Report 2017-102 Recommendation 15 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 #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.

Annual Follow-Up Agency Response From October 2019

De Anza College has developed procedures to fulfill requests for alt media services from students with disabilities through the following:

De Anza had formed a task force for review and implementation of procedures to such items as course textbooks, college catalogs, course syllabi, and other printed course materials in alternate media format as needed.

The Alternate Media Specialist uses Clockwork to track all alternate media requests which includes showing the duration between the initial request and completion of the request. See attached "Alternative Media-DA Update".

The DSPS Supervisor meets with the Alternate Media Specialist monthly to evaluate the performance against the time frame goal for completing alternate media requests, and jointly works on alternative solutions should an issue arise. Note: These meetings met twice per month when the process was being improved, moving to once per month once implementation was completed. Supporting evidence with calendar appointments recorded in Clockwork (under appointments labeled "Touch base").

In addition, a goal to track students' alternative media requests via Clockwork against the length of time it takes for the student to receive completed alternative media materials. See attached document, "Fall 2018 Alt Media Completion"

  • Completion Date: September 2018

California State Auditor's Assessment of Annual Follow-Up Status: Pending

De Anza's response does not address our recommendation. Although its response describes procedures to fulfill students' alternate media requests, our recommendation focused on establishing procedures for monitoring its timeliness in responding to such requests so that it can periodically review its performance in completing the requests. De Anza also did not provide documentation demonstrating it compared its timeliness in completing the requests against time-frame goals, as we recommended. In follow-up correspondence, De Anza stated that moving forward, it will work on getting procedures established.

  • Auditee did not substantiate its claim of full implementation

1-Year Agency Response

Although the Foothill-De Anza Community College District submitted a 6-month response for this recommendation, it did not submit a 1-year response.

  • Response Date: March 2019

California State Auditor's Assessment of 1-Year Status: Pending

The district did not submit a response.


60-Day Agency Response

The Foothill-De Anza Community College District did not submit a 60-day response for this recommendation. It did, however, submit its 6-month response.

  • Response Date: March 2019

California State Auditor's Assessment of 60-Day Status: No Action Taken

The district did not submit a response.


6-Month Agency Response

The DSPS Division has established a procedure for monitoring the timeliness in responding to DSS student requests for alternate media. The Alternate Media Specialist uses Clockwork to track all alternate media requests that includes how the duration between the initial request and completion of the request. Periodically, the DSPS Supervisor meets with the Alternate Media Specialist to evaluate the performance against the time frame goal for completing alternate media requests.This started in September of 2017 and has continued to the present day.

  • Completion Date: September 2017
  • Response Date: August 2018

California State Auditor's Assessment of 6-Month Status: Pending

De Anza did not provide documentation to support its assertion of full implementation of this recommendation.

  • Auditee did not substantiate its claim of full implementation

All Recommendations in 2017-102

Agency responses received are posted verbatim.