Common use of Accessible Materials Clause in Contracts

Accessible Materials. i. VDOC shall provide all Key Print Materials in large print of at least 18-point size or larger, depending on the needs of each Blind Prisoner and shall provide them on the devices listed in Paragraph 3(h)(ii). If Key Print Materials are revised or newly issued, VDOC shall create and make available such Key Print Materials to Blind Prisoners within two (2) business days of the Key Print Material being made available to sighted prisoners. For Key Print Materials that are not normally distributed to Prisoners, large print versions will be maintained in the libraries, rather than distributed to Blind Prisoners. 1. If any other print material is not provided in large print, VDOC will create and provide a large print copy to the Blind Prisoner(s) upon request. 2. For any print material that would be an undue burden or fundamental alteration to provide in an Accessible Format, for the Commissary Form, and for materials received in an inaccessible (print or handwritten) format, VDOC shall assign a counselor or a Qualified Caregiver to assist the Blind Prisoner with reading the inaccessible print materials, consistent with the choice of the Blind prisoner. a. VDOC will instruct counselors that they must assist Blind Prisoners in completing their Commissary Forms. 3. Once it is established that a particular Blind Prisoner needs a print accommodation, such as large print, accessible electronic, or audio, the Blind Prisoner’s facility shall issue documents, or provide a way to access those documents independently, to that Prisoner in the Prisoner’s required format, and that Prisoner shall not be required to re-request that print format for each print document issued by the facility. 4. If a Blind Prisoner is unable to obtain a large print or other Accessible Format of an emergency grievance, written complaint, regular grievance, or a copy of a grievance receipt, the Blind Prisoner may leave a voicemail on VDOC’s “Grievance Hotline,” to notify VDOC staff that he or she is in need of a large print or other Accessible Format of those documents. The same policies regarding VDOC’s timeline for responding to voicemails on the Grievance Hotline apply to these requests from Blind prisoners. 5. Blind prisoners will have a weekly scheduled meeting with their counselors to get any needed assistance with reading and writing and other materials. VDOC will instruct counselors that they must timely assist Blind Prisoners with reading and writing materials. ii. Staff will provide any responses to Blind Prisoners’ forms (i.e., approval or denial of a request for accommodation, disposition of contraband, rejection of mail, grievance response, etc.) in legible, large print handwriting (not cursive) in a thick, dark marker or pen on a separate sheet of paper attached to the response form. When available, staff will provide responses to these forms on a separate large print, typewritten sheet. iii. In housing units or pods where Blind Prisoners live, staff will make announcements broadcast in an audio format any time a new memorandum, job posting, or other print announcement is posted to the bulletin board or titler system in that pod. 1. The announcement will read through the content of the print announcement in its entirety to Blind Prisoners. 2. The announcement will also be recorded on a digital recorder available for Blind Prisoners to check out from their building manager, counselor, or other appropriate staff member. 3. Staff will not be required to record announcements signaling the start of a daily routine, such as chow call, pill call, and recreation.

Accessible Materials. i. VDOC shall provide all Key Print Materials in large print of at least 18-18- point size or larger, depending on the needs of each Blind Prisoner and shall provide them on the devices listed in Paragraph 3(h)(ii). If Key Print Materials are revised or newly issued, VDOC shall create and make available such Key Print Materials to Blind Prisoners within two (2) business days of the Key Print Material being made available to sighted prisoners. For Key Print Materials that are not normally distributed to Prisoners, large print versions will be maintained in the libraries, rather than distributed to Blind Prisoners. 1. If any other print material is not provided in large print, VDOC will create and provide a large print copy to the Blind Prisoner(s) upon request. 2. For any print material that would be an undue burden or fundamental alteration to provide in an Accessible Format, for the Commissary Form, and for materials received in an inaccessible (print or handwritten) format, VDOC shall assign a counselor or a Qualified Caregiver to assist the Blind Prisoner with reading the inaccessible print materials, consistent with the choice of the Blind prisoner. a. VDOC will instruct counselors that they must assist Blind Prisoners in completing their Commissary Forms. 3. Once it is established that a particular Blind Prisoner needs a print accommodation, such as large print, accessible electronic, or audio, the Blind Prisoner’s facility shall issue documents, or provide a way to access those documents independently, to that Prisoner in the Prisoner’s required format, and that Prisoner shall not be required to re-request that print format for each print document issued by the facility. 4. If a Blind Prisoner is unable to obtain a large print or other Accessible Format of an emergency grievance, written complaint, regular grievance, or a copy of a grievance receipt, the Blind Prisoner may leave a voicemail on VDOC’s “Grievance Hotline,” to notify VDOC staff that he or she is in need of a large print or other Accessible Format of those documents. The same policies regarding VDOC’s timeline for responding to voicemails on the Grievance Hotline apply to these requests from Blind prisoners. 5. Blind prisoners will have a weekly scheduled meeting with their counselors to get any needed assistance with reading and writing and other materials. VDOC will instruct counselors that they must timely assist Blind Prisoners with reading and writing materials. ii. Staff will provide any responses to Blind Prisoners’ forms (i.e., approval or denial of a request for accommodation, disposition of contraband, rejection of mail, grievance response, etc.) in legible, large print handwriting (not cursive) in a thick, dark marker or pen on a separate sheet of paper attached to the response form. When available, staff will provide responses to these forms on a separate large print, typewritten sheet. iii. In housing units or pods where Blind Prisoners live, staff will make announcements broadcast in an audio format any time a new memorandum, job posting, or other print announcement is posted to the bulletin board or titler system in that pod. 1. The announcement will read through the content of the print announcement in its entirety to Blind Prisoners. 2. The announcement will also be recorded on a digital recorder available for Blind Prisoners to check out from their building manager, counselor, or other appropriate staff member. 3. Staff will not be required to record announcements signaling the start of a daily routine, such as chow call, pill call, and recreation.