Report 2017-102 All Recommendation Responses

Report 2017-102: California Community Colleges: The Colleges Reviewed Are Not Adequately Monitoring Services for Technology Accessibility, and Districts and Colleges Should Formalize Procedures for Upgrading Technology (Release Date: December 2017)

Recommendation #1 To: Community Colleges Chancellor's Office

To ensure that all community colleges are complying with timeliness requirements, by June 2018, the Chancellor's Office should establish guidance for the colleges on tracking and monitoring their effectiveness in responding to students' requests for instructional materials in alternate media in a timely manner. At a minimum, this guidance should provide direction to all community colleges on establishing a time-frame goal for completing students' requests. The guidance should also provide direction to colleges for establishing procedures to track and periodically monitor their performance in promptly responding to requests, identify reasons for delays in responding to requests, and take action as needed to improve their timeliness in completing future requests.

60-Day Agency Response

A thorough analysis of the issues has been conducted.

During a meeting with all college disability directors 2/28/18 the three colleges who participated in the audit will share their experiences and pass on the guidance that they received from the auditors.

Also during the meeting, focus groups will discuss what current policies exist with regard to producing alternate media and tracking complaints.

A short-term workgroup will convene to assist in the development of the guidance for the colleges so that they are consistent across the system and meet the objectives set forth by the auditors.

  • Estimated Completion Date: June 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #2 To: Community Colleges Chancellor's Office

To ensure that community colleges promptly address any complaints they receive related to alternate media requests and web accessibility, by June 2018, the Chancellor's Office should provide guidance to the community colleges on developing procedures to track and periodically review complaints received related to accessibility services, and to address any accessibility complaints in a timely fashion.

60-Day Agency Response

A thorough analysis of the issues has been conducted.

During a meeting with all college disability directors 2/28/18 the three colleges who participated in the audit will share their experiences and pass on the guidance that they received from the auditors.

Also during the meeting, focus groups will discuss what current policies exist with regard to producing alternate media and tracking complaints.

A short-term workgroup will convene to assist in the development of the guidance for the colleges so that they are consistent across the system and meet the objectives set forth by the auditors.

  • Estimated Completion Date: June 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #3 To: Community Colleges Chancellor's Office

To comply with statutory reporting requirements on its efforts to serve students with disabilities, by June 2018, the Chancellor's Office should establish and report on a system for evaluating state-funded programs and services for disabled students, including its gathering of outcome data, staff and student perceptions of program effectiveness, and data on the implementation of the program.

60-Day Agency Response

A thorough analysis of the issues has been conducted.

During a meeting with all college disability directors 2/28/18 the three colleges who participated in the audit will share their experiences and pass on the guidance that they received from the auditors.

A plan to evaluate state-funded programs and services for disabled students is underway. The findings from the meeting 2/28/18 will help inform the data gathering.

  • Estimated Completion Date: June 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #4 To: Community Colleges Chancellor's Office

To ensure that students with disabilities have equal access to instructional materials, by June 2018, the Chancellor's Office should develop guidance for the community colleges on periodically monitoring the accessibility of instructional materials and on providing training to all instructors in making their materials accessible to students with disabilities.

60-Day Agency Response

On January 24, 2018, the Chancellor's Office conducted an online training webinar for college faculty, administrators, and staff that included a three-hour Instructional Materials Accessibility Track with three one-hour workshops in the following areas: Accessibility in Distance Education, Bringing our "A" Game: Lessons Learned in the Pursuit of Accessibility, and Universal Design Online Content Inspection Tool: UDOIT. There were 87, 105, and 107 participants respectively in the 3 workshops. The total headcount for the three workshops was 299 participants.

At its January 31, 2018, meeting the Distance Education and Educational Technology Advisory Committee (DEETAC) discussed updating and revising the distance education guidelines related to the accessibility of instructional materials for colleges. The DEETAC discussed how it would contribute to the distribution of guidelines when completed. Distribution plans include conducting an online webinar that is recorded and archived for later viewing for participants unable to attend in person. The guidelines will be posted to the Chancellor's Office web page in several locations. Chancellor's Office staff will also conduct live presentations of the guidelines at various conferences throughout the year. Information regarding the instructional materials accessibility guidelines will also be included in an addendum to the sixth Edition of the "Program and Course Approval Handbook" which provides guidance to colleges in the development and submission of courses and programs to the Chancellor's Office for review and approval.

  • Estimated Completion Date: June 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #5 To: Community Colleges Chancellor's Office

To ensure that community colleges' websites comply with accessibility guidelines, by September 2018, the Chancellor's Office should provide guidance to colleges on establishing policies and procedures to monitor the accessibility of their websites. Additionally, by September 2018, the Chancellor's Office should provide guidance on best practices for colleges to use in preventing their websites from containing inaccessible information.

60-Day Agency Response

The Butte Community College District's Technology Center has an Accessibility Team responsible for managing website accessibility resources.

Guidance in this area is currently under development.

  • Estimated Completion Date: September 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #6 To: Community Colleges Chancellor's Office

To assist all community college districts and colleges in ensuring that they have consistent, transparent, and continuous implementation of their processes for upgrading and replacing IT equipment, by September 2018, the Chancellor's Office should issue guidance to the districts and community colleges on establishing written procedures for those processes.

60-Day Agency Response

A proposal is under development to bring before the Board of Governors to adopt the following STANDARDS, EVALUATION CRITERIA, and BEST PRACTICES from the Telecommunications and Technology Advisory Committee (TTAC) and Systemwide Architecture Committee (SAC). These include the following:

- Evaluation Criteria

o Feasibility Study

o Suitability for systemwide deployment

o Life cycle plan for components

o Goals versus functionality

o Adherence to published standards

o Exposure to risk

o Outsourcing

o Funding and resource support

- Standards

o A technology feasibility study must be conducted before significant project funds are committed.

o Data transfer

o System (Application, Hardware, Network Operating Systems, etc.)

o End user compatibility

o Databases and DBMS

o Query and Report Writing Tools

o Security

o System configuration and operating procedures

o Vendor provided systems and components

o Deviations

- Best Practices

o Components should be chosen which have a significant market share within industry and / or the community college system.

o Components should be available and supportable in the Community College System

o Components should be chosen in which the vendor has implemented an active product improvement program

o Project managers should solicit broad based input

o Components should be chosen that are not at the end of their natural life cycle

- Recommended Tools

o Databases

o Server Operating Systems

o Web Servers

o Report Writers / environments

o Programming Languages

o Programming Environments

o Web Development Tools

o Middleware

o Office Applications

o ADA Evaluations

  • Estimated Completion Date: September 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #7 To: Community Colleges Chancellor's Office

To assist all community colleges in increasing transparency of their shared governance decision-making processes, by September 2018, the Chancellor's Office should issue guidance to the community colleges on establishing procedures to document the attendees, input received, and agreements reached during department meetings, including those to consider technology equipment requests.

60-Day Agency Response

To implement this recommendation the Chancellor's Office will consider engaging an ad hoc workgroup comprised of Consultation Council members to develop a set of guidelines that would be adopted by the Board of Governors and distributed to colleges. These guidelines would explained in a series of webinars and conference presentations as well as being posted on the Chancellor's Office website. This recommendation needs to be vetted in the Chancellor's Cabinet and implemented at the executive level.

  • Estimated Completion Date: September 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #8 To: Cerritos Community College District

To ensure that it is fulfilling requests for alternate media services from students with disabilities in a timely manner, by June 2018, Cerritos should establish procedures for monitoring its timeliness in responding to such requests so that it can periodically review its performance in completing the requests. Specifically, Cerritos should record and track sufficient information to be able to review how long it takes to complete requests. Additionally, Cerritos should calculate the number of days it takes to complete requests, and periodically evaluate its performance against its time-frame goals.

60-Day Agency Response

Meetings are begun to discuss the DSPS internal processes, and tools that we will use to develop and track timely delivery of alternate media. The Universal Access Task Force is meeting February 2, 2018 to develop a plan for implementation.

  • Estimated Completion Date: June 30, 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #9 To: Cerritos Community College District

To ensure that it promptly addresses any complaints it receives related to web accessibility and alternate media requests, by June 2018, Cerritos should establish procedures for tracking and reviewing complaints received related to accessibility and addressing complaints in a timely fashion.

60-Day Agency Response

Cerritos is working on expanding existing student conduct, grievance, concern, or Title IX report submission and case management SaaS, Maxient, to include a category or categories for web accessibility- and alternate media request-related complaints. Cerritos is currently updating its website which will provide better web accessibility monitoring.

  • Estimated Completion Date: June 30, 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #10 To: Cerritos Community College District

To ensure that students with disabilities have equal access to instructional materials, by June 2018, Cerritos should develop procedures to monitor and periodically review the accessibility of instructional materials. For example, Cerritos could develop an accessibility checklist for instructors to complete when developing or selecting instructional materials, from which the college could periodically review a sample of course content to ensure that instructors completed the checklist and that the instructional materials comply with accessibility standards.

60-Day Agency Response

Meeting have begun to discuss the need for accessible instructional materials. No plan has been developed at this time.

  • Estimated Completion Date: June 30, 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #11 To: Cerritos Community College District

To ensure that all instructors are aware of the accessibility standards for instructional materials, Cerritos should include in its next collective bargaining negotiations a requirement for instructors to periodically attend accessibility trainings.

60-Day Agency Response

Cerritos College has met with representatives of the College's constituent groups to provide new and current employees training on universal access. This includes, but is not limited to awareness of Board Policy and Administrative Procedure 3411, embedded training during the onboarding process and periodically offer universal access training for flex credit. Cerritos College is working with the Universal Access Task Force to make available tools, tips, tutorials, and guidelines to all employees to ensure that accessibility is considered at the time of adoption of instructional materials and purchase of information technology products.

However, it is unrealistic to include this in a collective bargaining agreement without negatively impacting the general operations budget.

  • Estimated Completion Date: June 30, 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending

We appreciate the efforts that Cerritos is taking to address our recommendation and look forward to reviewing documentation of its efforts in June 2018. However, as we state on page 23 of our report, without requiring faculty to attend accessibility training, colleges cannot ensure that faculty are aware of their responsibility to comply with accessibility requirements for the instructional materials they use. Therefore, we stand by our recommendation that Cerritos should include in its next collective bargaining negotiations a requirement for instructors to periodically attend accessibility trainings.


Recommendation #12 To: Cerritos Community College District

To ensure the consistent, transparent, and continuous implementation of processes for technology equipment upgrades and replacements, by June 2018, Cerritos should establish written procedures for those processes.

60-Day Agency Response

Cerritos College is working on updating and revising its current technology equipment replacement plan to include written procedures and expand the plan to include equipment within the data center and classroom technology equipment.

  • Estimated Completion Date: June 30, 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #13 To: Cerritos Community College District

To ensure that its technology master plan supports the strategic goals of the district, Cerritos should update its master plan by June 2018, and should ensure that the plan includes detailed steps to accomplish its goals.

60-Day Agency Response

Cerritos College is finalizing its request for qualifications (RFQ) in order to update both its Facilities Master Plan and Technology Master with the hopes of integrating both of these plans. The goal is to have the RFQ released in February 2018.

  • Estimated Completion Date: December 31, 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #14 To: Cerritos Community College District

To increase the transparency of its annual review process, by June 2018, Cerritos should establish procedures requiring its departments to document attendees, input received, and agreements reached during meetings to consider instructional technology equipment requests.

60-Day Agency Response

The annual planning process is well defined starting with department chairs filling out annual Unit Plans. These plans are completed in Program Review Plus, locally developed software. Unit plans are developed by first reviewing program review evidence/data in order to identify Strengths, Weaknesses, Opportunities, or Threats (SWOT). After the department completes the SWOT analysis, the unit sets goals. Activities are then determined by the department to accomplish the goals, which may require resources for personnel, software, equipment, etc. Department meeting minutes will be provided to the division office documenting these discussions. The next several steps in the resource allocation process reinforce the importance of dialogue in decision-making processes at Cerritos College.

Supporting documentation will be submitted to better show this process by June 30, 2018.

  • Estimated Completion Date: June 30, 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #15 To: Foothill-De Anza Community College District

To ensure that it is fulfilling requests for alternate media services from students with disabilities in a timely manner, by June 2018, De Anza should establish procedures for monitoring its timeliness in responding to such requests so that it can periodically review its performance in completing the requests. Specifically, it should record and track sufficient information to be able to review how long it takes to complete requests. Additionally, De Anza should calculate the number of days it takes to complete requests, and periodically evaluate its performance against its time-frame goals. Further, to evaluate its performance, De Anza should establish a time-frame goal for completing alternate media requests.

Recommendation #16 To: Foothill-De Anza Community College District

To ensure that it promptly addresses any complaints it receives related to web accessibility and alternate media requests, De Anza should follow its new procedures for tracking and reviewing complaints related to accessibility.

Recommendation #17 To: Foothill-De Anza Community College District

To ensure that students with disabilities have equal access to instructional materials, by June 2018, De Anza should develop procedures to monitor and periodically review the accessibility of instructional materials. For example, De Anza could develop an accessibility checklist for instructors to complete when developing or selecting instructional materials, from which the college could periodically review a sample of course content to ensure that instructors completed the checklist and that the instructional materials comply with accessibility standards.

Recommendation #18 To: Foothill-De Anza Community College District

To ensure that its website complies with accessibility standards, by June 2018, De Anza should develop procedures to monitor website accessibility and incorporate steps to prevent instructors from publishing inaccessible content on the college's website. These procedures should include a tracking mechanism to demonstrate how many accessibility errors the college identifies and how long it takes to fix those errors.

Recommendation #19 To: Foothill-De Anza Community College District

To ensure that all instructors are aware of the accessibility standards for instructional materials, De Anza should include in its next collective bargaining negotiations a requirement for instructors to periodically attend accessibility trainings.

Recommendation #20 To: Foothill-De Anza Community College District

To ensure the consistent, transparent, and continuous implementation of processes for technology equipment upgrades and replacements, by June 2018, the Foothill-De Anza district should establish written procedures for those processes.

Recommendation #21 To: Foothill-De Anza Community College District

To increase the transparency of its annual review process, by June 2018, De Anza should establish procedures requiring its departments to document attendees, input received, and agreements reached during meetings to consider instructional technology equipment requests.

Recommendation #22 To: Los Rios Community College District

To ensure that it is fulfilling requests for alternate media services from students with disabilities in a timely manner, by June 2018, American River should establish procedures for monitoring its timeliness in responding to such requests so that it can periodically review its performance in completing the requests. Specifically, American River should calculate the number of days it take to complete requests, and periodically evaluate its performance against its time-frame goals.

60-Day Agency Response

American River College believes it has procedures for monitoring its timeliness and will engage in a periodic review of its performance against its goal and document that process. The documentation of that process has started, but has not been completed.

  • Estimated Completion Date: June 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending

We look forward to reviewing American River's procedures for monitoring its timeliness in responding to requests for alternate media services from students with disabilities, as well as the documentation from its stated plan to engage in a periodic review of its performance against its goal.


Recommendation #23 To: Los Rios Community College District

To ensure that it promptly address any complaints it receives related to web accessibility and alternate media requests, by June 2018, American River should establish procedures for tracking and reviewing complaints received related to accessibility and addressing complaints in a timely fashion.

60-Day Agency Response

American River College is in the process of reducing this process to writing to satisfy this recommendation, but has not completed that project.

  • Estimated Completion Date: June 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #24 To: Los Rios Community College District

To ensure that students with disabilities have equal access to instructional materials, by June 2018, American River should develop procedures to monitor and periodically review the accessibility of instructional materials. For example, American River could develop an accessibility checklist for instructors to complete when developing or selecting instructional materials, from which the college could periodically review a sample of course content to ensure that instructors completed the checklist and that the instructional materials comply with accessibility standards.

60-Day Agency Response

By June 2018, American River College will draft business practices to determine how American River College will monitor and periodically review the accessibility of instructional materials. That process has commenced, but not yet been completed.

  • Estimated Completion Date: June 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #25 To: Los Rios Community College District

To ensure that its website complies with accessibility standards, by June 2018, American River should develop procedures to monitor website accessibility and incorporate steps to prevent instructors from publishing inaccessible content on the college's website. These procedures should include a tracking mechanism to demonstrate how many accessibility errors the college identifies and how long it takes to fix those errors.

60-Day Agency Response

American River College currently has software that tracks the accessibility of its website and identifies issues that need correcting and is also in the process of redesigning the website with the goal of addressing these issues. The College will document its practices as suggested by the recommendation.

  • Estimated Completion Date: June 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #26 To: Los Rios Community College District

To ensure that all instructors are aware of the accessibility standards for instructional materials, American River should include in its next collective bargaining negotiations a requirement for instructors to periodically attend accessibility trainings.

60-Day Agency Response

As noted in its original response, American River College objects to this recommendation and will take no further steps to move this recommendation forward.

  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Will Not Implement

As noted in our comments to its original response, although American River College offers training in implementing accessible materials as a resource to instructors, it has not required all instructors to take this training. As we state on page 23 of our report, without requiring faculty to attend accessibility training, colleges cannot ensure that faculty are aware of their responsibility to comply with accessibility requirements for the instructional materials they use.


Recommendation #27 To: Los Rios Community College District

To ensure the consistent, transparent, and continuous implementation of processes for technology equipment upgrades and replacements, by June 2018, the Los Rios district and American River should each establish written procedures for those processes.

60-Day Agency Response

District IT is researching the scope of the recommendation and will in consultation with the four colleges establish standards and work with purchasing and general services to develop the procedures for procurement. That project is not yet complete.

  • Estimated Completion Date: June 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #28 To: Los Rios Community College District

To ensure that it fully implements its technology master plan, by June 2018, American River should establish an implementation plan with detailed steps for achieving the goals in its technology master plan that it has not yet accomplished. Further, it should develop an implementation plan in conjunction with the development of its future technology master plan.

60-Day Agency Response

By June 2019, the College will develop an implementation plan/schedule for its current Technology Master Plan as well as incorporate said process into future technology master planning. That Process is not yet complete.

  • Estimated Completion Date: June 2019
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


Recommendation #29 To: Los Rios Community College District

To increase the transparency of its annual review processes, by June 2018, American River should establish procedures requiring its departments to document attendees, input received, and agreements reached during meetings to consider instructional technology equipment requests.

60-Day Agency Response

American River College has identified a process whereby the Chair and the Dean are able to certify that all faculty were provided the opportunity for input. Reducing that process to writing has not yet been completed.

  • Estimated Completion Date: June 2018
  • Response Date: February 2018

California State Auditor's Assessment of 60-Day Status: Pending


All Recommendations in 2017-102

Agency responses received are posted verbatim.