.

Learn appropriate ways to communicate about disability.

• Understand that most disabilities are not immediately visible. Some disabilities, like chronic pain, mental health disorders or cognitive disabilities, are not always readily apparent, and the people with the disability may not choose to disclose them.
• Use clear, simple, and inclusive language. Use language that respects people with disabilities as individuals with agency by emphasizing the person first, rather than their disability. Choose language that emphasizes what a person can do instead of what they cannot. For example, say "They walk with a cane" or "use crutches".
• Avoid euphemisms. Do not use terms such as “differently-abled,” “physically challenged,” “handi-capable,” or “special needs”. Avoid phrases like "suffers from," "afflicted by," "victim of," and "confined to". Instead, use neutral language like "they have/are living with a disability".

Existing services, organizations, and advocacy groups that support people with disabilities have special insight into the needs and interests of the disabled community. Reach out to knowledgeable partners when planning outreach and engagement activities.

The City offers programs and services for people with disabilities. Note that the City’s Administrative Regulation No. 96.20 requires the City to provide documents, programs and services that are accessible to people with disabilities. The City’s ADA Compliance and Accessibility Division can serve as a resource for questions regarding accommodations for people with disabilities. 

The Americans with Disabilities Act (ADA) mandates document accessibility and other accessibility accommodations, including selecting accessible meeting locations and providing ways for participants to request accommodations.

Challenges and Barriers to Participation

• Most City-owned facilities with public meeting space are physically accessible to people with disabilities. Some spaces and venues may not contain adaptive equipment that allows those with hearing or visual impairments to fully participate.
• People with hearing, vision or cognitive disabilities may encounter difficulties in accessing information or participating in both online and in-person events.
• People with disabilities have likely experienced discrimination, trauma, stress and/or isolation due to their disability.
• Lack of accessible transportation options can make it difficult for some people with disabilities to attend events or meetings.
• General public may lack awareness or understanding of the specific needs and rights of people with disabilities.

Outreach

Outreach Material

• All materials (flyers, fact sheets, webpages) should be made available as needed in accessible formats, such as large print or Braille.
• To bridge any communication challenges, ask what the person may need so they can better access the information.
• Use images and examples that reflect the diversity of the disability community.
• Engage in advance with community leaders and advocates who can provide insights and help bridge communication with the disabled community.

Outreach Channels

• Collaborate with local disability organizations to disseminate information through their networks.
• Digital content and webpages should be compatible with screen readers and other assistive technologies.

Engagement

Choose venues that are fully accessible and inclusive, including parking, entrances, restrooms and meeting rooms. Additional things to consider for accessibility include:

• Hearing: Try to eliminate excess noise or echo with sound baffling, like curtains or carpets. Make amplification available for quiet presenters and audience participants. If background music is played, use a soft volume and turn it off once discussion begins.
• Vision: Test documents at the scale that they will be presented to check if the text can be read throughout the room.
• Cognitive: Designate staff who can spend extra time with people who may desire additional explanation of concepts or materials. Provide a variety of seating options for those who may prefer to sit at a distance from others or in a quieter location.

Provide information in materials and webpages about accessible transportation options to the venue.

Bring a sound system with a microphone and use it both for presenters and, if possible, for members of the audience when asking questions or making comments. If there is no microphone available for audience members, make sure that the presenter repeats questions in the microphone so that everyone can hear.

Provide sign language interpreters and/or provide real-time captioning during web-based meetings as needed. Under the Americans with Disabilities Act (ADA), cities are required to provide a sign language interpreter free of charge for people who request this accommodation.

Provide assistive listening devices for those with hearing impairments.

Offer multiple ways to participate to allow access for everyone. Provide accessible methods for participants to give feedback, such as written or online comment forms, one-on-one discussions, virtual meetings and surveys.

Incorporate accessibility considerations and techniques for web-based meetings:

• Mute participants upon entry to avoid unnecessary background sounds.
• Describe visual content as it is being presented, including slides, videos, and whiteboards.
• Provide instructions on how participants can ask questions.
• Repeat questions that are submitted via chat functions.
• Send any resource links sent in chat by email as well.
• Enable the Closed Captions feature, if available.
• Provide a recording of the session.

When working with people with cognitive disabilities, use multiple modes of communication.

• Use slides with visual aids and additional images to support comprehension.
• Intentionally speak simply and clearly. Be mindful of using idioms and other metaphorical language.
• Pause more frequently for questions or reflections.
• When defining technical language, offer the definition in writing and reframe the definition through further explanation and narratives. Allow for questions.
• Use creative or embodied modalities such as project models, post-it note stations, collaborative activities or story-based scenarios.
• Offer opportunities for pair or small group conversations.