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Agenda & Notes - Accessibility/Usability of IT Coordinating Group (Coordinating Group)

Feb 20, 11:00-12:00, McBurney Center, Graaskamp Rm

Attending

Members:     
_x_Sandi Arendalkowski___Steven Boldt_x_Gary De Clute_x_Brendon Dybdahl_x_Ryan Engel___Matt Goins
___Andy Goldstein___Laura Grady_x_John Hare_x_Jini Jasti  
_x_Haley Kerkhoff_x_Carrie Nelson_x_Al Nemec_x_Jessie Nemec_x_Todd Schwanke_x_James Skemp
___Garrett Smith_x_Phyllis Treige___Peter Weil_x_Nick Weaver  
Also attending as needed:     
_x_Rachel Jeris_x_Phil Jochimsen_x_Lee Konrad_x_Shannon Larson_x_Don Nelson_x_Cathy Trueba

Agenda Items

  1. Introductions
      
  2. Agenda Review
     
     

  3. Notes from previous meeting. (Handout) Please send comments and corrections to Gary.
      
  4. Special Business. Guests: Shannon Larson (DoIT PMO), Rachel Jeris (Legal Services), Cathy Trueba (Director of Compliance)
    We need to cover all items (a) through (d) at this meeting.

    1. Role of the coordinating group (10 min)
      Some items already suggested:
      • Review documents (for example, a position description, or RFP requirements)
      • Advise on long-term improvements in web accessibility.
        
      Action:
      • OK as stated above, for now.

    2. Short-term (quick) needs:
      1. Possible subcommittee to finish a revised staffing proposal to present to the provost early in March. (15 min)
        Handouts:Items to address (at this meeting):
        • Need for quick action (Cathy)
        • Would a subcommittee be an appropriate way to approach this? (All)
        • If so:
          • Timeframe? Deliverables? Example: Report back to full coordinating group wih final draft of a proposal (ready for the Provost) at our first meeting in March (the 9th).
          • Who would serve?
        • If not a subcommiittee:
          • How to handle it quickly by other means?
              
        Action:
        • OK to form a subcommittee as described.
        • Charge: Report back to full coordinating group wih final draft of a proposal (ready for the Provost) at our first meeting in March (the 9th)
          • Beside the full time staff being proposed, it would be worthwhile to mention that a small portion of many staff in the Schools, Colleges and Divsions will need to be allocated for accessibility work.
        • Volunteers:
          • Sandi Arendalkowski
          • Rachel Jeris
          • Jini Jasti
          • Jessie Nemec
          • Phyllis Treige
          • Cathy Trueba
        • The subcommittee will meet early next week.
          • Shannon Larson (PMO) will schedule. Kayla Melland (CIO Office) can assist.
              
      2. Possible subcommittee to help define what we're looking for from an external audit. (10 min)
        Handout: Response from a vendor. (This response might not be exactly what we're looking for, but it is a place to start.)
          
        Items to address (at this meeting):
        • Need for quick action (Cathy)
        • Would a subcommittee be an appropriate way to approach this? (All)
        • If so:
          • Timeframe? Deliverables? Example: Brief description of "What do we want to learn from the results of an external audit?" for review at our first meeting in March (the 9th). Looking for general learning objectives rather than detailed requirements.
          • Who would serve?
        • If not a subcommiittee:
          • How to handle it quickly by other means?
           
        Action:
        • OK to form a subcommittee as described.
        • Brief description of "What do we want to learn from the results of an external audit (or study)?"
          • Need to know: Are we going to be expected to "fix" everything an audit finds, on a compressed time scale?
          • "Audit" may be too narrow a word. The results should include an "audit", but other desirable information could include:
            • Strategic plan and process for accessibility.
            • A look at accessibility from three different levels, figuratively: from 30,000 ft., 10,000 ft., and on the ground.
            • The extent to which we are following best practices.
            • Relevant information for university leadership.
            • What do we need to do to be great!
        • Volunteers:
          • Sandi Arendalkowski
          • Brendon Dybdahl
          • Ryan Engel
          • Rachel Jeris
          • Al Nemec
          • Jessie Nemec
          • Phyllis Treige
          • Cathy Trueba
          • Nick Weaver
        • The subcommittee will meet as soon as practical (i.e. early next week.)
          • Shannon Larson (PMO) will schedule. Kayla Melland (CIO Office) can assist.

    3. Composition of the Coordinating Group (10 min)
      Some items to discuss:
      • The group needs to be more representative of the whole instutition, (for example: add are a representative from Law School, and Housing, perhaps others.)
      • Don't expand the group to the point that we are duplicating the breadth of an IT goverance group, (i.e. a large membership.) 
        • A representative sample is sufficient.
        • If something needs review by the institution as a whole (like a policy) we can take it to IT governance.
      • Need to identify who in each unit needs to be involved/informed regarding web accessibility. 
        • This might include several people from the same unit.
        • Could recruit additional members from that list to round out the group

      Action:
      • Today's attendance and new members goes a long ways toward satisfying the need for a more representative membership.
      • To finish, we will selectively contact a few more people.
      • Ideas and contact assignments are:
        • DoIT Academic Technology:     Phyllis Treige and Sandi Arendalkowski will start by contacting Andy Goldstein.
        • Atheletics:                                  Jini Jaste will contact.
        • Research:                                     (...may be sufficiently represented through IT governance)
        • Medical School:                        Jini Jasti will contact.
        • Auxiliaries:                                   (...may already be sufficiently represented)
        • Enrollment Management:          (...uncertain who will contact them)
            
    4. Meeting frequencey of the group (5 min)
      • We are meeting on the second Thursday, 11:00-12:00 at McBurney.
      • Depending on results of the above discussion, we might want to meet more often than once per month.
      • If so, how about adding another meeting on the fourth Thursday, 11:00-12:00 at McBurney?
          
      Action:
      • Will meet the 2nd and 4th Thursday, 11:00-12:00, at McBurney Center.
        • Location may need to move if the room becomes too crowded.
        • Gary will schedule.
             
  5. Old Business
       
    1. Long-term improvements – Getting It Right from the Beginning, follow up  
      Action:
      • Deferred.
          
    2. Accessibility accomodation or complaint procedureAction:
      • Deferred.
           
  6. New Business
      
    1. Process for Handling Web Accessibility Exception Requests (Gary De Clute)
      Handouts:  
      Action:
      • Deferred.
          
    2. Accessibility Policy Revision (Gary De Clute)
      1. Possible interim revision to quickly incorporate the change to Section 508
        Handout: Proposed interim revision
        • Need to inform the community of the changes in section 508 ASAP, in order to give them as much time as possible to comply by Jan 17, 2018.
        • A minor (i.e. quick) revision to the policy could be part of the communications plan. A minor revision could address:
          • the changes in section 508, and
          • some adjustments related to the recent creation of the Office of Compliance.
        • Next steps?
            
        Action:
        • Deferred.
             
      2. Major expansion to address such things as training, formal liaisons/contacts, authorization to publish, accommodation and complaint procedures, and more.
        • See Coordinating Group Meeting 2017-01-12 for more information.
        • Some of the items on the list could become controversial unless there is a broad enough discussion to arrive at a generally acceptable approach that satisfies both regulatory requirements and the concerns of the community.
        • Next steps?
            
        Action:
        • Deferred.
            
  7. Upcoming agenda items
    • ...
    • See also "Future Agenda Items" below.

Future agenda items: (in no particular order)

  • DoIT plans for web accessibility testing and remediation 
  • How to communicate our progress to faculty.
    • One way might be to work through the Equity and Diversity Committees that are advisory to deans and are composed of faculty and staff.

    • Accessibility and diversity are related, followup (suggested at May 1, 2014 meeting). Note: we made brief contact with Hazel Symonette at the T&LS on May 19.

  • Accessibility of email. (Campus Communicators have discussed this, see 10/30 notes.)
  • Go over the implications of the new Wisconsin law on accessibile educational materials in higher education
  • Brainstorm how to build awareness of instructional content accessibility
  • See the Feb 11 meeting notes for more possible items.

Future Dates:

Furture meetings:

  • Coordinating Group Meeting 2017-09-11, 11:00-12:00, McBurney Graaskamp Rm
  • Coordinating Group Meeting 2017-09-28, 11:00-12:00, McBurney Graaskamp Rm
  • Coordinating Group Meeting 2017-10-12, 11:00-12:00, McBurney Graaskamp Rm
  • Coordinating Group Meeting 2017-10-26, 11:00-12:00, McBurney Graaskamp Rm
  • Coordinating Group Meeting 2017-11-09, 11:00-12:00, McBurney Graaskamp Rm
  • Coordinating Group Meeting 2017-11-23, 11:00-12:00, McBurney Graaskamp Rm
  • Coordinating Group Meeting 2017-12-14, 11:00-12:00, McBurney Graaskamp Rm
  • Coordinating Group Meeting 2017-12-28, 11:00-12:00, McBurney Graaskamp Rm (tentative) *
  • Coordinating Group Meetings

* Tentative meeting on Dec 28, between the holidays.

Liaisons

Members

MemberUnitMemberUnitMemberUnit
Sandi ArendalkowskiDoIT MarketingSteven BoldtDCSGary De CluteCIO Office
Brendon DybdahlHousingApril EbacherDoIT ADIRyan EngelLSS
Matt GoinsDoIT PTEAndy GoldsteinDoIT ATLaura GradyDoIT Marketing
Jamie GutkowskiDoIT ADIJohn HareDoIT EIS  
Jini JastiLaw SchoolHaley KerkhoffDCSAl NemecCALS
Jessie NemecLibraries

Casey Schacher

LibrariesTodd Schwanke, (co-chair)McBurney Center
James SkempBusinessGarrett SmithDoIT ATPhyllis TreigeDoIT Marketing
Nick WeaverUniv. MarketingPeter Weil (co-chair)Univ. Marketing  
Also attendingUnitAlso attendingUnitAlso attendingUnit
Phil JochimsenDoIT EISLee KonradLibraries  
vacant, (sponsor)CIO OfficeCathy Trueba, (sponsor)Office of Compliance  

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