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 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 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) tasks Student contact & interaction Time required for administrative
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 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