University of Montevallo elearning Handbook
Table of Contents Introduction... 3 UM elearning Courses... 4 Definitions... 4 University Commitment... 5 Faculty Commitment... 6 Standards of elearning Course Design... 6 Best Instructional Practices for elearning Courses... 9 Student Commitment... 10 Guidelines... 11 Acceptable Use Policy... 11 ADA Syllabus Statement... 12 Copyright Policy... 12 Course Development & Ownership... 12. Course Evaluation... 12 Faculty Load... 12 Identity Verification... 12 Proctoring... 13 Recording Syllabus Statement... 13 Faculty Training... 13 Resources and Services... 13 Admissions & Services... 13 Cashier... 14 Financial Aid... 14 Bookstore... 14 Disability Support Services... 14 Library Services... 14 TS Help Desk... 15 Email Information... 15 2
Introduction Dear Colleagues The Distance Education Advisory Group (DEAG) undertook the project of preparing this handbook during the 2012 2013 academic year. It will be reviewed and revised every two years to ensure that UM is implementing the most current practices in distance education and elearning and is meeting the requirements of our accrediting agencies. Materials and links referenced in this guide will be continuously reviewed for usability and relevance. Information is expected to change with changes to relevant policies and practices, or as various departments, offices, and agencies update information. The DEAG is an auxiliary group of the TAC (Technology Advisory Committee). That is comprised of faculty members, deans, student services administrators and support personnel from technology areas. Our mission is: As an auxiliary group to the Technology Advisory Council (TAC), the Distance Education Advisory Group (DEAG) shall provide input and recommendations on matters relevant to the planning, implementation, and assessment of campus distance education efforts. Members include: Dr. Sherry Ford (CFA), Dr. Virginia Ochoa Winemiller (CAS), Ms. Kathy Lowe (Carmichael Library), Dr. Anna McEwan (COE), Ms. Kathy Dee (MESCOB), Ms. Deborah McCune (DSS), Ms. Audra Leverton (Malone Center), Ms. Leris Hambleton (Technology Services), Mr. Wade Walker (Business Affairs) 3
UM elearning Courses The following guidelines and policies for the development and delivery of elearning courses have been vetted by the following campus entities: Undergraduate Curriculum and Standards Committee, Graduate Council, Council of Department Chairs, Deans Council, and President s Executive Cabinet. The guidelines are based on national standards broadly agreed upon by a range of education and distance learning organizations. The purpose of the recommendations is to ensure that the quality of elearning and distance education courses at the University of Montevallo is acceptably high and rigorous in terms of instructional delivery, "classroom" experience, and learning outcomes. Definitions Online and Hybrid courses At the University of Montevallo, an online course is defined as one that never meets in person. All content is delivered and all assessment is conducted online through the learning management system, email, Skype or other web conferencing solution, and can be synchronous or asynchronous or a combination of the two. A hybrid course is one that meets less than 50% of the time in person but has at least one in person meeting. The chart below has been established by the University to assist faculty in determining how to define their courses. Face to Face Delivery Semester Minimum Required Credit Contact Minutes Hours Corresponding Number of 50 Minute Class Sessions (M W F) Corresponding Number of 75 Minute Class Sessions (T TH) 4 3000 60 40 3 2250 45 30 2 1500 30 20 1 750 15 10 Hybrid Delivery Semester Minimum Required Credit Contact Minutes Hours Corresponding Number of 50 Minute Class Sessions (M W F) Corresponding Number of 75 Minute Class Sessions (T TH) Corresponding Number of 150 Minute Class Sessions (once/week) 4 50 1499 1 29 1 19 1 9 3 50 1124 1 22 1 14 1 7 2 50 749 1 14 1 9 1 4 1 50 349 1 7 1 4 1 2 4
Technical Recommendations (for 2013 2014) The technical recommendations for delivery of elearning courses vary from minimal requirements to sophisticated and costly components. Listed below are the university s recommendations for optimal production. The recommendations are provided in generic terms without the intent to endorse particular brands or products. a) PC with Windows 7 or later OR MAC with OS X 10.6 or later b) Internet Explorer, Mozilla Firefox, Google Chrome or Safari (last 2 versions) c) Microsoft Office 2010 or later d) 1 GB RAM e) 2GHz processor f) Minimum 512 kbps g) Screen resolution minimum 1024x600 University Commitment The University will: 1. provide elearning faculty and students access to reliable and appropriate technologies for carrying out the instructional goals of elearning courses (i.e. a stable, passwordprotected platform for elearning). 2. provide elearning faculty and students appropriate levels of training and training materials related to the use of elearning technologies. 3. provide elearning faculty and students with a pre course assessment tool that allows students to determine their preparedness to take an elearning course (i.e. preparedness in terms of skills, knowledge of technologies, & learning styles). 4. provide elearning faculty and students access to a centralized technical support center that provides timely assistance on technology questions and problems. 5. provide a course coding system in the published schedule of course offerings that allows instructors and departments to flag classes as online, hybrid or traditional courses. 6. provide elearning faculty and students with electronic access to library services, materials, and resources. 7. provide elearning students with access to equivalent administrative and support services: enrollment services, financial aid services, bookstore services, advising and counseling services, and disability support services. 8. provide elearning students with timely information on the technical equipment and skills required for success in the elearning courses offered at UM. This includes information on how to log in to the university s learning management system (e.g., Canvas) and the university s portal system. 5
Faculty Commitment Department chairs are responsible for the oversight and quality of elearning courses offered in their program areas. Each college (by consensus of the department chairs in the college) will determine a common method of approving courses for hybrid and online delivery and for evaluating the design and quality of such courses prior to their being offered. The UM faculty will: 1. provide elearning students with online and hybrid courses that are easy to navigate, well organized, and that provide comprehensive and equitable access to resources and support services. 2. provide elearning students with online and hybrid courses that are rigorous and that utilize best practice in teaching, communicating, and assessing in the elearning environment. To that end, faculty will adhere to standards for the design of elearning courses, participate in approval and training processes for elearning courses, and continue to develop their knowledge and ability to implement quality instruction in the elearning environment. Standards of elearning Course Design Minimum standards for course design that utilize and promote best practices are everevolving as the body of research related to distance education continues to grow. http://legacy.montevallo.edu/elearning/ 1. UM elearning Course Design Requirements These items should be clearly outlined in the elearning course syllabus and included in the Basic Course Information Module of Canvas. i. Basic Class Information Syllabus, Course Calendar (made available to student by first day of class), Grading scale, Grading standards, Expectations/modes of communication ii. Online Readiness Assessment Because the university recognizes that not all students are prepared for the distance learning environment, courses will include and students will be expected to complete an online readiness assessment. This tool is used to inform both faculty and students about levels of preparedness. iii. Organization of Content and Material Course content and material will be organized in manageable chunks or portions. Research reveals higher levels of student course satisfaction and learning when elearning instructors organize course content into modules or units of instruction. In addition, research suggests that the optimal length for recordings is no more than seven minutes; thus, breaking down course content into seven 6
minute segments is recommended. Research also demonstrates that the use of a checklist within each unit of study provides students with a greater awareness of specific tasks that are required for mastery learning within the module. iv. Purchasing Third Party Course Content Faculty members are allowed to use publisher cartridges or other pre packaged course content cartridges, but should not rely solely on this material for the content of a course, whether it is traditional, online or hybrid. v. ADA Considerations Certain course design elements (e.g. closed captioning for audio and video files and alternate formats for print materials) are necessary to facilitate compliance with the Americans with Disabilities Act. All faculty members are expected to know ADA requirements and to employ compliant design in their elearning classes. Periodic training is available through the Office of Disability Support Services and the Malone Center for Excellence in Teaching. 2. Recommended Statement regarding Technical Equipment Needed and Expected Technical Skills Students may need to possess certain equipment or technical skills in order to succeed in a particular elearning class. Faculty should clearly state any necessary technical skills and include a website address where students can review the required skills if necessary. 3. Recommended Statement regarding Attendance In order to monitor financial aid compliance, students enrolled in elearning courses must demonstrate weekly participation consistent with traditional attendance in a face to face environment. To that end, instructors should require a minimum of one assignment or activity per week. Instructors should note when students stop participating (i.e. students have not logged in, completed an assignment, posted a discussion, or taken a quiz). This date is important for withdrawal and financial aid refund purposes. Withdrawal procedures and refunding will follow the same guidelines as those used for traditional courses. Attendance requirements should be included in the syllabus. 4. Recommended Statement regarding Tardiness and Leaving Early If students can incur penalties for tardiness or leaving early, faculty should state how these might occur in the class and what the penalties might be. 5. Recommended Statement regarding Class Participation In the elearning environment it is imperative to define class participation. Examples of actions that might constitute class participation include: posting in class comments, providing help or feedback to peers online, participating in small group work, board work, or online discussions. Be specific as to how class participation will be graded. If a student can incur penalties, specifically state how and what the penalties will be. 7
6. Recommended Statement regarding Discussion Postings If the discussion feature is part of the class participation grade, then provide students with clear standards related to the quantity and quality of postings (e.g. length, substance or content, grammatical expectations, etc.) 7. Recommended Statement regarding Synchronous Activities If synchronous activities are required, it is essential that attendance and participation standards be provided at the beginning of the course so students can make arrangements in their schedule to participate. 8. Recommended Statement about How to Submit Assignments In order to prevent misunderstandings, faculty should clearly state the specific requirements and directions for submitting assignments, including definitions of late work and penalties. 9. Faculty Training and Support i. The Malone Center for Excellence in Teaching provides mandatory training for faculty who wish to develop new elearning classes. The training will be provided in a variety of formats including online and face to face training modules. ADA compliance issues are addressed in the training. ii. Faculty members are encouraged to attend additional training workshops and take advantage of mentoring opportunities in order to learn more about best practices in hybrid and online course delivery. iii. Creating a Course Development Team of faculty peers or partners is an optional way to facilitate planning, obtain feedback, test out, and ensure ease of use in new elearning classes. iv. Malone Center personnel are available to provide critique and advice in planning and developing an elearning class as well as to provide assistance with advanced features of Canvas, the University s learning management system. v. Faculty members are expected to use the technology tools and technical equipment that are provided (e.g. Camtasia Studio) in order to support best practices in elearning instruction. vi. A technical help desk service is available through Technology Services. Faculty and students who experience issues inside of Canvas should use the HELP button in the top right corner of the window to report issues. When reporting a problem, be as specific as possible about the incident, providing the course, section, and assignment or area of the course where the issue occurred. vii. The campus copyright compliance officer is available to help faculty find and interpret current copyright law on the use of published and non published instructional materials. Currently the copyright compliance officer is Kathy Lowe, Director of the Carmichael Library. Email: Lowek@montevallo.edu; phone: (205) 665 6100. viii. Carmichael Library personnel are available to help obtain and organize online and printed library resources. 8
ix. Faculty may also seek assistance from the bookstore for information regarding online texts and ebook options. Best Instructional Practices for elearning Courses Department chairs are responsible for the oversight and quality of elearning courses in their degree programs. Each college (by consensus of the department chairs in the college) will determine a common method of approving courses for hybrid and online delivery and for evaluating the design and quality of such courses prior to their being offered. 1. Activities and student learning outcomes of a given elearning course must be comparable to the activities and learning outcomes of the face to face version of the course. 2. All course materials, course requirements, course links, course policies, etc. should be revised and updated prior to the first day of the course. 3. Students should have access to a copy of the course syllabus no later than the first day of the term in which the course is being offered. Students may need to review the online or hybrid course syllabus to determine whether or not the requirements of the course fit into their lifestyle and schedule. Providing early access to the syllabus will enable students to drop the course in a timely manner. 4. Students should be provided with at least two reliable methods for contacting the instructor throughout the semester (e.g., email, discussion board, telephone, inperson meeting, online chat room, etc.) as well as the instructor s office location and hours. For hybrid course it is appropriate to include face to face office hours, but for online courses virtual office hours should be specified. 5. Student questions and inquiries should receive a reply in a timely manner, preferably within two working days (unless otherwise stipulated). This is very important in an elearning course in which students can more easily feel disconnected from the instructor. 6. Students should be provided with useful and corrective feedback on assignments, tests, papers, and activities in a timely manner, preferably within seven working days. This is essential in the elearning environment in which participation and attendance cannot be monitored without weekly two way interaction with students. 7. elearning courses should utilize methods and mechanisms that foster student tostudent interactions as well as student to instructor interactions. Research suggests that student satisfaction and success are enhanced when instructors encourage a high level of interaction and communication in online/hybrid courses. 8. When appropriate, student learning should be assessed using multiple measures rather than relying solely on the use of tests and quizzes. 9
9. Printed and electronic materials must be used in compliance with current copyright law. 10. Third party courseware (e.g., publishers course cartridges, telecourse tapes, etc.) should be carefully assessed and reviewed prior to integrating such content into a given course. Such material should not be the only source of content for an elearning class. 11. Different styles of learning (i.e. auditory, visual, kinesthetic, etc.) should be used in the design and delivery of instruction. elearning course content must be accessible to students with disabilities. Accessibility may require, but is not necessarily limited to presenting material in multiple formats and providing captioning for all auditory materials. Student Commitment The information that follows will be available to students who enroll in UM elearning courses via the handbook. It is important for faculty to know and reinforce student expectations as well. Students who enroll in elearning courses at the University of Montevallo will 1. Take the initiative to learn about the technical equipment and technical skill requirements for the course in advance of the course start date and access training materials related to the course technologies when and where appropriate. 2. Complete the Online Readiness Assessment indicating preparedness for taking an online or hybrid course (i.e. preparedness in terms of skills, access to required technologies, and learning styles). 3. Adhere to the UM Student Code of Conduct. http://legacy.montevallo.edu/sa/student_conduct/code_of_conduct.shtm 4. Use ForUM and Canvas email accounts for the duration of the elearning course and check both frequently (preferably daily) for course communications. Students will also regularly check Canvas Messages for communication regarding the course. 5. Review the course syllabus by the first day of the start of the course. 6. Pay the full cost of each course prior to the first day of classes as required by the college policy. 7. Drop or withdraw form an elearning course according to the procedures, policies, and deadlines established for traditional courses. 8. Demonstrate participation in a given elearning course within the first week of the class or become immediately eligible for an instructor initiated drop/withdrawal. 9. Maintain weekly participation that provides an indication of attendance. 10
10. Respond to instructor initiated emails and inquiries within a timely manner (within two working days unless a different timeline is stipulated). 11. Understand that frequent participation in an elearning course (i.e., completing assignments, responding to emails, posting messages, accessing course content, taking course exams, etc.) is a requirement for UM classes. Therefore, failure to participate in a course for three weeks in a row makes a student eligible for an instructor initiated withdrawal, at the discretion of the instructor. 12. Access technical help desk services for the duration of the course as needed. 13. Voice concerns about courses to the appropriate instructor, and follow the University s grievance procedure as noted in the Code of Conduct. http://legacy.montevallo.edu/sa/student_conduct/disciplinary_procedures.shtm 14. Access enrollment services, financial aid services, bookstore services, advising and counseling services, disability support services, and library services as needed. 15. Complete and submit the university course evaluation form made available at the end of the semester. 16. Understand Academic Rights of Students. Academic rights of students are noted in the Student Code of Conduct. Guidelines Acceptable Use Policy Use of University computing resources is a privilege extended to authorized students, employees, alumni, and other individuals for legitimate purposes related to education, public service, research, and administration. By using any University computing resource, the user agrees to abide by all applicable laws, copyright and licensing requirements, and University policies. Users of University computing resources further agree not to utilize those resources for illegal, malicious, or destructive purposes or intentionally damage or disrupt any University computing resource or process. Failure to comply with these regulations will result in disciplinary action including but not limited to restitution, restrictions, reprimand, suspension, probation, expulsion, termination, and legal or civil action. Additional restrictions may be imposed by the department providing access to computer resources. 11
For additional information regarding the appropriate and authorized use of University computing resources, please see the University of Montevallo Computing Guidelines available online. ADA Syllabus Statement The University of Montevallo provides equal opportunity to qualified students. If you have a disability (medical, physical, learning, psychological, etc.) and wish to request disabilityrelated accommodations to complete course requirements, contact Disability Support Services (located in Main Hall, rear entrance; 665 6250). Course requirements cannot be waived, but reasonable accommodations may be provided based on disability documentation and course objectives. Accommodations cannot be made retroactively. Copyright Policy As a general rule, all rights to copyrightable material are the property of the creator. The distribution of royalties, if any, is a matter of arrangement between the creator and publishers or licensees. Different treatment may be accorded by the University in case of specific contracts providing for an exception, in cases where the University or sponsor may employ personnel for the purpose of producing a specific work, where different treatment is deemed necessary to reflect the contribution of the University to the work (as in the case of software or audiovisual materials), or where a sponsored agreement requires otherwise. Policy 01:013 Course Development & Ownership The University of Montevallo does not have a policy for compensating faculty who develop elearning courses. The development of courses for face to face, hybrid, or online delivery is an on going professional responsibility of the UM faculty member. All courses are the intellectual property of the faculty members who develop them. When a faculty member leaves the university, UM reserves the right to purchase elearning course content that was developed while the faculty member was employed by the institution. Course Evaluation Each college (by consensus of the department chairs in the college) will determine a method of approving courses for hybrid and online delivery and for evaluating the design and quality of such courses prior to their being offered. In addition, students will be provided with an electronic means for evaluating elearning courses. Faculty Load In 2014 2015 and for the foreseeable future, elearning courses are considered a component of a faculty member s typical course load of 12 contact hours each semester. 12
Identity Verification In 2014 1015 and for the foreseeable future, identity verification in elearning courses is handled through the University s secure log in system. Faculty and student users are encouraged to protect sensitive information such as their UM identification number, username, and password. Proctoring For the foreseeable future, decisions related to proctoring exams, quizzes, or other assignments for elearning courses are handled by individual faculty members. The university does not have a policy governing the use of testing centers, contractual proctors, computer cameras, etc. Recording Syllabus Statement Faculty members will secure student permission prior to recording in the elearning environment. The following statement should be included in syllabi and/or course materials. I give my permission for the University of Montevallo to videotape, audiotape, photograph, record, edit or otherwise reproduce my voice, image or likeness, and to use it in various formats and for the purposes within UM s mission of teaching. Distribution methods may include, but are not limited to the classroom, the Internet (including webcasts and podcasts), print publications or any other medium now existing or later created. I understand that I have the option to deny recording and reproduction of my voice, image or likeness without penalty. Faculty Training Faculty members are required to attend training provided through the Malone Center for Excellence in teaching prior to offering hybrid or online courses for the first time. Options for training include, but are not limited to: Online Instructor Training for course development (offered one time each semester and in the summer; approximately 6 weeks) 3 day Intensive Training for new instructors Finals Week Workshops (on going/advanced training) elearning Modules for on going/advanced training Peer led workshops, video tutorials, best practice articles, and one on one sessions with Malone Center personnel (offered throughout the semester) Resources & Services Admissions & Records Graduate: http://www.montevallo.edu/admissions/graduate admissions Phone: 205 665 6350 13
Undergraduate: http://www.montevallo.edu/admissions/undergraduate admissions/ Phone: 800 292 4349 Cashier Website: http://www.legacy.montevallo.edu/cashier/ Phone: 205 665 6065 Financial Aid Website: http://www.legacy.montevallo.edu/finaid/ Phone: 205 665 6050 Counseling and Support Services http://www.legacy.montevallo.edu/counselingcenter/ Call (205)665.6245 or stop by the lower level of Main Hall between 8:00am and 5:00pm Monday through Friday. In the event of an emergency, call the University of Montevallo Public Safety Department at (205)665 6155 or The Crisis Center at 205 323 7777 after hours. Bookstore UM Bookstore: Textbooks and other course materials will NOT be sent automatically to students. http:montevallo.bncollege.com/ Location: Main Street (205)665 6575 Disability Support Services DSS coordinates academic adjustments for students with documented disabilities, including those students who are taking distance delivered courses. Faculty should expect to receive a classroom accommodation letter if the student is eligible for accommodations. Accommodation strategies include but are not limited to: testing accommodations, alternate format materials, ASL Interpreters or text based communication access techniques, liaison services and note taking assistance. http://www.legacy.montevallo.edu/dss University of Montevallo Station 6250 Montevallo, AL 35115 Voice/TTY: (205) 665 6250 Fax (205) 665 6255 Email: DSS@montevallo.edu Location: Rear, Lower Level of Main Hall (Directly off of Vine Street) Hours: Monday Friday 8:00 a.m. to 5:00 p.m. 14
Library Services Carmichael Library Station 6100 Montevallo, AL 35115 Phone: 205 665 6100 Fax: 205 665 6112 Website: http://libguides.montevallo.edu/index TS Help Desk Technology Services offers assistance to faculty, staff, and students with computer services and network issues. Computer services include maintenance of UM computer labs, desktop services, email and Exchange services, username services, and assistance with software. The Help Desk is available 24 hours a day, 7 days a week. Phone: (205) 665 6520 or (866) 520 2401 (toll free) Email: helpdesk@montevallo.edu Recommended Equipment There are many technology tools available to faculty and staff when working online. For purposes of consistency, accuracy, quality and ease of use, the DEAG has developed some standard recommendations: i. Camtasia (for recording, editing and captioning audio or video) ii. Logitech webcam (C525 most highly recommended) iii. Adobe Acrobat for any published document iv. Active Expression Clickers v. Beyond Question Clickers Email Information E mail is considered an official medium for communicating with students. All students are responsible for checking their University of Montevallo issued email accounts in a timely fashion and on a regular basis. (The official email system for students is identified by userid@forum.montevallo.edu and can be accessed via the ForUM link on the university home page.) For questions about how to log in to ForUM email, please contact the Technology Services Help Desk at any time. The Help Desk staff is accessible by phone 24 hours a day, 7 days a week at (205) 665 6520 or (866) 520 2401 (toll free). Email can be sent to helpdesk@montevallo.edu. 15