Adventures and Pitfalls in Going Electronic

1
Adventures and Pitfalls in Going Electronic

• A Tale of Three Universities

Bree CallahanUniversity of Washington Chad
PriceArizona State University Heidi
ScherUniversity of Arkansas Jon
McGoughUniversity 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
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 AccommodationsFaculty 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
• 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

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
• Dont 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 dont (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_at_asu.edu
• [phone]
• Heidi Scher
• University of Arkansas
• hascher_at_uark.edu
• [phone]

• Bree Callahan
• University of Washington
• breec_at_uw.edu
• [phone]
• Jon McGough
• University of Washington
• jondm_at_uw.edu
• [phone]