2. Welcom e!

3. Barbara Ellis, MA Online Accessibility Specialist Office of Online Programs University of Houston-Clear Lake Gavin Steiger, M.Ed. Disability Services Director University of Houston-Clear Lake July 15, 2016 Lighting the Way: A Proactive Approach to Address Accessible Electronic Information

4. Est. 1974 Hawks!

5. Overview Learning Outcomes Why are we promoting online accessibility? EIR Committee Role and Documents Roles of Different Offices Funding Resources

6. Learning Outcomes After attending this session on, participants will be able to: Identify four (4) campus partners to help collaboratively address electronic information and resources. Identify steps to create an EIR implementation plan. Identify the four (4) Web Content Accessibility Guidelines (WCAG) 2.0 AA principles.

7. Why are we promoting online accessibility? 1.University Commitment University of Houston-Clear Lake is committed to the fundamental academic principles of equity and accessibility. Our aim is to support an inclusive academic environment by developing, procuring, maintaining, and using accessible electronic and information resources that conform to federal and statewide EIR accessibility law and administrative rules.

8. Why are we promoting online accessibility? 2.It’s the Law! Americans with Disabilities Act Amendments Act of 2008 Section 508 of the Rehabilitation Act of 1973 Texas Government Code 2054, Subchapter M 3.Lawsuits Louisiana Tech (websites and web content) Penn State University (website, library services and website, clickers, ATM, procurement, course management system) South Carolina Technical College System (websites and web content) Harvard and MIT (lack of closed captions on videos)

9. Why are we promoting online accessibility? 4.Downward Expansion/Four-Year Initiative We became a 4-year university in Fall 2014 We accepted approximately 350 First Year and Sophomore students 5.Increasing Demand for Online Classes Increasing to make education more accessible to all students Working to create Blackboard shells for all classes in case of hurricanes

10. Electronic Information & Resources (EIR) Committee Addresses all electronic content used by UHCL to ensure accessibility except for website design Started in 2011 with 4 staff Additional staff and faculty added over time Omni Update Leadership Team address website design

11. Role of the EIR Committee Create buy-in from the different stakeholders Draft documents to ensure electronic accessibility and explain the process to the stakeholders Streamlining the process to ensure electronic accessibility Coordinate events/activities that increase awareness of accessibility Continue developing the plan for retrofitting all established courses with an electronic component

12. EIR Committee Members Associate Vice President for Information Resources (co-chair) (2011) Associate Director of the Neumann Library (2011) University Computing and Telecommunications (UCT) Director of Web & Multimedia Services (2011) Disability Services Coordinator (2011) Office of Online Programs (OOP) Executive Director (2012) Student Services Web Designer (2012) Disability Services Director (co-chair) (2013) Office of Online Programs (OOP) Accessibility Specialist (2015) University Computing and Telecommunications (UCT) Instructional Designer (2015) ADA Coordinator (2015) At least one faculty member from each school (HSH, SOE, BUS, SCE) (2015) University Communications Assistant Director of Web, Digital, and Graphic Communication (2015) Accessibility Support Team (AST) Coordinator (2016)

13. Documents Drafted by the EIR Committee Accessible Information Policy Implementation Plan Accessibility Checklist Procedural Flowchart

14. Accessible Information Policy The Policy states: “The University shall make electronic information resources (EIR) accessible to students, employees and the public as required by the Americans with Disability Act as Amended 2008 and the Texas Government Code 2054, Subchapter M. Media purchased and used at the University shall be accessible. This policy applies to all electronic information and resources. The University will provide individuals with disabilities alternate methods of access, if an exception is approved by the President or designee of the University.” Policy was too vague for Faculty Senate; did not pass through shared governance in Spring 2015. EIR added a Resources page that references laws, regulations, and recent cases.

15. Implementation Plan Inspired by the implementation plan created by George Mason University’s Assistive Technology Initiative. Sections illustrate what the EIR has done each semester (Fall, Spring, & Summer) Sections include: Improving Access to E-Learning Increasing Awareness about Accessibility Procurement Research Strategic Planning and Budget

19. Accessibility Checklist Checklist was created by reviewing and comparing approximately 10 different checklists created by other universities, colleges, agencies, or organizations. Mapped the WCAG 2.0 guidelines and 508 standards Created a checklist for UHCL Used in assessing electronic materials Will be added as part of the quality assurance process for online classes UHCL Accessibility Checklist (Draft Ver. 7.5)

20. WCAG - Perceivable 1.Provide text alternatives for non text content. 2.Provide alternatives for time-based media. 3.Create content that can be presented in different ways. 4.Make it easier for users to hear and see content.

21. WCAG - Operable 1.Make all functionality available from a keyboard. 2.Provide users enough time to read and use content. 3.Do not design content in a way that is known to cause seizures. 4.Provide ways to help users navigate, find content, and determine where they are.

22. WCAG - Understandable 1.Make text content readable and understandable. 2.Make web pages appear and operate in predictable ways. 3.Help users avoid and correct mistakes.

23. WCAG - Robust 1.Maximize compatibility with current and future user agents, including assistive technology.

24. Roles of Offices Disability Services Office of Online Programs University Computing and Telecommunications Library Services Accessibility Support Team

25. Role of Disability Services Receive requests for accommodation from students. Process student accommodation requests Send student schedules to OOP for students requesting accommodations for multimedia Contact faculty advising them that they have a student requiring accommodation Coordinate accommodations for all classes

26. Role of Office of Online Programs Online Programs Accessibility Specialist determines if course is strictly F2F or if it has an online component. Contacts faculty to inquire if they utilize any multimedia materials Provide captions and transcripts for video-based content for fully online courses Will coordinate with the AST to provide training for faculty and staff on accessibility regarding fully and partially online courses Create and oversee the administration of the Accessibility Checklist Integrating accessibility into new faculty orientation

27. Accessibility Seminar Helped create buy-in amongst faculty, staff and administration Created materials which are being used for accessibility education. Webinars on Copyright Compliance and Fair Use

28. Role of University Computing and Telecommunications Assists faculty with Blackboard, UHCL’s Learning Management System or (LMS) Works with instructors upon request to translate face-to-face (F2F) instruction into effective and accessible online courses Uploads all video and audio files to the streaming server in order to prevent slowing down the LMS Instructional Designer uploads revised content

29. Role of Library Services Keeps an inventory of accessible videos Can request a license or purchase an accessible video if UHCL does not already have it Ensures UHCL is also abiding by copyright laws when addressing video material

30. Role of Accessibility Support Team Started as a pilot project in 2013 Coordinated at that time by the Student Service Web Designer Helped faculty create accessible syllabi Student workers were hired to assist with the process Conducting workshops on creating accessible documents which were open to UHCL employees Received approval in 2015 to have it continued full-time AST Coordinator was hired in June 2016 Assists faculty teaching F2F and hybrid classes and staff with creating accessible documents and multimedia Collaborates with OOP to conduct workshops on accessible electronic materials

31. Procedural Flowchart Shows a step-by-step process of how accessible material is created and identifies the responsible parties for each step of the process The flowchart has been revised a number of times, and can be revised as needed should the process need to change. The responsible parties involved include DS, OOP, Library, UCT, & AST.

33. Funding New positions Accessibility Specialist in Office of Online Programs (OOP) (FY15) Accessibility Support Team (AST) Coordinator in Disability Services (FY16) Centralized cost center (FY16) Student accommodations Employee accommodations Visitor accommodations Accessible electronic information

34. UHCL Requests for Proposals Purchased the Docsoft appliance which allows UHCL employees to internally create captions for videos. Secured a contract with AMAC to outsource multimedia for captioning/transcriptions if we cannot handle the amount of requests.

35. Resources Texas Department of Information Resources http://dir.texas.gov/View-Resources/Pages/Content.aspx?id=36 http://dir.texas.gov/View-Resources/Pages/Content.aspx?id=36 Section 508 http://www.section508.gov/ http://www.section508.gov/ Web Content Accessibility Guidelines http://www.w3.org/WAI/intro/wcag http://www.w3.org/WAI/intro/wcag Web Accessibility In Mind (WebAIM) http://webaim.org/ http://webaim.org/ Side-by-Side WCAG v. 508 http://jimthatcher.com/sidebyside.htmhttp://jimthatcher.com/sidebyside.htm

36. Question s?

37. Thank you! Gavin Steiger ~ steiger@uhcl.edu ~ 281-283-2634steiger@uhcl.edu Barbara Ellis ~ ellisb@uhcl.edu ~ 281-283-3057ellisb@uhcl.edu University of Houston-Clear Lake 2700 Bay Area Blvd. Houston, TX 77058

38. Questions?

39. Thank you! Gavin Steiger ~ steiger@uhcl.edu ~ 281-283-2634steiger@uhcl.edu Barbara Ellis ~ ellisb@uhcl.edu ~ 281-283-3057ellisb@uhcl.edu

40. Why are we promoting online accessibility? 1.University Commitment University of Houston-Clear Lake is committed to the fundamental academic principles of equity and accessibility. Our aim is to support an inclusive academic environment by developing, procuring, maintaining, and using accessible electronic and information resources that conform to federal and statewide EIR accessibility law and administrative rules. 2.It's the Law! The Americans with Disabilities Act of 1990 (ADA) prohibits discrimination and ensures equal opportunity for persons with disabilities. The 2010 Regulations Americans with Disabilities Act Amendments Act of 2008 Section 508 of the Rehabilitation Act of 1973. 3. Lawsuits Florida State University Harvard University and the Massachusetts Institute of Technology (MIT) Louisiana Tech University Pennsylvania State University 4. Downward Expansion – Fall 2014 first Freshman class 5. Increasing Demand for Online Courses - increasing to make education more accessible for everyone.

41. Funding Currently UHCL has two sources of money which are currently both overseen by the Disability Services Office: 1.Disability Services sources is funded annually and provides primarily for student accommodations institution wide. Printed materials, audios, videos, PowerPoint's, interpreters, CART readers, assistance with testing, etc. AMAC or Alternative Media Access Center out of the Georgia Tech College of Architecture. AMAC is a full service captioning and transcribing center. 2.Accessibility Support Team (AST) source was a one time funding to aid in the promotion of accessibility. AST was created in order to train some faculty and staff to create and or rework online multimedia materials in order to make them accessible.

42. Workflow - Collaboration with all partners University Computing and Technology Office of Online Programs Disability ServicesStudent Requests Accommodation Processes student accommodation request Contacts faculty concerning accommodations Looks up student schedule and sends it to OOP Accessibility Specialist determines type of course Contacts faculty concerning any online multimedia ID’s work with faculty to create effective, accessible online course Provides captions and transcripts for multimedia content in online programs Uploads captioned media, transcripts, and all other accessible media to server Create and oversees the Accessibility Checklist Coordinates accommodations for all F2F classes

43. Electronic Information Resources (EIR) Committee Establishing the Committee: Electronic and Information Resources (EIR) accessibility means providing electronic information and services through multiple ways so that communication is not contingent on a single sense or ability. Participants serving on EIR Committee: AVP of Information Resources Executive Director of OOP, as well as the Directors of DS, and UCT At least one faculty member from each school (HSH, SOE, BUS, SCE) A representative from Library Services Staff members including the Online Programs Accessibility Specialist, and an advisor from the Communications Office

44. Role of the EIR Committee Create buy-in from the different stakeholders Policy - The University shall make electronic information resources (EIR) accessible to students, employees and the public as required by the Americans with Disability Act as Amended 2008 and the Texas Government Code 2054, Subchapter M. Media purchased and used at the University shall be accessible. This policy applies to all electronic information resources. The University will provide individuals with disabilities alternate methods of access, if an exception is approved by the President or designee of the University. Streamlining the activities Start developing a plan for retrofitting all established online courses. Create accessibility guidelines in the form of a checklist. Present Checklist and Implementation Guidelines to the VP’s, Deans, and Faculty Senate for approval and implementation university wide.

45. Funding Currently UHCL has two sources of money which are currently both overseen by the Disability Services Office: 1.Disability Services sources is funded annually and provides primarily for student accommodations institution wide. Printed materials, audios, videos, PowerPoint's, interpreters, CART readers, assistance with testing, etc. AMAC or Alternative Media Access Center out of the Georgia Tech College of Architecture. AMAC is a full service captioning and transcribing center. 2.Accessibility Support Team (AST) source was a one time funding to aid in the promotion of accessibility. AST was created in order to train some faculty and staff to create and or rework online multimedia materials in order to make them accessible.

46. How Was Checklist Created List of Colleges Googled – Accessibility Checklists Compared 10-15 different colleges and universities checklists WCAG2.0 AA Looked at actual WCAG website. Section 508 Looked at Section 508 website for information. UHCL_Accessibility_Checklist_Draft-7.5

47. Accessibility Seminar Helped create buy-in amongst faculty, staff and administration Created materials which are being used for accessibility education.

48. Webinars on Copyright Compliance and Fair Use