1. 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

2. 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

3. 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

4. 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

5. Where we were prior to AIM UWASUUofA Excel Spreadsheets Files: Hard copyFiles: Digital case notes (MS Word) & student files (PDFs) Paper everythingPaper 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

6. 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

7. Shopping for a System Features 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

8. Systems explored Simplicity's Accommodate  http://www.symplicity.com/accommodate http://www.symplicity.com/accommodate Clockwork  http://microscience.on.ca/clockwork/ http://microscience.on.ca/clockwork/ Accessible Information Management (AIM)  http://accessiblelearning.com/ 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

9. 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.

10. 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

11. 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

12. 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

13. 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?

14. 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

15. 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)

16. 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

17. On-going efforts Campus outreach  Academic Departments  Advising Continual training Constant review of processes

18. 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

19. 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

20. 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

21. Questions Accessible Information Management (AIM) is in the AHEAD Exhibit Hall  Visit Booth 26 and talk to them  Website is: http://accessiblelearning.com/

22. Contact Information Chad Price Arizona State University crprice@asu.edu (602) 496-4321 Heidi Scher University of Arkansas hascher@uark.edu (479) 575-3104 Bree Callahan University of Washington breec@uw.edu (206) 221-2453 Jon McGough University of Washington jondm@uw.edu (206) 221-8543