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
 Appointment scheduling
 Accessible for users
(staff & students)
 User management
 E-Application
 Customizable fields,
 Integrated modules for
labels, & school branding service areas
 Students access/request
 Bring us coffee in the
online
AM
 Automated
 Do our work for us 
communication to faculty
& groups of students
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)
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 Information
Chad Price
Arizona State University
[email protected]
(602) 496-4321
Bree Callahan
University of Washington
[email protected]
(206) 221-2453
Heidi Scher
University of Arkansas
[email protected]
(479) 575-3104
Jon McGough
University of Washington
[email protected]
(206) 221-8543