distance learning staff meeting - directory - elgin community college (ecc) · 2009. 6. 23. ·...

Distance Learning Staff Meeting4/7/2006

12:44 PMDL Suite

Agenda topics:

Format of Meetings/1-1 Tim

Retention Specialist Report Terrance/Tim

D2L/Datatel Integration Report Christian/Tim

IT Committee Report Billie/Tim

Online Syllabi Update Billie

Dean’s Meeting Report Tim

Telecourse Update Tim

Other Reports Anyone

Projects • Summer D2L Courses • Faculty Tutorials, next step • Local D2L Login Page • Distance Learning Site Redesign • Online Student Orientation • Online Help Form/Help Desk Software • D2L Training Documentation Update • Handouts for D2L Training Programs • Documentation for Satellite Downlink • Redo Online information letter • Update Telecourse License book • Assess Satellite Equipment for updates

Tim

Job Reclassification Project Tim

Purchases • Mac Development Station • Software upgrades • Chairs

Tim

Evaluations Tim

Other Business Anyone

Distance Learning Staff Meeting4/7/20061:30 PMDL Suite

Agenda topics Format of Meetings/1-1 Tim Discussion: Meeting for Distance learning will take place every other week on Friday afternoons at 1:30PM in the Distance Learning Suite. The next meeting will take place on the 20th of April, 10-11AM. Individual meetings will take place next week and every other week- on weeks we do not have the Distance Learning Advisory Meeting. Also Christian Z. and Tim M. have been utilizing Instant Messenger from Yahoo for brief communication. If you are interested in trying this contact the help desk to install the software

Retention Specialist Terrance/Tim Discussion: Terrance Stanton is meeting with Sharon Baker and will be coming up with ideas for improving retention with regards to Distance Learning. He is also sitting on the Strategic Enrollment Management Committee. The college is asking all departments to submit ideas for retention – and Terrace will be meeting with Sharon in the near future to express our ideas for improving retention. We will discuss ideas for improving upon retention at each Distance Learning Meeting in the future.

D2L/Datatel Integration Tim/Christian User ID’s have been determined for D2L. All D2L users IDs will consist of the 1st initial of the student’s first name, the first 7 letter of their last name, then a period and lastly the 7 digit ECC ID– no lower case e. Christian Zehelein is currently working with Tom Edwards and Arnold Plyushchev from the IT department on the integration of D2L with Datatel. Next week testing will begin for the integration. First courses and faculty will be created, students will be loaded last. It is still being determined to as when students should be loaded from Datatel to D2L for the Fall Semester.

Online Syllabi Update Billie Vickie Wiskirchen the web Support Services Coordinator of IT is working to post the Syllabi for Online Course on the ECC website. The first group of Syllabi has been sent to Vickie and Billie Barnett will keep us updated to the progress of the postings. A second batch will be sent once the first is completed.

Dean's Meeting Report Tim

This weeks meeting was cancelled and the last one as well – partly due to Spring Break.

Telecourse Update Tim There are concerns about attrition and Telecourses. We have a 45-50% withdrawal rate, and we are uncertain of the cause. Tim Moore has suggested creating Telecourse packages – that would include the syllabus, the DVD’s, and all the materials the

students would need so they wouldn’t need to come to campus for the start of class. Issues were raised about the amount of cost to create the package. Telecourse student success will continue to be at the forefront for the next year.

Job Reclassification Anyone Job reclassification meetings will be done during the 1-1 meetings with Tim. Please review job description prior to meeting. Also, be thinking about the tasks that you do in your job.

Projects Tim

The projects listed on the agenda represent those projects that are not currently being worked on. Tim will review these for next time, and assign them to the appropriate persons. Then we'll discuss the remainder of the projects and divvy them up. Additional projects to be included are: Auto mailing for DL Class welcome letters, procedure manual for DL procedures.

Job Reclassification Project Tim

All of Distance Learning will meet individually with Tim Moore to discuss the Job Questionnaire and Reclassification Project. Please review your job descriptions and complete the JDQ by April 30th.

Purchases Tim

• Chairs- Christian and Billie should get their orders in by next week as we are getting close to the deadline .Chair purchases have been

standardized. • The Mac Development Station will have an IPOD and also Microphone so we can create pod-casts. Distance Learning will create

training sessions for faculty once the new equipment arrives. • Software for the CETL LAB, we may purchase Respondus and Impatica. Suzanna will find the purchasing information for Respondus

software to be placed on desktops in the CETL LAB. Respondus develops testing, assessment, surve4y and game authoring tools for the leading e-learning systems, such as D2L. Impatica is an industry leader in developing software to allow plug-in free, streaming delivery of PowerPoint, Director and video content. Christian will look into Impatica to find costs for a single license to review possibilities of implementation.

Distance Learning Hotline Anyone Terrance Stanton is the primary contact for the Distance Learning Hotline. We are including all members of the Distance Learning team to the phone queue – Bud Miedema will be contacted by Terrance and the distance learning team (Christian Zehelein, Billie Barnett, Tim Moore, and Suzanna Lakin) will have access to the Distance Learning Hotline shortly.

Special notes:

DISTANCE LEARNING STAFF MEETING

Thursday, April 20, 2006 10:00 AM

Distance Learning Suite Agenda

I. Attendees: Tim Moore, Christian Zehelein, Suzann Lakin, Terrance Stanton, Dr. Mi HU

II. Topics of Discussion:

1. Christian Project Update 2. Suzanna Project Update 3. Terrance Project Update 4. Assigned Projects 5. Strategic Facilities Plan 6. Job Reclassification 7. Purchases

a. Chairs b. Laptop c. DL Lab d. Software e. Mac Development Station

Topic: Christians Project Updates Discussion:

• The part numbers for the Mac Station have been sent to Apple • Christian will provide Dennece Jefferson with a purchase order for Guitar Center

to purchase a Vibrator-Isolator for our MAC Microphone. • D2L Integration testing is half done; Tom Edwards from the IT department is

testing D2L integration with Student data. Data has been transferred to the holding tank. Next week more faculty and classes will be tested out.

• Christian will send a list of equipment D.L. needs to Tim Moore • Christian is going to training called “Live Classroom” on May 12th – he will check

and see if Suzanna can also attend the training session is for free.

Topic: Suzanna Project Update Discussion:

• Tim Moore will be offering a Evening Training session for Charles Raimondi’s group for D2L Training in May

• We can use the area in the IT suit SRC 132 IT “trainette” workroom– for Open Lab times for Faculty. We still need to set up open lab times – Thursday afternoons may work best for our faculty – need to speak with Teri Stein, Lori Horner first. I have sent Lori and Teri an email about this issue.

• Suzanna has asked for Barb or Dennece Jefferson to try to ask the company who sent us the order of Captivate Licenses to provide tracking information so we can see who signed for the software.

• We will be developing a new faculty D2L Tutorial to guide faculty in techniques for plagiarism prevention when using D2L Tests in May.

• I have contacted the Smart Board Company for price quotes and training options.

Topic: Terrance Project Update Discussion: Retention initiatives from Terrance are meeting with Sharon Baker on Tuesday: The discussed these ways to improve retention:

• Meeting regularly with Faculty who teach Telecourses • Have an Opening Day Presentation about Telecourse and Distance Learning

Retention strategies and also statistical data. • Early Alert Program that identifies students who are having difficulties in these

areas: Attendance, Participation/Motivation, Quality of Work, Late/Missing Assignments, and Exam/Quiz performance.

• Registration forms to explain Telecourse difficulties and need for students to be able to self motivate, and qualities of the successful telecourse student.

Terrace will be putting in a work order request to have the printer in the D.L suite serviced and he will also order toner and CD jackets for Telecourse. Shelves will be placed in the D.L Suite by the Maintenance Department shortly. Digitalizing the Telecourse Syllabi is being offered to faculty who are teaching telecourses.

Topic: Assigned Project Update

Topic: Strategic Facilities Plan Project Update Discussion: Please review the PDF documentation (part one and two are on Enet) You

have basically 10 votes to place, and the most votes for any one project is 4. The Level

category is about the level of complication each project has on a scale from 1-4.

Open the attached Excel sheet and fill out ASAP then email this to Lisa Wiehle.

Topic: Job Reclassification Discussion: Billie Barnett has completed her PDQ, Terrace will be finishing the PDQ this

week – everyone please remember to do the following as you work on your PDQ:

• Put your essential accountably in descending order

• Mark the percentage of time spent on each item.

• Separate you’re Essential and you’re Occasional Responsibilities.

• Remember these are due April 30th

Topic: Purchases Purchase items:

f. Chairs – Please place your order today if you have not already done so g. Laptop – Requisition has been created and submitted h. DL Lab – Jeff Metzger has been notified i. Software:

i. Respondus – Order 2 Licenses ii. Impadica – Suzanna will get the price quote, and Demo it. iii. Study Mate? Order one Licenses iv. Still Tracking down the Captivate Licenses

j. Mac Development Station: covered in Christians Update.

Additional comments:

• Tim Moore is out of the Office this Friday – will return Monday the 24th of April

• On Tuesday the Distance earning Advisory Committee will be meeting at 3:30PM

DISTANCE LEARNING STAFF MEETING FRIDAY, MAY 05, 2006

1:30 PM DISTANCE LEARNING SUITE

Agenda: I. Attendees:

Tim Moore, Christian Zehelein, Suzann Lakin, Terrance Stanton, Mi Hu.

II. Topics of Discussion:

1. Christian’s Update 2. Suzanna’s Project Update 3. Terrance’s Project Update 4. Billie’s Project Update 5. New Telecourse Data 6. Integration Update

a. Enhanced Sections 7. Purchases

a. Chairs b. Laptop c. DL Lab d. Software e. Mac Development Station

Topic: Christians Project Updates Discussion

1. Students will be enrolled in D2L Monday, May 08, 2006. If this transfer of students works for the summer 2006 semester, then we will begin to plan the transfer for students in the Fall 2006 semester.

2. Christian sent a web request about a D2L Log in Page that we can post announcements to such as news about User ID’s or Passwords.

3. Christian is also working to get the “Forgotten Password Link” back up on D2L, by asking Desire2Learn to create a piece of code that will check if the person looking for their password is already a current D2L user. This Link will be an extra charge per Mike Caesura, our D2L integration consultant; this will take about an hour to create.

4. Students new to D2L will have their 8digit birthday as their password. Passwords are set up as MMDDYYYY, no space no slashes.

5. Christian will be sending out an email to faculty about changes to witch to the new D2L passwords, and that for enhanced courses faculty will need to notify their students about the password change. The email will also make faculty aware that their new summer courses are ready.

6. Christian completing a procedure manual for functions he does which need manuals Topic: Suzanna Project Update Discussion: 1. Impatica and OnCue Software Evaluation

• Impatica OnCue is a desktop tool that enables the production and delivery of synchronized plug-in free video and Microsoft PowerPoint presentations combined with searchable text, dynamic indexing and navigation. The tool takes an AVI video, PowerPoint presentation, narrative text file and synchronization points, and produces a set of compact files to upload for Internet delivery. The software automatically generates and uploads Web pages for the content and creates e-mail HTML. The software features scrolling narrative text, collapsible table of contents, VCR-like controls, audio and slide navigation controls, viewer progress and status feedback, viewer selectable speed option and more.

• I tested Impatica with D2L – able to upload and use with D2L. • We are purchasing one license of OnCue which comes with Impatica.

2. Captivate Software License Purchase: • Barb Dohrman has ordered replacement Captivate Licenses; if they were not in by

the end of this week she planed to contact the vendor. 3. We are working on getting training set up for the Sympodium; I’ve sent Company for price quotes

and training options to Jeff Metzger and will speak with Ned Coonen on Monday.

Topic: Terrance Project Update Discussion:

- Hotline was discussed, and Dorothy will be trained to take messages after hours. The hotline number needs to be placed on the fall 2006 online schedule.

- Another Syllabus was transferred to CD-ROM and this is the third course completed. - Please send any ideas you may have about retention to Terrance via email and he will pass

this onto Sharon. o Christian has run a first test on the Burner o Faculty have requested to use DVD Multi-burner process. o We will pay for the starting cost of DVD’s and Jackets, o Faculty will need to use their department or individual budgets for future projects. o Dorothy will be trained to use the DVD Burner. o Faculty will need to place requests to use the DVD burner though the help desk

request form and can only use the DVD burner for school related projects.

Topic: Billie’s Project Update Discussion:

- Updated the IVC catalog, an online catalog for online classes at all schools for online education. Update our class list and tuition fees.

- Online syllabi and letter have been updated and posted to www.elgin.edu. - Billie is working to revise the telecourse letter to make students more aware of the self study

skills needed to be a successful telecourse student. - Billie is going to a Ethics Committee Meeting, to determine ECC’s need for an ethics

committee. - DICE system on ILCCO Database for Innovative Course exchange will be used.

Topic: D2L Integration Update Discussion:

- Some faculty have been entered into D2L from Datatel - User IDs have not all matched up – double entrees - Mapping must be done first before faculty enter content - Christian working on naming conventions in D2L, he will send out samples of semester

grouping by divisions. - Looking into having all courses enhanced in D2L, - Datatel need to be updated if a course is enhanced administrators will need to flag these

classes. Admins control the updates but they are currently pressed for time.

http://www.elgin.edu/

Topic: Telecourses Discussion

- Gena wants more data about how many students are enrolling in telecourse and how many students enroll in those classes – face-to-face counterparts.

- Possibly to limit the number of times a student can enroll in t telecourse - Tim Moore will be gathering data for Gena about Telecourses for the next Deans Meeting.

Topic: Purchases Discussion:

Laptop has been ordered

Chairs – Billie and Christian will not be purchasing new chairs.

Printer – Suzanna to put in a work request to have the Printer Serviced

DISTANCE LEARNING STAFF MEETING

THURSDAY JUNE 29, 2006 1:30 PM DISTANCE LEARNING SUITE

Agenda: I. Attendees: Christian Zehelein, Suzanna Lakin, Terrance Stanton,

Tim Moore.

II. Topics of Discussion: i. Evaluations

ii. General Project Update

iii. Vacations

iv. Emergency Egress

v. Telecourse Update

Evaluations: Discussion: Evaluations were delayed. HR announced Evaluations are now due on July 31st. Tim will do evaluations during the next two weeks. Individual Projects Update:

Terrance July 31 Procedure Manual for Telecourses July 31 Assess Satellite Equipment for updates (with Christian) Ongoing Documentation for Satellite Downlink (with Christian) Ongoing Telecourse cd‐rom packet project Aug 21 Ramping up summer Ongoing DVD/CD‐ROM duplication (purchase of back up toner, discs, sleeves) Aug 20th Train Dorothy on using the duplication machine On Going Lead for Retention effort for Distance Learning On Going Distance Learning Hotline Billie Distance Learning Site Redesign (with Suzanna) By Start of Classes Fall 06Online Student Orientation (w/ Christian) Done Redo online information letter June 30 Update Telecourse License book Auto mailing for DL classes End of Summer Procedure Manuals for Telecourse licenses, schedule, website, and others Summer DL training schedule to Suzanna Done ILCCO Pilot On Hold Redoing Telecourse Survey On Going Digitizing Telecourses

On Going (Semesterly) Telecourse enrollment reports/NILRC Billing Reports

ChristianJanuary Faculty Tutorials, next step July 31 Online Help Form/Help Desk Software (Dependent on Mike Chahino, Ned

Coonen advises this will be set up and ready to go by 7/31/06.) Put Off until January D2L Training Documentation Update August 31 Procedure manuals for Administering D2L, Integration, QT server, and others August 31 QuickTime Server Implementation

Make services available off‐campus Experiment with pod casting Streaming August 31 Mac mobile development station (Including Training Programs) Completed D2L/Datatel Integration June 15 Develop documentation for customizing the home page and widgets Work with Terrance on the documentation of the Satellite downlink End of Summer Forgotten Password Link in D2L for students, not faculty Fall Semester Break up D2L TRAINING modules into training topics SuzannaAugust 31 Handouts for Distance Learning Workshops August 31 Procedure manuals for scheduling CETL for a workshop, Updating CETL

website, Using CETL classroom, and others July 15 Impatica on the Instructor Station July 31 Distance Learning handouts on e‐net

Topic: Other Discussion:

Can’t do Saturday hours during the Summer as there may be additional security issues/costs.

Distance Learning Hours will shift to 4:30 close on Fridays starting in Fall 2006

Short discussion on fire exits for DL suite. Tim will send a message to Paul Dawson asking about the rules regarding emergency egress, and if we are currently in compliance.

Short discussion on the telecourse survey for students. It was agreed that the survey should be created and determined by the Distance Learning staff, and that Institutional research, while serving as a resource, would only advise on the survey and possibly assist with delivery, but not create it.

Vacations

Christian will be on vacation in Late September Christian will take a half day Wednesday July 5th. Tim Moore to be on Vacation Monday July 3rd

Emergency Egress

Tim to speak to Paul Dawson about getting a Fire Extinguisher Time spoke to Paul about the Emergency Egress and that isn’t an option

Telecourse Update Statistical data is being pulled on most populated telecourses The lowest enrollment courses have high drop out rates Lisa is working with Tim to pull demographical information Terrance, Sharron and Tim will be working together to improve Telecourse retention rates.

Distance Learning Staff Meeting

2/2/2007 9:00 AM DL Suite

Attendees:

Christian, Terrance, Billie, Tim Moore, Suzanna

Agenda

TrackIt Update Tim/Christian

Retention Initiatives Terrance

Security Issues in D2L Tim/Christian

Student Services Training Tim

Accreditation Update Tim

Additional Information


2/2/2007 9:00 AM DL Suite

Attendees:

Agenda TrackIt Update Tim/Christian

Discussion: TrackIt software not installed yet.

Track It will assign the problem immediately to the appropriate person, but will allow users to pass off problem to someone else if needed. Track It wont replace the Online Help Desk Request forms

Conclusions: Tim will follow up with Delyn next week if we don’t get a notice about when TrackIt will be available

Action items: Person responsible: Deadline:


Discussion: Diane Kmet will identify repeat drop or fail students. And Then repeat failures/withdrawals will be the first

To be contacted by Terrance. Step 2 will follow-up with those students who have not completed work in a timely manner.

Conclusions:



Discussion: Passwords for D2L may not be in compliance with the Campus Password Procedure. IT and DL meeting about

Security issues and discussing how security should be addressed. Glenn Meyer will be included in the meeting.

Conclusions:



Discussion: Mini grant that Mi Hu and others created – to provide technical training for Staff to impove their ability to assist students.

Lots of Training coming up, Christian will do the D2L Training. We are targeting the Lab

And Library assistance. This will be Overview Training for D2L and IVC tutoring.

Conclusions: Dates may change – Tim Moore to speak to Dr. Mi Hu about dates. ILLCO training must be before Registration starts.

Action items: Suzanne is doing the Scheduling, Christian will do handouts. Person responsible: Deadline:


Discussion: Tim is writing and developing our accreditation document. Running a bit behind, but still moving forward.

Conclusions:



Procedure Manual – for Telecourse Manuals and for Student Issues….. per Christian we might want to use a Shared Folder, and create digital files, and PDFS….See how we can search it… Tim wants to create a naming convention for files. If we do PDF’s – Windows will search… Organization by tools wouldn’t be useful if we have questions that are not tool specific… Robo Help is anther option that Christian might explore - files can be exported as HTML. All support issues will have to be tracked… ILLCO conference has a drawing, which we might want to try… ION will work with the faculty Member to totally re-do the faculty persons class. So if we could develop a way for us to create a contest to re-do the content for one faculty person. That we would show-case. We could do overhaul a existing online class. Per Billie – perhaps we try taking a face to face class and

helping that faculty person re-build the class online. Rhode Island Online Institution – has a template they set up that breaks up the course as far as best practices to guide students.

Our faculty need templates to copy so they have guidelines. Christian to get an outline together, he will contact D2L and ask About the template they have online and if we could use that template. Best practices need to be shared with our online or hybrid enhanced classes. Telecourse survey: Associate Deans Meeting will be reviewing the Telecourse Survey. Christian – several questions came up from Faculty – about Streaming… we can’t get Streaming to work yet. For Movies – we are shifting our focus to Pod casting. Movies that are quick playing will download quickly and plays well and can have multiple hits – living streaming might not be the best focus currently. We may create a blog server and how faculty how to create blogs and then upload them. For distribution of Pod Casts. Faculty will want to create links from D2L to the Pod casts they create. We will be continuing testing. Billie – College Wide Open House Day – will be April 11th. ECC is having the Open House – but wer are not able to have a Distance Learning focus because the College is focusing on different areas.. Since Distance learning is considered Support we are not really a part of any specific academic area. Every program should mention distance learning opportunities – Distance Learning will have a table, where we have study guides, and booklets, with a computer and a class that students can view and browse. D2L training Times – need shared calendar – on the Date – Go over emails – Tim Moore – the Grading sheet.


2/2/2007 9:00 AM DL Suite

Attendees:

Christian, Terrance, Billie, Tim Moore, Suzanna

Agenda

TrackIt Update Tim/Christian







2/2/2007 9:00 AM DL Suite

Attendees:

Agenda TrackIt Update Tim/Christian

Discussion: TrackIt software not installed yet.

Track It will assign the problem immediately to the appropriate person, but will allow users to pass off problem to someone else if needed. Track It wont replace the Online Help Desk Request forms

Conclusions: Tim will follow up with Delyn next week if we don’t get a notice about when TrackIt will be available



Discussion: Diane Kmet will identify repeat drop or fail students. And Then repeat failures/withdrawals will be the first

to be contacted by Terrance. Step 2 will follow-up with those students who have not completed work in a timely manner.

Conclusions:



Discussion: Passwords for D2L may not be in compliance with the Campus Password Procedure. IT and DL meeting about

Security issues and discussing how security should be addressed. Glenn Meyer will be included in the meeting.

Conclusions:



Discussion: Mini grant that Mi Hu and others created – to provide training for Staff to improve their ability to assist students.

Lots of Training coming up, Christian will do the D2L Training. We are targeting the Lab

And Library assistance. This will be Overview Training for D2L and IVC tutoring.

Conclusions: Dates may change – Tim Moore to speak to Dr. Mi Hu about dates. ILLCO training must be before Registration starts.

Action items: Suzanne is doing the Scheduling, Christian will do handouts. Person responsible: Deadline:


Discussion: Tim is writing and developing our accreditation document. Running a bit behind, but still moving forward.

Conclusions:



Procedure Manual – for Telecourse Manuals and for Student Issues….. per Christian we might want to use a Shared Folder, and create digital files, and PDFS….See how we can search it… Tim wants to create a naming convention for files. If we do PDF’s – Windows will search… Organization by tools wouldn’t be useful if we have questions that are not tool specific… Robo Help is anther option that Christian might explore - files can be exported as HTML. All support issues will have to be tracked… ILLCO conference has a drawing, which we might want to try… ION will work with the faculty Member to totally re-do the faculty persons class. So if we could develop a way for us to create a contest to re-do the content for one faculty person. That we would show-case. We could do overhaul a existing online class. Per Billie – perhaps we try taking a face to face class and

helping that faculty person re-build the class online. Rhode Island Online Institution – has a template they set up that breaks up the course as far as best practices to guide students.

Our faculty need templates to copy so they have guidelines. Christian to get an outline together, he will contact D2L and ask about the template they have online and if we could use that template. Best practices need to be shared with our online or hybrid enhanced classes. Telecourse survey: Associate Deans Meeting will be reviewing the Telecourse Survey. Christian – several questions came up from Faculty – about Streaming… we can’t get Streaming to work yet. For Movies – we are shifting our focus to Pod casting. Movies that are quick playing will download quickly and plays well and can have multiple hits – living streaming might not be the best focus currently. We may create a blog server and how faculty how to create blogs and then upload them. For distribution of Pod Casts. Faculty will want to create links from D2L to the Pod casts they create. We will be continuing testing. Billie – College Wide Open House Day – will be April 11th. ECC is having the Open House – but were are not able to have a Distance Learning focus because the College is focusing on different areas.. Since Distance learning is considered Support we are not really a part of any specific academic area. Every program should mention distance learning opportunities – Distance Learning will have a table, where we have study guides, and booklets, with a computer and a class that students can view and browse. D2L training Times – need shared calendar – on the Date – Go over emails – Tim Moore – the Grading sheet.

Distance Learning Staff Meeting Minutes February 7, 2007 Present: B. Barnett, T. Moore, C. Zehelein, T. Stanton Registration Issues The current policy of forcing students to sign up for the next session of telecourses once the start date has passed does not make sense with only 3 start dates. Beginning in Summer 2007, students who wish to register for classes after the start of the class can still register upon the approval of the instructor of the course. For these cases, students will still need to completed with the course by the last day of the semester. If instructors do not approve the registration, students can still register for the next start date. Telecourse Syllabus The distance learning department encourages all faculty to rework the timelines of their courses providing a 16, 12, and 8 timeline in their syllabus so that students can see the pace at which they need to work in order to stay up to date with the class. Student Retention Update IT will be creating a program that we can pull from to identify current telecourse students who have shown repeated patterns of withdrawing/failing a telecourse in previous semesters. The goal of this initiative is to provide outreach to these particular students within the first 3 weeks of class and try to access why they haven't been successful in previous attempts and to provide tips on what is needed to be a successful telecourse student. The second phase of this initiative is to provide outreach to those students with "no activity". This is to serve as reminder or follow-up to the student that the clock is ticking and also provide assistance if needed. This part would take place prior to mid-term. Steps to Success The question was posed: “How can we get cues as to what wee need to do to increase success rates in telecourses.” This is a follow-up to discussions from last semester on best practices in telecourse instruction. Many points were brought up on things that we could try. It was suggested that we pick one or two interventions and implement them, and stick to them over some time to see what effect they might have. Through the discussion it was brought up that some people in the telecourse orientation had asked about study groups. We all agreed that this was something that might be good to try. The implementation of study groups would allow increased student interaction, thereby helping student create connections, and hopefully positively affecting their success and satisfaction. It was suggest that perhaps through their syllabus, instructors can give students the option of forming study groups by having interested students submit their contact information (name, e-mail address) to the instructor and the instructor will then forward the information to the interested students. It was noted that this interaction might be able to be facilitated through D2L, for those instructors interested.

Distance Learning Staff Meeting Minutes February 7, 2007 Page Two Also, through the syllabus, instructors can ask students to contact them throughout various times in the semester - perhaps the first contact can be made upon entry into the telecourse session. Contact with the instructor may again be made after the student has taken the first test, or maybe even after the student takes any test, they should contact the instructor. Another instance for contact might be after students complete a specific assignment. The purpose of contact is again to increase the level of interactivity in a telecourse, and the instructor can decide the various times these contacts should be made. It was also noted that this interaction could be facilitated through D2L for those instructors interested. The discussion on settled on issues of assessment and telecourses. It was suggested that the processes being used for program and course assessments as being developed by the Assessment Committee would be beneficial to use for modes of delivery (including telecourses). There was some concern expressed that due to the limited number of teachers who teach different modalities, that this could very easily slip into evaluation of instruction. This is something to be explored. Submitted by: Dennece P. Jefferson


Friday, May 18, 2007 1:30PM – 2:30PM DL Suite

Attendees:

Mi, Christian, Terrance, Billie, Tim, Suzanna

Agenda Telecourse Terrance and Tim

Online Orientation Project Tim & Christian

Tim off next week Tim

Apple updates Tim & Christian

TrackIt Tim


Telecourse Discussion:

Contact language is not finalized yet about telecourses. Telecourses have not been capped at 30 students. We will need to offer more sections if we cap off the number of students in each section.

Conclusions: There is a possibility a cap will occur.


Online Orientation Project Tim, Billie, Mi, CZ

Discussion: Christian put in a request to Georgia Virtual School to use some of their online orientation materials.

Suggestion: Let students know what technical minimum requirements to access D2L. What does it take to be online student

Time management, Mini Quiz… ect.

Conclusions:

We could put this inside a D2L course, than everyone would automatically be added. Or we might create a widget that would be on all students home page. A Java Script Survey would need to be created. Pre and Post tests could be done every semester in D2L, so we can track the students who took the pre-and post test and compare the results and grades of those students as opposed to the students that did not take the test. Then we could justify the need to make the test mandatory.

The “D2L” Online Orientation Course would be the pre-requisite for the students other ECC online classes.

Orientation Semester would need be created in D2L so we don’t have to re-create the course again each semester.

Tim suggested about 10 hours each for the project. We will need to meet to divide and organize the work. Action items: Orientation will be a class. All enhanced, hybrid and online

students will be entered in this. Next week Wednesday we should get a proposal on what work will be done by whom.

Person responsible:

Christian, Suzanna, Billie

Deadline: Wednesday

June 30 2007

Tim off next week Tim

Discussion: Tim sent an email out. If you have questions call Billie

Conclusions: (Dr. Mi Hu and Suzanna Schoenleber will be off on Friday as well).

Action items: Tim will try to keep up on urgent/high priority emails Person responsible: Deadline:

If you have to reach Tim, ask Dennece for Tim’s Cell Phone.

Apple updates Tim and Christian

Discussion: Apple Mac Power Book is in. Ordering Prof-Cast and the microphone.

Conclusions: Hand break tool for editing DVD seems to work well. But we cannot use the license. Save the file as a format

that will not cash on the students systems – so they cannot copy and it is password protected. D2L will not save a movie. Action items: Person responsible: Deadline:

Order Software. Training

TrackIt Tim

Discussion: Capture the fields. We will probably use this in the fall – testing in the summer. We are at a read-only state.

Tim will test and see if he can enter a ticket with his supervisory rights.

Conclusions:

Action items: Check Amazon to see if there is a user book for TrackIt and

also check with Jeff Metzger. Person responsible: Deadline:

There is no book on AMAZAN (checked Friday)


Distance Learning Staff Meeting Notes October 9, 2007 Present: T. Moore, B. Barnett, T. Stanton, C. Zehelein Accreditation Update Billie and Tim are working on the DL accreditation document. Everything is going well. Tomorrow Tim will have the fifth revision ready for the committee and deans. Any sections in blue are revisions from comments given on the fourth revision. Gena will review the document over the next two weeks. Everyone on the committee is helping to correct and complete the document, which will be sent to NCA in December after the Board has reviewed and approved it. Telecourse Conversion Distance Learning needs to develop a plan of action for implementing telecourses in D2L. Staff reviewed the telecourse language from the ECCFA contract. DL must train telecourse faculty on D2L by December 14, 2007 as required by the contract. D2L training will now be a part of telecourse instruction orientation. Tim will talk to IT concerning D2L training, Christian will create D2L training template, Billie will draft a letter to faculty about the training, and Terrance will begin moving course materials to D2L. Brainstorming DL staff will go through the “best practices” document to create bullet point answers to the questions, which will be attached to the accreditation document. Billie will take the curriculum section, Christian will work on the student support section, Terrance will take the faculty section, and Tim will do the rest of the sections. When answering the questions, staff should state what is in place and what is coming in the future. Tim would like for everyone to give him their assigned sections by Tuesday, October 16th. Submitted by: Dennece P. Jefferson

Distance Learning Staff Meeting Notes October 22, 2007 Present: B. Barnett, T. Moore, C. Zehelein, T. Stanton Accreditation Update No update. We will not be finished by Wednesday. Tim is working on the cover sheet. We will use bullet points on summary of the document. Best Practices Tim will meet with Mi today to discuss. Telecourse D2L Project Staff review letter. Send Tim feedback. Christian will send e-mail to telecourse faculty to ask if they want one-on-one training. E-mail will state deadline of December 7-14th. Tim – what needs to be submitted to the deans? D2L telecourse training session. Suzanna will schedule CETL for training. Training will be in two sessions, for two hours. Terrance will keep track of which faculty needs training. QOCI Training Training takes place on Friday for deans. Wendy Miller says we can use her call. Deans will log in as instructors. Christian will contact Wendy to see what class she wants us to use. Suzanna will attend as well. Billie will contact Kevin at ION to establish training schedule. D2L/Datatel Integration The integration process is changing to pull all courses from the same field. Courses will be pulled by course type. ITC Award Recommend library for Outstanding Student Services, telecourse initiative for Outstanding Learning Program, and Tim Kaar and Tammy Ray for Outstanding e-Learning Faculty. Submitted by: Dennece P. Jefferson

Distance Learning Staff Meeting Notes November 6, 2007 Present: B. Barnett, C. Zehelein, T. Moore, T. Stanton Distance Learning Accreditation Our goal is to be finished this Friday. The committee should give their comments to Tim by Thursday. After Gena’s review, the document will be complete. Distance Learning/Student Services Billie is the co-chair of the student services plan to provide one place for online students to find services. Distance learning staff will serve as technology consultants. The report will include an assessment of what services are currently available and how those services might be expanded. Impatica Workshop There will be an Impatica Workshop on Friday, January 18th, a free one-hour webinar. Distance Learning Accreditation We haven’t heard from the deans. Going good. Staff can go through it if possible. Projects Projects all staff send e-mail at project you are working on to make sure on task. And expected completion dates. Brainstorming activities for online students, putting online or other options. Tim is working on this pilot. Christian is sending an e-mail to meet with faculty tutoring for D2L. Check existing users for need of support. Billie sent out an e-mail to faculty for if they need help with D2L. Tim wants an e-mail saying they don’t need help. Wait for new users to schedule appointment with Christian. Terrance will create a spreadsheet for status of faculty training. Other Need to write new job description for a PT instructional designer. The department is working to better support faculty so they have to learn less and focus more on teaching. We can’t hire until after June 30th. This person will attend distance learning staff meeting. Spring telecourse students will receive a packet and will receive just a letter in the summer. The letter will also be sent to all telecourse D2L users. Billie will talk to IT. This will be further discussed at the Distance Learning Advisory Committee meeting. Put DVDs on agenda for next meeting. Hold for at least two semesters. Submitted by: Dennece P. Jefferson

Distance Learning Staff Meeting Notes December 5, 2007 Present: T. Moore, C. Zehelein, T. Stanton, B. Barnett DL Accreditation NCA is ready for our accreditation document. The project is going good, and Tim is waiting for Gena’s feedback on his final draft. Learning Outcomes for DL Orientation We need to have student surveys by the end of the year. DL staff will review the distance learning and telecourse orientations. Possible Fees for DL Workshops Suzanna added this item to the agenda, but she could not attend the meeting. Latisha will e-mail Suzanna, asking her to discuss this item via e-mail with distance learning staff. DL Gradebook Workshop Christian will give a workshop on how to use the D2L gradebook; some details will be added to Tammy’s D2L tutorial. Tim suggested that Heidi may be available to teach this workshop. Outreach We would like to expand our outreach efforts. The group discussed ideas to promote DL services to faculty members. Suggestions included a newsletter, a semester letter, and a technology tips blog. Tim will coordinate with the head of the department meetings to have this item added to the agenda. Telecourses Terrance reported that he has four more classes to convert into the D2L system. Once his spreadsheet is complete, he will e-mail it to Tim and Billie. Tim will then forward it to Gena. Project Sheets We reviewed and discussed the individual projects worksheet prepared by Tim. All items with past due dates will be rescheduled. Other The next staff meeting is Thursday, December 20th at 11:00 a.m. The Second Life Workshop is full. This session will not be offered in the spring, but a similar workshop will be available. Billie is hosting the Peer Mentoring Training session for faculty and student mentors this Friday in ITR 154. Faculty will be paid for this training session. Students will be paid for their peer mentoring in the spring. Terrance will be on vacation for the next two weeks. Billie will be off on Friday, December 21st and the first week after the winter break. Christian will also take Friday, December 21st off. Submitted by: Dennece P. Jefferson

Distance Learning Staff Meeting Notes December 20, 2007 Present: T. Moore, B. Barnett, C. Zehelein, T. Stanton Distance Learning Services Newsletter Billie has not had a chance to prepare the newsletter (to be discussed after Christmas break). Please add the topic of brainstorming to the next meeting agenda. Department Outreach Billie attended a meeting with the math department in Tim’s absence (also to be discussed after break). Keep on the next agenda; look over list with Tim. Ask Dean’s offices for list of coordinators. Telecourse Office Hours Billie suggested that we close the telecourse office at 7:00. No students other offices (no other student services offices?) close at that time. Tim will check with Mi about our obligations; it probably won’t be a problem. Telecourse Welcome Letter Everyone reviewed Billie’s draft letter and gave suggestions. DVD Copying for Other Departments Billie asked if this is OK for us to do. Tim advised yes, if staff comes often then we can ask for DVD and labels. However, if there is a large demand, we can suggest to the institution that we get a larger copier. Distance Learning Banner It was suggested that we purchase a banner to help the distance learning office stand out because there are many activities that take place in the hallway. The cost would start at $270.00. Discussion followed about when we would put it up and when there are activities. Other Second Life Workshop reviews were great; we’ll bring it back for the spring semester. Tim would like to do one with a focus on science. The cost of a presenter is approximately $1,500 total. Our next presenter may not be as expensive but would be traveling from Florida. Sarah says she would be happy to return to ECC for another workshop. Christian will let Mary know that course is complete, but he is waiting for a response from Tim Malone. Tim will contact the deans to ask instructions to check to see if students are communicating through D2L if e-mails are being answered. Christian has received complaints from students. Submitted by: Dennece P. Jefferson

Distance Learning Staff Meeting Notes January 9, 2008 Present: T. Moore, T. Stanton, B. Barnett, C. Zehelein, S. Schoenleber Accreditation Update – Tim Tim received input from Gena, Gretl, Sharon and updated the document, which needs to be in APA style (Suzanna to send information to Tim). Gena also suggested that a conclusion be added, in addition to the summary. A meeting will be held next week for a final read-through and sign off. Then it will go back to Mi, Gena, and Dr. Sam, hopefully by the end of next week. We may get “dinged” on assessment and student services. No-Fee Telecourse Video Checkout – Terrance/Billie/Tim Students can’t check out one video at a time anymore. Bundling DVDs with the textbooks was an option, depending on the class. Billie will follow up with Frank Hernandez. After some discussion, two options will be kept: the student can buy a whole set of DVDs, or rent them from the library. Satellite Equipment Update – Christian Christian reported that he sent an e-mail with attachments from AIS (our preferred vendor) to Melissa; to date he hasn’t received a response from her. She did tell him that no board approval was needed. Christian will follow up with her next week. Telecourse/D2L Implementation – Terrance/Christian All telecourse information that was currently included in telecourse packets are now in D2L as an option for students this spring. Effective with the Summer semester 2008, packets will no longer be mailed to students. A message will be sent to telcourse faculty this week. Discussion followed about telecourse IDs and student IDs, which are due to debut in fall 2008. It may be a good idea to ask Michael Chahino to a future DL staff meeting to discuss this. Other Dennece will have Christian added to Datatel as an instructor for the D2L orientation sessions. Suzanna will add a deadline to CETL D2L workshops so that faculty won’t think they are “open-ended”. The timing of D2L workshops were also discussed (it’s difficult to hold them at times that are good for everyone). It was suggested that our CETL questionnaire be broken down by department in order to determine individual division needs.

We received very good feedback on the Second Life workshop; ECC needs an “island”, which is space on the virtual server with administrative rights. Tim will discuss this with Mi; the cost is approximately $200. Things look good for this semester. Christian is using Trak-It for student D2L support; it is time consuming. In order to justify a larger staff, he should be tracking faculty requests as well. A Trak-It training session will be held for Tim, Billie and Suzanna. Submitted by: Dennece P. Jefferson

distance learning staff meeting - directory - elgin community college (ecc) · 2009. 6. 23. ·...

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