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

August 6, 2015, 11:00-12:00, McBurney Center, Graaskamp Rm

  1. Agenda Review

  2. Notes from the previous meeting. Please send comments or changes to Gary.

  3. Immediate items to address:  
    1. Unizin & Courseload accessibility follow-up

      • Objective: Brief group on this conversation and determine if further action is needed
      • Background Information:
        • ??? testing was sent to Bruce
        • ??? clarification was sent on the ITAG listserv about Courseload accessibility
      • Discussion:
      • Next Steps:
        • Possible sub-committee to assist Bruce in assuring Unizin and related systems are accessibile. Discuss in future.
    2. AMP for Mobile webinar 7/23/2015
      • Objective: Share basic info about AMP for Mobile with group
      • Background information:
        • AMP for Mobile does not appear in the Toolbox within AMP for the UW instance
        • AMP for Mobile works with code inserted into the app’s code so that it can evaluate the app and report back to the AMP web interface.  This code needs to be removed before distribution.
        • It integrates screenshots into the reports and also leverages manual checks.
        • There is a W3C group working on accessibility related to touch
        • Phyllis/Colleen are following up on whether AMP for Mobile is included in our contract
        • Recording link: (TBD)
      • Discussion:
      • Next Steps:
        • Phil is checking on license status and cost.
          • Does not appear to be in our license at this time.
          • Don't yet know if they will add it.
          • Don't yet know if we want to buy it.
          • Keep in mind for future action.
    3. IT Policy Forum on Accessibility 8/5/2015 debrief
    4. AMP Drop-In Sessions
      • Objective:
      • Background information:
      • Discussion:
      • Next Steps:
        • Will send notice to TP-Primes, ask them to pass it on to appropraite staff.
        • Will mention it on the access list.
        • Gary will work with Laura to craft an email.
    5. Browser support trends, accessibility, and policy context (Todd)
      • Objective:
      • Background information:
      • Discussion: Deferred.
      • Next Steps:

    6. Planning for AMP training recordings – date/time & invites (Matt)
      • Objective:
      • Background information:
      • Discussion: Deferred.
      • Next Steps:
    7. Accessibility content & new site (Todd & Phyllis)
      • Objective:
      • Background information:
      • Discussion: Deferred.
      • Next Steps:
    8. Getting it Right the First Time - Documenting processes and best practices during Phase I (all)
      Handout: Accessible Development and Publishing Phase I Project.
      • Objective:
      • Background information:
      • Discussion:
        • Gary proposed a process for gathering input from units participating in Phase I
          • Not yet written up. With modifiications suggest at the meeting, the gist is:
            • For each unit, Gary will set up a meeting, interview a key person, take notes, and write up the units current process
              • Will also ask about obstacles and barriers, and how they overcame those barriers (if they did.)
              • Will document the mix of success within the unit (i.e. success in a unit may not be uniform.)
              • Will take along a copy of the simple process improvement technique. See below. Will give it them if they appear to need and they want it.
              • If others in the unit need to be interviewed to complete the above, Gary will follow up on that.
            • Later, (time fill vary among units,) Gary will check back with the contact person(s) in the unit, see if their process has changed, how it contributed to success, obstacles overcome, etc.
              • Will update the process description, add more notes, etc.
            • When time period for Phase I is over (TBD) the Coordinating Group can evaluate the processes in use, improvements made, etc.
              • Find commonalities among units.
              • Document 3 to 5 scenarios that other units at UW-Madison might adapt to their needs.
              • Publish. These are proven scenarios that work here at UW-Madison.
              • Mass communcations follow up: in which scenario do you see your unit? Can you adapt one or more of these? etc.

        • Gary proposed a simple process improvement technique that could be used by units participating in Phase I.
          • Not yet written up. Gist is:
            • When evaluating web pages for problems with accessibility, identify "why did that occur?", and "what could we do to prevent it or reduce it in the future?"
              • Web developers could develop a list of common accessibility issues that actually occur in the unit, and possible reasons why.
              • From that list, a small team wthin the unit, including someone who can effect change in the unit, decides what to change at the current time.
              • Follow up. Make the changes selected.
              • Repeat.
                • Should become apparent if the changes are working as anticipated.
                • More changes can be identified.
                • Each iteration is better than the previous.
              • Reduce the level of intensity of process change at the point of diminishing returns.
                • Will actually be able to see where that point is because effort to make changes will start to become disproportionate to the benefits.
            • Effect:
              • Every violation is an opportunity for process improvement. 
                • They are not just problems to remediate, they are clues to help the unit move further toward "getting it right, from the beginning."
              • Motive for change is to reduce the amount of work it takes to make things accessible.
                • It is much harder to remediate than it is to get it right, from the beginning.
                • NOTE: it is more effort to make thing accessible than it is to leave things unaccessible.
                  • Assumption is that there is sufficient desire to do the right thing, provided that it can be done with a reasonable investment.
              • If there are a lot of accessibility issues cropping up, it will initially become apparent that a few systematic changes will make a big difference.
                • Early success leads to greater committment.
              • As progress occurs over time, actual measurements of progress can help guide future investment in process change.
      • Next Steps:
        • Move this agenda item to the top, so it visible at every meeting. Can shorten it so other things can be done.
        • Gary will wite up the above in cleaner form when back from vacation in Sep.
    9. Accessibility policy draft & edits TBD  (Todd & Gary)
      • Objective:
      • Background information:
      • Discussion:
    10. Accessibility complaint procedure (Todd & Gary)
      • Objective:
      • Background information:
      • Discussion:
      • Next Steps:
  4. Check in on other open action items:
    1. Commitee membership (Todd)
      • Options for short, middle, and longer-term sustainability of the committee
      • Idea: Consider sending a message via MTAG, inviting units to appoint someone to the Coordinating Group.
        • Concerns raised by tools team members about the duration of service
        • Nature of a volunteer based group
        • Campus need for a sustained and cohesive effort
        • Unknown future of new positions
    2. Captioning Contract (Sandi Arendalkowski, Todd Schwanke)

      • What are next steps?

      • What can the committee contribute?

    3. Online course accessibility policies (Todd)
      • Receiving regular questions about what the policy is related to online courses and interpretations of the web policy
      • Dealing more directly with what should be done proactively vs. as an accommodation, and with what is practical or not.
    4. Enhanced voiceover PowerPoints (Todd)
      • What tools are in this space?  - Articulate Storyline, Adobe Captivate, Adobe Presenter, others
      • How can a tool be identified that meets the needs/preferences of designers, instructors, students (including those with disabilities)
      • Determine what can be done to move ahead in this critical area
  5. Upcoming agenda items
    • See "On Deck Items", "Future Agenda Items" below.

On-deck Items

  • SALT/AMP service agreement draft review (Phil)
  • 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.
  • 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:

  • 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
  • Teaching and Learning Symposium – May 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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