Learning Management System | VSpace Policy/Procedures

Approved February 23, 2010
Saginaw Valley State University

Saginaw Valley State University is dedicated to fully supporting instructors in their endeavors to successfully integrate web-based technologies into their classes. The Electronic Learning Management System (ELMS; currently Sakai) administrators will facilitate course management, and Information Technology Services (ITS) will continue to keep the ELMS software and hardware upgraded and fully functioning as features are enhanced and added over time. An Online Teaching and Learning Specialist will provide the training required for instructors.

I. Faculty Responsibilities
Use of the University Electronic Learning Management System requires faculty commitment to the following:

A. While using the SVSU ELMS, faculty should recognize and prepare for occasional technical problems including, but not limited to, server and network downtime and software "bugs." 

B. Faculty are required to keep their own local copies of all important course-related files, which may include the course grade book and any files or material that have been uploaded to the ELMS sserver. System backups will be used only for complete system restore purposes in the event of a total system loss or failure. 

C. All copyright regulations will be observed. Posting copyrighted materials to a course outside of fair use guidelines without the owner's permission is unethical and has legal ramifications for the instructor and the University. Please see the Saginaw Valley State University policy regarding copyright:http://www.svsu.edu/copyright.html and the United States Copyright Office site:http://www.copyright.gov/

D. The initial roster for all academic courses will be uploaded by an ELMS system administrator. Course rostering will begin 2 weeks prior to the start of the semester and will continue daily through the first two weeks of the semester. It is the responsibility of the instructor to maintain his/her course roster following this period. The rostering process will add new students to the course and remove dropped students. For course requests submitted after the initial rostering process is complete, rosters will be uploaded the day the course is created.

E. Instructors must obtain appropriate training as outlined in Section II, "Required Training."

II. Required Training

A. Rationale - Providing training to every instructor who uses the Electronic Learning Management System will:

1. Help users understand the issues and ramifications of online learning.

2. Help faculty envision changes that will occur as they move components of their course to the online environment.

3. Assure the effective implementation of courses.

4. Facilitate the matching of course goals with appropriate tools.

5. Guide faculty regarding online copyright issues.

6. Ensure consistent delivery of student instructions and tips across all courses.

7. Encourage the posting of "user-friendly" files, increasing the accessibility of the course for all participants.

8. Inform faculty of recent technological innovations and software that may assist in their goals.

B. Training Procedures - Prior to having an academic course created, instructors who wish to use the ELMS for a course must demonstrate competency using the system by meeting with a trained ELMS specialist to review course goals and plans. There are several ways to fulfill this requirement:

1. Participate in Course Management System training (VSpace) by selecting one of the following methods:

a. One-on-one Training - Meet individually for training with a specialist. The amount of time needed will vary based on individual technical capabilities as determined by the specialist and the individual instructor.

b. One-on-one Training - Meet individually for training with a specialist. The amount of time needed will vary based on individual technical capabilities as determined by the specialist and the individual instructor.

c. VSpace Introduction workshop – visit apps.svsu.edu/workshops to view the workshop schedule.

III. Course Creation Procedures

A. Official University Academic Courses (listed in course catalog)

1. Each faculty member must request the creation of his/her course spaces from the ELMS administrator(s). Requests must be submitted via the online course request form at https://otl.svsu.edu.

2. Requests for courses may be submitted up to a year in advance of the semester in which they are to be taught.

3. Courses are created as they are requested. Course requests submitted during the semester will be honored and rosters uploaded within 2 weeks. However, most courses are created within a few business days.

4.The initial roster for all academic courses will be uploaded by an ELMS system administrator.  Course rostering will begin 2 weeks prior to the start of the semester and will continue daily through the first two weeks of the semester. It is the responsibility of the instructor to maintain his/her course roster following this period.  The rostering process will add new students to the course and remove dropped students. For course requests submitted after the initial rostering process is complete, rosters will be uploaded the day the course is created.

5. If multiple instructors will teach a single course, only one instructor should request the online course space. All faculty who desire instructor status in the ELMS must meet required training competencies outlined in "Training Procedures" (above).

B. Non-scheduled Courses (not listed in course catalog)
Special course sites can be requested at any time using the "non-scheduled" request form at:https://otl.svsu.edu. A faculty member or advisor must make the request if the course is for a student organization. Special course requests include, but are not limited to, research projects, committees, departments, program collaboration. 

C. Test/Development Courses
New instructors who have not received training from a specialist will first have a developmental course created. This course can be used for learning ELMS features and for preparing content to be copied into an academic course space.

IV. Course Archiving and Availability

A. Academic Courses (Courses listed in SVSU course catalog)

1. Online academic course spaces are created, named, and assigned an ELMS course ID for a specific semester and year and are to be used only for that semester.

2. ELMS administrators will make courses unavailable to students approximately 10 days after final exams end each semester.

3. Academic courses will be stored in their entirety on the ELMS server for four calendar years.  The backup of various course elements will be begin following July 1 of the *fourth year.  For example, courses created prior to June 30, 2006 will be removed from the instructors ELMS server space between July 1, 2010 and August 15, 2010.

a. For accreditation purposed only, exceptions include:

i. College of Education – Beginning with 2006 the following courses will be available for 7 years:

Undergraduate:

TE 286, 301, 310, 325, 326, 330, 331, 341,420, 426, 431, 432, 433, 460, 478, 480, 481, 482, 487, 489, 505, 510,  508, 529, 530, 542, 546, 550, 555, 572, 580, 583, 606, 613, 617
TEMS 301, 302, 305, 308, 310, 312, 412, 422              
EDL 305

Graduate:

TE 535, 536, 537, 545, 568, 569, 571, 590, 592, 596, 597, 598, 611
TEMS  503, 512, 520, 555, 570, 576, 581, 607, 608, 614 
EDL  551, 552, 554, 555, 650, 651, 652, 660, 702, 703, 704, 706, 720, 721
ETD 500, 502, 517, 543, 544, 565, 567, 622, 624


ii. College of Business – Beginning with Fall 2006 the following courses will be available for five years:

Undergraduate:

ACCT 213, 214
ECON 221, 222, 235, 335
FIN 304
LAW 308
MGT 321, 324, 325, 429
MKT 331

Graduate:

ACCT 611, 612
CBM 600, 639a, 639b, 695
ECON 650a, 650b
FIN 604a, 604b
MGT 601, 621a, 612b
MKT 631a, 631b

b. Academic course contents stored as backup will include items from the following VSpace tools:

•    Syllabus – files uploaded as attachments
•    Resources – all documents and image files
•    Assignments - files uploaded by instructors as attachments
•    Announcements -  attachments

The Learning Management System|VSpace (LMS) team will archive the items specified above and will create a storage location making them available to faculty for future use.  It will be the responsibility of the faculty member to restore any archived items as needed.  The LMS team following the current course creation/request procedure will create new courses that may use these items, however, the LMS team is not responsible for moving archived items into the new course.

c. The following course contents will NOT be backed up for archival purposes:

•    Items created within a text box of the tools listed above 
•    Web links
•    HTML documents

NOTE:
Test & Quizzes – tests will be exported. 
Test Center – export/import to developmental course until further tool development.
Although these items are not automatically archived by the system the instructor has the ability to manually archive tests.  Please visit the VSpace main page for instructions on how to complete this process.

d. Archiving notifications will occur according to the following schedule: 

•    An email reminder will be sent to instructors with courses slated for deletion three months prior to the July 1 deletion date.
•    A second email reminder will be sent to instructors with courses slated for deletion one month prior to the July 1 deletion date.
•    A third email reminder will be sent to instructors with courses slated for deletion one week prior to the July 1 deletion date.
•    A fourth email reminder will be sent to instructors with courses slated for deletion one day prior to the July 1 deletion date.

e. Faculty members may restore archived items and enter them into newly created courses. The LMS team offers training on how to complete these procedures using of the following methods: 

•    One-on-one instruction
•    Phone support
•    Workshops
•    Online tutorials

4. Student portfolios will be stored in their entirety on the ELMS server for three calendar years following last date of attendance.  The removal of portfolios will begin following July 1 of the last date of attendance.  For example, if the last date of attendance occurred prior to June 30, 2009, portfolios will be removed from the students ELMS server space between July 1, 2012 and August 15, 2012.

Students are required to retain his/her portfolio materials.  SVSU accepts no responsibility for deleted materials following the deletion date.


Removal notifications will occur according to the following schedule:

a.    An email reminder will be sent to students with portfolios slated for deletion three months prior to the July 1 deletion date.

b.    A second email reminder will be sent to students with portfolios slated for deletion one month prior to the July 1 deletion date.

c.    A third email reminder will be sent to students with portfolios slated for deletion one week prior to the July 1 deletion date.

d.    A fourth email reminder will be sent to students with portfolios slated for deletion one day prior to the July 1 deletion date.

5. Faculty/Staff portfolios will be stored in their entirety on the ELMS server for three calendar years following last date of teaching/employment.  The removal of portfolios will begin following July 1 of the last date of teaching/employment.  For example, if the last date of teaching/employment occurred prior to June 30, 2009, portfolios will be removed from the students ELMS server space between July 1, 2012 and August 15, 2012.


Faculty/Staff are required to retain his/her portfolio materials.  SVSU accepts no responsibility for deleted materials following the deletion date.


Removal notifications will occur according to the following schedule:

a.    An email reminder will be sent to Faculty/Staff with portfolios slated for deletion three months prior to the July 1 deletion date.
b.    A second email reminder will be sent to Faculty/Staff with portfolios slated for deletion one month prior to the July 1 deletion date.
c.    A third email reminder will be sent to Faculty/Staff with portfolios slated for deletion one week prior to the July 1 deletion date.
d.    A fourth email reminder will be sent to Faculty/Staff with portfolios slated for deletion one day prior to the July 1 deletion date.

B. Non-academic / Special Courses (Clubs, organizations, committees, etc.)
These sites will be ongoing and will be reviewed on an annual basis (during SP/SU time frame) for their continued use and active status. Site maintainers will be contacted before a site is archived or removed from the system.

V. Course Content Importing, Copying, and Exporting
Course content can easily be copied, renamed and used in a future semester.

A. Importing Course Content 
Instructors may import content packages (including VSpacearchives) via the instructor control panel "Site Info > Import from file" utility. Faculty may contact an ELMS system administrator to assist in this process.

B. Copying Course Content 
To copy course content from a current semester into a future course, faculty import it into the future section via the instructor control panel "Site Info > Import from site.". Faculty may contact an ELMS system administrator to assist in this process.

C. Course Retention Exceptions
Faculty members who wish to use items or interactions from their archived online courses in professional research, publications, or accreditation portfolios (or for any other professional purpose) should make arrangements with a system administrator to restore and maintain the most appropriate access to those materials in ELMS. Faculty may contact an ELMS system administrator to assist in this process.

VI. System-Wide Announcements/Pre-Login Page Changes

A. Internal, System-wide Course Announcements
The internal system-wide announcement capability of the ELMS("Message of the Day") is to be used for "important-to-all" scenarios such as scheduled system downtime, major changes in system services, or newly-available tools.

B. Pre-login Page
The pre-login page of the ELMS has designated "Academic Announcements," "Login Assistance," and "Helpful Links" areas available. Academic announcements to be posted to the pre-login page must be approved by the Vice President for Academic Affairs. Announcements should be submitted at least one week in advance of desired posting date. Announcements will be posted for one week only, and are limited to two lines (including web link). These announcements must be:

1. Strictly academic in nature
2. Relevant to the entire student population
3. Limited to university-wide academic issues.

Example: nominations for major university awards. (Student group announcements are not eligible.)

VII. E-Reserves via the ELMS

The Melvin J. Zahnow library offers E-Reserve services to students and faculty via VSpace. All faculty must use this service under the following guidelines. Library staff will work with faculty to ensure the integrity of the materials in accordance with US and International copyright law. Faculty should contact the library circulation staff to initiate this process

A. Faculty who have demonstrated competency using VSpace

1. The VSpace administrator will insert an "E-Reserves module" into the academic course(s) where the reserve files will be housed.

2. Library circulation staff will be made Instructors in the academic course and will upload the requested materials to the designated course(s).

3. Just after the end of the semester, the E-Reserve modules will be removed from the course by library staff.

4. Course archiving and storage procedures remain unchanged after the reserve module is removed from the course.

B. Faculty who have not yet demonstrated competency using the ELMS

1. The ELMS administrator will create a dedicated E-Reserve course in the system where the reserve files will be housed.

2. Library circulation staff will be made Instructors in the academic course and will upload the requested materials to the designated course(s).

3. The instructor of the course will have student role access to the course contents to check the documents for accuracy.

4. Just after the end of the semester, the E-Reserve courses will be removed from the system and deleted in accordance with copyright law.

Announcements

Signup for online course spaces today!

Login to VSpace: https://vspace.svsu.edu

Contact Us

South Campus Complex B128 | 989.964.2730 | lms@svsu.edu