eLearning - Procedure

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1.0   Purpose and Scope

  1. This procedure should be read in conjunction with the Information and Communication Technology Procedure and outlines—
    1. the minimum course components required to be in active course sites on the University’s eLearning Management System (LMS), including course availability.
    2. the requirements for preparing the course site for teaching activities.
    3. the requirements for the availability and archiving of teaching materials and course content stored on centrally-managed systems, following the conclusion of any teaching period
  2. This procedure applies to—
    1. all sites created in the LMS including:
      1. course sites related to a coursework course offered at the University into which students enrol via SI-net (hereafter SI-net courses); and
      2. organisation sites and courses sites not related to a SI-net course (see Section 3.3); and
    2. all teaching or delegated administrative staff responsible for the administration and use of LMS course sites.

2.0   Process and Key Controls

  1. All course sites in the LMS must meet the minimum presence requirements specified in Section 3.1 throughout the teaching semester/period.
  2. All active undergraduate SI-net courses, and all postgraduate coursework courses from 2021, must have a course site in the University’s Learning Management System (LMS) available to students. Full minimum presence requirements must be met before the first teaching activity.
  3. Despite clause 2, a postgraduate coursework course may be exempt by the Head of School for extenuating circumstances (for example, low course enrolment numbers).
  4. Course coordinators must ensure—
    1. for SI-net courses requiring an LMS course site, that the Electronic Course Profile (ECP) for their SI-net course is published in the timeframe set in Section 2.5 of the Course Design Policy.
    2. if a course site has been created in the LMS, that the course materials are accessible via the course site and the site is made available to the students.
  5. Course sites must remain available to students for 12 months following the completion of the course teaching period. Requirements for archiving are set out in Section 3.6 of this procedure.

3.0   Key Requirements

3.1   Availability of Si-Net Course Sites on the Learning Management System

  1. LMS course sites are created on publication of the course profile or upon earlier request to ITS.
  2. Sites are by default unavailable to enrolled students when initially created. It is the responsibility of the course coordinator to make the site available (with at least a welcome message) to students as early as possible but no later than one week prior to the first teaching activity.

3.2   Components of a Course Site

  1. The 'minimum presence' requirements below specify those elements that must be present on course LMS sites:
    1. Announcements: This section is used to post the course welcome message, updates and announcements;
    2. Course Profile: Automatic link to the course profile;
    3. Discussion Board: A link to the default LMS discussion board or an alternative discussion forum for the course.
    4. Learning Resources: This content area is where Course Instructors must upload course materials, lecture notes or links to other sites. Instructors may link to content held on different systems. Learning resources must be organised logically for students to find materials easily. The lecture recordings link is automatically created in the Lecture Resources section upon publication of the first recording for a course. Recordings are published automatically up to 24 hours after the timetabled lecture;
    5. UQ Library Link: Single sign-on for students to link to Library Resources which links to the students Reading List and the Library101 online tutorial.

The template automatically applied to all LMS sites incorporates these requirements as menu items. Individual staff are able to add menu items to their course sites.

  1. With permission from the Associate Dean (Academic), templates may be customised and alternative mechanisms implemented which provide similar functionality provided—
    1. any school and faculty templates used must contain the minimum components listed in the requirements; and
    2. where a faculty or school has a formal convention of hosting learning materials in an alternate system, this material must be linked from the 'Learning Resources' section of the LMS course site.
  2. Course Instructors must ensure that visible content meets University copyright requirements. Some copyright usage permissions may restrict access to enrolled course students only. In this circumstance the Instructor may elect to create a new private content area to host copyright restricted material, or request altered permissions for existing content areas. Staff can access legal advice regarding copyright via the UQ Library's Copyright Advice website.
  3. Staff should consider the best practice guidelines made available by the Institute of Teaching and Learning Innovation (ITaLI) on the UQ eLearning website.

3.3   Organisation Sites and Non SI-net Courses

  1. Organisation sites or non SI-net course sites may be used for the purposes of student support or improvement of administration within the University, but must be related to teaching, learning, research, staff development and induction activities.
    1. Examples of organisation sites include:
      1. 1st year experience programs
      2. School and/or faculty teaching communities
      3. Scholarship groups
      4. Research sites
    2. Examples of non SI-net courses include:
      1. Bridging courses
      2. Staff development sites

Organisation sites and non SI-net course sites are approved by the Associate Dean (Academic) or a delegate of the relevant faculty, school or organisational unit.

  1. The following non SI-net course or organisation requests are unlikely to be approved:
    1. Requests relating to clubs and societies (unless the Faculty/School has a special purpose for this).
    2. Any sites not meeting criteria outlined under clause 1 of Section 3.3.
    3. Communities for Alumni – the LMS is not an appropriate platform for Alumni Engagement.
  2. Organisation and non SI-net courses are established with a duration of one academic year. Approval must be sought to extend the use beyond that. An expiry period of less than one year can be given.
  3. In circumstances where a postgraduate student wishes to use an LMS site for teaching, learning and/or research purposes, a UQ staff member may request a site on their behalf. The staff member assumes all responsibility for that site and its content.

3.3.1   Process for approving an organisation/non- SI-net course

  1. Requests are submitted using the Course/Organisation Site Request Form found on the Learn.UQ Staff tab.
  2. LMS helpdesk staff receive the request and forward it to the approving authority.
  3. On approval (with or without conditions) the site is then created by ITS, and the Course Coordinator is notified of the outcome of the request.

3.4   Archiving of Concluded Course Sites and Online Course Materials

  1. ITS will ensure the course materials hosted on centrally managed systems are kept online for a minimum of 12 months from the completion of the course teaching period.
  2. Course Coordinators will make any online course materials not hosted on centrally managed systems available online to students for a minimum of 12 months from the completion of the course teaching period.
  3. ITS will maintain LMS course sites online for up to four years from the start of the course teaching period, and lecture recordings will remain available for up to four years from the date of the original recording, for the convenience of the teaching staff and students. However, recordings unused for a period of two consecutive years may be deleted by ITS in consultation with the Course Coordinator.
  4. Availability of online course materials on centrally managed systems beyond four years requires the prior approval of the Deputy Vice-Chancellor (Academic).
  5. Once the designated online maintenance period has elapsed, course copies will be archived to offline storage for a further two years. Archived course copies will be available on request via ITS helpdesk.

3.4.1   Availability of online assessment material

Online course material containing assessment is to be managed in accordance with PPL 3.10.11 Examinations Section 6.1 Retention and Disposal of Examination Papers and PPL 6.40.01 Information Management Policy.

Where online assessment material is not hosted on centrally managed systems, Heads of School are responsible for ensuring that Course Coordinators keep such assessment available online to students for a minimum of 12 months from the end of the course teaching period.

3.4.2   Academic staff responsibility for archiving

If a Faculty, School or organisational unit requires permanent retention of any online course materials, it is the responsibility of the Course Coordinator to either download a copy of the materials required or to request support from ITS to do so.

Staff are required to use the appropriate retention and disposal schedule for the functions documented in the records (refer to PPL 6.40.01 Information Management Policy)

3.4.3   Processes relating to archiving LMS courses

Course Instructors are able to make archived copies of their whole course sites from within the LMS application. Instructions on how to archive/copy LMS course sites are provided here.

It is important to note that archived course site copies can only be read within LMS itself and must be opened within a recent version of LMS.

4.0   Roles, Responsibilities and Accountabilities

  1. Course Instructors and Coordinators must comply with requirements of this procedure in relation to their oversight of the LMS, including but not limited to:
    1. the maintenance of course sites and access settings;
    2. privacy of student information (including personal information, grades, assessment attempts and communications) on course sites; and
    3. availability of assessment material.

Course Instructors and Coordinators must comply with relevant copyright usage permissions when providing content on course sites.

  1. eLearning Systems and Support is responsible for the management of the University's central eLearning services including the LMS.

5.0   Monitoring, Review and Assurance

  1. Unit leaders are responsible for implementation and monitoring compliance with this procedure.
  2. eLearning Systems and Support will provide reports to unit leaders and the Academic Board’s Digital Learning Sub-Committee (DLSC) as required.
  3. The Institute for Teaching and Learning Innovation (ITaLI) will review this procedure as required.

6.0   Recording and Reporting

  1. The eLearning Systems and Support Section provides reports to organisational unit leaders and DLSC as required.
  2. Course sites in the LMS must comply with the archiving requirements set out in Section 3.5 in conjunction with the Information Management Policy.

7.0   Appendix

7.1   Definitions, Terms, Acronyms

Access - Authenticated access to the LMS using UQ username and password.

Archived course copy - The downloadable .zip file which is created when the Course Instructor follows the archive course process from within the LMS course management menu.

Archiving - The process of taking a full or partial copy of the course content and storing it on separate infrastructure.

Assessment material - Materials provided to or submitted by a UQ student as part of a UQ course assessment.

Availability - The state of the LMS course site when UQ students enrolled in that course are able to access it.

Centrally-managed systems - Information technology for which ITS has responsibility.

Course – a distinct unit of study within a program, for which a grade is given. Each course is identified by its alphanumeric code, a title and a fixed unit value. Courses are normally completed in one or two semesters.

Course site - A discreet online learning environment within the Learning Management System, typically related to a SI-net course.

Course Coordinator - The staff member responsible for coordinating the preparation, delivery and assessment of a course (refer to the Teaching and Learning Roles and Responsibilities Policy). The Course Coordinator nominated in the ECP is automatically assigned the 'Course Instructor' role in the LMS.

Course Instructor - The staff member who has the role of 'Course Instructor' within the individual LMS course site. A role is automatically assigned to the Course Coordinator based on the information provided in the ECP. Anyone with a role of Lecturer when the ECP is published, will also be created as a Course Instructor.

DLSC – Digital Learning Sub-Committee.

ECP – Electronic Course Profile.

ITS – Information Technology Services.

Learning Management System (LMS) – An educational, teaching and learning management system providing electronic delivery of coursework material. Online course information is provided to students to enable access to course information and communication in an interactive environment.

Minimum Presence - The required minimum use of LMS sites for UQ SI-net courses.

Online course materials - Online content used for the purpose of teaching and learning within a UQ course including, but not limited to, documents, lecture recordings, multimedia, links, and assessment material. Excluded from this definition are copyrighted materials, including reading list and associated content managed by the Library in the reading system, in compliance with copyright law.

SI-net course - Any course offered at UQ into which students enrol via SI-net.

Teaching period - The length of time within which a particular course is conducted.

Template - The applied look and feel of the LMS site when created, the default items available in the course menu, and the configuration settings applied to all sites at the time of site creation.

Pro-Vice-Chancellor (Teaching and Learning) Professor Doune Macdonald
Pro-Vice-Chancellor (Teaching and Learning) Professor Doune Macdonald