University at Buffalo
(UB), The State
University of NY
Office of
Accessibility
Resources (OAR)
Revised June 2012
Presenters:
Randy Borst, Director
Holly Johnson, Auxiliary
Aids and Services
Coordinator
Kristin Harte, Testing
Services Coordinator
• Support approximately 500
students per semester
• Services:
– Access to Textbooks and Other
Print Materials
– Accessible on Campus
Transportation
– Assistive Listening Devices
– Course Test Accommodations
– Graduate and Professional
Exams
– Information and Referral
– Interpreting Services and CART
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– Lecture Notes for Students with
Disabilities
– Loaner Equipment and
Assistive Computing Stations
– Read & Write Gold Literacy
Software
– Reasonable Accommodations
for Student Housing
– Snow Removal Policy
– Computing and Information
Systems Accessibility Training
– Workforce Recruitment
Program
– Universal Design Yoga Program
• Able-Aide purchased 1995 (prior to current director)
• Replaced with home-grown web-based database
manager 2005
• Programmer left university, so by 2010; our database
was out of date and had no manual
• Considered DS proprietary software competitors
• Considered contracting with Access programmer
• Saw Clockwork demonstrated at 2010 conference
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• Researched and designed for colleges
and universities
• ClockWork is a complete scheduling and
data management software solution
designed to meet the specialized needs
of counseling and disability departments
in universities and colleges
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It offers:
• Customizable database forms
• Over 50 built-in, editable reports
• Test scheduler with online access for students and
course instructors
• Online availability of accommodation memos/letters addressed
directly to course instructors
• Online note taker service management
• Direct connection between student appointments and their
database records
• Export of calendar function to MS Outlook (though needs
improvements)
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• We went live with database and testing module
at beginning of Spring semester: midway through
academic year
• Felt it was important for the staff to be able to
learn the new database system for a semester
• We could devote our energy to working out
“kinks” in the customized components to
minimize any negative impact on consumers
• Currently (Summer 2012) adding online modules
for notes, tests, and memos
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• Began with desired goals and outcomes
then worked backwards
• Paper prototyping process
– Created mockup of forms using large and small
Post-its, allows for easy discussion and flexibility
• Stay in communication with TPro to ensure
that plans are possible; limits to customization
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• Install the Clockwork program
– Must involve communication and collaboration
between TPro and your IT staff
• Synch with other campus databases, i.e.
PeopleSoft
• Migrate data from existing database
(if available)
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• Complete TPro Deliverables documents
• Communicate directly with TPro
designers on customization requests
• Tweak form designs as needed using
built-in editor
• “Massage” any data that might not fit
new fields
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• Graphical and text views
• Appointments tied to database
– Point of Contact for walk-ins or other unscheduled
meetings
– Tracks cancellations and no-shows
• Recurring appointments
• Session notes saved in database record
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• Forms editor allows you to make changes
to field controls, design, and layout
• Ability to control permissions and access
to certain info by user
• Built in reports for commonly needed
data, can request custom reports from
TPro
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• In the duration of a semester we host
about 1500-1700 Exams/Quizzes/Finals
• Heaviest volume days run about 75-80
exams
• Our testing center can host up to 17
students at one time. This often leaves us
using remote locations on campus
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• Allow multiple proctors to keep live test
times and stats
• Display accommodations related to
exams on the proctor’s screen
• Calculate adjusted accommodated exam
time
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• Track brief uncharged breaks and recalculate
end time
• Give a “birds eye view” of current testing
status of the students who are seated and
waiting to be seated
• Run reports on how many exams are given
in a single (day, week, month, semester,
academic year)
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• Track utilization of exam accommodations
(how much time is being used… should the
student extension be increased?)
• Provide an online wizard for students to
book their own exams
• Provide a secure online drop box for exams
to be submitted
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• Completed deliverables document and
sent additional documentation, i.e.
snapshots of existing system
• Had many phone & personal meetings
with TPro designers
• Worked with fellow professionals (staff
and faculty) and proctors for their input
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• Installing online components
– Students online test booking
– Professor exam drop box
• Card Swipe
– Student would swipe in and out for start,
finish and breaks
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• Screen-reader accessibility effective but a bit cumbersome
• Requires alternative access, e.g., text-view calendar
• Too much navigating with the TAB key; more keyboard
shortcuts need to be Developed.
• Frequent long pauses after tabbing to next control
• Improvements needed in text calendar, e.g., no “Memo”
field
• Clockwork Admin and Clockwork Reports not screen-reader
accessible
• Help files describe mouse-only processes without
describing accessible alternatives (serious shortcoming)
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More shortcut keys
Consistency of shortcut keys throughout the program
No redundant terminology
More menu items; standard menu items
– (e.g.) You are not authorized to write Clockwork
reports
• Being on three menu items and none of it correct
• Never a mouse-only control on a form designed by
TPro
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• Be sure there is one person in office (with at least
minimum qualifications with database
management) responsible for coordinating
process—lots to be done
• Purchase multiyear tech support from TPro
• Document conversations with TPro designers and
support staff so that everyone is on the same page
about customization requests
• Timing of onsite training must be near go-live date
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• It has been a semester of changes, but as the
customizations we requested have been
implemented and we learn the program
thoroughly, we can see improvements in the
areas of:
– Data collection
– Running detailed reports
– Easy to search and track student information
– Increased efficiency in testing space planning
for high volume times of the semester
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Randy Borst, Director
Accessibility Resources, University at Buffalo
Voice:
(716) 645-2608
Email:
reborst@buffalo.edu
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 To schedule a free demonstration email:
sales@microscience.on.ca
 Or call Microscience at 800–290-6563
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Questions?
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