Roles for resource sharing practitioners in making library materials accessible

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Libraries play a crucial role in ensuring equitable access to information, yet many collected materials remain inaccessible to patrons with disabilities. How can resource-sharing practitioners leverage their expertise and systems to bridge this gap? This question was at the heart of a recent OCLC Research Library Partnership (RLP) Works in Progress Webinar, Increasing the accessibility of library materials—Roles for ILL, where experts from three large academic libraries shared their practices and insights for improving collection accessibility for users who need accommodations.

Accessibility has long been a topic of interest and action for the SHARES resource sharing consortium, and all three speakers were from SHARES institutions. As the consortium’s coordinator, I introduced the session by highlighting some of the group’s previous work on accessibility, which included surveying members about current practices, challenges, and aspirations around accessibility, creating a resource document on accessibility and ILL, and drafting accessibility provisions that were incorporated into the latest revision of the US Interlibrary Loan (ILL) code in 2023. 

Next our three distinguished presenters took to the virtual stage:

• Clara Fehrenbach, Document Delivery Services Librarian at the University of Chicago Library
• Ronald Figueroa, Resource Sharing and Facility Manager at Syracuse University Libraries
• Brynne Norton, Head of Resource Sharing & Reserves at the University of Maryland Libraries

Key takeaways

The session highlighted various models and strategies for enhancing accessibility in library collections. Here are key insights shared by the presenters:

1. Making procurement seamless for qualified patrons: Clara Fehrenbach discussed the University of Chicago’s partnership with Student Disability Services (SDS). This collaboration allows students to request alternate formats directly through the library catalog, ensuring privacy and streamlined access to necessary materials. The library scans materials that SDS can’t source elsewhere, while SDS evaluates and authorizes patron eligibility and does the actual document remediation.
   
2. Providing PDFs of hard-to-get material still in copyright: Brynne Norton outlined the Accessible Library Text Retrieval Program (ALTR) at the University of Maryland. This program provides text-searchable PDFs of in-copyright library materials for students with visual impairments and other disabilities, serving as a last resort when other accessible formats are unavailable. Accessibility and Disability Service (ADS) staff determine who qualifies for this service as an accommodation.  
   
3. Offering multiple levels of remediation: Ronald Figueroa outlined Alternate Format Services (AFS) at Syracuse University, which provides alternate formats for items owned, licensed, or obtained via ILL for qualified patrons. Service eligibility is determined by the Center for Disability Resources for students and by the ADA Coordinator for faculty and staff. AFS remediates for magnification, text-to-speech, or screen readers, according to need, and outsources jobs over 200 pages.

Practical tips for ILL practitioners

The presenters shared practical advice for libraries looking to start offering accessibility services or enhance an existing service:

• Start small: Begin with basic services and gradually expand capabilities based on available resources.
• Understand patron needs: Tailor services to meet the specific needs of patrons, whether it’s OCR documents, accessible PDFs, or other formats.
• Leverage partnerships: Collaborate with Disability Services Offices (DSOs) on campus to determine eligibility and streamline the provision of accessible materials.
• Maintain communication: Keep in close touch with partners to ensure ongoing support and address any changes in staff or procedures.

They also offered guiding principles for those who might be feeling overwhelmed by the prospect of starting up a new accessibility service:

• Let those who are already good at it do it: ILL = scanning; Student Disability Services = eligibility.
• Don’t overpromise: Understand what you actually have the bandwidth to offer before partnering.
• Don’t be shy: Know that Student Disability Services folks are eager to partner.
• Tap into your ILL community: Ask your peers for help.

Looking ahead

The webinar also looked to the horizon for upcoming developments in accessibility, including the integration of Optical Character Recognition (OCR) into OCLC’s Article Exchange document delivery application and burgeoning efforts by the ALA RUSA STARS Codes and Guidelines Committee to establish scanning standards, with a focus on improving scanning for accessibility. These initiatives are crucial for ensuring that all patrons have equitable access to library resources.

This webinar provided valuable insights and practical strategies for improving accessibility in library collections. By leveraging collaborative efforts, specialized programs, and efficient workflows, libraries can make significant strides in ensuring that all patrons, regardless of their abilities, have access to the information they need. We invite you to learn more by watching the recorded webinar, and exploring the wealth of resources shared on the recording webpage.