Simplifying accommodation applications

Problem

The application for accommodations presents more obstacles than aid

The Sheridan College community is large and includes students with unique educational needs. Accessible Learning (AL) is designed to provide barrier-free access for students with disabilities.

However, the current accommodations application process is overly complex, involving multiple layers of printed documents and interactions, leading to a disjointed and confusing experience.

Solution

Sharing our proposal - the Sheridan Accessible Learning Portal

We aimed to simplify the accommodations application process for Sheridan College students, making it easier for them to get the help they need. Now, students can complete the entire process online through a unified portal, reducing confusion and streamlining accessibility.

Competitive analysis

Understanding our competitors

To gain a better understanding of the problem at hand, we researched how other Canadian post-secondary institutions provided accommodation services for their students.

Most post-secondary institutions offered flexibility such as by assisting students in identifying required documents based on their disabilities. Clear guidance was provided at different stages of the process, and students could consult with advisors for clarification on needs or concerns.

Surveys

Gathering quantitative data about the Sheridan experience

We conducted user surveys to explore the experiences of eligible Sheridan students applying for accommodations. Our primary focus was to identify questions and pain points associated with the application process, specifically at Sheridan College.

Many students mentioned the intricate process and paperwork when applying

While analyzing the results of the survey, we noticed that a lot of respondents mentioned the following categories regarding paperwork and long processes.

Back and forth communication

Students had to talk back and forth with the administrative staff until their paperwork was completed.

Constant need to re-update status

Students had to contact the Accessible Learning Advisor each semester in order to forward their accommodation records to their professors.

Time constraints

Some students felt overwhelmed with managing applications while trying to adapt to the new school environment.

User journey map

Planning the ideal application experience, free from current frustrations

Refining the application process, this user journey map addresses pain points uncovered in the survey and competitive analysis.

The ideal goal is to empower students to easily track applications, consolidate documents, and gain approvals efficiently.

Ideate

Sketching ideas to reduce the complexity of applying

At this stage, we prioritized on identifying how the key elements would interact with each other. Finishing this process helped the team visualize how we wanted the platform to be as a whole.

Visual identity

Matching the Sheridan brand

Since this solution is designed to be incorporated into Sheridan’s website, we implemented their existing style guides and branding into play.

Prototype

A closer look into the features

Following the findings from the qualitative data, we prioritized developing the most impactful features in order to solve the core problem Sheridan students faced with back-and-forth communication.

Upload required documents

Students can access and upload documents through the portal, eliminating the need for physical submissions and visits to the accommodations office for required materials.

Schedule appointments with advisors

Arrange meetings with your accommodations advisor, automatically syncing with your class schedule to set a time that is convenient for everyone.

Submit accommodations for tests and assignments

Keep professors in the loop when you need accommodations for specific course content or classes right away.

Built-in accessibility

Built-in accessibility features for students with specific needs. This includes bigger text, a screen narrator, and high color contrast.