ROUGH EDITED COPY SBCTC SEPTEMBER ctcLINK ACCESSIBILITY OPEN FORUM SEPTEMBER 14, 2021 REMOTE CART CAPTIONING PROVIDED BY: ALTERNATIVE COMMUNICATION SERVICES, LLC www.CaptionFamily.com *��*��*��*��* This 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 *��*��*��*��* >> Welcome, everyone. Thanks for being here. All right. Okay. Hi, everyone. This is Monica. I'm going to go ahead and start a recording and we'll get started. Okay. We are recording now. Good morning, everyone. This is Monica Olson from the state board. It is good to see everyone here today. Thanks for joining us. Before he get started, I'll just do a few housekeeping announcements and then turn it over to Sandy, the cohost of this meeting to go over the agenda and get us started. So we do have a CART captioner here providing services for us today. If you need to see live transcription, please hit the CC button at the bottom of your screen so that you can view transcription. Feel free to send me a private chat message if you need additional access support or technical assistance. I'm here to help as much as possible. We are recording today's meeting as we have done all previous open forum sessions. This video recording will be posted on the accessibility webpage CTClink accessibility webpage on the state board website. If you, as which go through today's agenda, if you find you have a question or a comment, we definitely welcome discussion. If I choose to type your comment or question in the chat, I will do my best to moderate the chat today as I have done before. It can be hard to speak and present as well as moderate the chat. You also are free to unmute yourself and share a. Could or ask a question as well. I ask that every time you take the mic, and this includes presenters as well, in order to provide access to each other, we will share our name first action and then go on with what we want to share with the group today. Okay. I think that's everything I wanted to share to get us going. And with that, I'm going to turn it over to Sandy. >> Good morning, Monica. Good morning, everybody. This is Sandy Main, director of application services at the state board. And I would like Christopher Soran to introduce and his team for those that haven't met them yet or participated in any of these forums. This team is pretty much the soul group that is addressing accessibility related items within CTClink so I'm going to give all of the credit to Christopher and his team so I would like for him to introduce his team. Christopher. >> Sure thing. Yeah, I'm Christopher Soran, the application support manager, and I have the privilege of working some amazing folks every day. So we have two people, soft developer and support engineers that are also with us. We have Pamisha. Maybe you can introduce yourself. >> HI, everybody. >> And we Josh. >> Hi, everyone. >> So age very grateful to work with such amazing people every day. So yeah, they do great work with all of the accessibility updates at ctclink. >> This is Sandy and thank you, Christopher. I want to say that I struggled trying to get things moving, and it wasn't until Christopher came on board and really put together this team that we have made some significant improvements and it is amazing now that we have Monica here to help us partner with us on this great adventure so I see every morn things are getting better and better because of the work that they're doing and also from input from the community. So I do appreciate continue providing feedback on things. So for the agenda today, we want to talk a little bit about the immunization collection project. We have a few other updates within that, and I'll let Christopher's team go to more indepth conversation on what those activities are. He'll give a update on our��the team will give a update on some of the Oracle support requests that we have outstanding kind of what has moved, what hasn't. And then we'll leave it as kind of a question and answers, sharing about almost the same thing, if anyone has anything they want us to kind of refocus on and talk about, that will go give us an opportunity towards the end. And college sharing, I didn't have or I don't think we received any requests for this month for anything new to be added, so we do welcome people to contribute or add comments. So I'm going to advance to the next slide. And start off with the immunization collection project. So wow, talk about a moving target. So as you all know, things have changed dramatically, and they seem to change, you know, once it was monthly, the daily, weekly, just it was all over the place. So we were instructed both on the ctclink side, People soft, and with our Legacy side, to come up with solutions for individuals, both students and employees, to provide immunization information to their college. And we got to build something that's very difficult to get a solution that fits everybody. So and considering the short time line, we kind of just went ahead and jumped in to it and started putting something together and really it was in response to the governor's proclamation, the higher education proclamation, and also some of the Department of Labor DSHS and all of these different areas kind of putting input to what's happening across the state. So for both ctclink and Legacy system, we built a collection for employees and for students to go in and to do what's called a self attestation. So they are basically accessing those systems and providing information on what vaccines they have received to date or if they are claiming an exemption, they put that information in. So we talk about moving targets, we had exemptions, then we had them in, then we had three exemptions, which was medical, religious, philosophical and then we took out philosophical, so it appears that every day seems to be a little bit different. So we do have areas within both systems for our students and employees to record that information and do a self attestation, yes, this information is true and accurate. I understand that you can have discipline action if you falsify the information, and also that there could be some followup by staff and then things change again and now it is required for employers to verify the information. But we were very much aware that not everybody halls full access, for whatever reason, to be able to do the self attestation information. So you know, it might be location, they don't have internet access, have issues just navigating it. So we did create an area within both systems where employees, designated employees, on campus, can actually record the information on behalf of a student or an employee. They're more than likely different people that are doing that, and it is very isolated on who has access to that information because we consider to be highly sensitive. So that's pretty much it in a nutshell. Students and employees can self report. College staff can followup. There's some reporting. And I know they're starting to hear rumbling out there about the ability to add booster information and just wanted to let everybody know that right now the decision is we're going to hold on collecting that information until we get specific instructions from the state office if we are going to need to be��or need to capture that information. So really keeping it at what do we need to do the state requirements at this point. So collision over it, do you mind, if your team can jump in to giving an update on the accessibility front on the immunization project? >> Sure. Yeah. So we received a report with am so of the issues of the self attestation pages. Well, then the screen reader mode and nonscreen reader mode and of course I agreed a system shouldn't have a screen reader and not a screen reader mode but that's the way Oracle designed it. And so we have to live with that. So some of the issues in the nonscreen reader mode are expected because it is in the nonscreen reader mode. So we have made additional customizations to the screen reader mode to address some of these reported issues and we're going to be making a service request of Oracle due to delivered way for how they switch forum control is read when it is in the screen reader mode but we're able to address for that particular aspect of it, the rest of the reported issues in the screen reader mode. So we have that development done. We have the testing done. And we should have it in our QA environment later this week for colleges to help test it out. Go ahead, Megan. >> So for those that don't know me, I'm Megan an from Clark College. For those that do, they're not always surprised that I'm the one with the first question. So what is the recommends recommendation from the state board on how to help students complete this? Because it is not fully compliant, it is not fully accessible? So what is that process Sandy kind of mentioned something is possible for someone to do this for a student? >> Behind the screens? >> Is so this is Sandy. Each college, and this is up to the college to determine how they want to approach this, but there is a roam within PeopleSoft because you're in ctclink, there is a role that can be assigned to staff both��separate roles in HCM for employees and CS for students, where that, whoever is assigned that role, has a screen that they can go in to, pull up information on a particular student or staff, and record the, either the, sorry, the exception or exemption, excuse me, or the actual vaccination, immunization information. So it could be that someone has brought in their immunization information and they're just recording it on behalf of the individual. But the college determines who has that access to it. And every college will make that decision how they want to assign that role. And what the process is for collecting and recording that information. We just basically made it possible. Thank you and a comment, this is Megan again from Clark College, so a question for the group, and the state board, and relates to Marissa Hackett's chat, which means a student would have a less confidential process if they have to have help which means, a student with a disability, this is in Megan's words, a student with a disability who has accessibility needs has a less confidential process, right, differential treatment. So anybody on the call, what are your suggestions or ideas on what colleges or disability services offices or another office, like what are your ideas on how we support the students who can't do this process because it is not available to them because of accessibility? >> Can I jump in, this is Padma from Christopher's team, there was a list of things that were given to us from Monica, you we received the list of things that the user had trouble within a screen reader more, so I had designed a completely separate accessible page focussed just for screen reader mode and is it okay to demo it quickly or? There were several things I changed where the sections are plead properly, the button to for instructions was not quickly readily Lee accessible, it was kind of confusing in that so I put those instructions right on the page and then labeled things correctly, changed the switch control, the check boxes so that page is ready, so based on which mode they log on, they will get standard rode a page or screen reader mode page. And also the date pattern which was not clear so I have put something as a placeholder with the pattern is very clearly, it is MM, DD, YYY. So there are a number of changes did I and actually designed a special page just for accessibility. It is ready. I have the development is complete. Josh has tested it. And we both tested it. And it will be, correct me, Monica, if I am wrong, it will be in UIT soon. So it will��it's��it will come soon. >> Okay, thanks, Padma for that technical update and Chris and Sandy and Megan, this is Monica from the state board. I'm going to share a couple of comments and address a few questions in the chat. So first I'm going to take a step back because I think there are several different items that we're piecing apart here. When the attestation program was still developed, a couple of folks did some testing after it went live and provided me with a summary with some accessibility issues which I, like, Padma said and Chris said, delivered to their team. They jumped on it immediately. Padma has been working really hard to fix those technical and functional accessibility issues specifically within screen reader mode. So for folks who need to use a screen reader to complete the attestation form, those issues are being remediated. It is my understanding that, you know, internal testing happens within the document team and IT department first and the KATO members who did testing previously and provided me with a report of their findings have offered to look at it again. So we'll have that double check as well. I think Megan's comment around what are suggestions from the state board around best practices of how staff at college can help students build the form out, if they need assistance, is still a good question for us to continue to talk about because there might be other reasons that are not disability related that may prevent a student or may create extra challenges for a student to complete the form. So there's a variety of reasons why some staff college member might need to help someone fill that form out that may or may not have to do with disability status or the use of a screen reader. So right now my initial thought is this meeting might not be the best format to develop those comments or guidelines. I'm thinking if folks agree with my thought process that this could be an additional conversation that I help lead with leadership at the state board and with DSSC board and kind of close that loop once I can have a chat with some other folks at the state board around that process. There was, before I'm going to hand it over here in a minute, and Megan asked when the more accessible version is going to be available. So that's the one that Padma is working on. Josh said August�12th in the��oh, no. Sorry. He said disregard that. And I'm checking to see if there's any other comment or question yep. >> It is in the UA team, in the third stage of testing, the acceptance testing basically. And it will be��it is ready. It is just that a couple of processes are implementing. So I will let Christopher update. >> Have yeah. Sure. So we wanted to confirm all changes on the customized page, the representative agreed that it met all of their expectations and since we have customizations both in the HCM pillar, we've started with the HCM pillar since we know we have that October�18th deadline coming up for all of staff. And then as soon as that we're going to duplicate that effort and work that in CS and get all of those changes in for the students as well. So we're making sure that all of the updates are exactly as updated on the HCM side and we'll hop over to duplicating that in CS. Assuming there's no redevelopment needed and everything is a as expected, it should be in production in the next week or two. So soon. And it looks like Marissa has her hand raised, so go ahead, Marissa. >> Thanks, Chris. This is Marissa Hacett, she, her pronouns, Bellevue College and DSS board. So in addition to the accessibility concerns with the form, have you all tested that part of CTClink does or does not override when a student is dual enrolled at multiple colleges? >> So this is Christopher from the state board. So when the student, it is associated with their person so even if they're associated with multiple institutions, it would��if the student were to update that information, it would be updated for themselves. At whatever time they updated it. So it is going to be��it no matter how many institutions enrolled in, it will stay with them as a person and stay up to date. >> So if that means a student is enrolled at Clark and enrolled at TCC and they're both using the CTC link way to capture immunization status that if a student applies for an exemption at one that that may show up at the other because it is on the person record? So that means when colleges are thinking about how you're doing your exemption process, that you may need to keep that piece in mind that data is going to go across colleges if a student sent rolled at more than one college. >> This is Padma again. If it is employee specific and not institution specific, the data. >> Thank you. This is Monica from the state board. Thank you, Marissa for your question and comment. And Padma, I see Jamie Hatleberg has her hand rised. Jamie, would you like to take the mic? >> Yeah. Hi, everybody. This is Jamie from Green River college. I wanted to, it might be an obvious question, so I apologize. Is the inaccessibility of this attestation form also with the mobile app? >> >> So this is Christopher from the state board. So we originally, so it not in the HCX app at this time, not link to the code attestation, only to access it, going directly and through a web browser. Not through the app. >> Okay. Thank you. >> Yep. >> So this is Sandy. Are we good to move forward with the online admissions application update? >> Thanks, Sandy. This is Monica. Just a minute, I'm doing my best to read through the chat, I want to make sure I've captured everything. >> Sorry. This is Holly with Spokane Community collection. I'm just wondering, is this deck going to be available after the meeting for everyone? There's some people I'd like to share it with. >> This is Monica. Yes. Is the answer to your question Holly, my deck will be posted online. >> Thank you. >> And Susan shared in chat that she plans to ask her own campus leadership around who are the responsible persons on campus identified that might��that are responsible to help students with the form if they cannot fill it out for some reason or another. So this��and that��I think that question of who is responsible and what that process looks like, if DSS leadership would like me to help move some conversations along and take questions back to state board leadership, I'm more than happy to help continue involvement in that conversation. That might be��that��those process questions likely won't be addressed through the group of hosts that you have here today. This is Monica again. I see your hand, Jay mean and AJ has a question in the chat as well. >> Oh, good. AJ can go ahead first. >> Okay. AJ, do you want to take the mic or do you prefer that I share your question out with the group? >> AJ from Bellevue College. Sure. I can do it. I'd like to go back to Marissa's point, this is staying on the person record which means a student who is dual enrolled and gets an etchings at one, that gets entered in to ctclink but there isn't standardized exemption process across all of the CTCs so then a second school, who the student didn't go through their process or it is a different process removes that exemption because the student either didn't go through their process or didn't qualify through their process, they remove that, that's then showing up with the firsts school who is like wait, this student didn't receive an exemption. How, I'm curious the, on anyone from the SPCTC, on how to reconcile that? >> So this is Sandy. Monica, did you want to say something? I don't want to interrupt you. >> Thanks, Sandy. This is Monica again from the state board, and Sandy, if what I'm about to share is you feel differently, please, please just go ahead and say so. I think we are discovering some really great questions around process across the 34 colleges and confidentiality and the fact that each college is doing their attestation form review and capture a little bit differently. My thought is the group of people we have hosting today, primarily myself and the folks from IT, this is not the appropriate group to answer all of those process oriented questions. I'm thinking that I need to take some of this back to folks of the state board like Joe Holiday and Carly Shiffner for feedback and then followup with the group. Sandy, if you have additional information that I am not aware of >> Though, please comment and share. >> This is Sandy. No, you said it perfectly. Thank you. Thanks, everyone, for your questions and comments. If we have more questions or comments around the technical accessibility pieces of the attestation form, or what is happening next in UAT, we certainly can spend some more time talking about that. I will take the other process and confidentiality questions back to other leadership at the state board, I promise you all of that right now. And if we don't have other comments around the accessibility and functionality of the attestation form, we can move on to the next agenda item. So I'll give folks another minute to indicate if they have another question or comment. Okay. Thanks, everyone. This is Monica again. So Sandy, I think we're in the clear to move on to the next agenda item. I know this is a tough time and this is, this is a lot that we're all doing. Collectively and individually on our campuses so I just want to appreciate everyone for being here and asking questions and I apologize we don't have all of the answers here for you today. But thank you for showing up and being a part of this conversation. Okay. I'm going to stop talking now. >> This is Sandy. Chris, do you want to go ahead and continue on with the OAP update? >> Yeah. Sure thing. So we Josh, can expand on this a bit but there was a couple of things with labels, it menu expanded, menu collapsed. So on August�12th, those changes were made in OAAP. So. Those are there. >> This is Josh. >> Hi. This is Josh. There's not much to expand on. We kind of talked about this in our last meeting. We went over a few of the OAP minor fixes that they were going to be introducing. It was there was some many buttons that you clicked on them, he this expanded and closes collapsed but they weren't announcing that to the screen readers so they fixed those errors and a couple of other minor user experience things, like, when you selected your name in the top portion of the screen and it opened up a module in the right center portion of the page, and now it opens up at a smaller mini at the top right corner, so just minor things like that, those are now in production. >> Thanks, Josh. Do you want to continue to roll on? >> Oh, okay. So with image 22, we approached this slightly different than we have with previous images updates. We're not going with the full image update. We pulled minor things because we ran into an issue with CS21 where it introduced more bugs than it fixed. So with CS22 we figured we'll let other colleges run in to those bugs and we'll pick it up once it is more stable and get the rest of it in to production and we just put the financial aid and things that were needed for regulatory items into this image update. So amongst those items, like financial aid, these are financial aid staff pages, they maid made couple of minor details, having to do with labels and on one page they fixed the tab order it. Didn't make logical sense so now this he fixed it to where if you're navigating through the page, it makes sense with the tab order and that's about it. And there's only three bug fixes with this update and two of those were labels and one was tag order. >> Thanks, Josh this is Sandy at the state board. To add a little bit to that, for those that aren't familiar, when we say image, that basically is a software update that comes from Oracle. So the CS image 22 is their campus solution software update it 2, like Josh said, we only did a pick and choose of what we wanted too implement. But there is a link in the slide deck which is also posted on our accessibility website but it includes what we refer to as an image overview document or IOVD and in that it talks about changes being implemented in to production with this and it goes in to detail on the accessibility fixes, so we encourage people to review the IOVD and to see what those changes, those specific changes are. >> This is Christopher from the state board. I'm going to continue on then. So we're continuing to meet with Oracle and getting updates on our service requests that we have with them. So we're making some progress on some of them. And the next slide it has got a few more details. I'll go in to that. So one of the other things that came up last time we got some clarification on was when, we asked them when should we use screen reader moat or not screen reader mode, depending on the assistive technology being used so there's more than just screen readers, certainly. So they got back to us saying that they don't have any guidance on which specific disability should use screen reader mode versus not screen reader mode. But it might be dependent on the type of assistive technology which you're using. So I mean, we found the best experience for a screen reader is using Jaws and so and Firefox but certainly if you have different assistive technology, you could choose whether you could use screen reader mode or not. And we also are continuing with our HCM monthly accessibility monthly focus group calls as they continue to show us all of the new things cupping down later as they're making the updates for future images or people's tools updates. So that's all for this slide. The next slide, Sandy. So we have, the first one there's the academic advisement report. So it has the incorrect PDF tags. So we know the fix is coming in CS image 24, like we mentioned a couple of slides earlier, we're implementing pieces of image 22. We also have requested a POC which is a proof of concept from them so we're waiting for them, their development team, to deliver us that fix. And then we'll test it and make sure it is actually fixing what they say it is. And then work that up the production stack. In the purchase orders, there's a incorrect tab order. There's a theme there with the PDFs. So they do have a fix coming in the image 41. But they've also given a PRP. So we��and we have tested it and so it should be coming to our quality assurance environment soon so that's been working its way up so that one should be in production in not too long and after we've had some additional time to do quality assurance on it. There were, we received three reported accessibility issues with related to travel authorizations, there's a variety of pages within the travel authorization area. And they were reported back in June and two of them were revolved in 8.57.21 which that is nice. There was an attachment action button, when you read over, it doesn't have a level so we've been working with Oracle to if get a fix on that around so we're waiting to hear back from them through our service request to get a fix for that particular piece. But it is nice we two of those got resolved. And then the additional updates on the W2PDFs. So they've continued to make a little bit of progress on that. So RR Donnelly is the company that is providing, they were providing locked inaccessible PDFs to Oracle, Oracle was delivering them through People soft and you would go to download it and it wouldn't be accessible. So RR Donnelly has provided a tags PDF to Oracle and so Oracle is reviewing their technologies to make sure that they can deliver it to us without any modifications or if they do need to make modifications what would those be. So they're in that exploratory phase right now. And there an issue with report time so we got a PRP from Oracle. So the fix is we already tested it in our development environment, in our consumer environment, and that one is moving on to our quality assurance environment. And then there is also we submitted a request, a service request to Oracle. So when you're in the absence request page, the page reloads, if you navigate to certain areas or click to certain places, it doesn't announce the reload to the screen reader and so we're waiting to hear back from Oracle, we have submitted our initial service request on that one. So that's where we're at with our current service requests with Oracle. If have you anything else that you've experienced, please let me know and we'll investigate it, work with Oracle, get it fixed hopefully. Any questions on that? Good. >> So this is Sandy Main. This next part was to answer any questions that came in from the colleges since our last meeting, and we didn't receive any. So I think we'll just kind of jump over it, if that's okay, Monica, to college sharing, ask people if they want to, here's the form, but kind of leave this part open for maybe the colleges or any participants on the call if they have anything they want to discuss, I'll leave it up to you, Monica. >> Thanks, Sandy. This is Monica. Can you guys hear me? Okay. Well, that's great. I apologize but something is going on funky with pie Zoom and I doesn't select anything on my screen, including the chat. So if folks have been using the chat, I am not seeing those comments anymore. In any case, I'm glad you can hear me. Thank you, Sandy. This would be a great time, we have about ten minutes left, if there are additional comments or questions that folks would like to share or if we need to circle back to previous topics, we can. I also wanted to offer, assuming my Zoom won't completely stop working on me, is when we end this conversation, that the ctclink open forum, if folks want to stay on the call with me to talk more about the process related questions that were coming up earlier, I can stop recording and continue talking with folks who had those questions. So Megan, Marissa, AJ, that is an offer for you guys. Okay. >> So this is Christopher from the state board. I see a question in the chat from Ally. I'll go ahead and read the question if that's all right. Overarching question, does the state board have anyone working in ctclink accessibility who is a screen reader in every day life? If so, can someone with lived experience in these areas will be present in these meetings to speak to their experience with this? We don't have a screen reader but we have skilled developers who have experience in accessibility, know the WCAG standards and how to develop code to meet them. We and as well as we do test our development. So we are making sure that the system is compliant with everything that we're aware of. So and if there's anyone using any part of the system with the assistive technology and they're having not a great experience, please let mow know and he with will get to working with Oracle to get it fixed. >> This is Monica at the state board. Can you guys still hear me? Okay. I'm so sorry. Thank you for the question in the chat. Thank you, Chris, for seeing it and answering it. I still don't have access to chat. Are there any other comments or questions from our attendees? At this point? Or any additional comments, Sandy, from you or anyone else? >> This is Sandy at the state board. I don't have anything else. I'm just displaying our next meeting will be October�12th. Same time. I do encourage people to submit items for discussion. It helps us to gather information and help provide information to you at the meeting or sooner but it just makes the responses are a little better that we can have a little time to prepare. So I encourage people to participate or to add their comments through that. >> Thanks, Sandy. This is Monica. The submission form is located on the web page for ctclink for accessibility so that is where you all can find it and if you choose to use that, I will receive a copy, as well as Sandy, and that allows us to prepare topics or prepare answers in advance. Okay. And as we shared earlier, the slide deck presentation and the recording of today's meeting will be available after today so you all can review these materials as needed. I think I'm going to go ahead and officially close our meeting for today, and thank you, everyone, are o joining us, and attending. We really, really appreciate it. I'm going to do my best to stop recording here if my Zoom will listen to me and if folks want to stay on the call, that is fine with me. I'm happy to stick around and talk a little bit more.