Guide to Instructional Services - University College of ... to Instructional... · TEST/EXAM...

GUIDE TO INSTRUCTIONAL SERVICES

2017-18 For UCN Faculty

Instructional Services

Research & Innovation

Guide to Instructional Services

Page 1

Contents

WHO ARE WE? WHERE ARE WE? WHAT DO WE DO? .................................................. 3

Learning Technologies Specialist.......................................................................................................... 4

Learning Technologies Supervisors ........................................................................................................ 5

Learning Technologies Facilitators (LT STAFF) .................................................................................. 5

Learning Resource Instructor ................................................................................................................ 6

DISTANCE AND TECHNOLOGY-MEDIATED INSTRUCTION .................................................... 7

SERVICES PROVIDED BY LEARNING TECHNOLOGIES FACILITATORS ..................................... 8

UCN DISTANCE AND TECHNOLOGY-MEDIATED SERVICES .................................................... 9

Shared Printers – The Pas and Thompson ......................................................................................... 9

DISTANCE AND TECHNOLOGY-MEDIATED DELIVERY PLATFORMS ..................................... 10

UCNLEARN


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- UCN LEARNING MANAGEMENT SYSTEM ..................................................................................... 10

UCNLEARN YOUSEEU COURSE WEB-CONFERENCING ...................................................... 12

VIDEO CONFERENCING AT UCN ........................................................................................................ 13

VIDEO CONFERENCING BASICS .......................................................................................................... 14

CAN8 VIRTUALAB - LANGUAGE APPLICATION ............................................................................... 15

DIGITAL COURSE CREATION SOFTWARE AT UCN ............................................................... 16

Equipment Available for Technology-Mediated and Distance Course Development Loan . 16

SUPPORTING DISTANCE INSTRUCTORS AND CLASSES ....................................................... 17

COMMUNICATING WITH LEARNING TECHNOLOGIES FACILITATORS ................................. 22

COURSE DISRUPTION RESPONSE PLANS ............................................................................ 23

PROCESSES AND RESPONSIBILITIES FOR EXAM INVIGILATION .......................................... 24

Tests & Examinations: Administration and Invigilation ........................................................... 24

ATTACHMENTS .................................................................................................................. 27

UCN Invigilator/Staff Responsibilities .............................................................................................. 27

UCN EXAM REGULATIONS FOR STUDENTS ..................................................................................... 28

UCN EXAM IRREGULARITY DEFINITIONS/PROCEDURES .............................................................. 29

CONTINGENCY PLANNING .................................................................................................................. 30

TEST/EXAM INVIGILATION REQUEST FORM ................................................................................... 31

UCN RULES FOR CONDUCT FOR WRITING EXAMINATIONS & TESTS ........................................ 32

TECHNOLOGY EQUIPMENT USE AGREEMENT ............................................................................... 33

LEARNING TECHNOLOGIES SOFTWARE, HARDWARE AND APPS ............................................ 35


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Guide to Instructional Services F O R U C N F A C U L T Y

Welcome to UCN Instructional Services

WHO ARE WE? WHERE ARE WE? WHAT DO WE DO?

Instructional Services is a department within Research and Innovation, under the leadership and

management of Dean Linda Melnick. The role of Instructional Services is to provide quality teaching and

learning supports to instructors and students engaged in distance, distributed and technology-mediated

courses. This includes the equipment connections and supervision of video-conferenced classes, web-

conferenced classes in Adobe Connect, management of the UCN learning management system –

UCNLearn, supports in distance classrooms as required by instructors, as well as training with teaching and

learning technologies, andragogical design and development of courses, and development of digital

assets in collaboration with instructors.

Instructional Services has a staffing component of a Specialist, LT STAFF Supervisors, LT STAFFs and a Learning Resources

Instructor.


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This guide will focus on the Learning Technologies area. Additional information regarding other services and staff available through

Instructional Services, Curriculum and Quality Assurance, and Research can be requested directly through the Research and Innovation

staffing responsible for these services.

Learning Technologies Specialist

UCN’s Learning Technologies Specialist works directly with UCN faculty and students to provide consultation and

support for the development of distance, distributed and technology-enhanced courses and instructional

materials, including the andragogical and physical conversion of face to face course content to distance format.

The Learning Technologies Specialist administers the UCN learning management system, Desire2Learn

(UCNLEARN), as well as Adobe Connect online web conferencing program. The LT Specialist provides course

support to faculty and students related to the use of the online course shells. A ‘course shell’ is the dedicated

space provided by UCNLEARN for a specific course; it is an interactive space used by a faculty member and their

students that is reserved specifically for that course, and is used for content, posting assignments,

communicating back and forth between students and instructor, course notices, etc.; each course at UCN has its

own course shell, whether or not it is used by the instructor. The LT Specialist also provides course support to

faculty and students related to online web conferencing ‘rooms’, and the creation, organization, operations and

maintenance of online course content for both UCNLEARN and Adobe Connect. This includes training and

support for faculty regarding best practices for the andragogical design and delivery of online course content,

web conferencing and courses which are delivered by the UCN for distance and technology mediated courses.

Look for the online faculty resource pages for technology related information on UCN programs and emerging

trends in online educational technology practices.

The Learning Technologies Specialist works with Learning Technologies Supervisors and Facilitators in

supporting video conference connections for distance and distributed courses on a daily basis. Distance course

instructors are provided with a full range of support services to support distance and video conferenced courses

in the Thompson, The Pas, Norway House and other UCN locations. These can include technologies connections,

classroom supervision, attendance, invigilation of exams, printing and materials distribution and collection,

student supports, etc. Please contact your Learning Technologies staff to arrange for consultation of services

based on your course needs!

Please contact the Learning Technologies Specialist if you need assistance with online course planning and/or

delivery, or would like to learn more about effective online teaching and learning strategies, quality assurance

tools in UCNLEARN or Adobe Connect, and innovations in distance and online teaching.

Instructional Services, Research & Innovation Department – Learning Technologies Specialist

Learning Technologies Specialist – Office 204-627-8539


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Terralyn McKee Cell 204-620-5054

Email [email protected]

Room B35 The Pas

Learning Technologies Supervisors

The Learning Technologies Supervisors are responsible for the day to day supervision of LTF (Learning

Technology Facilitator) staff, the coordination of course schedules, and all related course support activities. This

includes ensuring daily staffing of LTF positions and coordination of academic supports for distance education

and technology mediated courses. In consultation with the Learning Technologies Specialist, they will assist with

the development and delivery of services for faculty and students. They are located on both The Pas and

Thompson campus sites.

Instructional Services, Research & Innovation Department – Learning Technologies Supervisors

Learning Technologies Supervisor – Thompson

Nick Pajic

Office 204-677-6591 Cell 204-307-2260 Email [email protected] Room 304A Thompson

Learning Technologies Supervisor – The Pas

Sarah Warner

Office 204-627-8584 Cell 204-620-9619 Email [email protected] Room 255A The Pas

Learning Technologies Facilitators (LT STAFF)

Learning Technologies Facilitators are responsible for providing educational assistance to faculty members and

students participating in technology-mediated classes as well as staff members who require technology-

mediated supports. These supports include, but are not limited to, basic setup, troubleshooting and monitoring

the use of equipment, software and media related to technology-mediated education, in-class assistance with

class facilitation and management tasks, Faculty and student orientation with course related technologies, out-

of-class assistance with student supports, materials distribution and related tasks, and test/exam invigilation as

required. When available, LT STAFFs can also assist in the preparation of resource materials and training

opportunities related to learning technologies and their use.

A contact sheet with LT STAFF names and locations is available in this Guide. The contact information for all sites

is also located in each of the VC and distance delivery classrooms near the teaching stations in The Pas,

Thompson and Norway House. This contact sheet is updated regularly, as staffing changes dictate.

Note: Many LT STAFF services require lead time – 48 hour notice is a minimum for photocopying and other

support services for the classroom set-up, supervision, equipment assistance, etc. Assistance with video

streaming or electronic file preparation requires more time – schedule early!

mailto:[email protected]




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Learning Resource Instructor

UCN’s Learning Resource Instructor works directly with UCN students, faculty and others to provide Campus &

Regional Centre supports regarding library electronic resources, computers, learning resources and many other

related tasks.

If you need assistance with finding specific resources to support your courses, using library collections, library

search features or library databases on specific content areas, using your UCN computer and associated

hardware and software, including basic use tasks such as logging on to the UCN network, sending and receiving

emails, sending and receiving attachments/documents, etc., and more advanced features, or other related

tasks, please contact the Learning Resource Instructor for one-on-one instruction and consultation.

Instructional Services, Research & Innovation Department – Learning Resource Instructor

Kathy Ellerton

Office 204-627-8246

Email [email protected]

Room B35 The Pas



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DISTANCE AND TECHNOLOGY-MEDIATED INSTRUCTION

Whether you are new to distance or technology-mediated teaching and learning or would like a refresher on UCN

services and equipment, we would love to meet with you to discuss your course needs. We can assist with a

variety of services such as a review your technology needs, provide assistance with UCNLEARN course shell set

up, importing and setting up course materials and assistance with online adaptations, assignment and assessment

practices to support the teaching and learning process, and the use of UCNLEARN for tests/exams, gradebook and

other classroom requirements to support a positive process for you and your students.

This Guide provides an overview of information about the services and staffing available through the Instructional

Services office by the Learning Technologies Specialist (LTS), Learning Technologies Supervisors, Learning

Technologies Facilitators (LTFs) and the Learning Resources Instructor. You will also find guidelines for accessing

services and supports to provide you and your students with timely, effective supports for your distance or

technology-mediated courses.

Documents and forms in this package:

Document

Purpose

-1- Contact Sheet - Learning Technologies Staff Phone, cell and email for Instructional Services

staff at all locations.

-2- Email Account - Learning Technologies Staff

Designated email address for all LT Staff and

guidelines regarding electronic requests.

-3- Course Disruption Response Plans Planning for and responding to technology or

classroom disruption.

-4- Invigilation - Test/Exam Invigilation Request Form Invigilation Service Request form and process

for booking services.

-5- Invigilation - UCN Rules of Conduct for Writing

Examinations Tests –Proctor/Invigilator

Exam rules used by Instructional Services office

for test/exam invigilation.

-6- Technologies Check Out and Use Agreement form Terms of use and agreement when borrowing

technology and equipment from Instructional

Services.


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SERVICES PROVIDED BY LEARNING TECHNOLOGIES FACILITATORS The Learning Technology Facilitators (LTFs) are designated as Educational Assistants and can assist with a variety

of educational services, including:

1) Equipment – set up, connections, monitoring and disconnections 2) Taking attendance 3) Distribution of Materials 4) General Classroom Management – eg. preventing disruptions, monitoring student behaviours 5) Course exercises – eg. setting up groups for group work 6) Assignments – monitoring, facilitating, collection and review 7) Invigilating Tests or Exams* 8) Course Evaluations

Consider adding LT STAFFs to your UCNLEARN course shell and Adobe Connect sessions to provide on-going course and technical support to you and your students. Also, please provide LT STAFFs with copies of your Course Syllabus and travel schedule to allow LT STAFFs to better assist in planning for the term and prioritizing services. *A note about Invigilation of Tests or Exams: Services are LIMITED to distance courses when Faculty coverage is not possible at the home location of the course (instructor location). LT STAFFs are available for remote location coverage.

Invigilation Service Priority For home location exams, if you are not able to invigilate your exam, please connect with your Dean to determine the availability of Faculty within your area. If no other coverage is available then contact the Learning Technologies Supervisors to determine LT STAFF availability.

-Schedule Early or risk making alternate arrangements; requests will be prioritized based on need and schedules set 10 days prior to exam week. -Exam room bookings are the responsibility of Faculty; share this information with your LT STAFF – especially if changes are made. Faculty are asked to be familiar with and respectful of the time frames and processes for requesting and administering Invigilation Services. Please use the Test/Exam Invigilation Request Form and submit to the [email protected] email address.

1) Faculty coverage > first responsibility belongs to instructor 2) Interdepartmental coverage > then to peers in your faculty 3) LTF coverage > last option if faculty and peers not available



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UCN DISTANCE AND TECHNOLOGY-MEDIATED SERVICES

Shared Printers – The Pas and Thompson

As of May 2015, Instructional Services has taken on the role of supporting shared printers. LT Staff will check the printers regularly for paper and toner supply. If supplies are short or issues arise, faculty, staff and students should contact our LT Staff offices for support. IMPORTANT NOTE: Technical issues such as paper jams or malfunctions will be addressed by UCN’s Information Technology (IT) staff, and IT should be contacted for technical supports. Shared Printers in The Pas – Rooms - B57 / B74C / 235 / 239 / 240 / 251 Shared Printers in Thompson – Enrollment Services / Library / Academic Offices 3rd Floor / Academic and Administrative Offices 4th Floor / 223A / 225 / 324 /325 / 134A / 152A

HELP

Supplies > LT Staff

Office

Technical Issues > IT


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DISTANCE AND TECHNOLOGY-MEDIATED DELIVERY PLATFORMS

UCN utilizes video conferencing, Desire2Learn, Adobe Connect and Can-8 systems to facilitate distance education courses. The role of Instructional Services staff is to provide educational assistance to faculty members and students participating in distance and technology-mediated classes.

UCNLEARN - UCN LEARNING MANAGEMENT SYSTEM

UCNLEARN, hosted by Brightspace, is the learning management system used at UCN to digitally host and coordinate courses - course news, content, student assignments, communications with instructor, grade book, class lists, etc. Each UCN course has its own course ‘shell’ within UCNLEARN, that Faculty and students have access to. UCNLEARN can be used in a number of different ways by Faculty to support asynchronous (not coordinated, and occurring individually) or synchronous (students and instructor are together at the same time) teaching and learning. Depending upon your course needs and teaching style, we can assist with developing best practice strategies and tools to support engagement, interaction and learning. Faculty are encouraged to use UCNLEARN to support best practices in teaching and learning. Students have expressed strong support of accessing course information and organizing their learning in UCNLEARN. Just a reminder – UCNLEARN course content is covered by intellectual property and outside of addressing technical issues or shell maintenance will, not be accessed or shared without instructor permission. Our department offers on-going training and support to Faculty and students for effective use of UCNLEARN. Supports can be provided for creating digital content and assets as well as conversion of paper tests and exams into UCNLEARN digital tests. Call and ask what we can do for your online UCNLEARN course!

Asynchronous System available 24 hours a day / 7 days a week

Linked to Jenzabar course and section creations automatic course updates

Automatic shell creation for EVERY UCN course create once and reuse each term/year

Supports best practices in teaching and learning student feedback “We love it!”

Now hosted off-site by Brightspace more stable platform with dedicated supports


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ADOBE CONNECT – WEB-CONFERENCING APPLICATION

Adobe Connect can be thought of as ‘video-conferencing over the internet’, or ‘web-conferencing’. At UCN, Adobe Connect is available for teaching and learning on an as-needed basis, as we do not currently have unlimited licenses for everyone to access Adobe Connect on demand, all at once. Priority is given to Faculty members instructing distance courses, with a set number of licenses assigned on a ‘first-come, first-serve’ basis. Adobe Connect can be used as a synchronous or asynchronous tool to support course lectures, tutoring, hosting of virtual office hours, supporting guest lecturers in different locations, flipping of course sessions, etc. It is a very useful and versatile tool in providing real time or recorded sessions to your students. Our department offers on-going training and support to Faculty and students for the effective use of Adobe Connect. Supports can also be provided for creating digital content and assets. Call and ask what we can do for your online course!


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UCNLEARN YOUSEEU COURSE WEB-CONFERENCING

Virtual classrooms and virtual assignments are now possible using this new tool. You can create a

classroom, record your sessions for flipped or blended classes, schedule virtual office hours, or allow

student access to create asynchronous assignments.

Each course available in UCNLEARN will have a Virtual Classroom link on their course navigation bar.

Instructors can create their own sessions (meetings) without requiring Host account access. Sessions

can be pre-recorded or set up as a meeting time. Sharing the link address will allow your students

access. Instructors can record and control recording access from within their UCNLEARN course shell.

For information or training on this new tool, please book a session with Learning Technologies!


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VIDEO CONFERENCING AT UCN

UCN has adopted video conferencing as the main tool for distance course delivery. It allows for bridging the distances between sites to access courses previously not available, or only available at one location. The LT STAFF staff spend most of their time supporting courses offered through video conferencing. There are particular needs and methodologies associated with teaching via video. LT Staff can support equipment orientation for Faculty, and the Learning Technology Specialist can assist with teaching methodologies and practices associated with best practices in distance teaching and learning. Video conferenced courses work best when paired with active use of the UCNLEARN system, and enhanced through use of Adobe Connect resource sessions. Want to learn more? Call for a session with one of our staff!

Synchronous video conferencing system same time/different locations

Dedicated classrooms at UCN sites assigned through Academic Coordinator

Faculty and students supported by LTFs

Supports effective teaching through integrated use with UCNLearn and

Adobe Connect


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VIDEO CONFERENCING BASICS

Typical UCN Video Conferencing Room Set Up

Instructors teaching by video conferencing should become familiar with classroom set up and equipment used in teaching by distance. LT Staff will connect your courses, but the logistics of teaching by distance are more complicated than teaching a face-to-face class. Video conference units are part of an integrated computer/web-based system, using dedicated IP

addresses for synchronous audio/video/media connections, and use the following technology

components to connect your sites:

- Crestron/Extron Units – Touch screen control panel - unified control system enables video, voice, interactive

content sharing and presence.

- Codec Unit (Ipela Sony) – Video Conferencing System

- Data Solutions Box (older units in The Pas only) Sony PCS-1 is the optional PCS-DSB1, which enables you to transmit

computer screen shots to remote sites

- HD flat screen TVs

- LCD projectors

- Ladibug Document camera

- Audio systems

- Computer and/or docking station for laptops

- Microphones – instructor and students

- DVD and VHS units

Equipment and connections need

to be coordinated with other

site located equipment. It is for

this reason that we ask you

NOT to perform your own

connections, disconnections or

trouble shoot issues.

Connections and settings can be

affected if the appropriate

procedures are not followed

during connections and

disconnections.

Your LTF will assist with these

tasks to ensure you have

appropriate settings and

connections for your class

needs.


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CAN8 VIRTUALAB - LANGUAGE APPLICATION

The CAN-8 VirtuaLab is an integrated suite of network-based products that focuses on oral production by students for the purpose of language learning, assessment or pronunciation coaching. Surpassing the capabilities of CD-ROM and DVD based language learning packages, the CAN-8 VirtuaLab represents the extension of the learning experience via the Internet with oral comparative exercises and tests that can be remotely monitored by an instructor, scored and feedback provided to the student in real-time (www.can8.com). Available upon request – Dominic Baffoe (IT Thompson) assigns access.

Asynchronous Language Lab system

Linked to UCN credentials – username and password


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DIGITAL COURSE CREATION SOFTWARE AT UCN

UCN has acquired limited licensing for e-learning software. These products have all been tested and vetted by our department and are industry leaders in terms of power, ease of use and compatibility. Our staff will be happy to support Faculty orientations with any of these tools or will work with Faculty to design digital assets for their courses.

Articulate Storyline - create interactive e-learning Camtasia -screen recorder & video editing SnagIt -screenshot program, captures video display and audio output Adobe Connect -record feature allows course recording UCNLEARN Virtual Classroom -record feature allows course recoding PowerPoint -add narration, animation and rich media to ppt lectures

Equipment Available for Technology -Mediated and Distance Course Development Loan

Adapters - for pc and Apple computers Cable - DVI to DVI cable Cable - USB 2.0 Extension Cable (12 Meters) Camera - GoPro Camera - GoPro - Accessories – GOPOLE, Micro SD HC 32GB Lexar card, Battery & Charger, attachment straps, helmet Camera - Fuji Film Finepix 5200, (Camera case & video jack) Camera - Samsung ES15 & USB cord Computer - Laptops (2) & computer bags/cords – Articulate Studio, Camtasia, SnagIt software for e-learning Docking station Document Camera (2) - Point 2 view Document Camera (2) - Ladybug (USB cable A to B) Headphones w/microphone - (5) Microphones - (4) and accessories - PopGuard, stand, cables Tape/Audio Recorder - (3) Voice and accessories pack Speakers-Portable - (4 sets) Graphic Tablets with Pen - (4) Tripods - (2) Webcams - (2)


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SUPPORTING DISTANCE INSTRUCTORS AND CLASSES

The role of Instructional Services staff is to provide educational assistance to faculty members and students participating in distance and technology-mediated classes.

Basic setup, troubleshooting and monitoring of learning technologies equipment, software and media.

Assistance with general classroom management and course supports -taking attendance; printing; student behaviour monitoring; preventing disruptions -distribution and collection of course materials and assignments; course exercises; -set up and monitoring of digital presentations by students or guest lecturers; -test/exam invigilation; student course evaluation assistance;

Faculty Supports in terms of -orientation and training with course technology; -UCNLEARN course shell set up and organization; -Adobe Connect site set up and organization; -assistance in creating digital course assets and learning objects for UCNLEARN or Adobe Connect; -assistance in building out quizzes within the UCNLEARN shell; -provide information, materials and advice on how the technologies can best support andragogical strategies and activities (Learning Technologies Specialist).


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It is recommended that you contact our office before the first day of classes to set up an orientation meeting. This will be an opportunity to discuss your technology needs, course materials, assignments, tests, exams and other classroom requirements. The goal is to ensure your distance and technology-mediated courses run as smoothly and effectively as possible. Below is a list of considerations that will assist the LT Staff in providing the best possible support for you and your students.

Video Conferencing Connections Instructors who are teaching by video conferencing are reminded that classes are generally

scheduled to end 10 minutes before the top of the hour (i.e. 9:00 – 10:50). Please be considerate of the course following yours – the LT Staff require the 10 minute break between classes to disconnect your class and set up connections for the next class.

To ensure that classes starts on time, please be available at least 10 minutes prior to your class start time to set up your equipment. Note that LT Staff are often connecting more than one class simultaneously, and will arrive to your class as soon as possible.

If you are using media (PowerPoint, audio files, videos, streamed videos, graphical content, etc.) the files need to be backed up on a memory stick with a copy provided to the LT STAFF at least 48 hours prior to the class to allow for testing with equipment and to ensure that it will be functioning for your class. Attendance

Please provide a written request (email) if you require attendance to be taken.

Give as much notice as possible if a class is to be cancelled; LT Staff can print and post course cancellation notices at each site location for students.

Distribution of Course Materials

Materials to be distributed to students must be received by the LT Staff at least four working days prior to class to allow time for duplication. The best format for the material is PDF since the documents are usable universally, and avoids the possibility of undesirable modification. Other formats are acceptable, but check with the LT Staff to ensure that the documents have arrived in a usable format.

Course Outlines for students must be signed by the Dean. Be aware of copyright regulations when sending material to be duplicated by LT Staff. The

instructor is responsible for ensuring copyright compliance and completing copyright logs or other documents related to Access Copyright or collection of royalties. For more information, see the UCN Library webpage.


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Assignments Learning Technologies Facilitators can collect student assignments during class and forward

them to the instructor upon request. Please advise students to keep copies of their assignments until they have received a grade for the them. Consider using the Dropbox in UCNLEARN to facilitate secure and documented assignment submissions and feedback.

Learning Technologies Facilitators will date or date stamp assignments collected, if requested. Assignments being sent between The Pas & Thompson campuses will be directed by

interdepartmental mail; those going to other UCN campuses or Winnipeg will be sent by courier. These costs are the responsibility of the instructor’s Faculty.

Discuss guidelines on the return or viewing of graded assignments with the LT Staff.

General Classroom Management LT Staff can provide general classroom management, under the direction of the course

instructor; LT Staff can monitor noise levels, notify the instructor and follow directives to prevent

disruptions, etc. LT Staff can also assist with classroom exercises, such as setting up groups for group work, arranging desks, supporting other innovative classroom practices, especially at locations where the instructor is not present. Room Bookings

If you need to make a room booking or change a current one, contact the Academic Coordinator, Doris Shand ([email protected]) and your Dean.

Note that LT Staff are not authorized to make this request on your behalf. This is the responsibility of you, the instructor.

If changes are made, you will need to ensure that these changes are communicated to your students and the LT Staff


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Test/Exam Invigilation If LT Staff service is required, a Test/Exam Invigilation Request Form must be completed and

submitted to the LT Staff a minimum of 10 days prior to the exam date. Service requests are honored on a first-come first-serve basis and as staffing levels and schedules permit.

Once your request is processed, you will be notified on the status of your request within two days of receipt. If approved, a copy of the test/exam must be received within 10 days prior to the exam date. This will allow time for duplication or exam materials and preparation of exam packages.

If student identification is required, send out an email to students at least one week before exam day, with a cc to the LT Staff emphasizing this requirement. LT Staff will not allow any student without valid picture identification to write the test/exam.

Occasionally, LT Staff may need to combine different classes to accommodate invigilating more than one group at a time; or, may need to reschedule a test/exam to a time when they are available. These changes will be discussed with instructors prior to test day.

Students who miss tests or exams must contact instructors directly for permission to write make-up exams. Arrangements can be made with the LT Staff to invigilate the test or exam. If the LT Staff are not available, the test/exam may be supervised through the Learning Assistance Centres.

‘Surprise’ quizzes cannot be a surprise to the LT Staff since arrangements need to be made to invigilate. Please follow the procedures as indicated for tests/exams.

If your test/exam is online, ensure that the LT Staff also have a hard copy in case the technology fails.

It is the responsibility of the instructor to schedule a room for final examination and confirm that the LT Staff have the same information as indicated on your request form.

Test/exams being sent between The Pas & Thompson campuses will be directed by interdepartmental mail; those going to other UCN campuses or Winnipeg will be sent by courier. These costs are the responsibility of the instructor’s Faculty.

In limited circumstances, exams can be scanned and emailed back to the instructor. Please contact the LT STAFFs to review this service on a case-by-case request.

Discuss guidelines on the return or reviewing of graded tests/exams with the LT Staff. NOTE: In the event that an exam location must be changed, you MUST contact the UCN Academic Coordinator and Learning Technologies Specialist or Supervisors to assist in securing alternate locations and ensuring students are properly informed of changes.


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Course Evaluations UCN student course evaluations are administered online. Students will receive an email towards the end

of a semester with instructions outlining how they can participate. For external or partner institutions, please ensure that course evaluation forms are provided to the

LT Staff a minimum of five days prior to the last scheduled class. Presentations

Inform LT Staff in advance of any student or guest presentations so that they can be prepared to assist with setup. This helps to minimize loss of class time.

You can request access to a loaner laptop if the classroom is not equipped with a computer or no other device is available.

Presentations must be contained on a USB drive.

Archiving

Note that LT Staff will not store correspondence, including attendance sheets, tests/exams, course syllabi and handouts. Please retain your copies. Marked assignments not picked up by students will be returned to you at the end of the term.

At the end of the semester, you can contact the LT Staff to set up a short meeting to debrief. Discuss what worked and what didn’t throughout the semester. You can also send an email message. Your

feedback is valuable and will help LT Staff to improve where needed and maintain timely and effective services.

The Process for booking LT Staff supervision for Exam Invigilation must be used to ensure supports.

1. The course instructor will cover his/her own exam in the home community. 2. If a faculty member cannot cover their own exam, they will request coverage from

within their own department, then from other departments. 3. LTF coverage will be the final option for exam coverage.

Please see Exam Invigilation section in the Guide for details on Exam Invigilation and Request Forms


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COMMUNICATING WITH LEARNING TECHNOLOGIES STAFF

We’ve implemented a departmental email address – only one email message and all LT Staff will have access to your message re: your course. Use this account to ensure that your request is attended to in an efficient and timely manner. All service requests or notice of events affecting regularly scheduled classes need to be sent to the Learning Technologies Staff email account, [email protected]. Requests include: -test/exam invigilation services, -duplication/distribution of materials, -attendance, -faculty travel schedules, -classroom changes/cancellations, -student/guest presentations, technical support, -equipment/technology use requests -other special requests

The benefits of communicating via the LT Staff email account include:

Learning Technologies staff will receive the same information at the same time. There will be no need to attach individual email addresses.

Your request will not go unnoticed if the facilitator you primarily work with is unavailable Learning Technologies staff will be able to update their individual schedules accordingly. Information will be centralized, ensuring that Learning Technologies staff provide the best possible support for you and your students.


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COURSE DISRUPTION RESPONSE PLANS

Technology is wonderful – until it doesn’t work as planned. Unfortunately it can also let us down when there are

technical issues such as an Internet outage. It is therefore advisable that instructors create a second, and possibly

third, backup plan in case service is not restored promptly. Our goal is to have a solution to technology issues

within 15 minutes of class start time.

If you experience technology issues, it is imperative that you contact LT staff at your site as soon as possible. In

the event that the issue arises from connecting sites, the LT staff will try to contact you. Signs will be posted on

the classroom doors to notify students of the delay in service, and to wait 15 minutes for further information

from you.

Here are some options to consider: 1. It may be possible to do an audio conference if the rooms are adequately equipped. 2. Students can study, have group discussions or do an in-class assignment. 3. Students can be directed to UCNLearn, however, access many be limited or denied depending on the technical issue. 4. Instructor can use Adobe Connect to record the lecture and then post the link to the recording in the UCNLearn course for access by students. 5. Any scheduled tests/exams will not be affected unless: a. A lecture is planned before or after the test – since this will not be possible, the test can be written right away.

b. The test is online – ensure that LT Staff have a hard copy of the test that they can duplicate and distribute. 6. Cancel class – Note that LT staff are not authorized to cancel classes. This directive must come from you, the instructor, and followed up with email. Your attention to this matter will help minimize the stress from disruption and loss in class time.

Whatever backup plan you choose –

please INFORM your LT Staff

so they can assist and/or support student questions.


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PROCESSES AND RESPONSIBILITIES FOR EXAM INVIGILATION

Tests & Examinations: Administration and Invigilation

While exams are typically invigilated by faculty members, this is not always the case, particularly for technology-

mediated courses in multiple locations. This section of the Faculty Handbook helps to establish invigilation

procedures to help ensure:

the planning and management of tests and exams, ensuring that they are conducted efficiently in the

best interest of students, courses and programs

clarity in responsibilities in the process of invigilating exams

University College of the North strives to ensure that provisions for students requiring access and

accommodations, in accordance with the Manitoba’s Human Rights Code, are met in a timely and effective

manner.

GENERAL RESPONSIBILITIES

Dean – Research & Innovation

has overall responsibility for UCN exam invigilation processes

advises on issues arising during exams for purposes of appeals and re-marks

is responsible for reporting all suspicions or actual incidents of malpractice to Faculty Deans and VP Academic and Research

oversees the process of internal exam scheduling in conjunction with the Learning Technologies Supervisors, Instructional Services and Academic Coordinator, to ensure allocation of space, time, resources and personnel is appropriate and adequate

all external exams are the responsibility of the Registrar and should be referred directly to the Registrar for scheduling and supervision.

Learning Technologies Supervisor – Instructional Services

advises Learning Tech Facilitators on exam timetables and procedures as set by the various faculties

receives, checks and securely stores all exam papers prior to and post-exam for Faculty Instructors

ensures that copies of Exam Regulations for Students (see attachment 2) are posted in appropriate locations during exam periods

receives applications for special exam measures from Faculties, and administers access arrangements for reasonable adjustments and special consideration; this includes requests from the Accessibility Resource Officer

assists instructors/students to identify timetable exam clashes and arranges alternate times, spaces and invigilators

ensures that exam packages are secured and returned to relevant Faculties for grading

liaises with Academic Specialist, Accessibility Resource Officer, Academic Coordinator and Learning Technologies Specialist as required


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Accessibility Resource Officer

maintains accurate and complete lists of students requiring accommodation services

contacts appropriate instructors regarding students who require accommodations

liaises with the Learning Technologies Supervisors – Instructional Services regarding test and exam schedules, spaces and invigilators

provides supports for tests and exams as required

Academic Coordinator

books test and exam rooms and times, in consultation with Deans, instructors and the Accessibility Resource Officer

liaises with Learning Technologies Supervisors– Instructional Services as required

Faculty Deans / Chairs

has responsibility for specific exam invigilation arrangements for the Faculty / Department in question

ensures the accurate completion of exam results and notifications to students

ensures the timely and accurate completion of exam dates, spaces and time requirements to the Academic Coordinator

ensures the timely and accurate completion of requests for Invigilation Services to Learning Technologies Supervisors– Instructional Services

Instructors

notify students about test/exam dates, eligibility and requirements

act as Invigilator for their own tests/exams, except in circumstances of multiple locations or if other arrangements have been made by the Dean

liaise with the Accessibility Resource Officer regarding students requiring accommodations, in a timely manner

if required, be present at the start of the exam to assist with identification of students, but must not advise on any aspects of the exam that would provide unfair advantage to students

in practical exams, subject instructors may be on hand in case of any technical difficulties

Invigilators

ensure tests/exams remain in the exam room until the end of a session

collect, package and deliver completed tests/exams/response booklets/unused exams to Learning Technologies Supervisors – Instructional Services or designate at the end of the exam day.

follow the Invigilator checklist/processes


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Students

provide proof of identity, attendance and test/exam receipt as required

provide appropriate medical documentation of a declared disability to the Accessibility Resource Officer in order to register with Student Accessibility Services and before any accommodations can be put in place

confirm their understanding of test/exam policies, requirements and responsibilities

stay in the exam room for the first full 30 minutes after exam start time; no students will be admitted 30 minutes after the exam start time.

leave the exam room for a genuine purpose (i.e. medical issues) only, and are required to return immediately to the exam room;. students are to be accompanied by a UCN staff member if a return to the exam is planned

are responsible to alert the exam invigilator if they are ill before an exam, suffer bereavement or other trauma, become ill during the exam itself or are otherwise disadvantaged or disturbed during an exam.

will support any special consideration claim with appropriate evidence within three days of the exam, for example, by providing a letter from doctor.

CONTINGENCY PLANNING

Contingency planning for exam administration is the responsibility of the Manager – Instructional Services.

See Attachment #1 for UCN Invigilator/Staff Responsibilities.

See Attachment #2 for a summary of UCN Exam Regulations for students.

See Attachment #3 for a summary of pre-planned responses to exam irregularities.

See Attachment #4 for a summary of pre-planned responses to foreseen contingencies.


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ATTACHMENTS

UCN Invigi lator/Staf f Responsibi l it ies

Exam Preparation Tasks LT Supervisor – Inst. Serv. Invigilator Instructor/Dean

Schedules, Rooms, and Set Up Assignments

- Exam room request – date/time/space/equipment

- Exam room assignment Academic Coordinator

- Exam room requirements – set up/equipment assistance from Maintenance for desks/equipment, etc

Accessibility Resource

Officer, as required

- Exam day check (clock, desks, ventilation, lighting)

- Invigilator request to Manager – Inst. Serv. – date/time Exams and Exam Day Procedures

- Exam packages –

number of exams, specific instructions, post-exam package, etc

- Special Exam Equipment and Accommodations requests Accessibility Resource

Officer, as required

- Posters (outside and inside rooms) Exam name/time notice, Warning poster, Student Regulations

- Exam Room Access and Entry – students Storing of backpacks, bags, books

- Student Roster and Identification Check

- Dealing with students not on exam list

- Exam Notification Caution – read Turn off and surrender ALL mobile / electronic devices

- Exam instructions, distribution, start, stop

- Recording start / stop times

During Exam Procedures

- Distributing exams, instructions, authorized material, scrap paper

- Responding to student inquiries

- Attendance record completion

- Errors on exam, issues requiring instructor clarification

- Ensuring late students are seated and briefed

- Distributing additional materials – scrap paper, pencils

- Active supervision of exam activities

- Arranging escort of students needing to leave/return to exam room

- Documentation of issues or exam irregularities

- Notification/request for exam irregularity review In cases of suspected or actual exam dishonesty

After the Exam

- Verbal notice of exam end

- Collection of exams, materials, scrap papers in attendance order – check off

- Ensure there are no missing exams

- Seal completed exams in package provided and are not left unattended at any point

- Deliver sealed exam package


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UCN EXAM REGULATIONS FOR STUDENTS

For written tests and exams

1. Be on time.

- If you arrive more than 30 minutes after the start of the exam, you will not be allowed into the testing area.

- Once the exam begins, you may not leave the testing area for 30 minutes.

- Once the first student leaves the testing area, no one will be allowed to enter the test/exam.

- In the event of a required rest room break, the student will remain under the direct supervision of UCN staff.

2. Academic Dishonesty will not be tolerated.

- Taking the test/exam in the name of another student, or allowing another person to write a test/exam in your name, is Academic Dishonesty and will result in disciplinary action.

- Possession of any materials or equipment not specifically authorized in writing for use in the test/exam is prohibited.

- Prohibited items include notes, calculators, electronic and digital devices capable of storing/recording information (iPods, mobile phones, MP3 players, etc).

- All backpacks, bags and personal items will need to be checked in with the invigilator – when in doubt, ASK prior to test/exam start!

- Once the test/exam begins you must not talk, communicate with or disturb others.

3. Consequences of Test/Exam Irregularities, Misconduct and Dishonesty

- Cases of suspected or actual Academic Dishonesty will be forwarded to the Faculty Dean and Vice President Academic and Research for review.

- If the Faculty Dean and VP Academic & Research are satisfied that you are involved in any irregularity, misconduct or dishonesty, consequences may result in test/exam disqualification and/or removal from course.

- Multiple infractions of UCN’s Academic Dishonesty policy may result in suspension from the University College for a period of 12 months as of the date of the infraction.


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UCN EXAM IRREGULARITY DEFINITIONS/PROCEDURES

Ref

Number

Irregularity Action

1

Student in possession of unauthorized material(s)

- cell phones, iPods, netbooks, Bluetooth devices,

palm pilots, PDA’s, digital pen

Student cautioned – incident noted – student

completes exam. If investigation of irregularity

confirmed then exam results are nullified.

2

Student caught using notes, text, or other

unauthorized aids.




3

Student attempting to receive help from other

student(s).




4

Student caught receiving help from other

student(s).



confirmed then exam results are nullified for all

students involved.

5

Student copying from other student(s) Student cautioned – incident noted – student



6

Creating disturbance or refusal to comply with

exam regulations/instructions.

Student will be cautioned and failure to comply will

result in nullification of exam.

7 Student under the influence of drugs or intoxicants. Student will be escorted from exam area with

possible notification of police.

8 Failure to produce appropriate identification. Exam writing privileges will be denied unless student

can be positively identified

9

Late arrival. No arrival after 30 minutes or as soon as a student

leaves. Record late entry time – no additional time

allowed to complete.

10 Improper assistance provided to student by

Invigilator or Accessibilities Aide

Confirmed irregularity will necessitate writing of

alternate exam.

11 Exam/materials removal from exam room and

submitted later.

Marked pending investigation.

Results cancelled if irregularity confirmed.

12 Possession/use of leaked or stolen

exam/materials.

Results of exam cancelled (ALL parties). Possible

referral to police.

*Invigilator is to contact Learning Technologies Supervisors – Instructional Services in ALL cases of suspected and/or

confirmed instances of Academic Dishonesty (all points except #9)


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CONTINGENCY PLANNING

Risk Early Warning Control to prevent Control to resolve

Invigilator does not turn up Confirmation through Research &

Innovation (Contact Learning

Technologies Supervisors – Inst.

Serv.) 24 hours prior to exam.

Invigilator list and schedule with

alternate stand-by for all exam

dates.

Have designated back up

personnel cover exam.

Required evacuation

(e.g. Fire alarm goes off)


– Inst. Serv. and/or Invigilators

and/or designate to assist in

maintaining security of exam.

Student taken ill during exam Invigilator to collect the exam and

refer follow-up arrangements to

Instructor.

Bad weather or transport

problems

Location change

Weather report

Administrative email

Possible delay to start of exam

Possible booking of alternate

exam location

Delay start, contact accrediting

body if external review involved,

isolation of candidates if late and

hold staggered sessions if

necessary. Special consideration.

Academic Coordinator to secure

alternate location; LT Supervisors

to send student emails.

Students do not turn up for exam Faculty course and student

timetables. Exam announcement

and schedule postings for 5 days

prior to the exam.

Invigilator to contact Learning

Technologies Supervisors – Inst.

Serv. who contacts instructor.

Students turn up who are not

entered

Instructors/department heads

ensure attendance checklists are

correct

Confirm ID and record

attendance. Disperse ‘extra’

exam, seat them.

Cheating in the room Invigilator reports problem to


– Inst. Serv.

Exam warning to students Invigilator aware of policy,


– Inst. Serv. notified to deal with

malpractice issue.

Disruption in the room Invigilator reports problem to


– Inst. Serv.

Exam warning to students.

Information re: problem students

to isolate.

Invigilator aware of policy,


– Inst. Serv. notified to deal with

malpractice issue.

Late arrivals Phone call or just turn up late Candidate timetable and

information from instructors.

Invigilator aware of policy.

Document late arrivals on

attendance form.

Supplemental Exams

Faculty identify on course outlines whether the course supports Supplemental Exam privileges. Guidelines and

criteria for supporting Supplemental Exam privileges can be found in the UCN Academic Calendar. Supplemental

Exams are available in all ALC courses.

(AC-01-05)


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TEST/EXAM INVIGILATION REQUEST FORM

Provide detailed information, then forward to [email protected], 10 days prior to test day.

Course Number and Section

Instructor: Room(s):

Request Date: Exam Date:

Phone/cell number or email address can you be reached at during the test/exam

Sites and Student #s

Length of test/exam Start End

Test/exam will be received Intrdpt Mail Email (PDF) Online Note: The best format for the material is PDF since the documents are usable universally, and avoids the possibility of undesired modification of the document.

Exam Materials: (For example, calculators, charts, notes, books, graphs, etc.)

Allowed: Disallowed:

Examination booklets required Yes No

Student identification required Yes No Note: If you indicate ‘Yes,’ any student without valid picture identification will not be allowed to write the test/exam.

Mailing address to send completed tests/exams Note: Test/exams being sent between The Pas & Thompson will be directed by interdepartmental mail; those going to Winnipeg or regional centers will be sent by courier.

Include your budget code* (for printing and courier services.) *All resources requested for course supports (printing, courier) will be the responsibility of the Faculty area.

Tests/exams should be sent to the Learning Technologies staff within 10 days of the exam. Include the class list and any additional instructions.


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UCN RULES FOR CONDUCT FOR WRITING EXAMINATIONS & TESTS

1. Do not open or turn over your examination/test package until instructed to do so by the Invigilator.

2. No course materials will be permitted in the examination room unless specified by the Instructor.

Mathematic tables, texts or other permitted equipment taken into examination room must not contain any written

notes, formulae or other extraneous material. Purses, backpacks, bags and other personal belongings brought into

the classroom must be placed in a location away from the test/exam seat. Students must supply their own

pens/pencils/erasers.

3. Please turn off all electronic devices including cell phones, iPods, netbooks, Bluetooth devices, palm

pilots, PDA’s, etc.

4. If you are required to present student identification, place it on the desk. Any student without a valid form of

identification will be asked to leave the examination room.

5. No food or drink is permitted in the examination room. 6. Pay particular attention to the time you have been allotted to complete your test/exam. 7. Indicate your name, course name and course number on all test materials, including test/exam booklets. 8. Talking or other forms of communication are strictly prohibited while test/examination writing is in session. 9. If you have a question, raise your hand to speak to the Invigilator. If the Instructor needs to be consulted, the Invigilator will determine how to proceed. Follow the directions of the Invigilator. 10. Washroom breaks are allowed only in extraordinary circumstances, with permission of the Invigilator. 11. No student shall be permitted to enter the examination room after the expiration of one-half hour, or to leave during the first half-hour. No additional time is allowed for those who arrive late. 12. You are expected to refrain from behaving in a verbally or physically abusive manner toward the Invigilator and other UCN staff. 13. After you have completed your test/examination, you must return your completed paperwork to the Invigilator. Hand back any unused exam booklets, scrap paper and/or other test/exam materials. Sign the attendance sheet, gather your belongings and exit the examination room quietly. 14. These rules may be superseded by other official Examination regulations in cases where UCN is administering examinations originating from other institutions or agencies, for example, Provincial Examinations, University of Manitoba Examinations, etc.

NOTE: Unless otherwise directed, Instructional Services will use these Invigilation Rules when covering Faculty tests/exams. If you have different Invigilation Rules that you want implemented during tests/exams, these must

be provided to the LT Staff in writing prior to the exam date.


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TECHNOLOGY EQUIPMENT USE AGREEMENT

Instructional Services Department

Faculty Member/Instructor: _______________________________________________

Dean:________________________________ Campus: ________________________

Check-Out Date: ____________________ Return Date: ______________

Item(s) Loaned

(Give Clear Description)

Serial # Inventory Tag# Model/Brand

Requirements for Use:

I agree to take responsibility for technology hardware/software listed above in exchange for the use of the

equipment for educational purposes only.

1. I understand I am responsible for maintaining the equipment/software in working condition while said equipment is in my possession.

2. I agree to return the equipment in the same working condition that I received it to the designated personnel.

3. I agree and understand that if the technology equipment, software, and/or other related items are stolen, vandalized, misplaced, destroyed, etc. that I am responsible and will reimburse (pay) the Academic Development Department the amount required to replace or repair the equipment, software or other related items.

______________________ ___________ _____________________________ ___________

Staff Member’s Signature Date Learning Technologies Signature Date

(Original document remains in Instructional Services office; copy to borrower)


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Equipment Available for Technology-Mediated and Distance Course Development Loan:

Adapter - 30 Pins to VGA

Adapter - Apple Mini Display port to VGA

Adapter - DVI(female) to VGA

Adapter - DVI(male) to VGA

Adapter - HDMI to VGA

Cable - DVI to DVI cable

Cable - USB 2.0 Extension Cable (12 Meters)

Camera – GoPro

Camera - GoPro - Accessories – GOPOLE, Micro SD HC 32GB Lexar card, Battery & Charger, attachment straps, helmet

Camera-Fuji Film Finepix 5200, (Camera case & video jack)

Camera-Samsung ES15 & USB cord

Computer – Laptops (2) & computer bags/cords – Articulate Studio, Camtasia, SnagIt software for elearning

Docking station

Document Camera (2) - Point 2 view

Document Camera (2) - Ladybug(USB cable A to B)

Headphones w/microphone – (5)

Microphones (4) and accessories – PopGuard, stand, cables

Tape/Audio Recorder – (3) Voice and accessories pack

Speakers-Portable (4 sets)

Graphic Tablets with Pen – (4)

Tripods (2)

Webcams (2)


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LEARNING TECHNOLOGIES SOFTWARE, HARDWARE AND APPS

Faculty members have access to either a desk-top computer or laptop computer to facilitate their teaching,

learning and research activities. Advice regarding teaching and learning with technology is available from UCN’s

Learning Technologies Specialist, Academic Specialist, and other colleagues.

Complete information and forms regarding Learning Technologies is contained on the UCN homepage – Faculty

& Staff tab – Teaching & Learning Services links

TECHNOLOGIES FOR INSTRUCTORS AND STUDENTS

(Not a complete list – check with IT for specific hardware/software requests)

HARDWARE SOFTWARE CLOUD*

Laptops / computers Kurzweil Facebook

LCD projects Adobe Connect Twitter

Epson Interactive Boards/

SmartBoard (The Pas)

Can8 Skype

Ladybug – digital video camera Desire2Learn Dropbox

Point to View – digital camera

(small)

Dragon Naturally Speaking GoogleDocs

Video camera/GoPro Pinnacle – photo/video editing SurveyMonkey

Optic Reader Camtasia – video editing You Tube

Scanners – flatbed Microsoft Tools EduWiki

iPad Power Point Photobucket

iPhones Excel spreadsheet Flickr

Access Database Picassa

OneNote

Narrator

Speech Recognition

Adobe Creative Suite6

Articulate – eLearning authoring

Articulate Storyline 2

Snaglt

*Caution needs to be used by instructors who choose to use CLOUD technology in courses re: information harvesting, confidentiality

of grades, student information, privacy issues, viruses, etc.

Specifically, the Office of Learning Technologies provides training and support for faculty with the following learning

technologies/programs:


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