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

Mar 05, 2015, 11:00-12:00, McBurney Center, Graaskamp Rm

  1. Agenda Review
    Notes from    previous meeting   – Please send comments, corrections to Gary

  2. Phase I Task Force (from members who are on both teams)


  3. Accessibility staff proposal status (Carrie Nelson, Todd Schwanke)
    • Carrie is setting up a follow up meeting of the subcommiteee, to plan next steps.

    Action: Sub-team is meeting on Monday. Invitation will be sent to both full teams.
  4. Captioning Contract (Sandi Arendalkowski, Todd Schwanke)
    From Feb 19 meeting:
    • Sandi is coordinating creation of two surveys:
      • First, a survey for current users of the captioning services. This has the most immediate value in helping us formulate requirements for an RFP.
        In Progress.
      • Second, a survey of faculty and staff more generally (many of whom might not be using the current captioning services). This has longer-term value beyond an RFP.
        On hold for now.
      • Need volunteers to process the results so they are useful in enhancing the requirements of the RFP. Contact Sandi.
        Assistance is still needed for this.
    • Phyllis is coordinating who might be members of the RFP team. If interested, contact Phyllis.
      • A slightly larger team could help prepare the requirements, including incorporating information from the suvey.
        We have enough voluneers or nominees to create the requirements and an RFP team.
    • Colleen and Kolleen are coordinating the RFP itself.
    Action: Team will start building requirements.
  5. Web Accessibility policy revision (Gary De Clute)
    • The proposal it to revise policy and associated implementation procedures to recommend, (not require,) that UW-Madison immediately begin working toward compliance with WCAG 2.0 A and AA.
    • Further, beginning in March 2015, future communications, guidelines, tools and support will be designed for compliance with WCAG 2.0 A and AA.
    • To avoid confusion, there will be little, if any mention of the current Section 508 standard.
    Handout: Draft revision of the policy (wiki login required)
    • Several edits were suggested. Gary has notes.
    • Need to make sure policy change does not increase institutional risk. Policy is jointly issued by legal services and the CIO. Legal services will need to review it.
    • Gary will make the suggested revisions, and send the draft to our sponsors for their review.
  6. Accessibility Guidelines development (Gary De Clute)
    Action:  Deferred.
  7. Check in on other open action items:
    1. March workshop (Joyce Tikalsky, Casey Schacher, Gary De Clute, with Matt Goins consulting)
      •  Accessibility Essentials Brownbag

        March 12, 2015, NOON-1:00 PM -- 126 Memorial Library.

      Action: Team is working on the final details.

    2. Teaching and Learning Symposium May 20-21, Union S,.
      • Proposed topic: Accessibile Course Materials: Content, Technology, and Process.
      • Matt Goins is serving as principal presenter and has submitted the proposal.
      • Casey will draw up a bibilography
      • Gary and DoIT Comm will help with the poster development.
      • Group will help staff the poster session

        From Jan 22 meeting:

        • Wait to see if we are accepted.

        • If so, start development of poster and materials.

        • Is this an opportunity to increase awareness of the need for high level accessibility leadership?     

    3. Process for (a) responding to complaints and (b) getting campus resources to units if necessary in order to respond effectively. (Gary De Clute)
      • See Dec 4, Jan 8 and Jan 22 notes for more detail.
      • Review updated draft (hardcopy) for revision before it goes to sponsors
      • Todd as re-written and clarified portions of the original document to make it a better presentation for our sponsors. He will distribute it to the team for comments.
      Action: Deferred.
    4. Follow up to AHG conference: how to utilize the recorded sessions. (Todd Schwanke)
      No fixed deadline on this.
      Action: Deferred.

    5. March 31 report to sponsors (Joyce Tikalsky, Todd Schwanke)
  8. Liaison highlights (Joyce or Todd lead)
    • See "Liaisons" list below.

  9. Media Captioning visibility right now
    1. Articulate Storyline use and adding CC
    2. NAD Sues Harvard and MIT for Discrimination in Public Online Content

  10. Upcoming agenda items
    • See "On Deck Items", "Future Agenda Items" below.
    • Action:


On-deck Items

  • Purchasing - Accessibility requirements for purchased software
  • See "Check in on open action items" for more on deck items.

Future agenda items:

  • Get more info on new Executive Committee meeting (invite Chris Holsman to a meeting?) (12/4 note: Check with Phyllis on this item.)
  • 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 (suggested at April 17, 2014 meeting)
  • Brainstorm how to build awareness of instructional content accessibility (suggested at May 29 meeting)
  • Brainstorm "Resources to help developers and content providers to incorporate accessibility into their existing processes" (suggested at March 6, 2014 meeting) 

Future dates:

  • Workshop sponsored by the Coordinating Group – March 12, 2015
  • Report to the sponsors – March 31, 2015.
  • Teaching and Learning Symposium – May 20-21, 2015. We have an idea already: Accessibile Course Materials: Content, Technology, and Process.
  • Report to the sponsors – June 30, 2015. Continue from here every Sep 30, Dec 31, March 31, and June 30....
  • Report to the sponsors – September 30, 2015.
  • National Disability Employment Awareness Month – October, 2015, see 
  • Possible IT Policy Forum participation – October or November 2015.
  • Accessing Higher Ground conference – Nov 2015 (will be the week before Thanksgiving), see: 
  • Report to the sponsors – December 31, 2015. 
  • Community of Educational Technology Support (ComETS) annual meeting – January 2016, see:  
  • Showcase –  April 2016

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.

Coordinating Group members:

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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