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Adventures
and Pitfalls
in Going Electronic
A TALE OF THREE UNIVERSITIES
Bree Callahan–University of Washington
Chad Price–Arizona State University
Heidi Scher–University of Arkansas
Jon McGough–University of Washington
Campus Info
University of Washington (UW)
Disability Resources for Students (DRS) serves
1350 students
UW total student population 42k
DRS serves 3.2% of student population
7 full-time staff, 2 part-time staff & 12 student staff
Quarter system
Medical, Dental and Law Schools
3 campuses in region
Campus Info
Arizona State University
Disability Resource Center (DRC) services 2477
students
ASU total student population 76K
DRC services 3.3% of student population
Staffing: 4 offices, 31 full time staff, 3 half time staff,
multiple student workers
Semester system (3 sessions per semester A,B,C)
14 schools/colleges, law school, multiple campus
locations
Campus Info
University of Arkansas
Center for Educational Access (CEA) serves 2117
students with disabilities
UofA total student population 25k
CEA serves 8.5% of student population
Staffing: 13 full-time staff, 3 graduate assistants,
25-30 hourly employees (conversion specialists,
transcriptionists, golf cart drivers, lab assistants,
proctors), 1 part-time computer support specialist,
*Others providing services: interpreters, notetakers
Semester system
8 colleges, law school
Where we were prior to AIM
UW
ASU
UofA
Excel Spreadsheets
Excel Spreadsheets
Excel Spreadsheets
Files: Hard copy
Files: Digital case notes
(MS Word) & student
files (PDFs)
Paper everything
Paper for other student
processes (faculty letters,
semester check-ins, etc.)
Multiple MS Access
Database Modules
Deaf/Hard of Hearing,
Testing, Alt Format,
Transportation
Multiple MS Access Modules
Accommodations
Faculty letter requests
Alternative format requests
MS Sharepoint – alt format
conversion tracking
Needed something different
Continued increase in students requesting services
Bogged down with paper
Increasing demands by administration (do more
with less)
Need more efficient and effective office procedures
and processes
Need more efficient and effective student service
processes
Need for better and increased reporting
Shopping for a System
Features we were looking for:
Web-based system
Appointment scheduling
Accessible for users
(staff & students)
User management
E-Application
Customizable fields,
Integrated modules for
labels, & school branding service areas
Students access/request
Bring us coffee in the
online
AM
Automated
Do our work for us
communication to faculty
& groups of students
Systems explored
Simplicity's Accommodate
http://www.symplicity.com/accommodate
Clockwork
http://microscience.on.ca/clockwork/
Accessible Information Management (AIM)
http://accessiblelearning.com/
UW chose for: Alternative Format module & was
more user friendly for us
UofA chose for: Alternative Testing modules,
Alternative Format, Note-taking,
Faculty Notification Letters email capabilities
AIM Modules
Accommodations
Students request letters of accommodations online &
select accommodations
Letters of Accommodation delivered to faculty via email
Appointments
Synchronizes with exchange server
Alternative Testing
Testing contract submitted, student schedules exams,
faculty uploads exam in system.
Note-taking
Note-takers sign up online, paired with students,
upload notes to the course for students to view.
AIM Modules
2
Equipment Management
Scan or input serial numbers and attach to students
profiles for management
Alternative Format*
Sync with bookstore information, connect requests to
course information, track conversion tasks
Students request conversion online
Deaf and Hard of Hearing*
Student can submit requests and staff can track and
pair interpreters to assignments
* optional modules
Implementation
UW - All in concept
2013-2014: Launched all 6 modules
Winter Qtr: DHOH and Alternative Format
ASU - Piece-meal concept
Fall 2013: Launched Accommodations, Alternative Testing,
Notetaking, and Equipment modules
Spring 2014: Alternative Format & DHOH
Current: Working on Appointments
UofA - Piece-meal concept
Spring 2013: Accommodations, Alternative Testing, Note-taking,
Letter requests
Fall 2013: Letter email process, Equipment management
Spring 2014: Alternative Format, Deaf and Hard of Hearing
Summer 2014: Appointments
Automated sync options
Bookstore Booklists for Alternative Format
ASU & UofA: Follett, UW: U Bookstore
Student Registration Information
ASU & UofA: PeopleSoft, UW: homegrown,
Student Demographic & Academic Information
UW: homegrown
Single Sign-on to (placed behind campus portal)
UW & UofA: Shibboleth, ASU: CAS
What we learned
Preparation is key!
Templates – how are you communicating information
Know campus partners to help implement: IT,
Bookstore, Enrollment Management, Web Services
Collect all electronic information you have
It is easier said than done
Moving from paper to electronic can be painful
Understand your data security policies on campus
Review your student file retention policies
Do you have an electronic file policy/process?
What we learned
2
Need resources for students/faculty/staff
Online orientations, how-to guides
Don’t be afraid to change current processes
Review office procedures and process
Review language used in communications
Communication plan
Need to share upcoming changes with faculty/students
Consider holding orientations for faculty/students
Assessment:
Quarterly surveys of system usage and feedback
Impact
Streamlined, less cumbersome process for office and
for students (UW, UofA, ASU)
Re-allocated time to work with students (UW, UofA,
ASU)
Enhanced student experience (UW)
Engagement and independence have increased
with the online capabilities (UofA, ASU)
Increased control of accommodations (UofA, ASU)
Serves growing online student population (UW, UofA,
ASU)
Impact
Mixed responses from students and faculty
Students: interaction with office changed (ASU)
Faculty: either like it or they don’t (UW, ASU)
Faculty: increased engagement in the overall
accommodation process (UofA, ASU)
Generate more reporting information quickly (UW,
UofA, ASU)
AIM = Students First! (UofA)
Student contact & interaction
Time required for administrative
tasks
On-going efforts
Campus outreach
Academic Departments
Advising
Continual training
Constant review of processes
Was it worth it?
UW: YES!!
Spend less time with administrative busy work
More time for campus outreach
Quick reporting options for us and administrators
Clear and consistent workflows
Better quality program delivery: Note-taking,
Alternative Format, Equipment management,
DHOH, Letter of Accommodations delivery and
management
Was it worth it?
ASU: Absolutely, YES!
Increased consistency across campuses
One University, many places
Focus on transformational versus transactional
interactions with students
Quick and simple reporting
More effective tracking of services and students
Integrated communication across service areas
Was it worth it?
UofA: YES!!!
Spend less time with administrative “busy work”
Increased direct student contact & campus outreach
Quick reporting options
Clear and consistent workflows
Improved case management
Better quality program tracking and delivery
Faculty notification letters electronic delivery and
management, Alternative testing, Alternative format
requests and tracking, Equipment management,
Deaf & hard of hearing services
Questions
Accessible Information Management (AIM) is in the
AHEAD Exhibit Hall
Visit Booth 26 and talk to them
Website is: http://accessiblelearning.com/
Contact Information
Chad Price
Arizona State University
[email protected]
(602) 496-4321
Bree Callahan
University of Washington
[email protected]
(206) 221-2453
Heidi Scher
University of Arkansas
[email protected]
(479) 575-3104
Jon McGough
University of Washington
[email protected]
(206) 221-8543