Distance Learning Policy & Procedure Manual

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Distance LearningPolicy & ProcedureManualCreated and maintained by:Pearl River Community CollegeOffice of eLearningPolicy and Procedure ManualRevised August 20151

Table of ContentsPearl River Community College Goals . 5Mission of Distance learning . 5Distance Learning Goals . 5Policies and Procedures . 7I. Educational Programs . 7Quality of Courses .7Course Review .7Course Development Process.7Ownership of Material .7Mississippi Virtual Community College (MSVCC) .7Interaction with Students .7Canvas .8Proctored Exam Information.8Out of State Proctor Requests.8II.Support Services . 10Admissions.10Registration .10Advising .10Financial Aid .11Student Records .11Student Disability Services (ADA) .11Student Grievance Procedure .11Withdrawal Process (Classes or College) .12Honesty Policy .12Library/ Learning Resources .13Bookstore .14Technical Assistance .14Tutoring Services .15Proctor Centers .15Off-Site Proctor Options .15Business Office .15Policy and Procedure ManualRevised October 20142

III.General Information about Online Classes . 16Availability of Online Classes .16Registration Confirmation .16Online Class Start Date .16Pre-requisites for Classes .16Computers for Online Classes .17Internet Access .17IV.Faculty . 19Faculty Load .19PRCC Office of eLearning Faculty Requirements .19Adjunct Faculty Through PRCC .19Adjunct Faculty Through Hosted Classes .19Credentials/ Repository .20Training and Support Services for Faculty .20V.Planning and Evaluation . 21Institutional Planning .21Education Effectiveness .21Evaluations of eLearning Office.21Evaluations of Online Classes .21Supervisor Evaluation of Faculty .22Scheduling of Online Classes .22VI.Administration, Facilities/Equipment, & Finance . 23Personnel.23Quality of Distance Learning .23Marketing/ Recruitment .23Facilities/ Equipment.23Funding .23APPENDIX. 24APPENDIX A: Faculty Credential Form (for ET) .24APPENDIX B: Office of eLearning Evaluation by Online Instructors .26APPENDIX C: eLearning Coordinator Evaluation by Online Instructors .28APPENDIX D: MSVCC Student Course Evaluation .30Policy and Procedure ManualRevised October 20143

APPENDIX E: Student Services Evaluation (services available to online students) by Online Students through MSVCC.32APPENDIX F: Online Classes Evaluation by Office of eLearning – Extensive .35Policy and Procedure ManualRevised October 20144

Pearl River Community College Mission StatementPearl River Community College is a public institution committed to providing quality educational and serviceopportunities for all who seek them.Pearl River Community College Goals1.To prepare students to transfer and be successful in their studies at baccalaureate institutionsand/or to be successful in careers for which they have been prepared.2.To provide quality student services.3.To provide access to college classes and programs using various instructional methods,including distance education.4.To employ qualified faculty and staff, compensate them well, and provide opportunities for theirprofessional development.5.To provide facilities, technology, and support staff in order to improve student learning, enhancefaculty and staff performance, augment community services, and make college servicesavailable via the Internet.6.To improve communication among campus personnel and community members regarding theCollege goals, objectives, and activities.7.To recruit and retain students from a diverse population.8.To provide workforce training programs that meet requirements of business, industry,educational, and public service agencies for basic skills, specific job skills, and technical skillstraining.Mission of Distance learningThe mission of Distance Learning at Pearl River Community College is to provide quality instruction throughelectronic technologies to enable students to attain their educational goals consistent with our Institution’sstrategic initiative to provide access to college classes and programs using various instructional methods,including distance education. The program will extend the offerings of Pearl River Community College to thecommunity and beyond through distance learning.Distance Learning GoalsThe identified goals are designed to reflect qualities of the College’s stated goals.Transfer/Career To identify, provide, expand, and coordinate the development of quality classes and programs tomeet the needs of distance learners.Student Services To develop or modify procedures for providing support services to distance learners in areas suchas testing, admissions, registration, counseling, library services, financial aid, and advising usingsuch means as email, telephone, web pages, and mail.Policy and Procedure ManualRevised October 20145

Instructional and Qualified Faculty/Professional Development To support and encourage the internal development of the distance learning program by promotingand providing guidelines for training, inclusion of distance learning classes in instructor workloads,and technical support. To provide strategies for effective delivery of distance learning alternatives through thedevelopment of policies for consistency in distance learning. To evaluate periodically and comprehensively every facet of the distance learning program and touse these results to restructure and improve the program. To recruit, train, counsel, evaluate, and retain highly qualified online instructors. To use previous semester data (enrollment number and type of classes) in the creation of classesschedules for each upcoming semester.Resources To provide, through the Mississippi Community College Board (MCCB), resources to be used forinstructional purposes and by students (e.g., Canvas, Collaborate, Turnitin). To provide orientations for online instructors, students, and newly hired online instructors.Communication To maintain open and direct lines of communication with students and all college personnelincluding faculty, administration, and professional staff regarding current distance learningprocedures.Recruit/Retain To assist in the recruitment of students to Pearl River Community College with an emphasis ondistance learning as a class option. To monitor and appropriately utilize data for purposes of retaining students in online classes eachsemester.Policy and Procedure ManualRevised October 20146

Policies and ProceduresI.Educational ProgramsQuality ofCoursesOnline courses are comparable to traditional campus-based courses in termsof: (1) syllabi, (2) textbooks, (3), grading, (4) methods of evaluation, and (5)learning outcomes.A course review will be conducted for each first-time instructor and each newCourse Review course. Criteria will include but not be limited to student satisfaction, studentlearning outcomes, student retention, class presentation, and classmanagement.CourseDevelopmentProcessOwnership )An open invitation is extended to all faculties for the development of DistanceLearning classes; however, college staffing and curriculum priorities willrequire evaluation on a course-by-course basis. Faculty wishing to develop orconduct classes must submit a request to the eLearning Coordinator. Allaspects of the course development must be complete prior to submission tothe MSVCC master schedule.Pearl River Community College reserves the right of ownership of allelectronic documents, programs, curricular, etc. developed under theauspices of the College.Pearl River Community College offers online classes through the MississippiVirtual Community College (MSVCC). The MSVCC is a consortium composedof all 15 community and junior colleges in the state. Online classes taught byPRCC instructors and approved classes taught by others colleges are part ofthe PRCC Online Classes Offerings for each semester. Classes from theMSVCC are advertised each semester to students registering through PearlRiver Community College. Pearl River Community College online classesmust follow the policies and procedures that have been established by theMSVCC.MSVCC Policy and Procedure ManualInteractionwith StudentsCommunication between students and faculty is vital for the success ofDistance Learning. Pearl River Community College has adopted the followingStudent Structured Access Policy:Pearl River Community College full-time and part-time faculty must providestructured access to online students. Access methods must be clearly statedwithin the Learning Management System course site and also within thecourse syllabus. Access in the form of stated “office hours” may consist of,but not be limited to, structured email response (within 24-48 hours) policies,designated live chat sessions, and/or discussion board postings, scheduledphone accessibility, or combinations of such methods.Policy and Procedure ManualRevised October 20147

CanvasProctoredExamInformationThe MCCB has a contract with Instructure, which provides PRCC a LearningManagement System platform called Canvas. Canvas is available for allPRCC classes via a website. The URL for the Pearl River Community CollegeCanvas site is http://prcc.instructure.com.All Pearl River Community College provided classes must administer two (andnot more than three for 1-3 credit hour classes and not more than four for 4credit hour classes) proctored tests during the fall and spring semesters. AllPRCC provided classes must administer one (and not more than two)proctored test during the summer semester. At the Poplarville Campus andthe Forrest County Center, Pearl River Community College provides proctoredtesting. These tests are given in a secure environment. A federal, state, orinstitutional photo ID is required, and students must schedule appointments atleast 48 hours in advance. No cell phones, coats, children, food, or drinks areallowed in the testing areas. To schedule a proctored exam click on theSmarterProctoring button within the online course in Canvas.Pearl River Community College students enrolled in a Pearl River CommunityCollege mathematics classes should contact the instructor for proctoringinformation. Mathematics proctored exams are administered in the Math Labsin Poplarville and at the Forrest County Center.Proctored exam password information must be added to SmarterProctoringeach semester. This information is available to proctors ONLY. Proctors usethe password information to log students into the proper exam. In order tomaintain security of exams, proctors are prohibited from sharing passwordinformation with students or other college personnel or non-PRCC proctors.Students should never be provided a proctored exam password. It isrecommended that instructors change their proctored exam password eachsemester.Out of StateProctorRequestsIn order for students to request an off-campus proctor they must be located orliving outside of Mississippi. Students that are in the state of Mississippi cantake proctored exams at any of the community colleges in the state. A studentliving out of state who needs to take a proctored exam is to follow thisprocess:1. Students must print the Off-Campus Proctor Request form which islocated on the PRCC eLearning website (www.prcc.edu/elearning - clickon ‘PRCC Proctor Centers’.2. The student must locate a local proctoring center at a community collegeor university.3. The student must complete the middle section which includes thestudent’s information.4. The proctor must complete the top part of the form.5. The proctor will fax the request and a copy of their faculty/staff ID orstatement of affiliation on organizational letterhead signed by anorganization officer to 601-403-1009.6. The Office of eLearning will either grant or decline the request and notifythe student.7. The Office of eLearning will e-mail the proctor requesting the date thestudent will be taking the proctored exam.Policy and Procedure ManualRevised October 20148

8. After receiving the scheduled date, the Office of eLearning will then replyto the proctor’s e-mail with the proctored test information.Note: All Off-Campus Proctor requests must go through the Office ofeLearning, not the online instructor. It is not the instructor’sresponsibility to interact and communicate with off-campus proctors.Policy and Procedure ManualRevised October 20149

II.Support ServicesAdmissionsRegistrationOnline students are held to the same admission standards as traditionalstudents and must follow the same process for enrollment at Pearl RiverCommunity College. Students may apply for admission, register for classes,and pay tuition fees without coming to campus. The following webpage haslinks to a Pearl River Community College application and financial aidinformation: http://www.prcc.edu/admissions.Students who wish to register for online classes should (1) consult with anadvisor and (2) complete the self-registration process by accessing thedistance learning website at http://www.prcc.edu/elearning.Registration is not complete until classes have been verified by Collegepersonnel. Following are reasons that classes may not be verified: Students must satisfy all pre- or co-requisites for certain classes.See the Pearl River Community College Catalog(http://www.prcc.edu/catalog) for a complete listing. Adequate ACT scores must be on file before taking certainclasses. A student cannot register for more than 18 total hours per term. Ifthe student requests online classes that will make the TOTALhours (the sum of day, evening, and online classes) more than 18hours, the entire online registration will be denied. It is highlyrecommended that a student does not take more than 18 hourswith some of them being online classes. Students who attempt thishave a very low rate of success. Online classes take more timethan traditional classes, not less. A hold in the Business Office or Registrar's Office will result inremoval from requested online classes. Classes will not be verified if the student registered using his or hersocial security number. Pearl River Community College StudentIDs must be used when registering for online classes.AdvisingPearl River Community College recognizes the importance of a thoroughprogram of academic advising. While it is ultimately the responsibility of thestudents to select and follow a program of study which will lead to theirinstructional objectives, the College provides counselors who are equipped toadvise students regarding career path and class selections. Students areencouraged to contact a faculty advisor who is an expert in the student’s fieldof study.Students considering an online class are encouraged to self-assess theirtechnology preparedness by completing the SmarterMeasure Assessmentwhich is available on the eLearning website ion requirements can be found by accessing the College catalog(http://www.prcc.edu/catalog) or the Graduation webpagePolicy and Procedure ManualRevised October 201410

al AidStudent RecordsStudentDisabilityServices (ADA)Financial Aid information, scholarships, qualifications and applications areavailable to all students through the College website athttp://www.prcc.edu/financial-aid. Financial Aid support services may also bereached at financialaid@prcc.edu or (601) 403-1029.A transcript will be issued upon a receipt of a written and signed request fromthe student. Students may request a transcript by accessing the TranscriptOrder Form on the PRCC Admissions website athttp://www.prcc.edu/admissions.The ADA/Civil Rights Coordinator is the official contact for students withdisabilities. The ADA Coordinator serves as an advocate for students withdisabilities and assists them in achieving equal access to all college programsand services.If you have a disability that qualifies under the Americans with Disabilities Actand you require special assistance or accommodations, you should contactthe designated coordinator for your campus for information on appropriateguidelines and procedures: Poplarville Campus, Tonia Moody at 601-4031060 or tmoody@prcc.edu; Forrest County Center, Kirk Powell at 601-5545530 or epowell@prcc.edu; Hancock Center, Raymunda Barnes at 228-2527000 or rbarnes@prcc.edu. Distance Learning Students who require specialassistance, accommodations, and/or need for alternate format should contactTonia Moody at tmoody@prcc.edu.Based on the specific nature of each student’s documented disability, the planmay include but is not limited to the following adjustments: AssertiveTechnology, Peer Tutoring, Readers, Individualized Testing, SpecialRegistration, Counseling, Student Skills Assistance, Text Enlargement, andany other Reasonable Accommodations.StudentGrievanceProcedurePearl River Community College attempts to resolve internally all types ofgrievances at the level where they occur and in a timely manner.It is the student’s advantage to keep communication open with faculty, staff,and peers, thus avoiding the necessity for appeals. Any distance learningstudent wishing to make a formal complaint regarding a college program, aservice of the college, an employee of the college, or any other individual oraspect of the college, must take the following steps:1. Discuss the problem with the faculty member, staff member, oradministrator involved. Direct communication between the twoparties usually resolves most of the problems.2. If informal efforts to resolve the problem are not productive, thecomplainant should then contact the eLearning Coordinator tohelp in processing the complaint. The complaint must be inwriting and sent to distancelearning@prcc.edu. ThePolicy and Procedure ManualRevised October 201411

3.4.5.6.WithdrawalProcess (Classesor College)Coordinator will organize the information regarding thestudent’s issue.If the complainant, at this point, wishes to file a formalcomplaint, he or she should express the nature of the complaintand all pertinent information in writing to the Director of Officeof distance learning. A response will be sent within ten workingdays.If the student is not satisfied with the resolution of grievance,that student may then appeal in writing to the Vice President forGeneral Education and Technology Services. The appeal tothe Vice President must be made within three days of theprevious decision. The Vice President’s decision will be final.Students who do not submit a written appeal by the appointeddate forfeit any further consideration in this matter.No adverse action will be taken against a student for filing acomplaint.In order for PRCC online students to withdraw from an online class they mustvisit the Office of eLearning website (www.prcc.edu/elearning). On the site is awithdrawal form that must be completed by the online student. When thestudent submits the withdrawal request, the Office of eLearning processes therequest in both the College’s database and the State’s Enrollment Tool. Note:There is no refund once the student has completed anassignment/activity in their online classes and he/she is responsible forall charges associated with the online classes. If the student decides towithdraw from an online class, he/she will receive a “W” as long as thewithdrawal is received by the MSVCC deadline date.If a student asks to be withdrawn, promptly refer them to the eLearningwebsite. Withdrawals cannot be submitted after a certain date in thesemester (a calendar with this date is provided to all online instructorsand is posted on the eLearning Calendar on the eLearning website).Each community college has a different procedure for reporting requests towithdraw.At the student's discretion, the student has the right to withdraw from an onlineclass by the MSVCC withdrawal deadline without having an instructor'sapproval. This is allowed until the 75% point in the semester. After theMSVCC withdrawal deadline, the student will NOT be allowed to initiate awithdrawal.If the student is other than a PRCC student, refer them to their home collegefor withdrawal directions.Students are allowed to withdraw with a grade of “W” from online classes untilthe last date to withdraw. This is not always the same date as the PRCCcampus calendar. Refer to the MSVCC and eLearning Calendars.Honesty PolicyPolicy and Procedure ManualAcademic misconduct is a serious offense because it diminishes the quality ofacademic scholarship; defrauds society, the institution, the faculty, and otherstudents; and, undermines the efforts of those who eventually depend uponRevised October 201412

the knowledge and integrity of our faculty and staff.Academic misconduct is any activity which may compromise the integrity ofPRCC. Academic misconduct includes, but is not limited to, deceptive actssuch as the following:Asking for or giving another student information during a test;Copying answers from another student’s paper or intentionallyallowing someone to copy from one’s own paper during a test;3.Using materials prohibited by the instructor during a test;4.Either impersonating another student during a test or havinganother person assume one’s identity during a test;5.Changing answers on a previously graded test in order to havea grade revised;6.Stealing examination materials;7.Plagiarism which is copying material, either exactly or inessence, and not providing appropriate documentation;8.Copying or falsifying a laboratory or clinical project/assignment,including computer programs, in either disk or hard copy form;9.Allowing someone else to compose or rewrite a student’sassignment;10.Stealing, buying, selling, or otherwise providing researchpapers.As with other violations of student conduct, academic misconduct may resultin disciplinary action.1.2.Procedure for Violators of Academic Misconduct1. When academic misconduct has occurred in an onlineclass, the instructor has

To support and encourage the internal development of the distance learningprogram by promoting and providing guidelines for training, inclusion of distance learning classes in instructor workloads, and technical support. To provide strategies for effective delivery of distance learning alternatives through the

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