May 30, 2022

OID Transition Document

Office of Inclusive Design Transition Doc

Usernames and Passwords  

Director Email:  

Username: asuwoid@uw.edu  

Password: ASUWOID2022 

Note: you can use this email login to access our OneDrive, which has all of our educational resources and archives of work we’ve done. This will be your greatest resource! 

To edit website go to: oid.asuw.org/wp-admin and login with asuwoid@uw.edu  

Event Consultant email: 

Username: asuwoid@uw.edu 

Password: #Services4Improvement  

Instagram:  

Username: asuwoid 

Password: ASUWOID2021! 

RSO printing: 

Username: asuwoid@uw.edu  

Password: inclusive-design (print code)  

Voicemail Security Code: 

Code: 131131  

Canva: 

Username: asuwcom4@uw.edu  

Password: Huskies4ever!  

Desktop: 

Password: ASUWRocks 

HuskyLink: 

Username: asuwoid@uw.edu 

Password: Temp21197now! 

Username: asuwoid1@uw.edu 

Password: #Services4Improvement 

Linktree: 

Username: asuwoid1@uw.edu 

Password: ASUWOID2022! 

YouTube: director email and password 

Username: asuwoid@uw.edu 

Password: ASUWOID2022 

Fall Quarter

When Fall Quarter begins, I would recommend getting a tentative list of all of the big events happening and reach out to those organizations to offer OID services. We know that Fall Fling will be a big music event, so I would reach out to A&E as soon as you’re getting paid because it will be an expensive event that will take a lot of time to plan. 

Fall Fling Prep: 

• Keep in mind that for live music, you will need a set list and physical space for interpreters. That being said, you should request that A&E includes this in their contract with the musicians performing. Without this set list, an interpreter will not be able to work the event. 
• In terms of the physical space for an interpreter, make sure that A&E discusses this with performers as well. It is typical for an interpreter to stand on the side of the stage where the crowd can see them 
• Additionally, you need to discuss physical accessibility and remote options pretty far in advance as infrastructural changes cannot be made last minute for an event this size.  
• CART Captioning is not typical for large music events, so I wouldn’t spend time trying to acquire a captioner unless everything else is taken care of. Captioners are mainly used for any speech that happens between songs. They will also need a set list so they can automate their captions and focus on any extra words being said by the people on stage. 
• This event will likely cost a few thousand dollars, so you will need to budget for that. There is a budget tracker in the OneDrive that you can use to plan and keep track of expenses. Also keep in mind that A&E also puts on a Spring Show that will require the same amount of funding. I would make sure you have at least $10,000 for these events, and more if you want anything other than ASL Interpreters and potentially CART Captioners. ASL interpreters for live music can cost upwards of $1,000/hour and these events will last at least 4 hours each. 

Other Fall Events: 

• Most entities are getting prepared for the year during Fall Quarter, so there will not be a huge influx of events occurring during the first quarter. That being said, you should circulate educational materials on how to create an accessible work environment for all entities and RSOs. You can post any materials to HuskyLink for RSOs to see and send a Slack message with materials for ASUW Entities to see. We have created many educational resources, both on paper and in video-format. You should work Fall Quarter to make sure that all entities and student groups know what OID is/does and where to find free educational resources for making their entity more accessible and inclusive.
• You should be keeping track of who applied to events through the Google Form, which requests require a Board Bill (any request over $1,000) and which requests have been accepted by DSO and Board. This is already set up in the OneDrive 
• Our Inclusive Event form can be found using the following link: https://forms.gle/wqvUUmZkvMJXWKGM6
  • You can make a new request form, but make sure to include all of the information about a point of contact and event information, as we send these forms to DSO to request services 
• You can request services from DSO using the following link: https://app.smartsheet.com/b/form/1b5724dbfe74411eb6d3b1e9ff96236b
  • You will be in close contact with Dimitri from DSO, if you have any questions about CART Captioning or ASL Interpretation, you should email him at: dimitri1@uw.edu
• You will also be in close contact with the F&B Director a lot, so make sure to form a relationship with them ASAP so you can facilitate a streamlined way of getting their approval for lower cost events (less than $1,000) and attend Board Meetings for higher cost events (more than $1,000)

Hiring Interns 

• At the end of Fall Quarter, you will be hiring a team of interns. This year, we hired a Policy Intern, a Multimedia Intern, a Community Outreach Intern, and an Event Planning Intern. 
• You will need to send your intern titles and job descriptions to the Director of the Office of Outreach & Involvement, who will then post the opportunities to Handshake. 
• I also recommend advertising jobs through posters in the HUB and in dorms.

Intern Onboarding and Weekly Procedures 

• The first couple weeks of intern onboarding should focus on teaching interns about OID, our purpose and how things work. We had folks read through our OneDrive and fill out When2Meets for weekly 1:1s and biweekly team meetings 
  • The Director will meet with all of the interns for 1:1s which will consist of project updates, mental health check-ins, etc 
  • Biweekly team meetings are primarily used to make sure everyone is on the same page with projects and assigning new projects to interns 
• This year, we had our interns focus on individual projects that aligned with their job descriptions but also had them make educational resource videos based on the documents we made fall quarter. We had the interns make powerpoints and present on a topic of their choosing. They were each assigned one video about once a month. 
  • They had time to film in the OID/SDC office 
  • Someone on the team would upload the video to YouTube and edit the captions to make sure they were accurate. 
  • All of this info was then uploaded to the OID website. 

Spring Quarter

• The largest event of Spring Quarter is Spring Show/Spring Fling, which you can follow the Fall Fling guidelines for. 
• You will also be focusing on ASUW hiring and transitioning out of your role as OID Director (unless you reapply) 
• During Spring Quarter we got access to our budget and were trying to spend it as fast as possible, so hopefully your Spring quarter will be more routine than ours was! 

General Info

• General office information is in our OneDrive under OID>Transition Documents 

OID Funding Process 

The application process: *Note- this matches the flowchart above* 

• Application is filled out by RSO/ASUW entity  
• Application is received and reviewed by the OID Inclusive Event Consultant (IEC)  

• IF there is not enough time to fulfill the request (according to DSO/other relevant organization’s deadlines), the request will be denied.  
• IF there is not at least 2 weeks before the event, AND the requested accommodation isn’t on the pre-approved list, the request will be denied.  
• If there are at least 2 weeks before the event, the IEC will meet with the RSO/ASUW entity to go over event plans and provide recommendations on other aspects of accessibility for the event.  
• If there is NOT at least 2 weeks, this step is skipped.  
• If all requested items are on the approved list, the IEC will provide a recommendation on the grant amount.  
• If requested items are NOT on the approved list, the IEC, OID Director, F&B Director, and ASUW President will decide if the requested item will promote the ideology of inclusive design.  

• If they do not approve the requested item, that part of the request is denied.  
• If they do approve the requested item, the request moves on.  
• The request amount must then be approved by the OID Director and F&B Director.  
• If the request amount is at or more than $1,000, the request must also be approved by the Board of Directors.  
• If they do not approve the request, the request is denied.  
• Once request is fully approved, the IEC will coordinate between relevant parties (RSO/ASUW entity, DSO, SAO, etc.) to arrange approved services. 

Funding Request Form:  

Application Timeline: 

• If the entity is applying for a grant that is under $1,000, they will need to submit their request at least 14 days in advance  
• If the entity is applying for a grant of over $1,000, they will need to submit their request at least 30 days in advance so OID, F&B committee, and the Board of Directors have time to approve the request  

OID Grant Specifications

Note- RSOs can only request inclusive design measures for events held ON UW campus.  

List of approved requests 

List of potential requests that will need extra approval* 

It’s not just limited to the things on this list: Anything can be requested, but it must be approved by the OID Director, IEC, F&B Director, and ASUW president*.