Accessibility at R1

As required by Title II of the Americans with Disabilities Act (ADA), all public entities that employ 50 or more persons must designate at least one employee, commonly referred to as an ADA Coordinator, to coordinate efforts to comply with and carry out the responsibilities under this act. The ADA Coordinator is responsible for meeting compliance with ADA Title II regulations, facilitating accessibility initiatives, and addressing concerns or grievances related to the ADA within municipal programs and services.

The ADA coordinator acts as a liaison between R1 and the public, fostering communication and collaboration to promote equal access and inclusivity for individuals with disabilities. The appointment of an ADA Coordinator underscores R1’s commitment to uphold the principles of non-discrimination and accessibility outlined by the ADA. Contact information for the R1 ADA Coordinator is listed below:

Paige Witherow
ADA Coordinator / Senior Policy Associate

PWitherow@R1planning.org

815-319-4190
127 N Wyman St., Ste 100, Rockford, IL 61101

When the ADA Coordinator is unavailable, please contact the following designated back-up contact:

Angela Pagelow

In-Office Navigator / Accounting & HR Coordinator

APagelow@R1planning.org

815-319-4458

127 N Wyman St., Ste 100, Rockford, IL 61101

1. Self-Evaluation

The self-evaluation is a public entity’s assessment of all its programs, services, activities, facilities, current policies, practices, and procedures. The self-evaluation identifies and corrects accessibility barriers that are not compliant with ADA Title II. Public entities that employ 50 or fewer individuals are not required to conduct a self-evaluation, however, R1 is completing the process to demonstrate the agency’s commitment to following Title II requirements.

Steps to conduct a self-evaluation:

1. Identify all programs, activities, and services along with their locations.
2. Determine whether employees and officials are familiar with ADA obligations, including the requirement to make reasonable modifications.
3. Determine whether employees and officials know how to arrange for auxiliary aids and services to ensure effective communication with people with disabilities.
   • Ex: sign language interpreters, material in Braille, assistive listening systems
4. Review policies and procedures to determine there is equal opportunity for people with disabilities to participate and benefit.
5. Survey facilities and determine whether there are physical barriers to access.

R1 Self-Evaluation Process

R1 assembled an internal team of eight staff members to document the physical characteristics of the facility. Staff members also monitored progress, organized the data, and summarized the results, highlighting key barriers needing correction.

To review public engagement processes, digital accessibility, online presence, and R1’s programs and policies, staff from relevant fields gathered the necessary information to create a comprehensive self-evaluation. A link to the report will be provided here once it is finalized.

2. Transition Plan

After the self-evaluation is complete, a public entity creates and implements its comprehensive ADA Transition Plan. R1’s ADA Transition Plan (TP) lays out the steps that ensure all programs, services, and activities are accessible to people with disabilities. R1 has completed the following steps: issue a public notice, designate an ADA coordinator, and establish a grievance procedure.  

Self-Evaluation    R1 is now completing the self-evaluation process, which will pinpoint the facilities, programs, and services that require modification or relocation to remain compliant.

Transition Plan    R1's TP will outline the structural changes and design improvements necessary to meet ADA standards. Additionally, R1 will retain all grievance reports and ADA compliance checklists. R1 will be responsible for plan maintenance and coordinate ADA training compliance for all local public agencies (LPAs) within the Rockford Metropolitan Planning Area (MPA).

         Contents    The TP will consist of a prioritized list of all the physical accessibility barriers, an evaluation of the feasibility and impact of removing barriers, as well as a list of the methods requiring changes.

         It will also feature a comprehensive assessment of the R1 office building located at 127 N. Wyman Street. This will include a summary table highlighting all identified barriers to accessibility, based on how measurements align with the 2010 ADA Standards for Accessible Design, along with proposed actions and the parties responsible for implementation.

         A later phase will address the public right-of-way including sidewalks, curb ramps, and other facilities used or occupied by R1. Since R1 leases the office building it occupies, collaboration with the property owner, Joseph James Partners (JJP), will be essential to meet ADA Title II requirements.

Next Steps    The plan will detail the actions and funding needed to achieve accessibility, along with an implementation timeline. Following the completion of its TP, R1 will assist municipalities within the MPA with completing their ADA Compliance Transition Plans. R1 will continue to conduct evaluations and adjust its TP will as necessary, guiding future efforts and serving as a record of completed work.

Effective Communication

Region 1 Planning Council (R1) will provide appropriate aids and services upon request so that individuals with disabilities can equally participate in R1’s programs, services, and activities. This includes making communication accessible to people with speech, hearing, or vision impairments.

Anyone who requires an auxiliary aid or service for effective communication, or a modification of policies or procedures to participate in a program, service, or activity of R1 should contact Paige Witherow, ADA Coordinator, at least two weeks prior to the scheduled event. This will ensure sufficient time for the acquisition or modification of equipment or devices.

R1 will not charge to provide auxiliary aids/services, reasonable policy modifications, or remove barriers to access in order to ensure individuals can participate in all services and programs.

Website

R1 follows Section 508 and the Web Content Accessibility Guidelines produced by the World Wide Web Consortium (the web’s governing body).

Engage R1

R1 utilizes Engage R1 as a platform to share all engagement opportunities and progress updates on its projects, plans, and programs with the public. Engage R1 is a website administered through Social Pinpoint, a software company used to enhance public engagement efforts.

   To view our Accessibility Statement on Engage R1, click here.
   To view the Translation Disclaimer statement on Engage R1, click here.  

Language Access

R1 will take reasonable steps to provide individuals with limited English proficiency (LEP) with meaningful access to agency programs or activities. R1 will provide free language assistance services to LEP individuals upon request.

Report a Problem

If you require assistance or have a problem using R1’s site, please report the issue by contacting Paige Witherow, ADA Coordinator at PWitherow@R1planning.org or 815-319-4190. R1 will make every effort to resolve the issue.

R1 does not discriminate on the basis of disability in its hiring or employment practices and complies with all regulations overseen by the U.S. Equal Employment Opportunity Commission under Title I of the ADA.

Modifications to Policies & Procedures

R1 will make all reasonable modifications to policies and programs to ensure that people with disabilities have an equal opportunity to participate in its programs, services, and activities.

Anyone who requires an auxiliary aid or service for effective communication, or a modification of policies or procedures to participate in a program, service, or activity of R1 should contact Paige Witherow, ADA Coordinator, no later than 5-10 business days prior to the scheduled event to ensure sufficient time to provide proper equipment or devices. Complaints that a program, service, or activity of R1 is not accessible to persons with disabilities should be directed to Paige Witherow at PWitherow@R1planning.org or 815-319-4190.

R1 will not charge to provide auxiliary aids/services, reasonable policy modifications, or remove barriers to access in order to ensure individuals can participate in all services and programs.

The Americans with Disabilities Act of 1990 lists administrative requirements that help ensure that the needs of people with disabilities are addressed in the programs, activities, and services operated by a public entity. Having these requirements in place will not prevent all problems, but it will help to efficiently address questions and problems.

Requirements for Public Agencies with less than 50 Employees:

Requirements for Agencies with 50 or more Employees:

Grievance Procedure under the Americans with Disabilities Act

R1 is committed to upholding the Americans with Disabilities Act of 1990 (ADA) and Title II regulations that prohibit discrimination against individuals with disabilities in accessing public services, programs, and activities. Recognizing the importance of ensuring equal access for all, this grievance procedure is established to address complaints related to accessibility and public facilities, services, programs, and activities.

Who may file an ADA grievance?

Any person who believes that they have been excluded from participation in, denied the benefits of, or otherwise subjected to discrimination because of a disability under any R1 service, program, or activity may file a grievance. A grievance may also be filed on behalf of another person.

How to file an ADA grievance

Grievances should be submitted in writing and must include the complainant’s name, address, and telephone number, along with a description of the alleged discrimination, including the location and date of the incident. Paige Witherow, ADA Coordinator/Senior Policy Associate, is R1’s designated contact for all grievances.

Grievances may be submitted through the following options:

·        In person: At the following address: 127 N. Wyman Street, Ste. 100, Rockford, IL 61101

·        Email: Fill out the Grievance Form and email the form to PWitherow@R1planning.org

·        Phone: Call 815-319-4190

·        Mail: Fill out the Grievance Form and mail to the following address: 127 N. Wyman Street, Ste. 100, Rockford, IL 61101

Alternative methods for filing a complaint, such as submission by a representative, a personal interview, or an audio recording, will be made available upon request.

The grievance should be submitted by the complainant and/or by their designee as soon as possible, but no later than sixty (60) days* after the alleged violation.

ADA Grievance Processing

Within fifteen (15) calendar days after receiving the complaint, R1’s ADA Coordinator, or their designee, will meet with the complainant to discuss the grievance and explore possible resolution. Within fifteen (15) calendar days after this meeting, R1’s ADA Coordinator, or their designee, will provide a written response. When appropriate, the response will be made available in an accessible format, such as large print or audio recording. The response will outline R1’s position and present options for substantive resolution of the complaint.

ADA Grievance Appeals

If R1’s response does not satisfactorily resolve the issue, the complainant or their designee may appeal the decision within fifteen (15) calendar days after receipt of the response to R1’s In-Office Navigator or their designee.

Within fifteen (15) calendar days after receipt of the appeal, R1’s In-Office Navigator, or their designee, will meet with the complainant to discuss the complaint and possible resolutions. Within fifteen (15) calendar days after the meeting, R1’s In-Office Navigator will respond in writing in a format accessible to the complainant when appropriate, with a final resolution.

ADA-Complaint Record Retention

The ADA Coordinator will keep a record of all complaints filed for non-compliance with the ADA and Section 504 of the Rehabilitation Act of 1973 for a minimum of three (3) years following the date of case closure, provided all audits have been completed and no litigation is pending or anticipated.

Notes

* §35.170 requires grievance submission no later than (180) days after the alleged incident, unless the time for filing is extended by the designated agency for good cause shown. However, many public entities recommend grievance submission no later than 60 days after the incident to ensure timely grievance processing and correction.

** While the ADA does not explicitly state the number of days required between each grievance procedure step, public entities are required to specify the time period in which corrective actions will be taken to address grievances. Per recommendation from the Department of Justice, 15 calendar days between each grievance procedure step is strongly recommended.

*** § 35.172 requires public entities to fully investigate each complete complaint and attempt informal resolution. If resolution is not achieved, public entities may issue a Letter of Findings that shall include — (1) Findings of fact and conclusions of law; (2) A description of a remedy for each violation found; and (3) Notice of the rights available under paragraph (b) of this section. If the designated agency finds noncompliance, the procedures in §§ 35.173 and 35.174 shall be followed. At any time, the complainant may file a private suit pursuant to section 203 of the Act, whether or not the designated agency finds a violation.

Disability Resources

ADA Guidance & Resource Materials

Best Practice Examples

ADA Transition Plans:

St. Louis ADA Transition Plan

Kane County ADA Final Transition Plan

Santa Clara ADA Self-Evaluation & Transition Plan

ADA Title II Webpages:

Santa Clara ADA Self-Evaluation & Transition Plan Website

City of Boise ADA Self-Evaluation & Transition Plan

Supporting Information

Official Notice Under the Americans with Disabilities Act

About the ADA Accessibility Standards

New England ADA Center: Action Steps

UsableNet: ADA Title II Web and Mobile App Compliance