ROUGH EDITED COPY

AT‑OK ABLE TECH

WEBINAR (ADOBE)

December 12, 2012

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This text is being provided in a rough‑draft format. Communication Access Realtime Translation (CART) is provided in order to facilitate communication
accessibility and may not be a totally verbatim record of the proceedings.

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>> Good afternoon.

[Waiting for meeting to start] Caroline.

Van Howe, good afternoon, I am testing out the captioning, I am testing out the captioning.

It shows I have a green checkmark.

Can we see the captioning?

Oh, there we go.

Perfect.

That is wonderful. It's got a very short line, doesn't it? And I would like to do some sound checks with our presenters today. We need to set up your microphone or if you prefer to present by the telephone line. We would like to do a sound check with your presenters today. This is Caroline Van Howe with the able tech webinar line and I want to do some sound checks with the speakers if we have our host and our presenter Jonathan on the line, if you want to do a sound check, we can unmute your microphone and use the computer access microphone or we can dial in to the telephone line and just do a sound check on the telephone line and let me know if there is a problem on either end and my direct line is Caroline 415‑215‑2460, we should be starting at about 2:00 p.m. central. Thank you for joining us.

>> This is Jonathan, John Whiting testing my mic, how do I sound?

>> Loud and clear.

>> And I'm seeing there is a PDF, is that the presentation materials? Should I up load it into the room for you?

>> Is that the presentation material? I could also upload.

>> A power point

>> I thought I uploaded a power point, if not I can upload it again.

>> Okay.

>> Am I correct in assuming the power point is probably the preferred format for that?

>> If you have my e‑mail, Jonathan, I will upload it for you.

>> No, I don't see it.

>> I'm sorry, it just crashed but I logged back in and it looks like I'm back in and everything is good again.

>> Good to see that and thank you so much for letting us know. This is Caroline on behalf of the able tech who is on the line, we will be starting at about 2:00 p.m. central.

>> We will be starting the webinar at 2:00 p.m. central and we do have a closed captioning part, if it's difficult to read, if the font is too large or if there are not enough screens you may also go along at the stream on the URL is listed in the chat area. Caroline, if you are on the line, can you do a sound check if you are introducing Jonathan?

>> Can you hear me?

>> Yes.

>> I have been on mute. Because there were a number of things going on in my office. And now they are gone. Jonathan, how are things going?

>> I'm doing well, thanks, Brenda, we will have lots of people on today.

>> A couple logistics if I may. And then we have the audio, are you using the phone line? Okay, let me see if I can see the captions now.

>> This is Caroline and I am the moderator for today's webinar with the Oklahoma individuals and we will start in a few minutes. A couple of logistics before we start the webinar, I will mute the telephone lines for better quality of the recording sound and we will record the webinar, so I will take a moment to mute the lines and you should be able to unmute your own lines to ask questions about our presenter and to unmute your line it is star six, sorry, pound six and to remute your line to ask a question is star six so I will mute the lines now and then we will be able to start the webinar

>> This is Caroline again, just welcome everybody to the Oklahoma able tech webinar, a couple of logistics before we invite Brenda to introduce our guest speaker today, you should see the main presentation screen with the opening screen of our guest speaker today, Jonathan Whiting, underneath that is a captioning pod if you want to follow along with the captioning or access the captioning on the live stream text site. On the right is a list of attendees and a general chart area. We will pause during certain times of the presentation today so you can ask a question in the chat area and it's recorded so it's part of the recording. But you can also ask a question on the telephone line and again it is star ‑‑ pound six to unmute and star six to unmute it. I would like to invite Brenda to introduce our guest speaker for today. If you would like to use pound six to unmute your line.

>> Am I on?

>> You, you are now, thank you, Brenda.

>> Good, I had to figure that out. Yes, hello, everyone and thank you so much for attending today and many of you met Jonathan whiting along with Gerad Smith in October when we had our kick‑off training at OSU‑OKC and Jonathan is back with us today to talk about the goals project and institutional accessibility policy. At the end of the webinar please know the next webinar dates will be on a slide and so that you can get those on your calendar and also all of the information from the training at OSU‑OKC, the slides and the pour point that I had about next steps is also posted on the able tech website. So we do have a web accessibility higher education project web page. I will send out that link later if you do not have it already and if you need to follow‑up with me, if you need your institutional report again, your base line report or change, project leaders or add team members please let me know. But I will turn it over to Jonathan and thank you, Jonathan for your time today.

>> Jonathan, just a reminder, it's pound six to unmute your telephone line.

>> Thank you, I'm actually on a head set, so I think the audio quality should be as good or a little better this way.

>> It's great.

>> In the chat window.

>> Yes.

>> Okay, let's get started. We will jump in. We don't have a lot of time so I appreciate the introductions and welcome Caroline and from Brenda. We will talk about a few things today, primarily we are going to focus on creating an institutional accessibility policy, some of the key components that the policy contains those things but there are a few things I wanted to get to first. First of all, I just want to clarify something that might have been an item of concern for participants, we are, goals is a grant‑funded project, grant funded project and as part of that we do have an independent evaluator that is probably going to be Lonnie Vandusen and she has other people working with her too, she is the evaluator for the project. I tried to make that clear at the training in October, I think that I should have communicated that more clearly and she may contact team leaders and ask you hopefully a few brief questions. I did see that about captioning not coming through and I am not seeing the captions and I noticed it now that I pointed it out. I will pause real quick to see if anybody wants to make a comment about that.

>> Jonathan, this is Caroline, I'll be sorting out the captioning and we should have it started in a few moments, thank you.

>> I'm afraid I clicked on a view change and did not realize I was the moderator and denoted to presenter and keep myself out of that window for now and I apologize if that was something that I caused. I think it might be best to continue while the captioning issue is being sorted out. I do want to mention that Lonnie, that the information you share with her will be confidential and I want to show you on the goals end as well, anything we gather, either in the tool or elsewhere is also going to be confidential if we share information, it will be aggregated, not personally identifiable and not identifiable, your institution is not identifiable and reassure staff that anything you share with staff will remain confidential unless you choose to share your name, possibly you may have a comment that would be valuable that you want your name attached to and that is also possible. So moving on just quickly, the goals project, goals and it's at the University, so goal stands for gaining online study. And we have a few other partners as well in this effort. I do have a few requests for a walk through of the tool, it was something I was planning to do but I want a good walk through of the tool and that people have an opportunity to, I think many of you have logged in and used and I want to make sure that is clarified because that I think is primary and fundamental and people had confusion or difficulties so that is what I will start with is the walk through. E I am going to put his contact in the chat window here, so that is his contact info. I will log in and share my screen. I did practice sharing my screen yesterday when I logged in but let's make sure this still works. It might take one second. Sorry, I thought I had this working

>> This is Caroline, stop sharing the power point and go into sharing your desktop screen. Hopefully you can see my screen now and it shows the log in for the goals tool. If anyone is having an issue feel free to chime in or I will check the chat window. I do have on a second monitor, I have the presentation open and I can monitor the chat window as I'm showing this. I'll stop a couple times for questions as well. For those of you who logged in the tool, this is what the first screen looks like for you, you have a chance to walk an introductory video and the important part is the sign in so I will sign into an account that is essentially a new account. I have added a couple of team members, but I started over, started what is called the new review cycle, so this is going to be very similar to what you see the first time you sign in. The only difference is a slightly different year and there are team members and for the post if you have questions or any recommendations or if you have bugs with the tool or if you have recommendations for improvements with the tool, use the contact desk link and that will go to me and maybe some others here and we will make sure that those recommendations are addressed. This tool is in beta. So while we have tried to make a lot of what ‑‑ we tried to make the experience as smooth as possible there are probably going to be some bugs and we had one that was reported to us when we first created the account which has been addressed. But we do appreciate any of that information. We are working to make the tool better constantly. So with that I'm going to dive into the tool. The first thing there should be when you first use the tool this introductory video window that prompts you to open a video that provides an overview of how to use the tool. I highly recommend this. If you are a team leader or member your view will be slightly different and the video will be slightly different but I do highly recommend this. So with that little bit of orientation with the screen, let me backup now, I'm going to explain a little bit so I want to make sure you are familiar with this and send in an e‑mail with log info and it may not send the e‑mail until the user is invited to participate in actually evaluating something. Our thought is we don't want to invite people to do nothing so when you add a team member, that is a question from Ed. So each of your institutions should have a team leader so this is the view that you would see. I'm going to actually show a little of the team view and I will switch over to the reviewer view in a second. Okay, let me see if I can figure this out now. Okay, any other questions, can we see?

>> I don't see any other questions coming through so let's go back to that power point we were looking at a second ago and I will go through the process now. So I just ‑‑ you should be seeing the slides now, the screen sharing should have stopped and if that is not the case, let me know and I will continue through some of the things I wanted to address in terms of creating a policy and implementation plan and the policy that was one of the things we want to spend time talking about today and what a policy should include so what do you find in effective policies, the goals project in the early years we spent a great deal of time reviewing policies all over the web and we looked for what we considered to be some key pieces that most effective policies include and include at least for the most part they include a summary statement, so a brief single paragraph about why and what is included in the policy, this is helpful because it may be the only paragraph that some people read and we have effective dates, when we start the scope, what pages or parts of your site will be included in this policy, your technical standard, we found and do recommend the addressed procurement consequences which I will talk about. As well as a mechanism for review into the future. So what I want to do for each of the sections is show you an example or even excerpts of examples of different institutions and how they have addressed this. In the next couple days we will be publishing on our own site the and on our blog we will publish and also in our news letter more examples of some key components in a policy and a document we can look forward to so I wanted to give you some highlights and here are some key pieces that are part of the policy. And I wanted to start by stating you do in the state of Oklahoma already have a policy and I do want to make sure you're aware of that, I'm sure you all are but I want to make you aware many of the things have already been addressed for you and so you definitely do want to refer to that policy as you are looking, but I will see this technical, the technical accessibility standards you have at the state level will not replace accessibility. And be aware that that is valuable, I wanted to point out a statement within those technical standards and that is that it does clearly state that this does apply for state agencies and so that is why we are all here. I wanted to refer to that and look back on that as you are creating your policy. So let's jump into a few other pieces and key components in any policy. What I have done is used some examples from institutions. These are publically available examples, so we have not, as I mentioned, we respect privacy and know of others who are working on policies and shown us pieces or asked, let's see from Ed, we are getting echos. If that is not something that passes in a minute or two, let's see if it passes, a couple of people are typing so I will wait a second. I'm going to ramble on so if they are talking about it sounds good on this end so maybe it's just how it's being received on your end maybe.

>> If you are on a wireless access and it goes up and down it can have an impact on the quality of the webinar sound itself but on the telephone line it sounds fine from our point of view, thank you

>> I reduced my mic volume just a little bit and hopefully it helps if I was coming in a bit hot, if I need to go backup I will, I will watch the comments to see if anyone has comments to make on audio quality and try to adjust that accordingly. So these are publically available examples but we feel some of them are good examples of how to look at these pieces. So first summary statement, you have a summary statement from Ohio State. They are committed to ensuring equal accuracy to constituencies and has minimum standards for accessibility of web‑based information and services necessary to meet the goal and compliance for the Federal and state regulations. This is good because it's just very briefly stating why this is important that this is a minimal standard which is a nice touch and that and it does point out that there are additional regulations to be aware of. You don't have to copy this. But something brief that addresses that this is the reason we have this policy and the role it will serve. So next effective dates, now effective dates, this is one that will vary according to your institution and something I know you may get some guidance from, from able tech, and maybe it's an effort we are undergoing and web and goals and your institution and enable tech that we may have some recommendations for dates, but effective dates, when will this policy take effect. Now, the policy, for all intents and purposes have taken effect because we have a technical standard and it's state law but having some time lines for when some of the pieces will roll out may still be a good idea. So what are some of these ‑‑ how should you approach the effective dates? You cannot have a single date. On this date we are going to, this policy will take effect or some institutions have tried more tiered approaches, one is Cal state. From the CSC system in Pomona, the CSU system has undergone this as a system and so they have some effective dates that are a bit more tiered so for example they start with critical sites and then they say about six months later other, we are also adding this and will apply to anything we procure. And six or so months down the line new courses and new content, those things will also be, the policy will apply to the new course content as it's updated and it's a tiered approach so there is some kind of prioritization for what pieces will be addressed first, this is something you will need to discuss and determine what is best. Be aware I think an effective date is a necessary part of any policy, when will it become a policy. And then the scope, so what will be included and what will be excluded. Necessary for a good policy. I have chosen an example from Purdue.

They have some really good information in their scope and talk about inclusions and exclusions. First inclusions. Anything within the University basically. With a few exclusions. And it also specifies that individual faculty members who publish web pages for University business also needs to be part of the scope but they do have exclusions, one are individual pages, many colleges and universities have pages available that are hosted by the institution but that are available for personal and student use and maybe you want to exclude those and have an exclusion for archived content which will be addressed upon request and then they have the exclusion for a content that cannot be made accessible any other way, but it's a very good exemption because it does make clear that is only the case if you receive permission in writing. And if it's not based on cost alone. There does need to be some other kind of reason to maybe request an exclusion, so this is a good example of scope, this policy. And we are in the policy here from Purdue and I will stop and see if we have any questions. All right, moving on, technical standard, this is one that, again, you kind of have this addressed already for you. You have a technical stand art at this state level, that technical standard basically mirrors the standards of section 508. Now, I am talking primarily about web accessibility and the things that all of this is the focus on the web and content that is on the web. But it's not uncommon to have a policy that is more than just the web, 508 for example and the state of Oklahoma, the standard we are talking about is for all electronic and information technology or so if you have an IT, information technology policy, that is appropriate as well. Again, so back to the web, but keep that in mind as you craft this policy. So you do have a state standard. Your state standard is basically section 508 with additional requirements for standard compliance that you specify the document language which is helpful for accessibility, a document language is important because if you say you are blind and using a screen reader to access a site, your screen reader needs to know the language to read it in so that is an important and very simple thing to add and a link to accessibility policy and contact information, I simplified the language of these things but that are what the other requirements are. This is good. Oklahoma has I think for many years been a really good example in terms of implementing something like this statewide. But you may also want to look at something more inclusive and something more relevant as standards change and are updated there is a greater push for standards harmzation and standards including section 508 and future standards and Federal and maybe state level and we will be looking more at the web font and accessibility guidelines, which are international web guidelines. If you are not familiar with what that means, don't worry about it. But for those of you that are maybe a bit more technical and looking at standards, you may want to consider adding to your policy something to the effect of these are requirements, these are our standards but we recommend that developers look at the web content accessibility guidelines for maybe for more timely recommendations or something like that. So that is another thing to be aware of as you are looking at your technical standard. Next, procurement, we see this and goat this question a lot and we see it as being a very big issue. We have seen many institutions and even states, we have seen states that have had this, the initiative come back to bite them. So basically what you ‑‑ if you don't have some kind of eye toward procurement what you may have are developers and content creators who are aware of accessibility and doing the best they can to make content accessible. But the content is being delivered through some kind of inaccessible delivery, so that might be a learning management system that is not as accessible as it can be. That is in the state of Utah, the state bought into blackboard and made good accessibility improvements. But at the time there were some issues when the state of Utah went, I guess, did a recompete for LMS, one of the things that we were asked to look at and help in that was accessibility of different LMSs so the second time around the state remembered procurement at least when looking at a learning management system and that is something that I think needs to be applauded. So please make sure you are looking at that. Now, these are a few little bits pulled from your state standard.

That it does address specifically procurement, technology procured or developed by state agencies and I was impressed by the inclusion of things that are purchased through grants or contracts as well. And then here is the little blurb that is pulled directly from your state, when procuring a commercial off the shelf product accessibility determination will be conducted as part of the objective evaluation and will be to general and technical requirements and specifications. So and then there is an additional piece for that and I chose to pull it talking about product accessibility templates and don't worry if you are not familiar with them. A recommendation you look at it yourself if possible and rely and at the very least require the vendor to themselves to make a statement of accessibility. So, again, that is very important. If you have the capacity to evaluate it yourself you should and if you don't you should consider consulting with somebody to help provide the objective evaluation of accessibility. But there needs to be a requirement that the vendor make a statement of accessibility. So that becomes a part of the purchase or procuring process. Setting the standards higher, question from Marc, would you recommend setting the standards higher because the bar has a tendency to rise and that is what I was trying to get to when I mentioned the new web content accessibility guidelines. They are section 508 is currently undergoing a refresh and it has been years it has been undergoing refresh but the drafts made available to the public for feedback are much more inclusive than section 508, when we traveled to Oklahoma in October for training, it seemed like what I heard was there is something that at a state level, what may very possibly occur as well, 508 is updated to be more inclusive, sorry, I used I pulled that quote from an older from the older policy and updated in 2012 so please disregard that statement that I quoted because it since has changed. Back to the question, as section 508 is updated it will be very closely aligned with the web content accessibility guidelines, the current draft actually has a statement in there stating that if the content meets the web content accessibility guidelines, level AA it will also satisfy 508 requirements. And will be part of other state law as well. If you can make the case for that higher level, it may help into the future. So good question. Moving on, consequences, this is one where I want to add a warning here. We have seen policies depending on your institution style and they may want to pay attention to the policy and maybe it won't be effective but it has come back to bite the policy creator because there is kind of one of two things happens, either you are the enemy or the enforcer and some of you maybe attended the October I have a good statement and web resources in violation will be referred to the UI web accessibility standards for assistance with remediation or replacement, remediation may include removal until compliant with the policy, so it's a good and walks the fine line and says if you are not doing this we are going to try to help you, but we may, if we cannot we may have to remove it, so there is that, I think that is a good example. So somebody is pointing out that on the captioning we are getting the wrong feed now and it's a news feed.

>> You are correct and but it was, she is also doing live as well. Just to save confusion is it possible we can jump straight to the live after seeing going behind us it looks like there is a live option at the end and you have a back, a play and forward and the final button will allow you to skip to live, that is right, so if you are looking at the captioning, the button on the far right, the button with the gray arrow is live and she is doing live captioning and it's an option that maybe individuals have. Rebecca just mentioned that the volume has been really low so will the power point and captioning file be made available afterwards and I believe Brenda will be answering that.

>> If the volume is low consistently, I turned my mic down because I was hearing that it was too high.

>> And Rebecca, if you are on the telephone line, or on the computer speakers if you would like to increase your volume you can do so and also if you want to look at your volume, anybody underneath the meeting tool bar, you can pull it down and do a local sound check on your own system to make sure your system is up, Jonathan I don't want to take up any more of your valuable time and everyone is enjoying this. Please continue.

>> I appreciate it and it's excellent to see the captioning and available and no matter how well Blanzied it is there will be hiccups and it's the nature of the medium and has it been handled excellent so thank you. A couple things and we are doing great on time you want a statement when it will be reviewed from a policy that took effect in 2008. So this is maybe, but this is an example of a policy statement that says it will be reviewed and revised yearly unless otherwise noted. So a brief statement like this as to how it will be reviewed and this is a good example that it will be reviewed and any changes will be policy and effective at the beginning of the University's disability year. That is just an example of the mechanism for review. I already showed an example of how to create an implementation plan in part when I showed the tool but I think, so that was the policy piece, sorry, finishing with the policy piece, jumping a little into the plan piece now, once you have your policy in place and want to implement it and it should include, among other things, objectives and benchmarks and milestones and statements of outcomes so this is what we will establish, activities that will lead to the outcome. A person responsible for the work or people responsible for the work and some kind of timeline or dates for completion. I'm not going to spend a lot of time outlining how to plan for improvement because every group's plan is going to be different. So I don't want too much guidance in creating your action plan so I want to open it up for any more questions. And while I'm waiting for questions I will skip to the final slide with a bit of information. First of all thank you very much. I appreciate the opportunity to talk about this. I also will invite, would like to invite any of you to subscribe to our news letter at NCDA.org/news letter and you can subscribe and we are sending another one out in a couple of days, so as we send out the news letter, that will include actually some information that I think might be helpful for this group, we will link to more examples specifically to policies, so some of these that I have shown that were part of that larger resource that we are going to make available. There will also be a link to a survey in this month's news letter for people to request additional information in areas where they feel like they would like maybe more resources or their interest is high and they want help in the project as well as requested information from anybody who would like to share experiences, if you have a policy that you think is helpful for the group, and group I mean other institutions participating in this process, we are also looking to see if anyone would like to share that information, that is part of the news letter, we do have an e‑mail discussion list coming soon and available to all of you because you are all participating, institutions and that is going to be available within the tool itself, we did that intentionally because we want it to be semi private I guess, it's not going to be publically archived on the main site because we like people to feel more comfortable talking about concerns or problems that they may be encountering and I cannot say it's truly private because it's e‑mail and it will go to every one subscribed to the list but we will be doing things like keeping it private for those who are using the benchmarking and planning tool. And we do, I do recommend web aim.org or any more technical needs, if you have questions about how do I make this form more accessible, that or how do I make this button accessible or any of those or, let's say, acrobat or word, look to web aim.org or any of those as well. Last couple of minutes, I'm going to see if there are any other questions. And handouts are available via e‑mail. Today's slides will be uploaded I forgot that Brenda added a couple slides to the end of this and these are the dates statuting on March 5 at 2:00 p.m. and we will alternate a topic that is more technical with the topic that is a bit more system‑wide, less technical kind of, so it will be the web aim side and the goals side to this whole processing and so the next one will be more technical and we will announce more details as we get closer to the dates and there will be one March 5, another may 7, July 9, and September 11. And the final slide here just contact information for the good folks at able tech who have been extremely helpful and great working with able tech and with you all in Oklahoma. So thank you very much.

>> Is everyone still on there?

>> Jonathan, can you hear me?

>> I'm here.

>> Okay, I just wanted to tell everyone that this is Brenda at able tech, able tech will be checking in with everyone about mid February prior to the March 5 webinar and just checking in to see if anyone needs assistance. I will also be e‑mailing everyone kind of a follow‑up after the October training to check in with you about sharing a progress report with us. Some of you already have and it's just a simple thing to let able tech know if you have your team convened and your meeting date set for 2013. And this is ‑‑ we know that everyone is working at their own pace and that is definitely understandable. We are not asking that you all sit your meetings or your progress along with the other institutions. But we are just here to as things go and everyone is very busy we just want to check in with you from time to time to offer our assistance but for now I would like for you all to just become familiar with the goals tool. It will help you with your action plan and your benchmarks, and please also know that you can use the consultation hours with web aim and how you do that is to set it up through me and you can e‑mail me, Brenda.dawes and it's on the last slide or you can call me and if there are institutions who don't use their full hours, we can share those hours with other institutions and some of you have already contacted me and hopefully I have been able to answer your questions. But if we need to patch in with Jared or Jonathan we will certainly do that and ABLE Tech will fund consultation hours. And if you all have any questions, please let me know. Other than that I think we are finished.

>> All right, thank you.

>> Thanks, Jonathan. >> Thanks, everybody.

>> And thank you for posting the Adobe connect technical support link, that is always very helpful and I appreciate you doing that. Thanks everybody for a great webinar and the recording will be finishing shortly, but thank you for participating.

>> Thanks, Caroline.

>> Thank you.

>> And thank you to Annette also for our captions hiccups in the beginning and we appreciate your support in this.