GUIDELINES FOR VIRTUAL PROGRAM PARTICIPANTS

SSSP is committed to making the virtual annual meeting accessible. We also recognize that accessibility is a process and strive to learn and incorporate new aspects of accessibility every year. These documents are a work in progress. We know that there may be specific access needs not covered here. We want session organizers and conference participants to have an attitude that prioritizes access and inclusion, which means all of us taking all access requests seriously and generously. We also want to create a virtual conference environment that meaningfully incorporates access as a shared value. Ensuring access is not exclusively, nor primarily, the responsibility of disabled participants. Rather, nondisabled participants must engage in this work as allies, demonstrating their commitment to dismantling ableism in academic and activist spaces. Please feel free to contact the Accessibility Committee Chair-Elect, Junior R. Hopwood, at jrhopwood60@gmail.com if you have further suggestions on accessibility guidelines so that we can improve them.

Accessible Presentations

Presenters please read the guide that Angela Frederick and Laura Mauldin wrote for ASA’s Footnotes entitled, “Accessibility is for Everyone: How to Rock Your ASA Presentation and Make it Inclusive.” As more academic and activist spaces have moved online, new guides and supports for creating accessible virtual presentations have emerged. Please check out this “Virtual Presentation Accessibility Guidelines” document from the American Anthropological Association (AAA). Additionally, presenters may find it useful to review the Society for Disability Studies Guidelines for Accessibility.

Visual Materials

Presenters are responsible for ensuring the access of the materials which they share with their audience. Please expect that your audience will include blind people or those with low vision who will need descriptions of any images or visual representations of data.

Making digital files, including .pdfs, available to participants will increase access for blind people or those with low vision who will likely be able to access these files through assistive technology. To post a digital file on the virtual event platform, follow the steps below. Please note that files must be under 10GB to be uploaded. Compress larger files or consider a different file format. PowerPoint files can be large, so consider exporting or saving the presentation as a .pdf.

  1. Log in to the SSSP 2021 Virtual Annual Meeting Platform
  2. Select the Agenda
  3. Locate your meeting or session and select it by clicking on the agenda card
  4. Select the Manage button
  5. Select the Add New File button
  6. In the Display Name field, type the name you would like to be displayed with the file. Files will be automatically sorted in alphabetical order by display name.
  7. Click Upload to select your file
  8. Press the Save button

Captioning

All sessions and evening activities (with the exception of film exhibits) will take place in the Zoom platform. Each Zoom meeting host will have the option to provide live automated speech recognition (English only) displayed in closed captioning that participants can choose to view. Presentations may be given live or pre-recorded.

Sign and Voice Interpreting

There may be American Sign Language (ASL) interpreter(s) present during your session. During discussion periods, be sure the interpreter can hear you and keep up with you. Speak at a normal volume and pace, interpreters do not need you to pause and slow down unnaturally. Please be aware that some people may have great difficulty understanding what you are saying (particularly when there is competing background noise) and that some concepts/terms, including acronyms and data label abbreviations, may be unfamiliar to interpreters. Whether you are a member of the audience or are communicating with someone using an interpreter, give your attention to the person using the interpreter, not to the interpreter. In order to facilitate the work of interpreters and facilitators and for other logistical purposes all program participants must send a copy of their full paper to the session presider and/or discussant by June 30.

Video and Audio

When presenting or speaking, if you choose to turn on the video camera, ensure that the lighting is adequate so that you can be clearly differentiated from the background. Avoid distracting backgrounds. Minimize loud or distracting background noises while speaking. When not presenting or talking, stay muted. Please speak clearly and in a reasonable tone (especially with proper nouns).

Discussions

All speakers should state their names in discussions, whether speaking from the session panel or from the audience. Be patient and be prepared to have your discussant interrupt you to ensure effective ASL interpretation, if necessary.

We appreciate your efforts in ensuring that everyone can have a great conference experience. If you need accommodations in order to present your paper, participate, or have questions or concerns, please contact the Accessibility Committee Chair-Elect, Junior R. Hopwood, at jrhopwood60@gmail.com no later than June 30. Every reasonable effort will be made to assist attendees however, SSSP may not be able to provide all services or equipment due to technology, availability and time constraints. The Accessibility Committee Chair will contact you about service arrangements.

Should a problem arise while you are participating at the SSSP Virtual Annual Meeting:
If you have any problem or negative experience related to an accessibility issue, please report the issue to Accessibility Committee Chair-Elect, Junior R. Hopwood, at jrhopwood60@gmail.com. By informing us of any concerns that arise we can work toward making the SSSP Annual Meeting more welcoming of individuals with disabilities.

Checklist for Virtual Program Participants:
https://www.sssp1.org/file/Accessibility_Checklist_for_Virtual_Program_Participants_2021.pdf

Checklist for Virtual Session Organizers:
https://www.sssp1.org/file/Accessibility_Checklist_for_Virtual_Session_Organizers_2021.pdf