The University of Hertfordshire has made history as the first UK university to implement Symplicity Access, bringing this powerful disability accommodation management platform to British higher education. In a 2024 presentation, Claire Hartridge, Deputy Director of Student Safeguarding and Community at the University of Hertfordshire, shared valuable insights into their implementation journey. 

The challenge 

The university's decision to adopt Access came when their bespoke in-house system reached the end of its shelf life. As Claire explained, "We had concerns that our current system was not giving us the data required to ensure that we were complying with the requirements of the Equality Act.’" 

Key issues included: 

• Fragmented systems 

• Poor data sharing between departments 

• Compliance risk under the Equality Act 

• Manual processes that slowed support delivery 

This gap in capabilities presented significant risks and administrative challenges, prompting the university to seek a comprehensive solution through a formal tender process. 

Strong partnership with Symplicity 

Being the first UK university to implement Access presented unique challenges. "We had to do a lot of pathfinding to figure out how we were going to implement the system to make sure it was compliant with things that we needed it to do as a university and obviously UK law," noted Claire. 

A critical success factor in navigating the implementation challenges was the university's partnership with Symplicity. Claire highlighted this collaboration: "We developed a really great working relationship with supportive Symplicity colleagues, especially Vincent, who has still, to this day, is still really supportive in ensuring that we get a system that is fit for purpose and working to the best of its ability for us." 

This ongoing support proved essential for adapting a platform with American origins to the specific requirements of UK higher education. 

Phased implementation approach 

The University of Hertfordshire adopted a two-phase implementation strategy: 

Phase one: 

• Transfer of existing student records and reasonable adjustments into Access 

• Implementation of self-referral capabilities for students 

• Integration of advisor workflows for initial documentation and meeting scheduling 

• Temporary data exportation to maintain academic visibility during transition 

Phase two: 

• Rollout of the "academic view" functionality 

• Implementation of notification systems for teaching staff 

• Development of sign-off capabilities for academics to acknowledge understanding 

• Integration with module assignments across semesters 

While this phased approach enabled a gradual transition, Claire noted that "we wouldn't recommend a phased approach if you're going to do it. I think you need to look at it as an overall." This candid assessment provides valuable guidance for other institutions considering Access implementation. 

Key results and benefits 

Despite implementation challenges, the university has realised significant benefits from Access: 

Improved student experience 

"We have had nothing but positive feedback from students. And we talk about students that can really struggle to understand processes, that have disabilities that are real barriers to filling in paperwork and forms." 

Streamlined advisor operations 

"The calendar facility in Access is really helpful... our old system didn't link to Outlook. It was a nightmare. So this is definitely better. And it simplified the SNA [Study Needs Agreement] creation process." 

Enhanced academic engagement 

"It brings tutors into a single process. So they look into the system, they agree to see the SNA, and we can track that, which is really key." 

Auto-renewal functionality 

"It maps existing adjustments to new modules for the new semesters... it makes it really seamless and easy. And we can do adjustments to those adjustments very easily and get that correspondence back out to academics." 

Comprehensive reporting 

"The report tools, we've hardly started to use them, but I think they're going to be a real asset to us." 

Adapting to UK regulatory framework 

One of the most significant challenges was adapting Access to accommodate the differences between US and UK regulatory frameworks. In the UK, students only need to notify the university once about their disability, and reasonable adjustments should remain in place throughout their studies unless circumstances change. 

This contrasts with the US system's "semester request" model, where students must regularly reaffirm their need for accommodations. The University of Hertfordshire worked closely with Symplicity to implement an auto-renewal process that aligns with UK requirements. 

Integration with Advocate 

Looking ahead, the university plans to integrate Access with Symplicity Advocate, which they already have running in parallel. Claire noted that this integration will ensure that "the systems talk to each other, they're not standalone, which is an issue for us at the moment." 

The similar look and feel across both platforms is seen as a significant advantage: "If you use Advocate, you're going to find Access really simple and easy to use as well." 

Measurable results and ROI 

While still in the early stages of utilising the system's full capabilities, the University of Hertfordshire is already experiencing tangible returns on their investment: 

1. Compliance assurance: The system helps ensure adherence to the Equality Act requirements by providing documentation and tracking of reasonable adjustments 
2. Efficiency gains: Streamlined workflows and auto-renewal features have reduced administrative burden 
3. Enhanced visibility: Academics now have clear visibility into required accommodations and a formal acknowledgement process 
4. Improved student satisfaction: The simplified referral process has received positive feedback from students with disabilities 
5. Data-driven decision making: The comprehensive reporting tools are beginning to inform service improvements 

Top tips for others implementing Symplicity Access  

For other UK institutions considering Access implementation, Claire offers these key takeaways: 

1. Consider a comprehensive rather than phased approach 
2. Ensure data integrity before migration 
3. Dedicate project management resources from the beginning 
4. Address UK regulatory differences proactively 
5. Plan for sustainable technical support

Symplicity Access provides comprehensive disability accommodation management for higher education institutions worldwide. From initial disclosure through implementation and reporting, Access streamlines the entire accommodation process while ensuring regulatory compliance. To learn how Access can transform your institution's approach to disability support, contact us today.