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, DirectorHolly Johnson, Auxiliary

Aids and Services Coordinator

Kristin Harte, Testing Services Coordinator

Revised June 2012

UB OAR Overview

• Support approximately 500 students per semester

• Services:– Access to Textbooks and Other Pri

nt 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 Di

sabilities

– Loaner Equipment and Assistive Computing Stations

– Read & Write Gold Literacy Software

– Reasonable Accommodations for Student Housing

– Snow Removal Policy – Computing and Information Syste

ms Accessibility Training

– Workforce Recruitment Program – Universal Design Yoga Program

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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• Programmer left university, so by 2010; our database was out of date and had no manual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

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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

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ClockWork FeaturesIt 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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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

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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

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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)

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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

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Database Structure: Student Info

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Database Structure: Academic

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Database Structure: Accommodations

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Database Structure: Disability

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Database Structure: Session Notes

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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

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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

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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

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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

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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)

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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

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OAR’s Old System: Calendar View

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OAR’s Old System: Individual View

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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

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Clockwork: Calendar View

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Clockwork: Individual View

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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

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Accessibility Features

• 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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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

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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

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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

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Contact University at Buffalo

Randy Borst, DirectorAccessibility Resources, University at Buffalo

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Voice: (716) 645-2608

Email: reborst@buffalo.edu

Hands on Lab

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To schedule a free demonstration email: sales@microscience.on.ca

Or call Microscience at 800–290-6563

Questions

Questions?

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