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Distance Education Policy : 2:05:00:00

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Responsible Executive: Executive Vice President for Academic Affairs

I. PURPOSE

The purpose of this policy is to describe the procedures and guidelines for implementing, maintaining, and evaluating distance education courses at Motlow State Community College (Motlow State).

II. DEFINITIONS

  1. Distance Education
    1. As defined by Tennessee Board of Regents (TBR) Policy 2.05.00.00, “distance education describes a multimedia method of instructional delivery that can include a mix of online (web-based) instruction, streaming video conferencing, face-to-face classroom time, television, telephone, radio, computers or interactive video, or other combinations of electronic and traditional educational models using present and future/or electronic and telecommunication technology.”
    2. For purposes of this policy, Motlow State embraces the TBR definition of distance education (Policy 2.05.00.00), as well as that of the Southern Association of Colleges and Schools, Commission on Colleges (SACSCOC), “distance education is a formal education process in which the majority of the instruction (interaction between students and instructors and among students) in a course occurs when students and instructors are not in the same place.  Instruction may be synchronous or asynchronous.  A distance education course may use the internet; one-way and two-way transmissions through open broadcast, closed circuit, cable, microwave, broadband lines, fiber optics, satellite, or wireless communications devices; audio conferencing; or other digital media if used as part of the distance education course or program.”
    3. Synchronous instruction shall be defined as instruction requiring the simultaneous participation of all students and instructors.  It is referred to as “real-time instruction,” (i.e., it provides for direct and immediate interaction between students and teachers).  Such instruction may use online resources like chat rooms, web conferencing, etc. that can eliminate certain place-bound classroom constraints, but such instruction does not eliminate time-bound constraints.
    4. Asynchronous instruction shall be defined as instruction that does not require the simultaneous participation of all students and instructors.  It is based on student self-paced study combined with online resources such as threaded discussions, streaming video, individual email and listservs, voice boards, etc., to facilitate information sharing between students and instructors.  Asynchronous instruction is not constrained by place or time.
  2. Types of Courses
    1. Online Course: An asynchronous course conducted online via the internet; no on-ground instruction, no on-ground classroom time (labs conducted online or in person); may utilize online or proctored testing.
    2. Hybrid Course: A course that combines synchronous and/or asynchronous online instruction with traditional on-ground face-to-face instruction.  For purposes of additional compensation to develop, the course must be deemed a substantive change by the Executive Vice President for Academic Affairs (EVPAA).  To be considered for a hybrid designation, the course content must be at least 50% online.
    3. TN eCampus Course: A course conducted online via the internet; no on-ground instruction, no on-ground classroom time (labs conducted online or in person); courses are identified with a prefix of RXX in the class schedule; may utilize online or proctored testing.
    4. Interactive Television (ITV) Course: Students attend class in classroom or off-campus classroom location.  Students communicate with each other and the instructor in a fully interactive, real-time classroom through both the internet or television monitors, video cameras, microphones, and or supplemental technology; may utilize online or proctored testing.
    5. Desktop Videoconferencing Course (DVC): A synchronous course conducted online via desktop videoconferencing, no on-ground classroom time (labs conducted online or in person); may utilize online or proctored testing.
  3. Distance Education and Intellectual Property
    1. As outlined in TBR Policy 5.01.06.00:
      1. “Intellectual property developed by persons to whom this policy applies shall be the sole and exclusive property of the TBR Institution with which the person is associated if the subject intellectual property is;
        1. Developed within the person’s scope of employment with the institution;
        2. Developed in the course of a project sponsored by the institution;
        3. Developed with the significant use of the institution’s facilities, services, or equipment (personal office space, libraries, and the inventor or author’s personal computer provided by the Institution excluded); or
        4. Developed in the course of a project arranged, administered, or controlled by the institution and sponsored by persons, agencies, or organizations external to the Institution, absent prior written agreement to the contrary.
          (a)   With respect to students, use of resources or facilities typically available to students in their educational activities shall not be considered ‘significant’.”

III. DEVELOPING DISTANCE EDUCATION COURSES

  1. Development of Distance Education Courses
    1. A “New Distance Education Course” is a course that is currently not in the Motlow State Inventory of Courses but one which is developed as both a new college course and a new distance education course simultaneously  (Note: The type of course may be any of the course types outlined in paragraph II.B. above).
    2. A request to develop a new distance education course shall be submitted to the appropriate department lead/dean.  The request shall be prepared as a “new course proposal” in accordance with Motlow State Policy 2:10:02:00, as modified below.  This proposal should include the following information:
      1. Course number
      2. Complete course title
      3. Complete catalog description
      4. Credit hours
      5. General objectives
      6. Specific objectives
      7. Need for the course and its place in the curriculum
      8. Educational media and support requirements
      9. Recommended class size/limits
      10. Transferability
      11. Textbook choice, if known
    3. The appropriate department lead shall investigate the validity and need for the course within their department.
    4. The appropriate department lead shall submit the proposal, along with their recommended approval/disapproval, to the appropriate dean and the EVPAA.
    5. After consulting with the academic deans, the EVPAA will approve or disapprove the proposed course and return the proposal to the appropriate department lead.
    6. If approved by the EVPAA, the appropriate departmental lead shall submit the proposal to the Academic Affairs Committee.
    7. The Academic Affairs Committee shall approve or disapprove of the new distance education course proposal.
    8. When developing a distance education course from an existing course in the catalog, the course is submitted to the Academic Affairs Committee as an information item only and does not require approval unless substantive changes are being made to the existing course.
    9. Once the distance education course is approved, the appropriate dean shall be responsible for ensuring the maintenance and scheduling of the course as prescribed by existing Motlow State procedures and policy.  If the course being developed is an online or hybrid course, the Dean of Academic Technology shall also ensure that the following actions are completed:
      1. Prepare a “Work Made for Hire Agreement” (WMHA) (reference Appendix 1) for an online course to be signed by the EVPAA.  The WMHA shall be maintained by the Dean of Academic Technology.
      2. The development of the online course shall be in accordance with the online course standards outlined in Appendices 2-4.
      3. The deans, with input from the appropriate department leads, shall recommend the appropriate schedule of ITV courses necessary to meet the needs of the students.  The EVPAA shall have the final decision on scheduling ITV courses.
  2. Purchasing a Distance Education Course from an External Course
    1. Definition: “Purchasing a Distance Education Course from an External Source” is to purchase from an individual or business a personally or commercially produced Distance Education course, and/or parts of portions thereof, to be offered and included within the institution’s existing Inventory of Courses.  (“Purchasing from an External Source” may include purchasing a copyrighted course, and/or parts or portions thereof, from a Motlow State faculty/staff member as defined under Federal Law 17 U.S.C. and TBR Policy 5.01.06.00.)
    2. A request to purchase a Distance Education Course from an external source for a course not currently existing in the college’s inventory of Courses, shall be submitted in accordance with the procedures outlined in Paragraphs III.A.1. above and III.B.4. below.
    3. A request to purchase a Distance Education course from an external source for a course that currently exists in the college’s Inventory of Courses, shall be submitted in accordance with the procedures in Paragraphs III.A.2. Above and III.4. Below.
    4. A Distance Education Course purchased from an external source shall be in accordance with TBR Guideline G-030 and Policy 4.02.10.00, and applicable Motlow State purchasing and contracting procedures/policies.
      1. Predicated on the final approval to use an externally produced Distance Education Course, the appropriate division shall submit the necessary requisition to the Business Office.
      2. Once the requisition is approved, the division will coordinate with the Business Office to ensure that the appropriate contract is completed.
    5. In those instances where an individual or a business solicits to sell copyrighted Distance Education Courses (and/or parts or portions thereof) to the institution, the EVPAA shall serve as the institutional “Authorized Officer” point-of-contact.
      1. The EVPAA shall receive the copyrighted material and present the material to the department lead/dean for review.
      2. The department lead/dean shall investigate the validity and need for the course within their department.
      3. In the event that the department decides to utilize the provided distance education material, a request will be initiated in accordance with Paragraphs III.A.1., III.A.2., and III.B.
  3. Cloning of Online Courses – Information and directions for preparing courses for presentation during any particular semester, i.e., process for cloning courses, is provided in Appendix 8.
  4. TN eCampus Online Degree Program – Information pertaining to the TN eCampus Degree Program of the Regents Online Campus Collaborative is provided in Appendix 4.

IV. FACULTY PREPARATION, LOAD, EXPECTATIONS AND COMPENSATION

  1. General
    1. Faculty at Motlow State assume primary responsibility for and exercise oversight over distance education instruction, ensuring the rigor of courses, curriculum and the quality of instruction.  Instructional design for distance learning classes should utilize best practices, reflect quality standards, and provide for an accessible and navigable environment and learning experience for students.
    2. Faculty teaching online courses shall possess the same academic or teaching credentials/qualifications as those prescribed by the SACSCOC Faculty Credentialing Manual, and Motlow State Policy 5:02:02:30.
    3. The teaching load for all Motlow State full-time faculty is 15 semester credit hours per term or 30 semester credit hours per academic year, as described in Motlow State 5:10:00:00.
    4. Motlow State distance education courses calculate the same as all other college courses when determining faculty load and teaching assignments (Note: At the discretion of the appropriate dean, TN eCampus courses may be utilized in establishing a faculty member’s required load and teaching assignment.)
    5. Prior to developing or teaching a distance education course, the Dean of Academic Technology will ensure that the applicable faculty member has completed the necessary course development and/or instructor training.
    6. The Office of Academic Technology will ensure the proper and adequate training of distance education faculty.  The Office of Academic Technology is responsible for developing, scheduling, and conducting all required online course developer/maintainer and instructor training.  Training sessions may be offered on ground and/or online.  A faculty member must complete the required developer/maintainer and/or instructor training before developing and/or teaching an online course, and as a minimum, must complete one developer/maintainer and/or instructor refresher training session each year, to be eligible to continue to teach an online course or serve as an online course developer/ maintainer.
  2. Scheduling and Staffing of Distance Education Courses
    1. When scheduling distance education courses, the academic deans, in consultation with department leads, shall determine faculty assignments after considering the WMHAs and current course developer/maintainer load.  Remaining courses that are not assigned an instructor are then assigned using the following criteria: completion of necessary training courses/materials, department lead/dean recommendation, seniority, rank, online teaching experience, evaluations, administrative responsibilities and training.
    2. In addition to providing the required online course developer/maintainer and instructor training, the Dean of Academic Technology shall also serve as the “developer/maintainer/instructor resource center” for assisting faculty with developing and teaching online courses.  Additionally, the Office of Academic Technology shall also provide the training and assistance as is necessary to ensure that course developers/maintainers and instructors can effectively utilize all system tools and capabilities.
  3. Response Time
    Each distance education course must provide for interaction and timely feedback between students and faculty member(s) teaching the class.  Faculty are required to respond to student inquiries in a timely fashion (48 hours, excluding weekends and holidays).
  4. Faculty Compensation
    1. Interactive Television (ITV)
      1. No redistributed time or financial compensation will be provided for the development of ITV courses.  However, since faculty have the option to periodically conduct an ITV course from any one of the individual teaching locations to which the course is being transmitted, compensation to cover travel expenses may be requested (Requests for travel pay should be submitted in accordance with current TBR and Motlow State policies).
      2. Enrollment limits are determined by the EVPAA after consulting with the appropriate department lead/dean.
      3. Ownership of course materials will reflect Federal Law 17 U.S.C. and TBR Policy 2:05:00:00.
    2. Online Courses
      1. To be eligible for compensation for developing a distance education course, a faculty member must first receive approval from the appropriate dean and the Dean of Academic Technology.
      2. Once a faculty member has developed and delivered a distance education course to the institution, the faculty member shall be compensated for such work at the rate of $700 per credit hour.  Compensation provided for the initial development of the course, shall also cover all required course maintenance, e.g., instructional and material updates, general course revisions, etc., for the period of the initial WMHA.
      3. The course developer will have the right to teach at least one (1) section of the course when it is offered for three (3) years.  The developer is required to revise the course if needed to maintain academic standards for three (3) years.
      4. Additional compensation for maintaining courses beyond the time period outlined in the initial WMHA, shall be at the rate of $100 per course per year.
      5. Online course maintainers who must redevelop a course shall be compensated at the rate of $700 per credit hour.
      6. The Dean of Academic Technology shall be responsible for ensuring the appropriate development and/or maintenance WMHA is prepared as prescribed in Appendix 1.
      7. The Dean of Academic Technology is also responsible for ensuring that the faculty member(s) involved receives the appropriate fiscal compensation as prescribed in the applicable WMHA.
      8. Enrollment limits are established by the EVPAA, after consulting with the course developer and department lead/dean.
      9. The criteria used to determine class size/limits shall be the same as that used for a comparable non-distance education course.  However, special concern should be given to those considerations peculiar to an online course, i.e., available technical support, amount of time required to communicate with students, testing procedures and support, etc.
      10. The class size/limits for an online course shall be reviewed as part of the routine curriculum review process of the appropriate discipline group and division.
      11. Ownership of course materials will reflect Federal Law 17 U.S.C. and TBR Policy 2.05.00.00.
    3. Hybrid Courses
      1. Once a faculty member has developed and delivered a hybrid course to the institution, the faculty member shall be compensated for such work at the rate of $700 per credit hour.
      2. Compensation provided for the initial development of the course shall also cover all required course maintenance, e.g., instructional and material updates, general course revisions, etc., for the period of the initial WMHA.
      3. Additional compensation for maintaining courses beyond the time period outlined in the initial WMHA, shall be at the rate of $100 per course per year.
      4. Faculty members developing a five-week online course from an existing online course shall be compensated at the flat rate of $700 per course.
      5. Faculty members developing a new five-week online course shall be compensated at the rate of $700 per credit hour.
      6. The Dean of Academic Technology shall be responsible for ensuring the appropriate development and/or maintenance WMHA is prepared as prescribed in Appendix 1.
      7. The Dean of Academic Technology is also responsible for ensuring that the faculty member(s) involved receives the appropriate fiscal compensation as prescribed in the applicable WMHA.
      8. Enrollment limits are established by the EVPAA, after consulting with the course developer and the appropriate department lead/dean.
      9. Ownership of course materials will reflect Federal Law 17 U.S.C. and TBR Policy 2.05.00.00.

V. FACULTY, COURSE, AND PROGRAM ASSESSMENT EVALUATION

  1. Faculty Evaluations – Faculty teaching distance education courses shall be evaluated in accordance with the existing Motlow State faculty evaluation system.
  2. Course Assessment and Evaluation
    1. Online Courses – For purposes of this section, online courses are to be interpreted as either online or hybrid.
      1. The content of a distance education course is the responsibility of the applicable department lead/dean and the faculty member(s) directly associated with developing, maintaining and/or teaching the course(s).  Assessing the quality and effectiveness of a distance education course is a joint responsibility of the appropriate department lead/dean and the Dean of Academic Technology.
      2. As part of the initial course approval and assessment process, the appropriate department lead/dean shall employ the guidelines outlined in Motlow State Policy 2:10:02:00, and Part III of this policy.
      3. Courses shall be assessed in accordance with the standards and best practices described in Appendix 2 and 3.
      4. After the online course has been developed and delivered to the college, i.e., delivered to the applicable department lead/dean, and before it is offered for the first time, the department lead/dean shall complete a final review to ensure that the course has been prepared in accordance with the approved proposal and that it satisfies the standards.
      5. At the time the online course is delivered, the course developer/maintainer shall also complete and submit a Motlow State Quality Assurance Survey for Online Courses, as provided in Appendix 4.
      6. The department lead/dean will then review both the course and the submitted Motlow State Quality Assurance Survey for Online Courses.  Contingent on a complete review of all submitted material, the department lead/dean shall approve the course for implementation by signing the survey form in consultation with the Dean of Academic Technology.
      7. As deemed necessary, the department lead/dean may recommend course changes and/or improvements to the course developer/maintainer.
      8. If this should be the case, the department lead/dean will record all required changes and/or improvements in the appropriate remarks column on the survey form and return the form to the course developer/maintainer, unsigned.
      9. The course developer/maintainer shall then be responsible for making whatever changes and/or improvements are required.
      10. To indicate that the changes and/or improvements have been completed, the course developer/maintainer will initial and date each change and/or improvement on the survey form, and then return the form to the department lead/dean.
      11. Once satisfied that all required changes and/or improvements have been completed, the department lead/dean will then sign and date the Motlow State Quality Assurance Survey for Online Courses.
      12. The department lead/dean will then submit the survey form to the Dean of Academic Technology for final review/approval.
      13. After review and approval, the EVPAA will sign the survey form and return it to the appropriate department lead/dean.
      14. When the department lead/dean receives the survey form from the EVPAA, the online course is considered approved for implementation and can be included as part of the department’s schedule of classes.
      15. The Dean of Academic Technology shall be responsible for filing and maintaining the Motlow State Quality Assurance Survey for Online Courses form, for all online courses developed and/or offered within the department, for a minimum of five (5) years.
    2. Course Syllabus – The course syllabus contained within each online course, shall serve as both the course syllabus and course outline, as required by Motlow State  Policy 2:10:01:00.
      1. As required by the policy, each online course syllabus shall be reviewed annually by the course developer/maintainer and corrected/updated as required.
      2. For each annual review, the course developer/maintainer shall complete Part II of the Motlow State Quality Assurance Survey for Online Courses (Appendix 4), and submit the form to the appropriate department lead/dean.
    3. Student Online Course Evaluation
      1. Every online course offered by the institution will undergo a student online course evaluation each time it is conducted during the regular fall and spring semesters.
      2. The Dean of Academic Technology shall be responsible for the student course evaluation instrument.
      3. The results of each evaluation shall be tabulated and made available to the appropriate course developer/maintainer, department lead, and appropriate dean.
      4. As required, the appropriate department lead and/or dean shall ensure that any corrective actions and/or course improvements are completed as necessary.
      5. If substantive changes are made to a course as the result of student course evaluations, then the course developer/maintainer shall complete and submit to the department lead/dean and the Dean of Academic Technology, a Motlow State Quality Assurance Survey for Online Courses, noting under remarks and and/or all changes implemented.
    4. Internal Department Peer Review
      1. Once every five (5) years, each online course shall undergo an internal department review.
      2. The course will be reviewed by department faculty, other than the course developer/maintainer, who are credentialed in the applicable subject/discipline area(s), as determined by the subject matter content of the course.
      3. The department lead/dean shall be responsible for scheduling and coordinating the internal peer review and for any pursuant corrective actions and/or course improvements that need to be implemented.  A Motlow State Quality Assurance Survey for Online Course Reviews will be completed for each course reviewed (Appendix 5).
      4. Once a review is completed, the department lead/dean will provide the course developer/maintainer with a copy of the survey.
      5. The course developer/maintainer will then complete any/all noted corrections and/or updates.
      6. The course developer/maintainer will initial and indicate by each required correction and/or update, the date that the noted correction and/or update was completed.  The course developer/maintainer shall then return the survey form to the department lead/dean.
      7. The department lead/dean will verify that all noted corrections and/or updates were completed and then sign the review survey form.
      8. The department lead/dean will then submit the survey form to the Dean of Academic Technology for review/approval.
      9. After review/approval, the Dean of Academic Technology will sign the survey form and return it to the appropriate department lead/dean.
      10. When the department lead/dean receives the survey form from the Dean of Academic Technology, the corrected/updated course is then ready for presentation.
      11. The Dean of Academic Technology shall be responsible for filing and maintaining the Motlow State Quality Assurance Survey for Online Course Reviews form, for a minimum of five (5) years.
    5. Interactive Television (ITV) Courses
      1. The content, quality, and effectiveness of each ITV course shall be the primary responsibility of the applicable department lead/dean and the faculty member(s) directly associated with developing and/or teaching the course(s).
      2. Online Program Assessment and Evaluation – For purposes of this policy, an online program shall be defined as a two-year Associate of Science/Art degree, a two-year Associate of Applied Science degree and/or a certificate program that is expressly identified and marketed by the college as being “online,” and includes a curriculum that consists primarily of online courses.  The programs of study will incorporate the same structure and composition of regular on-ground programs and shall satisfy all TBR and Motlow State semester credit hour requirements for the appropriate general education core and area of emphasis/concentration.
        1. The educational quality, adequacy, and effectiveness of each online program shall be the primary responsibility of the faculty, as directed by the appropriate curriculum chair/director, and as approved by the Dean of Academic Technology and the EVPAA.
        2. Each online program will be developed and implemented in accordance with this policy and TBR Policies 2.01.01.00, 2.01.00.00, 2.05.00.00, and TBR Guideline A-010.
          1. In addition to the normal documentation required to approve and develop an academic program of study, the appropriate department lead/dean will be required to complete a Motlow State Quality Assurance Survey for Online Programs as shown in Appendix 6.  When completed, the survey form shall be sent to the Dean of Academic Technology and the EVPAA for review and approval.  The form shall also accompany the documentation that is required to be submitted to the Academic Affairs Committee and the President for final program approval.
          2. The initial Motlow State Quality Assurance Survey for Online Programs shall then be retained on file by the Dean of Academic Technology for an indefinite period, or until such time as the program is terminated.
      3. As a minimum, each online program will be reviewed every three (3) years by the appropriate department faculty, and as directed by the applicable department lead/dean, to ensure the program’s adequacy in meeting the identified objectives, goals, and student outcomes.
      4. As part of the review process, the department lead/dean will complete a new Motlow State Quality Assurance Survey for Online Programs (Appendix 6).
      5. When completed, the survey form shall be sent to the Dean of Academic Technology and the EVPAA for review.
      6. The Motlow State Quality Assurance Survey for Online Programs shall be retained on file by the appropriate Dean of Academic Technology for an indefinite period, or until such time as the program is terminated.

Appendix

Sources

Corresponding Policies

TBR Policy 2.05.00.00, 4.02.10.00, 2.01.01.00, 2.01.00.00; 5.01.06.00; TBR Guideline A-010; TN eCampus Course Developer Manual; Motlow State Policy 2:10:02:00, 5:02:02:30, 5:10:00:00, 2:10:01:00.

History

November 12, 2013; approved by Leadership Council on February 3, 2017

Revised: January 13, 2023

Institutional Oversight Committee Approved: June 2, 2023

Faculty Council Approved: March 23, 2023

President’s Cabinet Approved: June 12, 2023

TBR Academic Affairs Approved: August 16, 2023

Effective Date: February 3, 2017; August 16, 2023

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