In consultation with the POD Diversity Committee, the conference supports a number of inclusion and accessibility measures in order to provide all participants with as equitable an experience as possible:
- Conference Session Recommendations
- Inclusion Coordinator
- Captioning in Live Sessions and On-Demand Recordings
- Zoom Screen Names (in lieu of name badges)
- Guidelines for Attending Synchronous Sessions on Zoom
Conference Session Recommendations
A handout with recommendations for presenters is updated each year by the Inclusion Coordinator(s) and distributed to all conference presenters. Following these recommendations will help you make your POD presentation and associated materials more accessible and meaningful to a wider variety of participants. We encourage you to read this material early in the development of your session, since it includes important inclusivity suggestions as well as technical/formatting tips.
The Inclusion Coordinator position provides perspective to the conference team on major decisions about the conference and helps to create access for all attendees. The Inclusion Coordinator(s) are encouraged (but not required) to be members of the POD Diversity Committee. They apply and are selected by the Diversity Committee to serve per conference. The Inclusion Coordinators for the 2020 POD Network Conference are Gloria Niles (firstname.lastname@example.org) and Mays Imad (email@example.com). Anyone with inclusion needs, concerns, or feedback should contact them via email.
Captioning in Live Sessions and On-Demand Recordings
Live captioning will be available in all live Zoom sessions. The icon to turn on captioning is at the bottom of the Zoom window. All On-Demand sessions will also include closed captioning.
Zoom Screen Names (in lieu of name badges)
In the virtual environment, our Zoom Screen Names will take the place of the name badges and will serve the same two primary purposes. Your screen name provides session participants the ability to identify colleagues for networking purposes. For this reason, we ask that you include preferred first and last names as well as institutional or organizational affiliations. Your screen name is also intended to help participants interact with each other in ways that respect each person’s identity. With this in mind, each participant has the option to indicate their pronouns. An example screen name would be, “Tammy McCoy, Georgia Tech, she/her/hers.”
To change your name after entering a Zoom meeting…
- Click on the “Participants” icon at the bottom of the Zoom window.
- In the “Participants” list on the right side of the Zoom window, hover over your name and click on the “Rename” button.
- Type in the display name you would like to appear in the meeting and click on “OK”.
Guidelines for Attending Synchronous Sessions on Zoom
- Keep your microphone on mute unless you need to speak during the session.
- When speaking during a session, turn your camera on if possible for participants who may rely on lip-reading.
- Avoid the use of videos or distracting images for virtual backgrounds.
Access materials in advance when available. If materials are not available, contact the conference help desk to see if the presenter can provide materials in advance as an accommodation.