1. UDAL Initiative and pdf pilot at UW Bothell
Ana Thompson and ashley magdall

2. Presentation link
tinyurl.com/bothellPDF

3. What is UDAL? UDAL = Universal Design + Active Learning
Comprises principles, research and best practices of Universal Design for Learning (UDL) with added emphasis on student engagement and physical spaces
More information can be found at the UW Bothell Learning Technologies website
Bothell Learning Technologies website:

4. UDAL Core team Formed June 2016 Mission Current members
Bring UDAL methodologies to our campus
Provide support services
Integrate practices
Current members
Disability Services for Students (1)
Web Communications (1)
IT Enterprise Applications (1)
Learning Technologies (2)

5. UDAL Journey What’s in the Name? UDAL Origins UDAL Core Team
PHASE 1
PHASE 2
PHASE 3
The UDAL acronym comes from combining Universal Design for Learning and Active Learning. Andreas Brockhaus, Director of Learning Technologies coined the term April 2016.
UDAL Origins
Universal Design for Active Learning (UDAL) began in UW Bothell Learning Technologies as a way to combine best UDL best practices and other pedagogies that maximize student learning and engagement.
UDAL Core Team
Initially started informally within IT, Jeane Marty (Web Developer) and Ana Thompson (Learning Technologist) began conversations that reflected their passion for accessible design.

6. Phase 1(2016) PHASE 1 The beginning…
2/23– Campus UD Strategy Group Meeting
3/11 – LT staff meeting UDAL initiative is born
April – Creation of UDAL web page
4/28 – UDI presentation and UDAL panel

7. Phase 2 (2016) PHASE 2 UDAL Core Team
4/29 – CBI in Seattle conversations
5/25 Met with UW Bothell stakeholders to plan UDAL Forum
6/3 – Pizza & UDAL Forum
6/13 – UDAL Core Team and a11y listserv creation
7/8 – Campus Access Guide Workgroup Meeting
7/19 – UDAL Mission and website

8. Phase 3 (2016) PHASE 3 Other Events
9/14 – First UDAL Core Team (UCG) meeting
9/27 – Sheryl sent Policy #188 announcement and is named UW IT Accessibility Coordinator
10/4 – UCG Brainstorm on Policy #188 implementation on campus & plan to talk to Student Affairs, Academic Affairs VC, Academic Council
11/4 – ARIA Bootcamp at UW Seattle campus

9. Phase 4 (1 of 2)
PHASE 4
2017
1/15 – Outline for top-level accessibility site topics
2/19 – SiteImprove discussion and GAAD event planning
3/7 – ARIA Bootcamp UW Bothell
3/28 - UDAL new definition
4/18 – Met with Student Affairs Dean
4/19 – Start PDF Remediation Pilot
5/15 – GAAW Celebration week
5/22 – Policy #188 presentation to Student Affairs

10. Phase 4 (2 of 2)
6/20 – Meetings with Library Director and VC Academic Affairs
7/10 – Student Affairs student web designers training
8/18 – UW Bothell Accessibility top-level website is live
Early Sept – Completed flexible classrooms
10/12 – Presentation to Academic Council
10/19 – UDAL presentation at NWeLearn
10/30 – UDAL Presentation at UDL for Higher Ed Conference
PHASE 4

11. PDF pilot at UW bothell

12. Process: Getting started
Met with Gaby to talk about the pilot
Developers generated PDF report
Organized PDFs by department/primary website contact
ed out reports to the web contact and had them coordinate/delegate
Established a hard deadline
Reminder s about deadline, suggestions on how to get through their content, and offers to help

13. Process: Getting Buy-In
Free, limited time opportunity for the UW Bothell campus
Offered a framework of how to sort through the information
Offered time for consultations
simplified it for them as much as possible to encourage participation
Explained in message why this work is important and reminded them that making information accessible isn’t optional
Offered suggestions on next steps

14. PDFs by the numbers Total cost to remediate at UW Bothell: $8,593
Report pulled: 2,943
Useful PDFs pulled: 2,622
Removed hyperlinks that referenced external PDFs
PDFs that I inquired about to their owners: 2,277
Removed broken or duplicate pdfs
PDFs I submitted for remediation: 122 (pdfs) 930 (pages)
Pilot engagement was voluntary
not everyone had time to vet through their PDFs and participate
Those that did were VERY grateful for the free opportunity
Total cost to remediate at UW Bothell: $8,593

15. End of the pilot How many missed the deadline?
We had approximately 17 top level directories update out of the directories
due to this pilot the level of awareness for PDF accessibility is now higher
What options did they have?
Gave vendor’s information and price quote ($9.23/page)
Lynda.com courses to train on remediation
opportunity to become a liaison and get an adobe license
Ana Thompson and Gaby de Jongh’s information as contacts

16. What was the general response?
Overall people thought it was a great opportunity
It was easy to get the people who worked very closely with students to see the value in taking the time to participate
Harder for other groups to commit the time due to competing demands that were deemed higher priority
getting leadership/administration buy-in will help avoid future problems

17. Impact on me
Bothell IT developers generated the reports and ed them to me
Organizing the PDFs by the website contact was time-consuming and required attention to detail
double-checked “approved” PDFs to see if they could be converted to html
Met with groups to explain pros/cons of having a PDF “turned” into a webpage
Timeframe was short; a generous timeline should be less impactful to the project organizer
rather deal with the impact that this pilot had than with PDF accessibility without help
Final impact: sending out the remaining PDFs to their owners

18. Lessons learned
Vastech does great with small amount of PDFs being sent
They have a program that can connect to static IP addresses in order to transfer the PDFs
UW runs on dynamic IP address for security purposes so their system did not work
Highly recommend using but become well versed in max file sizes or coordinate setting up a Google Drive (or something similar)
Organize the files! Makes double checking faster/easier, good risk management

19. conclusion Duration: April – June 2017 PDF documents to VASTEC
930 pages
total cost $8,593
purchase of 10 Adobe Acrobat Pro 2017 licenses
funding from the PDF Pilot provided by UW-IT
Training sessions on document accessibility
May (all) and September (MS Word and powerpoint)
More to be offered in the near future

20. Questions?