RICHARD STOCKTON COLLEGE OF NJ Business Continuity Planning

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1 RICHARD STOCKTON COLLEGE OF NJ Business Continuity Planning Emergency Response Preparedness Continuity of Class Meetings and Instructional Delivery This document has been created to assist faculty in making good pedagogical and technical decisions to assure the continuity of instruction in the event of a personal or College wide emergency. Emergency scenarios might include: instructor illness, instructor inability to reach campus, students unable to attend class, or campus shut down due to an emergency situation. Frequently Asked Questions How can I prepare? 1. Read this document. 2. Poll your students to determine what technology resources are available to them in the event that the College is closed. 3. Review contingency planning materials offered by Computer & Telecommunication Services 4. Determine which strategies will work best in each class that you teach each term. 5. Attend any additional training you need to be able to carry out your plan. 6. Prepare your students. 7. Prepare your content. Have materials for upcoming lessons that you or a substitute instructor can use in case of an emergency. 8. Practice your plan ahead of time, if possible. Ideally, you should test your plan to see what works What should I do when an emergency situation arises? Communicate with your students. Send basic directions using multiple methods to reach students, allowing for individual situations and communication preferences. o Record a greeting message on your Stockton voice mail with basic instructions (where to get more information, what homework to do, when class will next meet) that students can listen to if they call your office phone.

2 o Send with basic directions using an distribution list or the Stockton portal. o If you use online resources (e.g., Blackboard, blog, WebBoard) or text message, to communicate with your students, send them basic directions using these tools, as well. Implement your plan or quickly create the best plan you can using the following advice in this document to guide you. Given my technology skills, what will I be able to do? I like technology and use it all the time. If this is you, then you may only need to skim the technical section for the suggestions. You may also need to think about other processes that might change pedagogically in time of crisis your own illness, lack of access to normally available resources, and/or higher than normal levels of student absenteeism. I use some technology but am not ready to go fully online with my classes. If this is you, then the plans below can provide some guidance on the available tools that match your comfort level and how you might use them to temporarily go partially distance with your courses if the need arises. I feel comfortable with chalk boards and the telephone. Telephone based options are available. See the Technology Implementation Guidelines section for details. My class is already online. How does this apply to me? Think about how you and your students will be impacted if you are ill or a number of students are ill or the College is closed. Think about how your students may be impacted by a regional disaster like a hurricane or forest fire. Do your students still have computers, Internet access, course materials, and textbooks? Are you or your students dependent on campus resources that might be inaccessible? How will you handle deadlines? How will reduced student participation impact your online learning activities?

3 What strategies can I use to adapt a lecture based course? Technology enables you to have a synchronous lecture or an asynchronous lecture without everyone being in the same room. Asynchronous Lectures Tools: Files can be shared via Blackboard, WebBoard, a personal webpage, or a blog. Note: Materials posted on a web page or blog will be accessible to the world. If you wish to protect your intellectual property, choose an option that requires your students tologin with username and password. Techniques: Post presentations, images, or text based documents, embed video or sound files. Those comfortable with technology may wish to user an audio recording program such as Audacity or Garage Band. Recorded lectures or other audio material and upload it to a file sharing location. Create a screencast using a tool like Camtasia or Wimba Classroom archive. Synchronous lectures Tools: Wimba Classroom, audio conferencing Techniques: Wimba Classroom can be accessed from a web browser or from within Blackboard. Students can communicate with the presenter through voice (Internet connection or telephone), chat, and polls. In addition to fully online use, this tool can be very helpful if you are in a situation where the campus is open, but students are not able to attend face to face lectures. Your computer screen can be shared so that students see live what you see and what you are doing. Remote students can also share their desktops. Wimba Classroom sessions can be archived for future use. What strategies can I use to adapt a discussion based course? Technology enables you to have a synchronous discussion or an asynchronous discussion without everyone being in the same room. Asynchronous discussion Tools: Blackboard, WebBoard, blog. Techniques: For larger classes (i.e., thirty five or more students) break the students into smaller groups (5 to 10 students each) to assure that all students can easily participate

4 and their individual voices are heard. If you are using Blackboard, the group manager can be used to organize students into small groups. Blackboard Discussion topics can be configured as either threaded or blog style discussion. In WebBoard, the board manage can create multiple conferences and assign students. WebBoard discussions are in a threaded format by default, but postings may also be displayed in blog type format. Don t be afraid to be creative with your discussions. With a little bit of planning you can use online discussions for debates, role playing, and simulations. Synchronous discussion Tools: Blackboard chat, Wimba Classroom, audio conferencing Techniques: These tools enable students to interact in real time. Online chats/conversations do require some management. Be sure to establish ground rules and etiquette prior to an online chat. A Wimba Classroom chat can be archived for future reference. How can I collect student assignments? Papers Tools: Blackboard, WebBoard, Techniques: The Blackboard Assignment tool can be used to distribute and assign written homework assignments for individual students. Assignments can also be collected via this tool. Students can also submit files via a Journal Discussion topic. WebBoard can also be used for students to upload Word or other documents. If the conference used for submitting files is set to moderated, students will not be able to view each other s work until the moderator releases the posting. Students can submit files as attachments. Please be aware that the maximum attachment size is 10MB. Quizzes, Exams, and Other Assessments Tools: Blackboard Techniques: The Blackboard Assessment tool provides support for administering anonymous surveys, and graded quizzes. Many different question formats are available (e.g., multiple choice, short answer, essay, matching). The Assessment tool provides a number of useful options to help minimize this risk of student cheating. A pre specified number of questions can be chosen at random from a larger question set. Answers on individual multiple choice questions can be presented in a random order.

5 How can I comment on written student work? Tools: Word or Acrobat, Blackboard Assignment tool Techniques: To comment on student s papers that are collected electronically, you will need the equivalent of the ability to write on the student s paper providing comments within context of their work. For writing assignments, where significant instructor to student feedback is provided, usually with written comments throughout the student s paper, Microsoft Word (as well Adobe Acrobat Professional) provide a mechanism for commenting and marking up documents. In Word you can use Insert Comment or Track changes or the highlighting and other formatting features. In Adobe Acrobat, use the Comments menu. How can I facilitate a lab/performance/heavily activity based class? Determine in advance activities that you can assign to your students to be completed virtually or with readily available materials. For example, there might be virtual science lab activities for your students through your textbook publisher s website or online. Alternatively, students might be able to conduct an experiment in their own home or dorm room. Students in a performance class could watch and critique broadcast or recorded performances. Guidelines for Implementing Technology Resources Various options for delivering instruction and course materials are available depending upon the course and your experience with technology tools. The college has 7 readily available technology assisted alternatives to on site, face to face course delivery. These alternatives are listed below in order of increasing capability and technical complexity: 1. Voice Mail Notification 2. Distribution Lists 3. Audio Conferencing 4. WebBoard Computer Conferencing for file sharing and online discussion 5. Word Press Blogging 6. Blackboard Course Management System 7. Wimba Live Classroom for online meeting environment

6 1. Voice Mail Notification Your college voice mail allows you to record a 5 minute greeting message and can also store up to 35 minutes of messaging that has been left for you. In the event of a protracted emergency situation, the College will extend the greeting message recording time to 20 minutes and will extend your voice message storage recording time to 45 minutes. Capabilities Faculty can record a greeting message that includes class assignments, instructions and directions for your students. Students can leave private voice messages for faculty. Resources and preparation needed Telephone Prior to emergency, announce to students that in the event you are unable conduct class due to a serious campus emergency they should call College office phone for course assignments, instructions and directions. Procedure for using voice mail ACCESSING VOICE MAIL: On campus dial 6800 Off campus dial (609) If you are calling from your phone at your desk, you will be prompted for your password. If you are calling from any other phone on campus, you must Press * and then Press #. The system will then ask you for your extension. If you are calling from off campus, Press # then enter your extension. Enter your password and then Press #. (If this is your first time accessing the voice mail system, use the first time password 531 then Press #.) CREATING A PERSONAL GREETING: This is what callers will hear when they reach your mailbox. Press 3 Anytime you wish to do anything concerning your greeting. Press 1 To create your greeting Press 1 To indicate the greeting number you are going to record, then speak your greeting

7 Press # To approve Press 0 To listen to your greeting VOICE MAIL MESSAGE STORAGE: The voice message mailbox will hold a total of 35 minutes of messages. Retention time for new, unopened or old messages is 30 days. After 30 days, messages are automatically deleted. There is NO warning. Available training in advance of use Contact Joe Loefflad (609) Available support after you begin use Contact the Help Desk at (609) or Online documentation on the Computer & Telecommunication Services web site Click on Employee, Setting up Your Voice Mail and Voice Mail Commands 2. Distribution Lists An distribution lists are available for each of your course sections. These lists are accessible through the Stockton Outlook/Exchange system, which can be accessed from your office workstation, the gostockton Portal, or college web site. Capabilities students course materials Conduct follow up communications via Note: Students do not have access to these lists; only the instructor may out to the entire class. Resources and preparation needed Computer and Internet access Course materials in MS Word or Adobe.PDF format. Adobe is preferable, as some students may not have MS Word on their home computers. Announce to your students that in the event you are unable conduct class due to a serious campus emergency they should sign on the portal and check their for course assignments and other information. Procedure for using distribution lists

8 Sign on to Stockton (Outlook) system by connecting to the gostockton Portal at or by connecting to Webmail. Send your course messages with course materials attached as MS Word or Adobe PDF documents to (e.g., ). Available training in advance of use Contact Linda Feeney (609) Available support after you begin use Contact the Help Desk at (609) or 3. Audio Conferencing Services Audio conferencing allows you to conduct lectures or provide instruction through the use of a teleconferencing bridge. Teleconferencing telephone and PIN numbers will be provided upon request. Capabilities: Faculty can conduct lectures, provide instruction or assign course work through the use of any telephone. Faculty and Students can engage in course discussion Students can interact with Faculty and classmates Yes/No polling and hand raising indicators Call archiving Resources and preparation needed A telephone A teleconferencing telephone number with associated Presenter and Participant PINs. Provide to your students the teleconferencing telephone number and Participant PIN. Instruct the students to dial in at the normal time of your class module or an alternate time of your choosing.

9 Procedure for using Audio Conferencing Dial the teleconferencing telephone number provided. When prompted enter your 8 digit Presenter PIN. Wait for all participants to enter the conference. Available commands: Start/stop archiving (*2): Presenter can start or stop an archive by pressing *2 on their phone. Talk enable/disable all participants (lecture mode) (*5): A Presenter can enable or disable audio capabilities for all the participants in the room by pressing *5. Mute/unmute self (*6): Any user can mute their own audio by pressing *6. Room lock (*7): Allows a presenter to lock a room and prevent new participants from joining Roll Call (presenter only function) (*8): Allows presenters on the phone to hear a list of everyone who is on the conference call, by pressing *8. Audio clips recorded by each user when they dial in to the system will be played. List of Commands (*9): The system will read back a list of all keypad commands to which that user has access. Raise hand (*10): Allows a Phone only user to raise their hand. The Phoneonly user can undo the raise hand command by pressing *10 again. Yes (*11) /No (*12) Polling: Users can respond yes or no to a polling question. Poll summary (presenter only function) (*13): Allows presenter to receive an audio summary of the current status of yes/no polls and hand raises. Clear Y/N Poll Responses (*14): Presenter can clear all Yes/No poll responses for all users. Clear Hand Raise Responses (*15): Presenter can clear all Hand Raise responses for all users.

10 Available training in advance of use Contact Linda Feeney (609) Available support after you begin use Contact Wimba Technical Support at (877) Contact the Help Desk at (609) or 4. Web Board Computer Conferencing Capabilities Conduct electronic discussions Share files Conference lists Resources and preparation needed Computer and Internet Access Request individual board via to Procedure for using WebBoard WebBoard for Users Manual WebBoard for Managers Manual Available training in advance of use Contact Roberto Castillo (609) Online documentation on the Computer & Telecommunication Services web site Click on Faculty. Under Tech Support, click on Handouts Available support after you begin use Contact the help desk at (609) or

11 5. Word Press Blogging Server (WP) Capabilities Conduct electronic discussions asynchronously. Entries are created in journal style and usually displayed in reverse chronological order. Distribution of multimedia content through RSS such as podcasts Resources and preparation needed Computer and Internet Access Available training in advance of use Contact Bob Heinrich at (609) or Available support after you begin use Contact the help desk at (609) or Online Blogging Help Site 6. Blackboard Course Management System Use Blackboard to manage your course, post course materials and engage students. Capabilities Post course material for students Post announcements Conduct electronic discussions Conduct electronic chats students Create and post quizzes, test and surveys Create and post assignments Assess and grade students Create web based Learning Modules Integrate web resources Resources and preparation needed Computer and Internet Access

12 Course materials in MS Word or Adobe.PDF format. Adobe is preferable, as some students may not have MS Word on their home computers. Announce to your students that in the event you are unable conduct class due to a serious campus emergency they should sign on the portal and access Blackboard 9.1. Optional: Request course development section to test live content prior to loading in live course section used for development. Link to online request form at Under Featured Links, click on Bb Section Request. Learn how to use Blackboard 9.1. Load course materials into Blackboard 9.1. Procedure for using Blackboard The My Courses channel in the gostockton Portal includes information for all Blackboard 9.1 users. It is vital to read all of this information and to resolve any browser issues. The Blackboard 9.1 System has a help feature that explains how to use many of the system s features. All faculty are automatically enrolled in a section titled Blackboard 9.1 Resources. A link to this section appears on the My Blackboard page. This section contains full documentation and Stockton specific instructions. Available training in advance of use A variety of seminars are available. A link to the training schedule is available on the Computer & Telecommunication Services web page at and in the Computer Services channel on the gostockton Portal Instructional videos at Click on Support for Instructors Contact Dan Gambert (609) Available support after you begin use Contact the Help Desk at (609) or Instructional videos on the Blackboard support page at Discussion area in the Blackboard 9.1 Resources course section on Blackboard 9.1. This section is monitored by Dan Gambert. Faculty may also provide direction

13 7. Wimba Classroom Wimba Classroom is a real time virtual classroom environment which allows you to create fully features live virtual classroom in a content area in Blackboard. You can use this classroom environment to hold live, online classes, office hours, guest lectures, and meetings. Capabilities Conduct live class lectures online using the following features: o Presentations with audio and video narration o Multi way audio and video chat o Public and private text chat o Electronic whiteboard o Polls, quizzes, and surveys o Desktop sharing/application sharing o Breakout rooms o Full featured archives o Telephone access Computer and Internet Access. You ll need to log in to Blackboard to create and manage your Wimba Classrooms. 1. Open your Blackboard course 2. Click on the Build tab, Add Content Link and Live Classroom 3. Select Create Live Classroom 4. Enter a Title for your Wimba Classroom and click on Continue 5. Select Create New Room (the default selection) from the options and click on Continue 6. Finally click on Create room. You ll now see your Wimba Classroom posted on your Blackboard course 7. Make sure you click on the link below to check the System Requirements for using Wimba Classroom Available training in advance of use Presenter guide Student Guide Preparing students to use Wimba for the first time

14 Quick Reference and Tips Training Videos o Application Sharing e.html o Content Display tml o Slide Annotation html o Using Audio o Web Page Display y.html Contact Linda Feeney (609) Available support after you begin use Contact Wimba Technical Support at (877) Contact the help desk at (609) or by at

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