Date: 2/20/2007

Time: 11:00 AM

Location: Health Sciences Conference Room (room 158)

Type of meeting: Regular

Facilitator: Chris Raber, Chair

Attendees: Denise Brockett, Jim Weaver, Butch Kotcamp, Gay Lynn Shipley, Scott Douthat, Elinda Boyles. Guests: Jamie Lantz, President, Sociology Club; Sandi Little, Office of Student Activities/Auxiliaries

Agenda topics

Review of Minutes: Chris

Discussion: Members reviewed prior to meeting.

Conclusions: Minutes accepted.

Action items:

Person responsible:

Deadline:

Discussion: Guidelines for Accessibility for Events, Guest: Sandi Little

Discussion: Jim circulated draft guidelines before the meeting for committee members’ review (attached). We reviewed the proposed suggestions with Sandi Little, who raised several issues for consideration, primarily around event sponsorship, and noted that there would need to be clarification of use of this language depending on whether or not the event was sponsored by SSU (internal sponsorship), as opposed to external sponsors. Examples of external sponsors include local community groups or individuals renting space(s) at SSU for their own events. Discussion focused on defining SSU’s responsibility for providing accommodations in the case of events with external sponsors. Sandi discussed the contract process for external sponsors, and Sandi stated that the contract was currently being reviewed by counsel. As a result of this discussion, we proposed adding the following language to the space reservation form and contract for EXTERNAL event sponsors:

“Shawnee State University physical facilities are ADA compliant. Event sponsors are responsible for any other requested accommodations.”

Sandi also indicated that the space reservation form itself was in the process of being revised and that the goal is for internal space reservations to be processed using Resource 25. We discussed using the proposed language in the on-line version, and Sandi stated she would look into how this could be accomplished with the new software. We discussed the committee’s recommendation that internal, SSU event planners have access to general guidelines proposed by Jim about possible accommodations.

Conclusions: We agreed that further discussion with counsel is necessary to explore the issue of responsibility and the appropriate channels to disseminate the guidelines (ie, contracts, reservation forms, etc.)

Action items: Follow up with counsel about language and clarify responsibility for accommodations based on event sponsorship. Continue to work with Sandi on process issues once responsibility issue is addressed.

Person responsible: Chris, committee

Deadline: next meeting

Faculty Training: update

Discussion: Elinda is working on setting up a conference call with OSU to explore options further. Chris distributed an e-mail link to committee members of an existing on-line course, which is more lengthy, and probably more appropriate as a resource for committee members. Need to get feedback from committee members on this website. The link is: http://www.adabasics.org/

Conclusions: Research is continuing; will need to determine plan by spring to set up for faculty training day before fall semester begins, August 27, 2007.

Action items: complete conference call, evaluate website Person responsible: Chris & Elinda Deadline: May 2007

Clearinghouse: Financial Aid request for desk modifications; Name change for Office of Disability Services

Discussion: Jamie Lantz, President of the Sociology Club, talked with the committee about the club’s idea to recommend changing the name of the Office of Disability Services to “Office of Academic Accomodation.” She stated that the club has been reviewing current trends in naming disability services at other campuses, and indicated that many are moving away from using “disability” in the title to reduce stigmatization and labeling. She reported anecdotally that several students with disabilities preferred the name change, and that they felt the name change would help with decreasing stigma. We discussed the idea, and there was general support for the concept among the members present. We discussed possible implications, including confusion about where to access services, if the proposed name change were to occur. Chris will follow-up with Barb Bradbury concerning request for assistance with modifying desk in financial aid for students using wheeled mobility. This modification will permit students using wheeled mobility better access to services in financial aid.

Conclusions: The proposed name change is of interest to the committee, but we requested a formal, written proposal with rationale and implications from the student group. The ADA committee further suggested that the Sociology Club present their final proposal to the Vice President of Student Affairs. Prior to submitting to the VP, the ADA committee could review the club’s written proposal and discuss ways the ADA Compliance Committee may support the proposed name change.

Action items: Review name change proposal when submitted by Sociology club, and determine supportive actions the committee could participate in once proposal is submitted.

Person responsible: All

Deadline: Ongoing

Syllabi review: update on CAS

Discussion: Jim reviewed a sample of CAS syllabi prior to today’s meeting, and found that approximately 1 in 5 (roughly 20%) were using the recommended ADA statement for course syllabi. He also presented a copy of language that was being used in one department template that included punitive and questionable language, as evaluated by the committee members present. Chris made a request to CPS chairs to review syllabi as well, and is beginning to get some feedback, primarily from Health Science programs at this point. One trend seen in Health Science syllabi is not using the statement in every course syllabi, but including it in the student handbook. Given the nature of cohort programs, this seems appropriate but may need to be evaluated since the syllabus the agreement for each course.

Conclusions: Given upcoming semester conversion, we recommend increased dissemination of the ADA Compliance Committee’s recommended ADA statement for course syllabi. Making the statement more widely accessible would promote this goal.

Action items: Add the recommended ADA statement to ADA Compliance Committee’s webpage and distribute with semester syllabi template, preferably on-line.

Person responsible: Jim & Chris

Deadline: June 2007

Documentation Policy Jim

Discussion: Due to the extensive discussion regarding accessibility guidelines for events and proposed name change for Office of Disability services, we did not fully discuss this issue. However, we did discuss the need to create a proposal outlining the ideas we have been generating to partner with a community agency to provide testing for students, since access to, and cost of, external testing for documentation of a disability is a major concern for SSU’s student population.

Conclusions: Develop proposal with recommendations to submit to the Provost, from the committee.

Action items: Create proposal concerning documentation of disabilities and recommendations about ways to ensure equitable methods gaining required documentation for students requesting academic accommodations.

Person responsible: Chris & committee

Deadline: ongoing

Discussion: No additional items were presented for discussion. Next meeting to be scheduled in early April.

Conclusions:

Action items:

Person responsible:

Deadline:

Respectfully submitted,
Chris Raber, Chair

DRAFT Language for Space Reservation Form:

Space Reservation Request should ask if special accommodations will be needed for any of the attendees. The Request form then ask for the nature of accommodation requested, if known.

Any information, then, made available to the public concerning the meeting should include a statement such as “If you need an accommodation to fully participate in this event, please contact……”

The Office of Disability Services would be happy to consult and locate appropriate services and accommodations.

ADA Considerations for Space Reservation Requests

LOCATION

• Is there a barrier-free pathway to the meeting space? A barrier-free pathway means that a person with a mobility impairment can make it from the street into the meeting room without encountering stairs, any sudden change in floor height over 1 inch, slippery or unstable ground, doorways less than 32" wide, or any objects obstructing walkways. Any elevators in this pathway should be large enough to comfortably fit a wheelchair.
• Is there an accessible restroom nearby? An accessible restroom is one that has a stall with a doorway at 32" wide, grab bars installed by the toilet seat, and enough space for a wheelchair to maneuver (at least 36" x 69"). Also, at least one sink should have adequate space open beneath it so that a person using a wheelchair can sit with their legs underneath the basin as they wash their hands.
• Is there adequate parking nearby? Are handicapped parking places available and clearly marked? Are these places close to the building entrance?
• Is it easy to reach the meeting space from public transportation? Many people with disabilities rely on public transportation to get around. When possible, meeting rooms should be a short and simple distance from major transportation routes. A complicated pathway makes it difficult for anyone to find their way, especially people with visual or cognitive disabilities.
• Have someone stand by the main entrance to direct people to the meeting room and help those needing assistance.
• Are printed materials available in large print? At all meetings a few copies of written materials should be available in at least 16-point font. This helps anyone with difficulty reading small print. Also, all key material that is written should be announced during the meeting. For important or lengthy printed materials, create audio taped versions or have copies on disk in a generic word processing format for people who are blind.

Time: 11:00 AM

Location: Health Sciences Conference Room (room 158)

Type of meeting: Regular

Facilitator: Chris Raber, Chair

Attendees: Denise Brockett, Jim Weaver, Butch Kotcamp, Gay Lynn Shipley, Neil Evans, Elinda Boyles

Agenda topics

Review of Minutes: Chris

Discussion: Members reviewed prior to meeting.

Conclusions: Minutes accepted.

Action items:

Person responsible:

Deadline:

Update: Web-based ADA training for employees

Discussion: Jim will talk with Scott about his resources for faculty training. Elinda, Chris, and Beth are re-scheduling the conference call with OSU to discuss their resources for faculty training. Jim asked that we discuss with OSU how they handle issues with temporary inaccessibility of buildings (ie, elevators not working).

Conclusions: Continue to research resources and work with TLC to determine best resources for faculty and employee ADA training.

Action items: Complete research on available programs

Person responsible: Chris, Elinda, Beth, Jim

Deadline: next meeting

Update: Guidelines for Accessibility for Events

Discussion: Jim has obtained some resources and is working on draft. We reviewed Space reservation form, which currently has no information about ADA for event planners. We reiterated our desire to have event planners include information in all promotion/communications about procedure to request accommodations for any event. In light of Resource 25 and one-point scheduling that is coming, we plan to invite Sandi Little to our next meeting to discuss our guideline recommendations.

Conclusions: Committee will review draft prior to next meeting and present to Sandi.

Action items: Jim will send members draft for e-mail review and discussion before next meeting. Person responsible: Jim & committee Deadline: Feb. 19, 2007

Update: Promoting ADA committee

Discussion: Chris shared copies of brochure and change in information for next reprint. Committee members agreed with removing names of all members and changing to ADA Compliance Committee (global address book). Any other suggested changes should be submitted to Chris by next meeting. Chris shared that interview with herself and Dr. Rudmann about the ADA survey was recently completed by Office of Communications. Denise explained the collaboration with MOT students and clerical staff for ergonomics and prevention of repetitive strain injuries in the workplace.

Conclusions: Communications about the committee and its role are ongoing.

Action items: Continue with promotion of committee and its resources.

Person responsible: All

Deadline: Ongoing

Syllabi review: schedule work meeting

Discussion: Chris checked with Dean’s secretaries and found out that only the College of Arts and Sciences maintains course syllabi in the Dean’s office; College of Professional Studies has department chairs maintain course syllabi. Jim volunteered to review syllabi in CAS prior to next meeting, and Chris will make a request to CPS chairs to review syllabi as well. Chris and Jim will bring this information to the next meeting to begin to analyze patterns of use of the recommended ADA Statement for syllabi. Members discussed how this data can be incorporated into ADA faculty training, particularly for adjuncts. We also discussed importance of reviewing again next year with semester conversion.

Conclusions: Committee will review available data at next meeting.

Action items: Review CAS syllabi on file, review CPS syllabi content provided by department chairs.

Person responsible: Jim & Chris

Deadline: Feb. 20, 2007

Documentation Policy: Jim

Discussion: Jim presented the history of this request, indicating a situation that occurred in the fall with a student who requested services from his office late in the quarter, and issues that arose around documentation. Jim shared that most larger institutions do not accept high school IEP’s (Individualized Education Plans) as supporting documentation to identify disability for a student requesting academic accommodations. He shared a “request for services” form from Wright State University as a resource for the committee to consider as we work on recommendations for documentation requirements. We discussed advantages and disadvantages of using IEP’s. Gay Lynn offered that a recent IEP’s (ie, within last 5 years) could be acceptable documentation. Jim reported that 43% of SSU students requesting academic accommodations have learning disabilities, and that IEP has been accepted as supporting documentation. The committee brainstormed resources for students to access psychological testing, which is the standard documentation at many other institutions. Elinda suggested idea of partnering with local agencies or hospitals to help provide the testing, and securing grant funding was also proposed.

Conclusions: Continue to explore issues and develop recommendations that can be put into place by semester conversion.

Action items: Continue to develop recommendations on documentation of disabilities.

Person responsible: all

Deadline: ongoing

Clearinghouse & Discussion

Discussion: The main item discussed was issue of procedures to facilitate communication in the event of non-emergency evacuation needs. This came up as a student with a mobility impairment was stranded on second floor of Massie when the elevator was out of service. We discussed how the situation has been dealt with historically, which is around individual staff and buildings addressing the needs. The situation highlighted the need for a standard policy that provides guidance and standards for ensuring that the needs of individuals with mobility impairments are met in such circumstances. We added that is another example of awareness issues for faculty training as well, as they may not connect an elevator outage with a student’s absence from class.

Conclusions: The committee will continue to explore this issue and make recommendations to increase awareness of ways to handle these types of situations.

Action items:

Person responsible:

Deadline:

Respectfully submitted,
Chris Raber, Chair

Time: 11:30 AM

Location: Kricker Conference Room

Type of meeting: Regular

Facilitator: Chris Raber

Attendees: Elinda Boyles, Denise Brockett, Tony Ward, Jim Weaver

Agenda topics

Review of Minutes

Discussion: No additions or corrections offered.

Conclusions: Minutes from 11/14/06 meeting accepted.

Action items:

Person responsible:

Deadline:

Web-based ADA Training for Employees

Discussion: Due to schedule changes, the conference call with OSU had to be rescheduled; Elinda, Beth, and Chris will continue to work with rescheduling to discuss their faculty training resources. Elinda mentioned that Scott had some resources, so we will ask him to share these at upcoming meetings. We also discussed some content issues for ADA awareness training, which should include statistics on numbers of students with disabilities served on campus, and general statistics on persons with disabilities in the surrounding area, along with fact sheets outlining ADA law, concepts of reasonable accommodation, and importance of maintaining confidentiality of students who request accommodations in the classroom.

Conclusions: Research for web-based training options ongoing. Members present discussed the importance of making formal ADA training for faculty mandatory as part of the on-campus training day.

Action items: Conference call to OSU; look at other resources from Scott, etc

Person responsible: Chris, Elinda, & Beth to work on researching web-based training options

Deadline: Early 2007

Guidelines for Accessibility for Events

Discussion: Jim volunteered to write draft of these guidelines for committee’s review. We discussed that it would be helpful to have a statement on the space reservation form that cues planners to consider both physical accessibility issues when designing a space, as well as encouraging them to add a statement in promotional materials that asks attendees to contact planner to assistance with meeting any special needs.

Conclusions: Committee will work on feedback to Jim’s draft statement as he completes it; we will review current space reservation form at next meeting as well.

Action items: Draft statement for accessibility guidelines for campus events by Jim, then committee will review and approve.

Person responsible: Jim

Deadline: Winter 2007

Evaluation of Course Syllabi for ADA Statement

Discussion: We brainstormed possible methods to review syllabi, given the number of courses offered, and decided that working with each of the Dean’s secretaries would be a workable start to reviewing syllabi on file for the Winter quarter/Spring term (MOT). Group was agreeable to having a working meeting and dividing committee members between the two offices to do the review.

Conclusions: The committee will review syllabi available in Dean’s office by end of January, and compile basic descriptive statistics about number of classes offered, number of syllabi using 2006 statement, and number of syllabi using other language/statements.

Action items: Plan work meeting for end of January for committee review of syllabi Person responsible: Chris will coordinate with Dean’s secretaries; Committee members will complete the review Deadline: Jan. 2007

Clearinghouse & Discussion

Discussion: Jim shared that Fall quarter was very busy for services in Office of Disability Services, and requested discussion concerning a number of issues. He stated that of 75 paper surveys he provided to students receiving services from his office, only 7 responded, so he plans to conduct student survey again Winter quarter to gain a better response rate.

On another note, he would like to compile and share statistics with committee regarding the number of students served by his office and discuss trends in use of services. As student retention is a major goal of the University, we would like to explore how services for students with disabilities are being used, and this information could be examined in conjunction with data from syllabi review. One the major questions Jim fields from faculty is rationale behind a student receiving an accommodation for extended time with assignments. This concern from faculty raises the issue of what kind of documentation is required for a student to receive services from his office. Historically and currently, documentation requirements have varied, and IEP’s from high school have been accepted for students with learning disabilities, which are often students who request extended time as an accommodation. Jim stated that some institutions use more stringent requirements, such as psychological testing. A barrier to this approach for SSU’s student population is that the cost of such testing is typically borne by the student. He requested the committee research policies that other institutions have implemented regarding acceptable forms of supporting documentation for students requesting reasonable accommodations, and and that the committee discuss this issue further, with a goal of making recommendations for policy at SSU.

Conclusions: The lack of a specific policy on this issues affects both the teaching and learning environment and has implications for student recruitment and retention. The committee agreed that is very important to further explore policies from other institutions regarding documentation for students requesting accommodations through Office of Disability services, with goal of drafting recommendations for formal policy at SSU regarding documentation of disability.

Action items: Jim will bring current “Request for Accommodation” form and other materials to next meeting to begin review process

Person responsible: Jim, all members

Deadline: Ongoing; beginning Winter 2007

Respectfully submitted,
Chris Raber, Chair

Time: 11:30 AM

Location: Kricker Conference Room

Type of meeting: Regular

Facilitator: Chris Raber

Attendees: Butch Kotcamp, Beth Bullock

Agenda topics

Review of Minutes

Discussion: No additions or corrections offered.

Conclusions: Minutes from 10/31/06 meeting accepted.

Action items:

Person responsible:

Deadline:

Update on Progress with Goals

Discussion: Chris reported that she has been in communication with Barbara Kunkle, Director of Teaching and Learning Center, regarding offering ADA training to faculty. Barbara supported use of faculty in-service day prior to start of the semester. Beth, Elinda, and Chris have scheduled a conference call on Nov. 20, 2006 to OSU to discuss their academic training resources for faculty and possible options for SSU. Butch & Beth agreed employee training using web format is desirable. Chris will look up costs for reprinting brochures, and all agreed that given changes in committee composition (particularly students), that we will revise to include global e-mail of “ADA Compliance Committee” instead of individual member’s names for contact information on the brochure. Discussed several options for obtaining course syllabi to assess faculty’s use of ADA statement; all department chairs have course syllabi for each quarter. It appears that this will be a major project, and we may start with either e-mail requests to faculty and/or requests to department chairs to review syllabi they have on file for Winter 2007, and based on this data, develop a plan for a more comprehensive review of course syllabi.

Conclusions: Brochures to be updated and review of syllabi to occur in early 2007. Research for web-based training options ongoing. Support from administration, particularly Dr. Morris, would be helpful for collecting course syllabi.

Action items: Conference call to OSU; revise brochure; develop plan for syllabi review

Person responsible: Chris, Elinda, & Beth to work on researching web-based training options; Chris will revise brochure; committee will work on syllabi review

Deadline: Early 2007

Guidelines for Accessibility for Events: plan to complete

Discussion: Reviewed history of this goal, which developed from Clearinghouse issue in fall 2005. Butch discussed current process used by facilities with each campus event, in which plans are checked for accessibility in conjunction with life safety issues. Butch suggested inviting Sandi Little to next meeting to discuss space reservation form and process to so the committee can gain further information.

Conclusions: Best channel to communicate accessibility appears to be space reservation form, but need to confirm this to develop draft statement for space reservation forms.

Action items: Draft statement for accessibility guidelines for campus events by one member of committee, then committee will review and approve.

Person responsible: Need volunteer to draft guidelines

Deadline: Winter 2007

Clearinghouse

Discussion: Butch reported that new soap dispensers for library restrooms just arrived this week.

Conclusions: Soap dispensers to be replaced by facilities; work order indicates need to ensure accessible placement.

Action items: Follow up with library restroom check to ensure accessible placement occurred.

Person responsible: Committee

Deadline: Dec. 2007

Discussion

Discussion: No additional discussion today.

Conclusions:

Action items:

Person responsible:

Deadline:

Respectfully submitted,
Chris Raber, Chair

Time: 11:30 AM

Location: Kricker Conference Room

Type of meeting:

Facilitator: Chris Raber

Attendees: Beth Bullock, Elinda Boyles, Scott Douthat, Denise Brockett, Butch Kotcamp

Agenda topics

Review of Minutes

Discussion: No additions or corrections offered.

Conclusions: Minutes from 10/3/06 meeting accepted.

Action items:

Person responsible:

Deadline:

ADA Compliance Committee GOALS for 2006-2007:

1. New SSU Accessibility Survey

2. Increased/improved communication about ADA (website, brochures, periodic communications)

3. Student survey

4. Web-based ADA training for employees (faculty, administration, staff)

5. Assess faculty use of ADA statement on course syllabi

6. Recommend Accessibility guidelines for space reservation forms

7. On-going consultation re: ADA issues on campus for all stakeholders (students, faculty, staff, administration, public)

Goals for Year: Review & Plan to address

Discussion: Goals discussed by members present at today’s meeting. Feedback for each goal follows:

1. Committee requested copy of 1993 survey to begin planning for completion of new campus-wide survey. Elinda will check on possibility of using consultant for the new survey. Chris will follow up with Dr. Morris and Steve Donohue re: resources for this process. ADA-Ohio and Wright State University were also suggested as possible resources for securing consultants.

2. Discussed need to update brochures, with suggestion of leaving names off to keep current, and using global address “ADA Compliance Committee” as contact, which would also encourage use of this format of contact (Concept parallels Work Order and Help Desk systems already in place). Chris will follow-up with Communications to do press release on collaboration with Dr. Rudmann’s PSYC 290 students for ADA Survey.

3. Denise reported that Jim is working on distributing survey to students receiving Disability Services by end of the quarter.

4. Lengthy discussion about options to train faculty, administration, and staff on ADA responsibilities. Members present would like to locate a web-based training which could be used for all groups, and incentives for completing the training were discussed. Faculty training could occur during required one-day training session before fall term begins (per 2006-2009 CBA). Members expressed desire to use a pre-test/post-test format, with required minimum score (i.e., 80%). Employees meeting minimum score on pre-test would not have to take the training session. Upon locating possible programs, ADA committee will work on assessment and learning objectives, with primary focus on understanding accommodation concepts. Beth and Elinda volunteered to research options for on-line/web-based training resources.

5. Committee agreed that assessing faculty use of recommended ADA statement is needed, and plan for collecting this data is also needed.

6. Agreed this task needs to be completed; plan for draft to be developed.

7. Committee agreed with this ongoing goal and consensus is that above goals will help meet this broad objective.

Conclusions: See discussion for plans to meet goals.

Action items:

Person responsible:

Deadline: committee ongoing

Guidelines for Accessibility for Events

Discussion: Entire meeting focused on discussion of year’s goals, and committee agreed with goal to draft recommended guidelines to include with space reservation forms.

Conclusions: Committee will work on draft and approve internally before distributing to campus community.

Action items: Assign committee member(s) to draft guidelines for group’s review.

Person responsible: Chris

Deadline: Next meeting

Clearinghouse

Discussion: Butch updated committee on status of work orders from restroom walk-throughs completed Spring 2006. Chris shared request that was sent to Sam Coppoletti, from Library staff, for assistance with repositioning soap dispensers in library restrooms.

Conclusions: Chris will complete work order for library and communicate process for filing ADA concerns to library staff.

Action items: Monitor work orders from spring survey

Person responsible: Butch/Chris

Deadline: ongoing

Discussion

Discussion: Today’s discussion focused on year’s goals (see above).

Conclusions:

Action items:

Person responsible:

Deadline:

Respectfully submitted,
Chris Raber, Chair

Time: 11:30 AM

Location:  Kricker Conference Room

Type of meeting: Regular

Facilitator: Christine Raber

Attendees: Elinda Boyles, Scott Douthat, Jim Weaver, Butch Kotcamp, Beth Bullock, Tony Ward

Agenda topics

Review & Discussion of Survey Report

Discussion: Welcomed Beth Bullock to the committee. Survey report (attached) reviewed and discussed by members present. Committee felt positive about overall findings, and general impression of awareness about services available in the Office of Disability services. Butch noted that ADA issues related physical facilities have decreased with ongoing renovations, and that the Athletic Center, which was cited as least accessible building, is scheduled for major renovations in the future. Committee discussed least positive response, regarding knowledge of how to register an ADA complaint, and noted need for continued education efforts to address this issue. Elinda noted, with agreement from others in attendance, while physical facilities ADA compliance is positive, that ADA awareness and compliance in campus policies and procedures is more challenging and requires ongoing improvement.

Jim has survey prepared for distribution to students receiving services from Office of Disability Services, and plans to distribute before quarter’s end. Discussed distributing survey to general student body Winter quarter to assess their views regarding ADA issues.

Conclusions: Survey finding generally indicate awareness of ADA services on campus, but less awareness of how to register an ADA complaint. ADA webpage is not easily located on SSU site.

Action items: Administer student version of survey to students registered with Disability Services this fall, and general student population Winter quarter. Evaluate SSU webpage and ease of locating and using ADA committee link.

Person responsible: Jim & committee

Deadline: as noted

VRCFA request for NEA Accessiblity Survey

Discussion: Explained Carl Daehler’s request for assistance with NEA Accessibility survey, as part of recent grant funding. Discussed need for campus wide accessibility survey, since last University-wide accessibility survey was completed in 1993. The use of a consultant to assist with this process was discussed, and committee needs to determine if any resources exist to hire a consultant to assist with this process. Also discussed the importance of involving all stakeholders in this process, to ensure that a a new campus-wide accessibility survey will meet broad ranging needs, including, but not limited to, documentation for any federal and/or state funding, as well as accreditation needs.

Conclusions: Members agreed that committee should facilitate completion of new accessibility study for SSU, and that research about options to complete this should occur this fall.

Action items: Butch & Elinda will assist in locating 1993 report, and Butch will research current stipulations for ADA funds, which most likely are available only for renovations, not consultants. Chris will discuss grant funding options with Cathy Mullins. Committee to develop plan for completion of new accessibility survey of campus that addresses needs of all stakeholders.

Person responsible: committee

Deadline: December 2006

VRCFA request for ALD system

Discussion: Discussed VRCFA’s request for ALD system funding. This would be an upgrade from individual units to an infrared system. Discussion ensued that such a system could have applications in many other areas/venues on campus.

Conclusions: Members present agreed that any funding, if possible for use from current ADA funds, should benefit entire campus, not only one area. An upgraded ALD system would best be housed in OIT.

Action items: Explore ADA funding for ALD system, to make decision on how to proceed.

Person responsible: Butch

Deadline: Nov. 2006

Accessibility Guidelines for Events

Discussion: Tabled until next meeting due to time constraints

Conclusions:

Action items:

Person responsible:

Deadline:

Goals for the year

Discussion: Following discussion of survey report and accessibility study, group discussed needs and plans for upcoming year at length. Several ideas to increase visibility of committee were suggested, as well as option for education programs. Elinda noted that several web-based education modules for ADA awareness and training are available. Members agreed that use of such a program could be a valuable investment and yield much higher participation rates than the efforts of holding face-to-face training sessions on campus for faculty, administration, and staff groups.

Conclusions: Committee will pursue following ideas to increase visibility/awareness of ADA Compliance Committee and its functions: periodic use of SSU On-Line to communicate ADA resources; contact Communications to work on story highlighting collaboration between ADA Compliance committee and Dr. Rudmann’s PSYC 290 students; evaluation of brochures and placement on campus. Additional goals for the year include completion of student surveys, web-based education for ADA awareness training campus-wide, evaluate accessibility of SSU webpage, work on new SSU Accessibility survey, assess faculty’s use of ADA Statement on course syllabi, complete recommended Accessibility guidelines for campus events (to use on space reservation forms), and continue with consultation on ADA issues on campus.

Action items: Outline action steps for goals at next meeting

Person responsible: all

Deadline: ongoing

Clearinghouse Items

Discussion: Butch & Chris identified need to check status of placement of adjustable desks back in all classrooms in newly renovated Health sciences building.

Conclusions: Need to check each classroom in health sciences building for adjustable desks.

Action items: As above

Person responsible: committee/facilities

Deadline: End of quarter

Discussion

Discussion: Focused on goals for year (see above)

Conclusions:

Action items:

Person responsible:

 Deadline:

Respectfully submitted,
Chris Raber, Chair

Time: 3:30 PM

Location: Kricker Conference Room

Attendees: Denise Brockett, Neil Evans, Tony Ward, Butch Kotcamp, Chris Raber

Agenda topics

Review of Minutes

Discussion: Review of minutes from May 2 meeting; no changes noted.

Conclusions: Minutes accepted.

ADA Statement

Discussion: Discussed ADA Statement and history of the dissemination of the ADA statement for syllabi from the ADA Compliance Committee. The ADA Compliance committee developed and distributed the recommended ADA statement to be used on course syllabi campus-wide in 2002. A concern was raised via the Clearinghouse in April that the language of ADA statement being used by some faculty, and on the EPCC template, was not the language endorsed by the ADA Compliance Committee. Members discussed how inconsistent language in syllabi could present a liability to the University, and possibly give the appearance that different standards or expectations are used across campus regarding the needs of students with disabilities taking courses. To address this issue, Chris will re-issue the statement, which reads:

Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 require Shawnee State University to provide academic adjustments or accommodations for students with documented disabilities. Students seeking academic adjustments or accommodations must self-identify with the Coordinator of Disability Services. After meeting with the Coordinator, students are encouraged to meet with their instructors to discuss their needs, and if applicable, any lab safety concerns related to their disabilities.

Conclusions: Re-distribute the ADA Statement for syllabi to campus community.

Action items: Chris will send an e-mail to the following: Faculty, UFA, EPCC, Deans, Provost, President, and Legal Affairs

Person responsible: Chris

Deadline: June 10, 2006

Bathroom Walk-Through’s

Discussion: Tony provided completed forms for Athletic Center, and Neil will return forms for VRCFA by end of the quarter; Hannah was provided with forms for the library. General impressions appear that for majority of restrooms, minor issues are present (i.e., height or location of soap dispensers). However, there are several restrooms on campus that are not compliant and require signage to direct to the closest accessible restroom. Chris will compile a summary of the accessibility surveys completed to include with the end of the year report, and draft recommendations for the committee’s review.

Conclusions: Overall, campus buildings have ADA compliant restrooms. In those areas where it is currently not possible to make a restroom compliant, the committee recommends the use of signage that directs individuals to the nearest accessible restroom.

Action items: Chris will summarize findings of bathrooms surveyed. Committee will then examine info and make plans for completing all campus bathrooms, and creating written recommendations from the findings.

Person responsible: Committee

Deadline: June 15, 2006

Accessibility Guidelines for Events

Discussion: Discussed events that have been observed since this issue was raised to the Clearinghouse, and members present noted that no major accessibility issues have been noted at any of the events attended. The spring picnic is held tomorrow, and Chris and Ann Marie Short have discussed the layout and set-up of the tables, and accessibility will not be an issue at this event.

Conclusions: Develop recommended guidelines to remind planners to be aware of accessibility issues when planning any campus event.

Action items: Draft a recommendation statement to be included on the Space Reservation form used for all event planning. Person responsible: Committee Deadline: Ongoing

Update on ADA Survey/Clearinghouse

Discussion: Dr. Rudmann is working with his students on time for presentation of their analysis of the ADA survey. Chris will communicate this date/time when it is arranged with him. Butch suggested we prioritize funding needs that are raised from the survey findings, as there is some ADA funding remaining. No items were submitted for the Clearinghouse. June 6 meeting needs to be canceled due to schedule conflict; we will review bathroom accessibility summary and end of year letter to Dr. Morris via e-mail.

Conclusions: Committee will review analysis from ADA survey and begin discussing the findings and actions to be taken as a result of the information learned from the responses.

Action items: Awaiting Dr. Rudmann’s students’ analysis of survey findings. Review bathroom summary and end of year letter via e-mail.

Person responsible: Committee

Deadline: ongoing

Respectfully submitted,
Chris Raber, Chair

Location: 1 p.m.

Time: Kricker Conference Room

Attendees: Elinda Boyles, Scott Douthat, Butch Kotcamp, Jim Weaver, Chris Raber

Agenda topics

Review of Minutes

Discussion: E-mail review of minutes from April 12 meeting; no changes noted.

Conclusions: Minutes accepted.

Faculty Letter

Discussion: E-mailed to Faculty on May 2, 2006.

Conclusions: Completed; will monitor for any questions, concerns.

Action items:

Person responsible:

Deadline:  Done

Bathroom Walk-Through’s

Discussion: Committee members at today’s meeting divided up began bathroom walk-through’s in Massie, Administration, ATC, and UC.

Conclusions: Committee members will return findings via inter-office mail.

Action items: Chris will summarize findings of bathrooms surveyed, and make a list of bathrooms still to be completed. Committee will then examine info and make plans for completing all campus bathrooms, and creating written recommendations from the findings.

Person responsible: Committee

Deadline: June 15, 2006

Accessibility Guidelines for Events

Discussion: No discussion during working meeting today.

Conclusions: Continue to assess events and work on plan for recommended guidelines.

Action items: Attend events as assigned and report back to committee at future meetings.

Person responsible: Committee

Deadline: Ongoing

ADA Statement for Course Syllabi

Discussion: E-mail discussion with committee ongoing.

Conclusions: Plan to send out ADA Statement to Faculty, UFA, EPCC, and Deans.

Action items: Complete committee discussion and distribute to appropriate groups on campus.

Person responsible: Committee

Deadline: May 17, 2006

Respectfully submitted,
Chris Raber, Chair

Time: 3:30 p.m.

Location: ATC Conference Room

Attendees: Trudy Bostick, Denise Brockett, Neil Evans, Tony Ward, Jim Weaver, Chris Raber

Agenda topics

Review of Minutes

Discussion: Reviewed minutes from Mar. 14 meeting; no changes noted.

Conclusions: Minutes accepted.

Discussion of ADA Survey & Faculty Letter

Discussion: Dr. Rudman’s PSYC 290 students are currently working with the employee responses and he is working on a plan for the students to present to the ADA committee. Students who have registered with the Office of Disability Services will receive paper copies of the survey, with the link for the survey in the introduction, and have students select which way they want to respond (on-line, or paper). Jim has applied nearly all of the adjustable table tips stickers, and he will notify Chris when this is completed. Chris will e-mail the faculty letter once all labels are applied.

Conclusions: The committee looks forward to hearing about the findings from Dr. Rudman’s PSYC 290 students, who will work as a group to analyze the data from 104 employee responses.

Action items: Work with findings from survey to identify needs and develop goals to address these needs.

Person responsible: Committee

Deadline:

Survey: Ongoing

Letter: May 1

Bathroom Walk-Through’s

Discussion: Committee discussed plan for completing bathroom walk-through’s this quarter. Preference is to use existing meeting schedule rather than add another meeting to accomplish walk-through’s this quarter.

Conclusions: Members present decided to make May 2 meeting a working meeting to complete walk-through evaluation of campus building bathrooms.

Action items: Chris will prepare forms, and teams will be divided on May 2 to complete bathroom walk-throughs. Committee will then examine info and make plans for a written summary of the findings.

Person responsible: Committee

Deadline: May 2, 2006

Accessibility Guidelines for Events

Discussion: Feedback from assessing the physical set-up and accessibility of the following events was provided: Spring orientation-(Jim & Denise): no problems noted, but this was a small event; Employee recognition: Denise noted that the tables were crowded in VRCFA, but no complaints were noted. Committee member attendance at future events will continue to assess needs in order to develop guidelines. Discussion of spring picnic and layout occurred; Chris will contact Ann Marie Short, who is helping coordinate this event, to discuss suggestions to ensure layout is “user-friendly” for people using wheeled mobility. Members to evaluate President’s Gala are still needed; Spring picnic will be covered by Chris and Trudy; Springfest will be covered by Jim. We also discussed commencement and the plans that address accessibility; from members present who have attended commencement, historically it has appeared that accessibility needs are addressed fairly well. Chris will check with commencement committee to heighten awareness and verify accessibility plans. We will also check with Angela Henderson about other events. Members present feel that revising the Room Reservation forms to include an accessibility statement to encourage planners to think about possible accommodations needed for their event will be most effective way to address this issue. This will be important for upcoming events, including summer orientations and the 20th anniversary events this fall.

Conclusions: Continue to assess events and work on plan for recommended guidelines.

Action items: Attend events as assigned and report back to committee at future meetings.

Person responsible: Committee

Deadline: Ongoing

Safety Meeting/Training session

Discussion: Chris provided summary of safety meeting held jointly with Facilities and Safety committees last year. Members present determined that the ADA committee would support another training, but not plan/host it this year.

Conclusions: ADA committee will send last year’s summary to Facilities Committee chair (Patric Leedom) and Safety Committee (Joe VanDuesen).

Action items: Chris will send out last year’s summaries to the other committees as a reminder.

Person responsible: Chris

Deadline: May 2, 2006

CLEARINGHOUSE DISCUSSION:

Several items were presented for discussion:

• Jim and Chris are presenting on ADA issues for graduating seniors at Lewis County High School, Vanceburg, KY, on April 20, 2006

• Trudy noted several items: large gap in cement on ramp at Athletic Center (upper level, 2nd St.), cement problems also at Library entrance, and President’s conference room is still inaccessible. Recommended completing work orders and requested update at next meeting; Trudy stated she would do this.

• Trudy & Jim noted that language of current ADA statement for course syllabi is problematic. Jim distributed current statement, which reads:

For students who have a specific physical, psychiatric, or learning disability and require accommodations, please let me know early in the quarter so that your learning needs may be appropriately met. By law, it is your responsibility to provide documentation of your disability to the Office of Disability Services, located in the Student Success Center, Massie Hall, (Ph) 351-3594, PRIOR to receiving services.

Committee members noted that specification of type of disability is problematic, and that the language needs to less authoritarian. Also, it was brought up that some faculty may be including time frames for students to self-identify for services, with the implication that students who request services after this date are ineligible for accommodations in a course. Jim noted that setting time frames is not consistent with the law. Chris will send out course statement to all committee members and we will review and revise, and present to campus by end of the year.

• Denise requested information from CWA concerning worksite evaluations to prevent and minimize repetitive motion injuries. Chris reported that Occupational Therapy students have done this on request in the past, and that it is planned that students in the Master of Occupational Therapy program will continue this as part of supervised coursework, in Spring 2007. Denise will report this to CWA.

Respectfully submitted,
Chris Raber, Chair

Time: 3:30 p.m.

Location: Kricker Conference Room

Attendees: Elinda Boyles, Denise Brockett, Hannah Kenny, Butch Kotcamp, Jim Weaver, Chris Raber

Agenda topics

Review of Minutes

Discussion: Reviewed minutes from Mar. 2 meeting; no changes noted. Welcome to new UAA representative to ADA committee, Denise Brockett.

Conclusions: Minutes accepted.

Discussion of ADA Survey

Discussion: Members present reviewed survey process thus far and discussed response rate, which was approximately 34%. Members were pleased with this response rate. Chris is awaiting preliminary findings from Dr. Rudman’s students. Committee agreed with paper method to distribute the student survey as most students who have registered with the Office of Disability Services do not use SSU e-mail addresses. Jim will distribute paper copies of the survey, with the link for the survey in the introduction, and have students select which way they want to respond (on-line, or paper).

Conclusions: The committee looks forward to hearing about the findings from Dr. Rudman’s PSYC 290 students, who will work as a group to analyze the data from 104 employee responses.

Action items: Work with findings from survey to identify needs and develop goals to address these needs.

Person responsible: Committee

Deadline: Ongoing

Update on Faculty Letter for Adjustable Desk

Discussion: Committee approved second draft of letter. Denise and Jim will complete the labels and apply to desks before sending the e-mail out to faculty.

Conclusions: “Tips for Use of Adjustable Desks” letter to be e-mailed to faculty and department secretaries early spring quarter.

Action items: Complete the labels for desks. Send out e-mail once labels completed and put on desks.

Person responsible: Jim, Denise, Chris

Deadline: April 15, 2006

Accessibility Guidelines for Events

Discussion: Sandi Little indicated the only major event this spring is Springfest. Butch noted that Facilities holds a weekly meeting on Thursdays to discuss set-ups for all campus events, and indicated that Life Safety are addressed at this meeting, as well as accessibility issues. Elinda suggested revising the Room Reservation forms to include an accessibility statement to encourage planners to think about possible accommodations needed for their event. Committee members also brainstormed other upcoming events that we could attend to assess the physical set-up and accessibility of the event. Committee member attendance at events will further assess needs to develop guidelines. Events and committee members thus far: Spring orientation Mar. 21 (Jim & Denise); Employee Recognition Mar. 29 (Elinda); President’s Gala (TBA); Spring picnic (TBA); Springfest (TBA). We will also check with Angela Henderson about other events.

Conclusions: Continue to assess events and work on plan for recommended guidelines.

Action items: Attend events as assigned and report back to committee at future meetings.

Person responsible: Committee

Deadline: Ongoing

Planning for Spring quarter Bathroom walk-through’s/Clearinghouse

Discussion: Discussed Clearinghouse item from last meeting about under-sink accessibility, which triggered need to conduct walk-through’s of campus building bathrooms. Butch noted that Scott had completed a bathroom review with student using wheeled mobility just after Massie renovation was completed. Will obtain this report and review. Hannah will work on finding out more details about the complaint from SGA re: bathrooms. Elinda suggested creating signage for bathrooms which do not meet ADA standards, stating where nearest accessible bathroom is located. This would be similar to the signage placed on restrooms in Kricker after renovation, which created one accessible restroom on the first floor. Regarding costs for accessible dorms, there is a difference, but it is negligible ($3.00/quarter). Committee discussed idea of adapting Carriage House with ramps, which would provide one option in the lower cost dorms.

Conclusions: Will discuss plans for bathroom walk-throughs at first meeting of spring quarter.

Action items: Complete bathroom walk-through’s spring quarter.

Person responsible:

Committee Deadline: June 2006

DISCUSSION:

Elinda brought up the need to follow up from last year’s safety training. Chris will forward the summary of this meeting to committee, and we will discuss plans for a possible training/follow-up meeting addressing safety during spring quarter.

Respectfully submitted,
Chris Raber, Chair

Time: 3:30 p.m.

Location: ATC Conference Room

Attendees: Elinda Boyles, Chris Raber

Agenda topics

Review of Minutes

Discussion: Reviewed minutes from Jan. 17 meeting; no changes noted.

Conclusions: Minutes accepted. Today’s meeting takes place of Feb. 21 meeting, which was canceled.

Update: ADA Survey, Response rate and plan for student survey

Discussion: Survey was sent on Feb. 11 to all employees, via e-mail, using “Faculty, UAA, USA” addresses in SSU global address book. A reminder e-mail was re-sent on Feb. 20, encouraging those who had replied to complete the survey. (*See attached e-mail and reminder e-mail for text of messages). On Feb. 27, 104 replies had been received. All replies came to Chris Raber from “unlisted recipients.” Hard copies of the survey responses were provided to Dr. Darrell Rudman on Feb. 23 and Mar. 1. His psychology students are working on analyzing the data for the committee as a part of a course assignment. Twelve people requested their names be entered in the drawing, and the five winners were drawn on Mar. 2, and e-mail circulated to notify the campus community and the winners. Elinda’s office will hand deliver the Jazzman’s gift certificates to the following winners: Steve Doster, Paul Madden, Cathy Mullins, Debbie Risner, and Vivian Robson. Chris and Jim have been discussing best method to distribute the student survey as most students who have registered with the Office of Disability Services do not use SSU e-mail address. Plan is to make a hard copy, with the link for the survey in the introduction, and have students choose which way they want to respond (on-line, or paper).

Conclusions: Response rate was encouraging and committee looks forward to hearing about the findings from Dr. Rudman’s students. Will explore possibility of having students present findings to the committee.

Action items: Work with findings from survey to identify needs and develop goals to address these needs.

Person responsible: Committee

Deadline: Ongoing

Review of Faculty Letter: Adjustable Desk Tips

Discussion: Second draft of letter has been distributed to committee members Feb. 20. Need committee’s final approval to send out. Will need to identify another committee member to communicate with department secretaries as Elsie has resigned from committee (see below). Need to complete the labels before sending the e-mail out.

Conclusions: “Tips for Use of Adjustable Desks” letter to be e-mailed to faculty and department secretaries early spring quarter.

Action items: Complete the labels for desks. Identify another committee member to assist with communication with department secretaries. Send out e-mail once labels completed and put on desks.

Person responsible: Jim, Chris, and committee volunteer

Deadline: April 15, 2006

Thanks Elsie!

Discussion: Elsie Shabazz informed Chris she is resigning from the committee due to other demands. Denise Brockett is replacing Elsie as UAA representative to the committee.

Conclusions: Elsie has provided valuable input and service to the committee, and we thank her for her contributions.

Action items: Chris will write of letter of thanks to Elsie for her service on the committee.

Person responsible: Chris

Deadline: April 1, 2006

Clearinghouse & Discussion

Discussion: Kitty Linde talked with Chris about two issues that arose in Student Life committee this week: poor access to sinks in bathrooms on campus, and a complaint about student dorms. Kitty did not have information about which bathrooms, in what buildings, so this needs further investigation. The complaint about housing was from a student, who stated that there is only one accessible dorm, and it costs more than the other dorms.

Conclusions: Need to investigate housing complaint, and conduct building walk-throughs, in all bathrooms, and report back to committee for problem-solving.

Action items: Contact Bill Rockwell to investigate housing issue. Plan building walk-throughs for Spring quarter.

Person responsible: Chris, committee

Deadline: next meeting

Respectfully submitted,
Chris Raber, Chair