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

April 16, 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 update (from members who are on both teams)
    See notes from the Apr 2 and   April 16 meetings.   

    1. Determine input and feedback that can be shared with the Phase I Task Force

    2. Determine areas where the Coordinating Group could assist with the Phase I Task Force during this critical period


    • Things that need attention as the Phase I Task Force finishes its work in July:
      (This also partially addresses item #5 below)

      • Work with template designers and maintainers.

        • This is a small number of people, located in various units around campus.
        • Can this be an organized and sustainable activity?
      • Build a distributed community of expertise. Ideas include:
        • Contact/point people in each division who can help coordianate accessibility efforts in their division.
        • User group or groups to complement those that already exist. Might be CMS oriented.
      • Process improvement to "get it right the first time"

        • Idea is to build accessibility into the design and publishing process. 

        • Srategy is to develop a handful of successful models we can share with campus – a campus unit can choose the model(s) that best fit their operation.

        • A small group of volunteer units could develop proven models with minimal additional overhead during an "early adopters" period before a general rollout to campus.
        • The early adoptors periods is simply doing production work and some process improvement in the volunteer units – things that would/should mostly be happening anyway.
      • Guidelines documents

        • Intended to help people set prioritieis among the WCAG 2.0 provisions so it is not so overwhelming.

          • The policy sets priorities among web pages/sites based upon function of the page/site.

          • The guidelines set priorities among provisions of WCAG 2.0, based (loosely) upon how much impact a provision has on accessibility.

        • Documents also break the WCAG provision into small function sets such as:
          • Organizing a page or site
          • Text and images
          • AV
          • Forms
          • Advanced topics
        • Documents also distinguish tthree different technical levels, with different presentation to each:
          • CMS users
          • Web developers
          • More advanced users who fall between those two could use a combination of the CMS user docs and the Web developer docs, depending on where on that continuum they are.
        • Documents are drafted – need to get them into the KB, then do final edits.
      • Staffing

        • Staffing subcommittee is continuing to meet.

        • Director of Compliance (the top level position) is already being filled.

        • Need to make the case for the other two positions: the accessibility leadership role and the technical role.

        • Maybe the new director of compliance can assist with staffing justifcation, etc?

      • Message from leadership of campus
        • Need campus leadership to actively encourage web accessibility efforts.
        • Staffing subteam might look into this and work with new Director of Compliance.
        • This is a risk management issue.
      • Coordinating Group needs more help.

        • Need to broaden membership.

  3. Accessibility staffing (Carrie, Todd, Gary, Phyllis)
    Update on progress and next steps
    • Deferred.
  4. Committee membership (Todd)
    1. Options for short, middle, and longer-term sustainability of the committee
    2. Concerns raised by tools team members about the duration of service
    3. Nature of a volunteer based group
    4. Campus need for a sustained and cohesive effort
    5. Unknown future of new positions

    • Deferred: Get nominations for a new co-chair

  5. What are our objectives? (Todd)
    1. Initial seed/discussion about where we are headed and what we can reasonably achieve, particularly given limited resources.
    • Differed, but see list under item #2 above.
  6. Captioning Contract (Sandi Arendalkowski, Todd Schwanke)

    1. DSS office directors are interested in the survey being re-opened

    2. CIC campuses are reporting being turned down when approaching 3Play and/or AST about a contract similar to ours.

    3. What are next steps?

    4. What can the committee contribute?


    • Sandi has re-opened the survey

    • Strategy for acquiring a contract may changing. Need to know more, and follow this closely.

  7. Online course accessibility policies (Todd Schwanke)
    1. Receiving regular questions about what the policy is related to online courses and interpretations of the web policy
    2. Dealing more directly with what should be done proactively vs. as an accommodation, and with what is practical or not.
    • deferred.
  8. Enhanced voiceover PowerPoints (Todd)
    1. What tools are in this space?  - Articulate Storyline, Adobe Captivate, Adobe Presenter, others
    2. How can a tool be identified that meets the needs/preferences of designers, instructors, students (including those with disabilities)
    • Deferred: Determine what can be done to move ahead in this critical area

  9. Accessibility Guidelines for KB (Carrie)
    See attachments of the April 2 meeting
    • Deferred.

  10. Check in on other open action items:

    1. Teaching and Learning Symposium May 20-21, Union S. (Matt & ?)
      Proposal for a poster was accepted 
      Plan: Reprint or reuse the current poster and add handouts specific to the theme -- Active Learning

    2. Process for (a) responding to complaints and (b) getting campus resources to units if necessary in order to respond effectively.
      See Dec 4, Jan 8 and Jan 22 notes for more detail.

    3. Accessibility policy revisions (Gary De Clute).
      See: Draft revision

      • Gary has notes from the
      • Gary needs to finish up and send to sponsors soon, so revised policy is in place before release of AMP

  11. Prioritization of projects
    Prioritize where we should put our time and focus, especially at this critical time related to AMP.

  12. Liaison highlights (Joyce or Todd lead)
    See "Liaisons" list below.
  13. Upcoming agenda items
    See "On Deck Items", "Future Agenda Items" below.


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:

  • Teaching and Learning Symposium – May 20-21, 2015. Active Learning, poster session
  • Report to the sponsors – June 30, 2015.
  • 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: 
  • Workshop sponsored by the Coordinating Group – Tentatively: March 3, 2016 
  • Report to the sponsors – March 31, 2016.
  • 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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