Universal Design and

Assistive Technology

In the Workplace

Fact Sheet Series
2

JAN’S ACCOMMODATION FACT SHEET SERIES

UNIVERSAL DESIGN AND ASSISTIVE TECHNOLOGY IN THE WORKPLACE

Introduction

In the labor market, employers strive to stay competitive by attracting and maintaining a

diverse workforce. While a diverse workforce brings a wealth of experience and stability

to the workplace, at the same time, a diverse workforce means different and unique

needs among employees. One way employers can meet these needs is by using

equipment that includes universal design (UD) features. UD is the process of creating

products that are usable by as wide a range of people as possible. UD features are

integrated into devices, environments, processes, and systems such as architecture,

kiosks, telecommunications, restrooms, and workplace elements. Specific examples

include door handles, keyboards, telephones, and transportation features that are more

inclusive.

Equipment that has UD features can help employers attract and maintain a diverse

workforce that includes employees with disabilities. Such equipment, by its nature, is

going to be useful for a larger number of employees and often has built in accessibility

features, which can reduce the need to purchase additional equipment for employees

with disabilities. In addition, many product manufacturers have begun to integrate

principles of UD into the newest available technologies and using the newest

technologies can give employers an advantage over competitors.

Although employers may see the advantages of purchasing equipment with UD

features, some may not know how to find it. In addition, even with UD built in, some

equipment may not be usable by employees with disabilities and employers may need

to consider purchasing assistive technology (AT) as an accommodation. AT is any item,

piece of equipment, or product system, whether acquired commercially off the shelf,

modified, or customized, that is used to increase, maintain, or improve the functional

capabilities of individuals with disabilities.

A key consideration in purchasing any type of equipment, especially electronic and

information systems, with UD features is the concept of interoperability. Interoperability

means that the system is compatible with other technologies and has features that

support the integration of AT. Without interoperability, it may be very difficult and time

consuming to make changes, increase accessibility, or integrate AT. Working to make

interoperability a part of the initial purchasing phase can help eliminate these problems.

This publication provides helpful tips for choosing equipment that includes UD features,

a process for choosing AT for employees with disabilities, and resources for additional

information.
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The following provides ideas for employers to consider when purchasing equipment for

the workplace.

1) Consider equipment that has UD features integrated into its design. For example,

many computer operating systems have display options that enable users to increase

font size. Purchasing software that is compatible with these features will meet the needs

of many users.

2) Assess new and emerging electronic and information systems for interoperability with

AT. For example, implementing a database tracking system without considering

interoperability with AT can result in compatibility problems if screen reading software is

installed. Considering interoperability when the tracking system is purchased will

prevent delays in implementing AT.

3) Evaluate whether the equipment can be maintained easily. For example, some

evacuation devices are powered by batteries to assist those individuals who are

evacuating people with mobility impairments. Whether the battery will be available and

working during an emergency is an important consideration.

4) Evaluate whether the equipment can be upgraded easily. For example, speech

recognition software is available to individuals who cannot use a keyboard to enter

information. Upgrades of software typically require additional computer memory.

Whether a new system has the capability to be upgraded should be evaluated.

5) Determine if the system can be used by a majority of the workforce. For example, if

an employer provides cell phones to employees, determine whether the service

provides alternative communication such as text messaging.

6) Include the disability program manager, as well as representatives from information

technology, purchasing, management, and safety departments when considering

purchases that affect many employees. For example, if a Web conferencing system is

under consideration for training activities, consider options that make materials

accessible to screen readers and captioning services.

Tips for Choosing Equipment that

Includes Universal Design Features
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The following steps are helpful when choosing AT to meet the specific accommodation

needs of an employee with a disability:

Step 1 Define the Situation

The first step in choosing AT to accommodate an individual with a disability is to define

the situation. An effective way to do this is to determine what job functions need to be

accommodated by evaluating the individual’s work site, work station, and work activities.

Answering the following questions will assist with defining the situation:

 What are the individual's functional limitations? A functional limitation involves

difficulty in performing one or more specific work activities (e.g., difficulty

communicating during meetings, using a telephone, reading print material, lifting

boxes, and using a keyboard).

 What is the extent and type of impairment? Determining whether a condition is

progressive or stable may not always be a factor to consider. However, knowing

how the individual's condition will improve or worsen over time can be important

when choosing AT (e.g., an employee with progressive vision loss may benefit

from screen magnification now, but may need screen reading software in the

future as his condition worsens. In some cases, it may make more sense to go

ahead and purchase the screen reading software now).

 What job tasks are difficult to perform as a result of the impairment? This may be

a good time to study the individual's job description to determine the essential

and marginal functions of the position (e.g., distinguishing color, entering data,

lifting materials, and tolerating stress).

Step 2 Explore Available AT Options

Once the situation has been defined, the next step is to explore available AT options. A

good starting point is consulting with the individual who needs the accommodation.

Often the individual knows what AT is available. Also, talking with the individual can

help determine whether the individual is proficient in using a certain type of AT, which

can save research and training time. Another way to explore available AT options is to

contact JAN directly to speak with an AT specialist and/or access JAN’s Searchable

Online Accommodation Resource (SOAR), which lets users explore various

accommodation options for people with disabilities in work settings. SOAR is available

at: http://askjan.org/soar

A Process for Choosing AT for Employees with Disabilities
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Other resources that can help employers explore available AT options include the

following agencies:

 State Vocational Rehabilitation (VR) agencies provide services to ensure gainful

employment for people with disabilities. In addition to job placement, services

may include, but are not limited to counseling, vocational evaluation,

assessment, on-the-job training, rehabilitation technology services, and possible

assistance with funding accommodations. For a list of state VR agencies, go to:

http://askjan.org/cgi-win/TypeQuery.exe?902

 State AT Projects provide technical assistance on AT, consultation, product

demonstrations, equipment borrowing, and low-interest loans for individuals with

disabilities. For a list of state AT Projects, go to: http://askjan.org/cgiwin/TypeQuery.exe?735

 The Rehabilitation Engineering and Assistive Technology Society of North

America (RESNA) provide information on Assistive Technology Practitioners

(ATP) or Rehabilitation Engineering Technologists (RET). To access a Directory

of ATPs and RETs from RESNA, go to: http://www.resna.org

 Disability specific organizations can also be helpful resources. For a listing of

organizations by specific disability, go to: http://askjan.org/links/disspec.htm

A final option for exploring available AT is to consult with the computer technician or IT

team at the individual’s workplace. Compatibility and feasibility issues should be

addressed and it may be possible for an IT representative to download trial versions

and test free demos of AT.

Step 3 Choose AT

Once steps 1 and 2 are completed, an informed choice can be made about the AT.

When choosing AT, consider the following:

 Is there technical support available?

 Is there a money back guarantee and warranty?

 Is there an option to upgrade with newer versions?

 Is the product compatible with other technology used?

 Is training available?

 Does the electronic infrastructure support interoperability with the AT?

 How will the AT be funded?

Tax incentives, vocational rehabilitation services, and local civic organizations may

assist with funding AT. For more information on funding options, go to:

http://askjan.org/links/Funding/Generalinfo.html

Step 4 Implement AT
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Once a potential AT solution is chosen, the next step is to implement the AT, which

involves purchasing the product or service, providing appropriate training, and ensuring

that the individual with the disability can successfully use the AT.

Step 5 Monitor and Upgrade AT

Providing AT as an accommodation is an ongoing process between an employee and

his/her employer. It is important to keep the lines of communication open, to monitor the

effectiveness of the accommodation to ensure that the AT is meeting the needs of the

employee and employer, and to upgrade the AT as needed. Some questions to

consider include:

 If training was provided, was it effective?

 Is the AT being used properly?

 Is the AT being maintained?

 Should other accommodations besides AT be considered?

Take into account any changes in the individual's functional limitations or job duties that

would alter current accommodation needs and the effectiveness of the AT. When

changes occur, an employer may need to communicate with employees who use AT in

the workplace.

Authored by Beth Loy, Ph.D., and Linda Carter Batiste, J.D. Updated 3/24/10.
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Job Accommodation Network

West Virginia University

PO Box 6080

Morgantown, WV 26506-6080

Toll Free: (800)526-7234

TTY: (877)781-9403

Fax: (304)293-5407

jan@askjan.org

http://askjan.org

Office of Disability Employment Policy

US Department of Labor

200 Constitution Avenue, NW, Room S-1303

Washington, DC 20210

Toll free: (866)633-7365

Direct: (202)693-7880

Toll free TTY: (877)889-5627

TTY: (202)693-7881

Fax: (202)693-7888

infoODEP@dol.gov

http://www.dol.gov/odep/

ABLEDATA

8630 Fenton Street

Suite 930

Silver Spring, MD 20910

Toll Free: (800)227-0216

TTY: (301)608-8912

Fax: (301)608-8958

ABLEDATA@macroint.com

http://www.abledata.com

Assistive Technology Industry Association

401 N. Michigan Avenue

Chicago, IL 60611-4267

Toll Free: (877)OUR-ATIA or 687-2842

Direct: (312)321-5172

Fax: (312)673-6659

Info@ATIA.org

http://www.atia.org

Resources
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California State University Northridge

Center on Disabilities

18111 Nordhoff Street

Bayramian Hall Room 110

Northridge, CA 91330-8340

Direct: (818)677-2578 (V/TTY)

Fax: (818)677-4929

http://www.csun.edu/cod/

Center for Universal Design

NCSU College of Design

101 Leazar Hall, 2230 Katherine Stinson Drive

Campus Box 8613

Raleigh, NC 27695-8613

Toll Free: (800)647-6777

Fax: (915)515-7330

Phone: (919)515-3082

cud@ncsu.edu

http://www.design.ncsu.edu/cud

Computer/Electronic Accommodations Program

Department of Defense

511 Leesburg Pike, Suite 810

Falls Church, VA 22041

Direct: (703)681-8813

TTY: (703)681-0881

Fax: (703)681-9075

cap@tma.osd.mil

http://www.tricare.osd.mil/cap/

Rehabilitation Engineering and Assistive Technology Society of North America

Technical Assistance Project

1700 North Moore Street, Suite 1540

Arlington, VA 22209-1903

Direct: (703)524-6686

TTY: (703)524-6639

Fax: (703)524-6630

resnaTA@resna.org

http://www.resna.org
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Rehabilitation Engineering Research Center for Wireless Technologies

Crawford Research Institute, Shepherd Center

2020 Peachtree Road, NW

Atlanta, GA 30309-1465

Direct: (404)367-1288

TTY: (404)367-1347

Fax: (404)350-7596

rerc@wirelessrerc.org

http://www.wirelessrerc.org

Rochester Institute of Technology

National Technical Institute for the Deaf

Lyndon Baines Johnson Building

Center on Employment

52 Lomb Memorial Drive

Rochester, NY 14623

Voice/TTY: (585)475-6219

Fax: (585)475-7570

ntidcoe@rit.edu

http://www.ntid.rit.edu/nce/
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This document was developed by the Job Accommodation Network, funded by a

contract agreement from the U.S. Department of Labor, Office of Disability Employment

Policy (DOL079RP20426). The opinions expressed herein do not necessarily reflect the

position or policy of the U.S. Department of Labor. Nor does mention of trade names,

commercial products, or organizations imply endorsement by the U.S. Department of

Labor.