It is important that you include instructions regarding reasonable accommodation requests in your notices.
Below is suggested language:
For accommodation requests, including spoken language or sign language interpretation, please inform the [Committee] office of the need as soon as possible but no later than five (5) business days before the proceeding. The Council will make every effort to fulfill timely requests, however requests received in less than five (5) business days may not be fulfilled and alternatives may be offered.
It is the committees’/office’s responsibility to get to the Office of the Secretary the request immediately thereafter. I’ve highlighted the procedure below:
Procedure for requesting services for hearings and roundtables
Complete a requisition form and submit to the Office of the Secretary. You can find the forms electronically here: https://dccouncil.seamlessdocs.com/sc/
Language Interpretation Form https://dccouncil.seamlessdocs.com/f/languageservices
ASL/CART Form https://dccouncil.seamlessdocs.com/f/SignLanguageRequest
The form must include the date and time of the hearing or roundtable, the number of LEP/NEP constituents requiring service, the language(s) spoken.
The requisition form must be completed and submitted to the Office of the Secretary no later than 5 business days prior to the event date.
The Office of the Secretary will contract with a service provider. Base charges for hearings and roundtables will be covered by the Office of the Secretary. Charges for in-office meetings, rush charges or cancellation fees will be assessed to the Member’s budget. Requests received less than 5 business days of the hearing date may be assessed a rush charge as determined by the service provider. Requests received with less than 24-hours’ notice may not be fulfilled in accordance with the service provider’s policy.