LeBaron Woodyard, Dean, Academic Affairs Chancellor’s Office March 21, 2014 12:00 PM – 1:30 PM

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LeBaron Woodyard, Dean, Academic Affairs Chancellor’s Office March 21, 2014 12:00 PM – 1:30 PM

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Agenda

 Meeting ground rules, chat window, questions, meeting feedback survey, etc.

Clearing up the Murkiness Previous Meeting Evaluation Q and A Session “College Distance Education Profile” Request for April’s Monthly Meeting College Distance Education Profile –

San Diego Community College District

, Kats Gustafson, Dean Online and Distributed Learning, Katie Palacios and Dave Giberson, Instructional Design Coordinators Panel Discussion on

“Regular and Effective Contact”

Makevich, College of the Canyons , Patricia James, Belinda Scott, Mt. San Jacinto College, Melissa Colon, Columbia College, John CCC Online Education Initiative (CVC Online Course Exchange) Update State Authorization Update CCC Coordinators and Managers Organization 3CMeNow Presentation, Phil Cerda Announcements Meeting Evaluation

@ONE Support

 Micah Orloff  @ONE Staff  DE Coordinators and Managers Meeting and Archive Page  http://www.onefortraining.org/coordinators

Clearing Up the Murkiness

 Meeting evaluation for January 2014  33 participants Faculty Administrator Classified Staff 15 (10) 12 (11) 6 (3) 45.5% 36.4% 18.2%

Clearing Up the Murkiness

 Two polls to help inform the evolution of the DE Coordinators and Managers meeting.

 Length of meeting  College profiles

Clearing Up the Murkiness

 Should the meetings be:  60 minutes  90 minutes

Clearing Up the Murkiness

 I understand that sharing ideas and what is going on campus is a good idea, but I question if this is the right forum for it. I want to hear what is going on with legislation, at the Chancellor's Office, upcoming relevant conferences, the State Education Initiative, etc.

Clearing Up the Murkiness

 Should the “College Profiles” continue?

 Yes  No  How many should be presented at each meeting?

 3  2  1  0

Clearing Up the Murkiness

 CVC is still murky for me. Please keep updating every meeting on where things are, what the charge is, what the goals are, who is doing what, etc.

 Information related to OEI. Things are moving fast and quickly. Could Project Director provide brief updates each meeting? (Recorded or just slide would be fine —but this generates lots of questions we don’t have time to answer.)

Clearing Up the Murkiness

 Need more information on Alternative Attendance Accounting. I got somewhat lost during this discussion.  Missing presentation slides.

Previous Meeting Evaluation

 Please continue to provide your input and comments regarding the monthly meetings

Q and A Session

 The following questions are from fellow colleagues about DE

Q and A Session

 I would have liked to get info on what percentage of FT load online instructors teach at other colleges

Q and A Session

   The question of course shell backups with respect to the statute of limitations for distance education student grade and other grievances. As I recall, it was on the order of two years. Today I contacted the Office of Civil Rights (OCR) and their statute of limitations runs at 180 days. Do you know of any language in Ed Code that speaks to this question? I wanted to provide appropriate guidance on the question of Blackboard backups for the XXXCCD

Q and A Session

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§ 59025. Class 3-Disposable Records.

All records, other than Continuing Records, not classified as Class 1-Permanent or Class 2-Optional, shall be classified as Class 3-Disposable, including, but not limited to, detail records relating to: (a) records basic to audit, including those relating to attendance, full-time equivalent student, or a business or financial transaction (purchase orders, invoices, warrants, ledger sheets, canceled checks and stubs, student body and cafeteria fund records, etc.), and detail records used in the preparation of any other report; and (b) periodic reports, such as daily, weekly, and monthly reports, bulletins, and instructions.

Q and A Session

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§ 59026. Retention Period.

(a) Generally, a Class 3-Disposable record, unless otherwise specified in this Subchapter, should be destroyed during the third college year after the college year in which it originated (e.g., 1993-94 plus 3 = 1996-97). Federal programs, including various student aid programs, may require longer retention periods and such program requirements shall take precedence over the requirements contained herein.

(b) With respect to records basic to an audit, a Class 3 Disposable record shall not be destroyed until after the third July 1 succeeding the completion of the audit required by Education Code Section 84040 or of any other legally required audit, or that period specified by Section 59118, or after the ending date of any retention period required by any agency other than the State of California, whichever date is later.

(c) With respect to continuing records, a continuing record shall not be destroyed until the third year after it has been classified as Class 3- Disposable.

College Distance Education Profile Request for April Meeting  Highlight your program or unique aspect of something you are doing  Intent is to showcase different colleges and the local solutions to accomplishing elements of distance education at a college  Each college will get up to 15 minutes  Up to three colleges will be highlighted each month

College Profiles

 College Distance Education Profile –

San Diego Community College District

, Kats Gustafson, Dean Online and Distributed Learning, Katie Palacios and Dave Giberson, Instructional Design Coordinators

Online Faculty Training and Certification at SDCCD

Kats Gustafson – Dean, Online and Distributed Learning Katie Palacios – Instructional Design Coordinator Dave Giberson - Instructional Design Coordinator

Why the Need for Training and Certification?

• Unique pedagogy of online environment • Accreditation and regulatory compliance • Good practice for quality assurance • LMS competence • Empathy with online students

Goals

• More than a Blackboard tutorial • Modeling of: – good online course design – effective online pedagogy – responsive instruction – effective communication – regulatory compliance • Faculty awareness of support resources

Course Description

• Fully online • Offered through District LMS (Blackboard) • Instructor-led • Self-paced • Open-entry/Open-exit

Course Design

• Modular – fully online • Extensive use of accessible media • Authentic and varied assessment • Active learning • Frequent and timely instructor feedback

Course Tour

Course Modules

Course Modules

Course Modules

Course Modules

Course Modules

Like a Copy?

The entire training course is available as an importable cartridge.

http://www.sdccdonline.net/faculty/resources /package_download.html

Intellectual Property Statement

The SDCCD Online Faculty Training Certification Course and associated documentation is licensed under a Creative Commons Attribution-ShareAlike 2.5 License.

Panel Discussion “Regular and Effective Contact”

 Patricia James, Moderator  Belinda Scott, Mt. San Jacinto College,  Melissa Colon, Columbia College,  John Makevich, College of the Canyons

Regular and Effective Contact is central to DE effective practice, among other things!

A five minute overview…..

Correspondence (Feds)

Correspondence course:

(1) A course provided by an institution under which the institution provides instructional materials, by mail or electronic transmission, including examinations on the materials, to students who are separated from the instructor.

Interaction between the instructor and student is limited, is not regular and substantive, and is primarily initiated by the student. Correspondence courses are typically self-paced.

(2) If a course is part correspondence and part residential training, the Secretary considers the course to be a correspondence course.

(3) A correspondence course is not distance education. 34 C.F.R. § 602.3.

Distance Education California Regulations

Title 5 section 55200 Definition Distance education means instruction in which the instructor and student are separated by distance and

interact

through the assistance of communication technology.

More Title 5:

55204. Instructor Contact.

In addition to the requirements of section 55002 and any locally established requirements applicable to all courses, district governing boards shall ensure that: (a) Any portion of a course conducted through distance education includes regular effective contact between instructor and students, through group or individual meetings, orientation and review sessions, supplemental seminar or study sessions, field trips, library workshops, telephone contact, correspondence, voice mail, email, or other activities.

Language used in state and federal settings:

• US Dept. of Ed: “regular and substantive interaction between the students and faculty,” • Title 5: “Regular and Effective Contact” • Used to be “Regular and In-Person Contact” ACCJC looks for “regular and substantive”

Upshot?

• • •

All DE must have contact between the instructor and the student. (implied initiated by the instructor) It has to be regular, effective, substantive, and engaged Contact has to happen in fully and partially online courses.

Regular and substantive interaction between student and teacher according to ACCJC: • • • • • Is central in determining whether a course is distance education rather than correspondence education.

Is needed in every course that is fully online and in the online elements of courses otherwise on-site.

Must be demonstrable and documented.

Is vital to a college’s relationship with the U.S. Department of Education for student financial aid eligibility.

Is key to quality education and the student outcomes required by the ACCJC Accreditation Standards.

Who cares?

• It’s really about effective practices!

Regular Effective Contact Policy

It started with the Curriculum Committee

REC I have to do ………… WHAT?

• • • • •

Development of the

Initiated Interaction

MSJC REC Policy

Frequency Establishing Expectations and Type of Contact

– Threaded discussion forums, blogs, wikis (within Blackboard) – – – MSJC email Weekly announcements (Blackboard) Timely feedback

Suggestions for additional activities

– – CCC Confer Polleverywhere – VoiceThread

Faculty Development

– Stay current with emerging technology – – MSJC Academy Online Faculty Mentorship – – – – – – Twitter (student voluntary ) Facebook (student voluntary) Google Docs Edudemic Online Teaching Conference The Faculty Project

Melissa Colón, Distance Education Coordinator

Regular & Effective Contact

Instructor to Student & Student to Student

Distance Education Plan

Curriculum Committee

Title III Contractual Agreement for Online Course Developers  Items to be reviewed before instructor offers class:   Standard online components present Effective communication tools for regular student/faculty contact

Training Cohort & Instructional Technology Workshops Communication Tools Demonstrated both Synchronous and Asynchronous Communication tools

Peer Review & Mentor Program

Principle 1: Good practice encourages contact between students and faculty.

Principle 2: Good practice develops reciprocity and cooperation among students.

Regular Effective Contact at College of the Canyons

• • Distance Learning Addendum – “Title 5 (55376) states that … Describe how you will maintain regular effective contact with the students, including what will make this interaction effective.” Attendance: Board Policy – States local definition of DE, describes Academic Engagement in Distance Education Courses, and calls out “regular and substantive interaction” as indicated by ACCJC.

Integration

We want to integrate our guidelines on regular and effective contact (regular and substantive interaction) in a mainstreamed way.

Putting this into practice

• • • • • Big share at department and division meetings Administrator retreats Professional development workshops – Delivered in collaboration with Curriculum Committee Co-chair. This is important!

Online Student Success Program Talk, rinse, repeat

Required Training for Online Teaching

• • Regular effective contact is EVERYWHERE in our online teaching and learning training requirements: – Introduction to Online Teaching and Learning course – 6-hour LMS training – 1-hour Section 508/Accessibility training Topic is discussed at ALL one-on-one sessions

What works?

• • • Can’t say we haven’t tried! We get the message out all the time, everywhere.

This topic now comes up in meetings all over campus, so there is general community awareness.

Drop-in sessions for faculty to come in and see if their courses “pass muster.”

Challenges

• • • We can’t be in all places at all times.

We can’t reach all adjunct faculty with the information. We count on help from our division deans and department chairs, and they have indeed been helpful.

To change, you have to want to change. You have to care.

CCC Online Education Initiative (CVC Online Course Exchange) Update  Joe Moreau, Interim Executive Director  Steering Committee has been being formed and the initial meeting is April 4 th  Town Hall Meeting is April 9 th  Executive Director position has been released  Other positions will be released very soon

CVC Course Exchange

     Potential Courses 15,318 individual courses identified in Associate Degrees for Transfer (ADTs) in 2012-13 Academic Year 1,257,012 students were enrolled in these courses 3,037 courses are already DE courses Looking at the fill rate   More than 60 days before the start of the course 45 to 60 days before the start of the course   30 to 45 days before the start of the course Less than 30 days before the start of the course

CVC Course Exchange

           Reading and Composition Oral Communication I College Writing General Psychology Composition and Critical Thinking American Government Elements of Public Speaking Statistics Introduction to Sociology General Biology for Non-Majors Microeconomics

State Authorization Update

 U.S. Department of Education is discussing re-issuing regulations on State Authorization  Russ Poulin’ s Blog post was sent today

One comment to Russ’s Blog

    What I don't think many folks appreciate (and Chron sort of missed in its story ) is this proposal would be a huge change from the way things work today. From a quick read, it appears as though the proposal would require all states to authorize distance ed (with no exemptions for accreditation, etc.). Basically, this would be a mandate to either obtain specific state approval or participate in reciprocity as a condition for continuing to offer distance education with federal aid.

Note that this is quite different from the last rule, which only mandated that you need to meet state requirements, if any, and thus it appears to impose a huge new burden on states and institutions. Think at least double.

If the Department's thought is to force reciprocity, this is a bit of a ham-handed way to do it-- the States that don't adopt and implement it in a timely fashion (and their institutions) will face enormous new burdens, and the stakes will be very high--loss of T4. (And of course we don't know when the rule would be effective.) Incentives for implementing reciprocity, which everyone agrees is a good idea, can doubtless be achieved in a less obtrusive manner. Just bringing back the old rule would probably suffice, mis-guided as it may be.

Greg Ferenbach, Cooley LLP 

SARA Structure

 States must join SARA first  Institutions can join if state joins  1-2,500 FTES is $2,000/year  2,501-10,000 FTES is $4,000/year  10,001 and above is $6,000/year

Update: California Community College Distance Education Coordinators’ Organization     Organization is official as a California nonprofit  California Community College Distance Education Coordinators Organization (CCCDECO) - First official meeting: Friday, Feb. 28 from 12:00 to 1:00pm on CCCConfer. We will break up key tasks into small working groups.

- DE Coordinator Retreat will be on Thursday, June 19. More info coming very soon.

- CCCDECO will be working closely with the OEI steering committee. It's first meeting is April 4.

Update: California Community College Distance Education Coordinators’ Organization  Contact [email protected]

3CMeNow Presentation

 Phil Cerda, Palomar College

Upcoming Chancellor’s Office Surveys

 Annual DE Survey of Colleges  Student Satisfaction Survey  Faculty Satisfaction Survey

Announcements

Evaluation Survey

Help us improve the monthly DE coordinators meeting by filling out a short anonymous online feedback survey at the following URL: http://www.surveygizmo.com/s3/13 78620/California-Community Colleges-Chancellor-s-Office-DE Coordinators-Monthly-Meeting Feedback-Survey