Management Considerations

The Management Considerations Toolkit provides library leaders with essential guidance on legal responsibilities, accessibility standards, and inclusive planning to ensure equitable access for all patrons across physical and digital spaces.

Toolkit Table of Contents

Definition(s)
Quick Tips
Overview
Action Items
Data
Trends
Resources for Librarians
Resources for Patrons
References

Definitions

ADA compliance refers to adherence to the requirements of the Americans with Disabilities Act (ADA), a federal civil rights law that prohibits discrimination against individuals with disabilities in all areas of public life, including jobs, schools, transportation, and public and private places open to the general public. For libraries and other public institutions, this includes ensuring that facilities, services, and digital content are accessible to people with disabilities, following the ADA Standards for Accessible Design.¹
Workplace accommodations are modifications or adjustments to a job, the work environment, or the way tasks are typically performed that enable a qualified individual with a disability to apply for a job, perform essential job functions, or enjoy equal employment benefits. These accommodations can include physical changes (like installing ramps), flexible schedules, assistive technologies, or policy adjustments, and are considered “reasonable” if they do not impose an undue hardship on the employer.^{2, 3}

Quick Tips

Schedule periodic walk-throughs of library spaces to check for compliance with ADA accessibility requirements.
Create policies detailing what is required and not required by the library staff when providing services to patrons with disabilities.
- Provide training to staff members on the policy requirements.
- Provide training to staff members on best practices when providing services to patrons with disabilities.
Ensure that the library’s collections are accessible, especially the library’s electronic resources. Designate a Section 504/508 coordinator, and give this person the authority to ensure acquisition staff are aware of the need for compliance when purchasing all electronic resources and when maintaining and updating the library’s website.

Overview

The Americans with Disabilities Act (ADA), enacted by the U.S. Congress in 1990 (amended in 2009), is a major piece of civil rights legislation that prohibits discrimination toward persons with disabilities in regard to access to housing, employment, public entities, and education. Additionally, Section 504 of the Rehabilitation Act of 1973 eliminates discrimination towards individuals with disabilities by entities receiving any Federal financial assistance and mandates equal education for all students. The legislation was reauthorized as the Workforce Investment Act of 1998, and strengthened with the addition of Section 508, which has defined standards in regard to electronic access.

Section 508 was enacted to eliminate barriers in information technology, to make available new opportunities for people with disabilities, and to encourage development of technologies that will help achieve these goals. The law applies to all federal agencies and agencies receiving federal money. It requires that any information or communication technology they develop, procure, maintain, or use is accessible to people with disabilities. The Section 508 website is an excellent resource to learn about the standards as well as to connect with tools, resources, and accessibility vendors. The website also includes a link to policy guides used by governmental agencies in regard to access as well as offering a training workshop on Section 508.

People with disabilities should have unimpeded access to both the physical and virtual library. According to some estimates, up to 25 percent of the people that libraries serve has or will develop a disability. Libraries should ensure that all of their facilities, electronic resources, and staff members stand ready to provide service to this group of people. Although some resources will cost the library additional funds, it is important to ensure that the entire community’s needs are being met to ensure sufficient and ongoing financial support. Library management professionals should lead the way by ensuring that no member of the library community gets left behind.

Action Items

1. Accessibility Audits and Physical Space

Conduct Regular ADA Walk-Throughs: Ensure all facilities meet ADA requirements. Even minor changes—like an aisle being one inch too narrow—can create barriers.
Monitor Environmental Changes: New staff may unintentionally create obstacles by rearranging furniture. Regular checks help maintain accessibility.
Keep Areas Uncluttered: Ensure both public and staff areas remain free of obstructions.

2. Staff Training and Awareness

Orientation for New Staff: Include training on providing services to patrons with disabilities.
Ongoing Training: Schedule regular sessions with simulation exercises, community speakers, and reviews of resources like the ASCLA Toolkit.
Knowledge of Assistive Technology: Ensure staff know what adaptive equipment/software is available, how to use it, and where it’s located.
Empower Staff: All public service staff should be able to activate and assist with adaptive programs.

3. Service Policies and Patron Interaction

Develop Clear Policies: Outline what is and isn’t required when serving patrons with disabilities.
Promote Comfort and Patience: Staff should feel confident and unhurried when assisting patrons with disabilities.
Allow Flexibility: Permit staff some discretion in enforcing rules to accommodate individual needs.

4. Outreach and Community Engagement

Targeted Outreach: Encourage staff to connect with local disability groups to promote library services.
Build Partnerships: Collaborate with individuals and agencies in the disability community.
Advisory Group: Form a group of patrons with various disabilities to guide programming and service improvements.

5. Collections and Digital Accessibility

Inclusive Collection Development: Maintain materials in multiple formats to serve all patrons.
Accessible Electronic Resources: Designate a Section 504/508 coordinator to ensure compliance in acquisitions and website updates.
Virtual Reference Services: Develop and train staff for accessible online services.
Website Accessibility: Assign responsibility for maintaining an accessible library website.

6. Funding and Sustainability

Pursue Funding: Locate and apply for grants annually to support assistive technologies and services.

Data

Libraries are essential community hubs, especially in rural and underserved areas. With over a quarter of the U.S. population living with a disability—and even higher rates in rural regions—ensuring accessibility is not just a legal obligation but a moral imperative. Many libraries still lack visible, accessible digital services and physical accommodations. By investing in staff training, adaptive technologies, inclusive programming, and clear communication about available services, library managers can create welcoming environments that empower all patrons and staff. Accessibility is not a one-time fix but an ongoing commitment to equity and inclusion.

Prevalence of Disability in the U.S.
- Approximately 26% of adults in the United States live with a disability.⁴ This includes a wide range of conditions—visual, auditory, neurological, and physical—each requiring different forms of support and accommodation.
Accessibility Gaps in Library Services
- A 2018 study found that only 27.5% of academic library websites included information on accessibility services on their homepages⁵. This highlights a significant gap in digital accessibility and communication.
Disability in Rural Communities
1. In rural areas, 1 in 3 adults lives with a disability⁶. These communities often face additional barriers such as fewer healthcare resources and limited access to assistive technologies, making library accessibility even more critical.

Trends

1. Strategic Planning with Accessibility as a Core Value

Libraries are increasingly embedding accessibility into their strategic plans under broader themes like belonging and community inclusion. This shift is driven by community input, usage data, and a growing recognition that accessibility is foundational to equitable service. For example, the Bixby Memorial Free Library in Vermont used community conversations to prioritize accessibility and minimize physical barriers in its 2024–2027 strategic plan.⁷

Action for Managers: Incorporate accessibility goals into your library’s next strategic planning cycle, using community feedback and data to guide priorities.

2. Universal Design (UD) as a Standard Practice

Libraries are adopting Universal Design (UD) principles to go beyond ADA compliance and create environments that are usable by all people, regardless of ability. This includes everything from sensory-friendly spaces and adaptive equipment kits to accessible web design and inclusive programming.⁸

Action for Managers: Train staff on UD principles and audit your library’s spaces, services, and digital platforms to identify opportunities for inclusive design.

3. Targeted Funding and Community-Driven Accessibility Projects

The American Library Association’s Libraries Transforming Communities initiative has awarded millions in grants to small and rural libraries to improve accessibility. These projects are often community-driven, with libraries conducting input sessions to identify local needs and then using funds to implement solutions like homebound delivery, accessible outdoor spaces, and expanded large-print collections.⁹

Action for Managers: Seek out grant opportunities and involve your community in identifying accessibility priorities. Use their input to guide funding proposals and service enhancements.

Resources

General Resources

ADA Technical Assistance Program. This website contains information regarding training and technical assistance to businesses and agencies with responsibilities under the ADA.
The Library Accessibility Alliance (LAA) is a multi-consortial initiative dedicated to advancing digital accessibility in libraries by funding independent evaluations of electronic resources, developing training, and promoting accessible-first design. Through collective action and shared expertise, LAA empowers libraries to move beyond compliance and foster a culture of justice, inclusion, and belonging for people with disabilities.
Library of Congress: The National Library Service for the Blind and Print Disabled NLS administers a free library program of Braille and recorded materials circulated to eligible borrowers through a network of cooperating libraries.
Project ENABLE (Expanding Non-discriminatory Access By Librarians Everywhere) is a free, professional development initiative designed to help librarians create inclusive and accessible library environments for patrons with disabilities. Developed by Syracuse University, it offers self-paced training modules that build knowledge and skills in equitable service provision across public, academic, and school libraries.
Serving Patrons with Disabilities in Small and Rural Libraries - Practitioner's Guide (Libraries Transforming Communities) - PDF from ALA.
World Wide Web Consortium's Website Accessibility Initiative International group of professionals who work to establish guidelines, standards and educational programs to ensure web accessibility for all persons.

Accessible Hiring and Workplace Accommodations Resources

Accessible Hiring Practices: Employers' Practical Guide: Reasonable Accommodation During the Hiring Process – Job Accommodation Network (JAN). This guide provides practical, step-by-step advice for making the hiring process accessible to candidates with disabilities. It includes tips on interview accommodations, confidentiality, and how to ensure that hiring managers are informed without violating privacy.
Providing Reasonable Accommodations in the Workplace: Reasonable Accommodations: Frequently Asked Questions – ADA National Network. This FAQ resource explains what qualifies as a reasonable accommodation, outlines the process for requesting and implementing accommodations, and provides examples relevant to various workplace settings, including libraries.

Funding Resources

The Library’s Office of Disability Affairs. Locate the office through the Office of Disability Employment Policy—Directory of State Liaisons
United States Access Board Independent federal agency devoted to accessibility for people with disabilities. The United States Access Board website includes information on federal guidelines and standards; technical assistance, training, and research; and enforcement.

References

U.S. Department of Justice. (n.d.). Law, regulations & standards. ADA.gov. https://www.ada.gov/law-and-regs/
ADA National Network. (n.d.). Reasonable accommodations in the workplace. https://adata.org/factsheet/reasonable-accommodations-workplace
U.S. Department of Labor, Office of Disability Employment Policy. (n.d.). Accommodations. https://www.dol.gov/agencies/odep/program-areas/employers/accommodations
Longmeier, M. M., & Foster, A. K. (2022). Accessibility and disability services for libraries: A survey of large, research-intensive institutions. portal: Libraries and the Academy, 22(4), 823–853. Johns Hopkins University Press. https://preprint.press.jhu.edu/portal/sites/default/files/06_22.4longmeir.pdf
Ibid.
American Library Association. (2024). Serving patrons with disabilities in small and rural libraries: Practitioner’s guide. Public Programs Office. https://www.ala.org/sites/default/files/2024-05/240316-ppo-ltc-serving-patrons-with-disabilities-practioners-guide-ACCESSIBLE.pdf
Norlander, R., & Hays, C. F. (2025, April 28). Incorporating accessibility into library strategic planning as “belonging”. Programming Librarian. https://programminglibrarian.org/articles/incorporating-accessibility-library-strategic-planning-belonging
EveryLibrary. (2025, June 23). Universal design in library environments. https://action.everylibrary.org/universal_design_in_library_environments
American Library Association. (2025, March 17). ALA awards $3.5 million in library accessibility funding to 300 small and rural libraries in third round of grant initiative. https://www.ala.org/news/2025/03/ala-awards-35-million-library-accessibility-funding-300-small-and-rural-libraries-0