Clockwork: Complete Software Solution for Student Services Professionals

1. Clockwork: Complete Software Solution for Student Services Professionals University at Buffalo (UB), The State University of NY Office of Accessibility Resources (OAR) Presenters: Randy Borst, Director Holly Johnson, Auxiliary Aids and Services Coordinator Kristin Harte, Testing Services Coordinator Revised June 2012

2. UB OAR Overview • 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 • 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

3. OAR’s Data Management History • 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• Replaced with home-grown web-based database manager 2005 • Programmer left university, so by 2010; our database was out of date and had no manual • Considered DS proprietary software competitors • Considered contracting with Access programmer • Saw Clockwork demonstrated at 2010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

4. ClockWork Overview • 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

5. ClockWork Features 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)

6. Design in Phases • 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

7. Database Planning and Prototyping • 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

8. Database Back End Preparation • 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)

9. Database Front End Preparation • 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

10. Database Structure: Student Info

11. Database Structure: Academic

12. Database Structure: Accommodations

13. Database Structure: Disability

14. Database Structure: Session Notes

15. Calendar • 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

16. Administration and Reports • 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

17. OAR Testing Center Stats • 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

18. Testing Center Needs Part 1 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

19. Testing Center Needs Part 2 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) 19

20. Testing Center Needs Part 3 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 20

21. OAR’s Old System: Calendar View

22. OAR’s Old System: Individual View

23. Testing Customization Process 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

24. Clockwork: Calendar View

25. Clockwork: Individual View

26. What’s Next for Testing? • Installing online components • Students online test booking • Professor exam drop box • Card Swipe • Student would swipe in and out for start, finish and breaks

27. AccessibilityFeatures 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)

28. Improvements We’d Like to See • 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

29. Avoid Administrative Difficulties 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

30. Conclusion • 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

31. Contact University at Buffalo Voice: (716) 645-2608 Email: reborst@buffalo.edu Randy Borst, Director Accessibility Resources, University at Buffalo

32. Hands on Lab • To schedule a free demonstration email: sales@microscience.on.ca • Or call Microscience at 800–290-6563

33. Questions Questions?