Adventures and Pitfalls in Going ElectronicA 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 ModulesAccommodationsFaculty letter requestsAlternative 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 SystemFeatures we were looking for:

Web-based system Accessible for users

(staff & students) Customizable fields,

labels, & school branding Students access/request

online Automated

communication to faculty & groups of students

Appointment scheduling User management E-Application Integrated modules for

service areas Bring us coffee in the

AM Do our work for us

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 optionsBookstore 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 InformationChad PriceArizona State Universitycrprice@asu.edu(602) 496-4321

Heidi ScherUniversity of Arkansashascher@uark.edu (479) 575-3104

Bree CallahanUniversity of Washingtonbreec@uw.edu (206) 221-2453

Jon McGoughUniversity of Washingtonjondm@uw.edu (206) 221-8543