Toolkit for Establishing an Existing and
Emerging Technologies Committee
on your Campus
Presented at the 2014 AHEAD Conference by:
University of Alabama at Birmingham
Disability Support Services and Legal Counsel:
Allison Solomon, MS, CRC: Director
Valerie DuBose, M.Ed, CRC: Assistant Director
Brittany Gregg, MA, ALC: Counseling & Services
Coordinator
Cary Wahlheim, UAB Legal Counsel
Table of Contents:
Feedback from Committee Members
Steps for Establishing an EETC on your Campus
Sample Invitation Letter
Sample Agendas for Committee Meetings
Sample Committee Meeting Minutes
Case Law Summaries
Additional Resources
Presenters’ Contact Information
Feedback from the DSS Existing & Emerging
Technologies Committee Members
“The DSS Existing & Emerging Technologies Committee (EETC) is a
multidisciplinary team that provides opportunities for campus leaders to learn
about the importance of accessibility and the role their decisions play in
guaranteeing access for all. UAB is committed to ensuring equal access for faculty,
staff, and students. The EETC puts us closer to that goal. It is cultivating an
environment of awareness, information-sharing, and policy-making for the
accessibility of both existing and emerging technologies utilized at UAB.”
– Dr. Suzanne Austin, Vice Provost
for Student and Faculty Success
“The EETC is the one campus-wide committee that represents all student areas
ranging from teaching faculty to purchasing agents, all focusing on the availability
of content as it pertains to the Rehabilitation Act and Americans with Disabilities
Legislation. Where else can you hear a physician and an IT specialist discuss how
to make streaming videos accessible, or a Board of Trustees-level attorney
providing summaries of recent litigation and how our campus procedures are or
are not affected? The value to our campus is immeasurable.”
– Dr. Tracee Synco, Director for Retention
Initiatives and Academic Engagement
“The Disability Support Services Existing and Emerging Technologies Committee
(EETC) is creating a more inclusive environment for the UAB community. Bringing
together representatives from all areas of campus to gain a better understanding
of the tools available to help ensure accessibility is crucial. The conversations
and subsequent actions of the EETC have created a safe place to discuss our
weaknesses and build upon them to make UAB a better place for everyone. It is
hard to imagine that we didn’t have such a group a few short months ago.”
– Mr. Andy Marsch, Assistant Vice President
for Student Life, ADA/504 Compliance Officer
Steps for Establishing an EETC on your Campus
Phase 1: Needs Assessment
Consider the following questions to guide you in identifying the needs on your campus:
What technologies are being used on your campus?
Are these technologies accessible?
What areas / technologies are in need of improvement?
Is accessibility being considered when the institution enters into a contract
with a vendor or chooses to purchase software / hardware?
Are web pages and online learning environments being designed with
accessibility in mind?
Why is this committee needed on your campus?
How will this committee benefit the institution as a whole?
Phase 2: Identify Key Administrators
Consider the relationships you already have with individuals and departments on campus who
support this cause. Also consider what additional relationships would be beneficial to develop.
Consider including individuals from the following areas:
Legal Counsel
Provost or Vice Provost
Disability Services
ADA / 504 Compliance
Student Success / Retention
Institutional Effectiveness / Analysis
Online learning
Academic Technology
Faculty Senate
Libraries
Human Resources
Media Relations
Procurement / Purchasing
Public Relations / Marketing
Phase 3: Gather Support
 Compile results from the needs assessment you completed above.
 Identify case law examples which support the need for the committee.
 Find examples of similar committees at other institutions and the resulting benefits on their
campuses.
 If you are a “one person” office, consult with other schools in your area.
 Meet with the appropriate administrator(s) on your campus to share your findings and
request support in establishing this committee.
Phase 4: Begin Establishing the Committee
Consider the following to guide you in establishing the committee once you have received
support from your administration:
 Who will write the invitation letter and appoint committee members? (sample letter
provided). Will this involve a planning meeting between yourself and your co-chair(s)?
 Who will be in charge of scheduling the first meeting and when / where will it take
place? How often will the committee meet?
 Create an informal committee timeline and develop goals for the first year.
 Use results from your needs assessment to identify departments or areas that
may be in more immediate need of improvements and consider starting with
them.
 Also consider current projects, or developments on the horizon, when
formulating your timeline. For example, if your institution is switching to a new
Learning Management System or in the process of revising its web development
policy, you may want to start with those areas.
 Keep in mind you may have to support and / or educate some of your committee
members regarding accessibility, and take time to learn more about their
department / area.
 How will you advertise the committee to your institution to help with buy-in? How will
you provide regular updates of the committee’s actions in order to gain excitement and
momentum from other departments?
 What procedures will be in place for evaluating the effectiveness of the committee,
and how will the evaluation be shared with committee members as well as
administration?
Sample Invitation Letter
Dear DSS Existing and Emerging Technologies Committee Representative:
UAB has a long tradition of fostering a diverse and innovative culture across the campus. Our
values allow us to be flexible and responsive to the needs of our students, faculty, staff and the
larger community. Due to recent court rulings, Office of Civil Rights (OCR) decisions,
Department of Justice (DOJ) decisions and “Dear Colleague” letters from the Department of
Education, it has been determined that the university is in need of a committee dedicated to
ensuring accessibility as it relates to existing and emerging technologies utilized across the
institution. I am inviting you to be a part of this multi-disciplinary committee that includes
representatives from a variety of areas across campus. This group, the Disability Support
Services (DSS) Existing & Emerging Technologies Committee, will be co-chaired by the Vice
Provost for Student and Faculty Success and the Office of Counsel for the University of Alabama
System. This committee is charged with coordinating a broad, institution-wide focus on the
university’s obligation to provide equal access to all technology-based services, activities and
information.
Please acknowledge your willingness to serve on this important committee by responding to
(insert Disability Services’ Director contact information here). I look forward to working with
this committee to ensure that UAB provides an accessible environment for all. Your
participation is essential in these efforts.
Proposed membership for the DSS Existing & Emerging Technology Committee:
(list each committee member’s name next to their department and indicate the co-chairs)
Legal Counsel:
Provost Office:
Disability Support Services:
ADA/504 Compliance Officer:
Procurement/ Purchasing:
Student Retention / Success:
Institutional Effectiveness / Analysis:
E-Learning:
Technology:
Faculty Senate:
Libraries:
Human Resources:
Media Relations:
Public Relations / Marketing:
Sincerely yours,
(Signed by the President of the University)
Sample Agendas for Committee Meetings
First Meeting:
Disability Support Services (DSS) Existing & Emerging Technologies Committee
AGENDA
Introductions of committee members
Committee Charge: To ensure accessibility for existing and emerging technologies utilized by
the institution and coordinating accessibility to comply with the university’s obligation to
provide equal access to all technology-based services, activities and information.
It has been recommended that institutions create a committee of professionals who are
positioned to create an awareness of the university’s responsibility to make choices and
develop policies which will create an accessibility environment for all students. Recent court
rulings, the Office of Civil Rights (OCR) decisions, Department of Justice (DOJ) decisions and
“Dear Colleague” letters from the Department of Education all further support the need for this
committee.
Overview of the Issues (Legal Counsel)
Committee Goals (Director of DSS)
Accessibility Examples from other Institutions (DSS Assistive Technology Specialist)
Areas this committee will explore:
 Contracts
 Choosing to purchases software (LMS, email systems, operating systems)
 Choosing to purchase hardware (wifi/internet access points, audio/visual systems)
 Creating databases
 Development and maintenance of webpages, online classes
 Planning and implementation phase of university events (Student Life activities, posting
of the president’s state of the university address, videos from UAB media)
 Faculty development opportunities (currently offering courses through the Center for
Teaching and Learning)
 Problem solving within our current framework (current technologies at UAB may not
always ensure accessibility)
Next meeting will be __________________. Our first focus issue will be applying accessibility
awareness to university contracts.
Second Meeting:
Disability Support Services (DSS) Existing & Emerging Technologies Committee
AGENDA
Welcome
Co-Chair from the Provost Office
Trending: Recent Case Law, Court Rulings
Co-chair from Legal Counsel
Considering Accessibility Needs for UAB Contracts
Contracts
Disability Support Services
Policy Development
Disability Support Services
Director for Retention Initiatives and Academic Engagement
Next meeting will be ____________
Third Meeting:
Disability Support Services (DSS) Existing & Emerging Technologies Committee
AGENDA
Welcome
Disability Support Services
Trending: Recent OCR Ruling
Co-chair from Legal Counsel
Incorporating Accessibility into Institutional Processes
Institutional Effectiveness & Analysis
Technology Assistance for Faculty & Staff
Assistive Technology Specialist from Disability Support Services
Policy Development Update
Director for Retention Initiatives and Academic Engagement
Next meeting will be _______________
Sample Committee Meeting Minutes
DSS Emerging & Existing Technologies Committee Meeting- Date
Committee members in attendance:
Committee members absent:
Synopsis of meeting:
Co-Chairs started the meeting off by inviting introductions from all the committee
members in attendance.
Co-Chair _________ informed the committee of the university’s responsibilities regarding the
Americans with Disabilities Act 1990.
The DSS Existing & Emerging Technologies Committee accepted the charge to consider
accessibility before implementing university policies and technologies for the use of
students. The committee discussed the various ways accessibility must be considered:
 Classroom Technology
 Contracts
 IT
 Web Content
_______________ led the committee in the discussion of considering ADA and students with
disabilities when submitting contracts for approval. UAB Procurement/Purchasing is
adapting their procedures to ensure accessibility. They are considering accessibility in the
bidding process, and they are looking for language that is specific to accessibility
requirements in the contracts.
_______________ led the committee in discussion about policy development for the university.
The committee voted to revise the policy on web content accessibility guidelines. The
recommended revision was made and voted in by all committee members present.
Case Law Summaries and References
University of Montana Resolution Agreement:
https://nfb.org/images/nfb/documents/pdf/agreement_university_of_montana_march_10_20
14.pdf
Complaint: university was using inaccessible electronic and information technology (EIT)
including: the learning management system, library database materials, registration system,
clickers, and uncaptioned videos
Actions: university will take the following actions to ensure EIT is accessible to students with
disabilities:
 Develop accessibility policy and procedures regarding EIT, distribute to faculty and staff, and
provide training to faculty and staff
 Conduct an audit of the accessibility of EIT used by students, faculty and staff with
disabilities
 Develop procedures regarding the procurement of accessible EITs that meet the
accessibility standards of WCAG 2.0 and Section 508
 EIT accessibility training for faculty and staff who develop or post content on any university
website or use any EIT
 EIT Coordinator hired or designated as the person responsible for coordinating EIT
accessibility policy and procedures on behalf of the university
 University’s library website and all webpages published or hosted by the university must be
made accessible to meet WCAG and Section 508 standards
Louisiana Tech University Settlement:
http://www.ada.gov/louisiana-tech.htm
Complaint: university was using inaccessible online learning products for tutorials, homework,
administering exams, etc.
Actions:
 Adopt policies ensuring that individuals with disabilities will not be excluded from
participation in or denied the benefits of services, programs, and activities of the university
or be subjected to discrimination by the university
 Ensure that the university’s disability services office acts as a liaison between students and
faculty, responds to requests in a timely manner, takes an active role in ensuring
accommodations are provided, and serves as the main contact regarding ADA compliance
and resolution of disability-related complaints
 Ensure that opportunities available to all university students are equally available to
students with disabilities
 Provide ADA training to all individuals who provide course-related instruction as well as
university administrators
South Carolina Technical College System Resolution Agreement:
http://www2.ed.gov/about/offices/list/ocr/docs/investigations/11116002-b.pdf
Complaint: website accessibility (incompatible with assistive technology)
Actions:
 College system will issue an annual directive citing information about website accessibility
standards, and the expectation that the college conduct annual website reviews and submit
a report documenting the review as well as steps to correct identified problems
 College system will develop a resource guide regarding web accessibility requirements;
guide will be made available to faculty and staff designing website and online courses
2010 Department of Justice and Department of Education “Dear Colleague”
letter regarding the use of electronic book readers:
http://www2.ed.gov/about/offices/list/ocr/letters/colleague-20100629.pdf
Additional Resources
“Best and Worst College Web Sites for Blind Students” in The Chronicle of Higher
Education, December 2010:
http://chronicle.com/article/BestWorst-College-Web/125642/
AHEAD
Regional Affiliates
Legal Resources
www.ahead.org
http://ahead.org/affiliates
http://ahead.org/resources/legal
ADA Information Line
800-514-0301 (voice), 800-514-0383 (TTY)
http://www.ada.gov/ada_info.htm
Disability Compliance for
Higher Education
www.disabilitycomplianceforhighereducation.com
Salome Heyward & Associates 508-833-9974
http://salomeheyward.info/
Salome Heyward is a civil rights attorney with over 30 years’ experience in
disability discrimination law. Salome Heyward & Associates offers a broad
range of ADA, Section 504 and Section 508 compliance-based services.
Presenters’ Contact Information
University of Alabama at Birmingham Disability Support Services
205.934.4205
dss@uab.edu
www.uab.edu/dss
Allison Solomon – Director, Disability Support Services
205.934.4205
asolomon@uab.edu
Valerie DuBose – Assistant Director, Disability Support Services
205.934.4205
vdubose@uab.edu
Brittany Gregg – Counseling & Services Coordinator, Disability Support Services
205.934-4205
bmgregg@uab.edu
Cary Wahlheim – UAB Legal Counsel
205.934.3474
ctw@uab.edu