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

Jan 14, 2016, 11:00-12:00, McBurney Center, Graaskamp Rm 

  1. Agenda Review

  2. From Carrie: I hope some of you knew about this grant program and that I just missed our discussion about it:

    Bruce was particularly wondering about the UWM captioning workflow project, but I imagine we want to make sure we're getting what we can from all four projects. Do any of you have more information or know the Project Leads on any of these? Is this something we can coordinate over email? or if we haven't already talked about these at some point, maybe it's something to add to our next agenda?

    Action: Deferred


  3. Accessibility Accomodation Response Process
    See Dec 3 notes for a description of a change in approach, and ideas from the team on how to proceed.
    At Dec 17 meeting: Discuss escalation.

    • General reaction: looks like we're on the right track.
    • Additions/edits
      • For Web Developer/Webmaster documents, need to include:
        • Important to:
          • Get back to the the person who requested assistance
          • Maintain contact
          • Let them know (by one's actions) that we take their request seriously.
        • Unit that maintains the web site or page "owns" the request and solution.
          • Can ask for assistance, but needs to follow through
        • Criteria for when to escalate
          • Legal threat (inform legal services directly, and also let us know about it at
          • Need/want advice on how to accommodate: (ask
          • Need resources, i.e. job is too big for size of unit: (escalate to:  (Note that the responsible unit retains ownership as noted above, but folks on the list might be able to assist to a limited extent, or can help with the process of escalating further to identify staff/resources who can help.)
      • For Web Accessibility support perspective: scratch " not reject the request until..." and substitute: " not decline to address the accommodation until..." (Softer language, more in keeping with our role in assisting rather than deciding.)
    • Proposed plan for moving ahead
      1. Design (Mostly Done)
      2. Draft
      3. Revise and Improve
      4. Vet and Improves
      5. Release
      6. Communicate
    • We also noted that it is essential that the director of compliance be on board with the process. (The Dir of Compliance position has not yet been filled.)
    • Gary has action item to start drafting the actual documents. Might not be able to have them ready in two weeks.
  4. Getting it Right, From the Beginning - Documenting processes and best practices during Phase I (all)
    • References: Web Accessibility Workflow - Drafts, Web Accessibility Workflow - AssumptionsAccessible Development and Publishing Phase I Project.
    • Objective: Discuss issues during the meeting. Between meetings keep working on the workflows, guided by the discussion.
    • Background information:
      (From OCT 01)
      • Discussed the list of cases. Are there any missing? Duplicates? Idea is to cover case that occur on campus. Don't have to cover every possible case.
      • Documenting the different cases is what Phase I is about.
      • If the documented process is new or is an improvement to an existing process, it needs to be tested in actual use.
      • Deliverable for Phase I is a group of documented and tested processes intended to help units improve their own process.
    • Discussion: 
    • Action (from Nov):
      • Please complete scenarios by the Thursday December 17th meeting
      • Need to develop ideas for presenting the recommended workflows in ways that make it easy to match scenarios and consume the information
    Action: For next meeting:
    • Moving forward on those cases that are mostly finished.
    • Can do the rest in phases as time permits.

  5. AMP Feedback (Phil)
    1. Discussion: Preview from Phil of the need for a sub-group to provide feedback 
    2. Action (from Nov):
      1. Record issues and descriptions of design/feature issues with AMP outside of the meeting time so they can be summarized and presented to SSB Bart in early 2016
  6. Check in on other open action items (not necessarily in the order listed):
    1. Accessibility content & new site (Todd & Phyllis)
    2. Commitee membership (Todd)
      • Objective: Options for short, middle, and longer-term sustainability of the committee
      • Background information:
      • Discussion:
        • Consider sending a message via MTAG, inviting units to appoint someone to the Coordinating Group.
        • Nature of a volunteer based group
        • Campus need for a sustained and cohesive effort
        • Unknown future of new positions
      • Next steps:
    3. Check on on staffing proposal
  7. Upcoming agenda items
    • See "On Deck Items", "Future Agenda Items" below.

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:

  • 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
  • Report to the sponsors – June 30, 2016.
  • National Disability Employment Awareness Month – October, 2016, see    
  • Report to the sponsors – September 30, 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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