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13.10 Distance learning programmes

Developing and administering a distance learning programme - staff guide

Distance Learning (DL) poses particular challenges with respect to programme administration, student satisfaction and retention, risk management, and programme reputation. Before undertaking any significant development work you should consult with the Deans and your Head of School as to how the proposed programme would integrate with the University and School strategic plans. The University will carefully consider the potential benefits and challenges before introducing new DL programmes.

The following guidance is not a summary of University policy. It aims to simplify the process of developing and administrating a new fully DL programme by highlighting the most common administrative pitfalls (such as occur, for example, due to the DL programme being out of sync with the traditional academic year).

Issues to consider before developing a distance learning (DL) course

1. Consult with your Head of School and the relevant Dean to ensure the course is in line with School and University strategic plans.

2. Request a market feasibility study from the Director of Admissions to see if there is sufficient demand for the course.

3. Consult with the Head of School and Director of Teaching to determine who will be able and available to teach the new modules (taking into account upcoming research leave, etc.) and what other School resources will be required. Consider how you will manage your assessment strategy and staff-student contact time as these present particular challenges.

4. Consider all potential DL student support needs e.g. online access, library resources, support out with regular hours, security of online access, etc. Consult with IT Services and the Library to check whether the necessary support will be available.

5. Consult the Registry to determine the correct administrative and fee arrangements.

6. As far as possible all administrative procedures for the DL course (e.g. appointing Advisors, exam reporting, module boards, student academic misconduct) should be the same as for traditional modules.

Programme approval process

1. All DL programmes (regardless of level) must submit a programme proposal and detailed business case to the Deans.

2. Consider how the modules will appear in the Course Catalogue; it should be clear to campus-based students that these modules cannot be counted towards their degree.

Administrative processes (before student recruitment begins)

1. Once the programme receives approval, the School and Registry should discuss application procedures and agree a detailed marketing plan (eg promotional materials, web presence, University publications). Contact the Postgraduate Recruitment Director for postgraduate programmes, and the Director of Admissions for all other programmes.  You should request that the Distance Learning Programmes webpage be updated with programme details.

2. Consult with the Head of School to ensure that all School office holders (eg Admissions Officer, Exams Officer, Director of Teaching) have been informed of the new programme and are aware of how standard administrative procedures will apply to it.

3. Discuss the procedure for appointing an Academic Advisor with your Director of Teaching. For sub-honours modules, you must also consult with the relevant Pro Dean (Advising) before appointing an Advisor. Name an Academic Advisor for your programme (usually the programme co-ordinator), and let Registry know who this is. Arrange a Registry contact for your programme.

4. Students’ records are not complete until they have been advised onto modules (by the Academic Advisor or by Registry). The advising process takes place at set times during the academic year (for three weeks starting one week before each semester). Outwith this period you must consult the Registry or the Pro-Deans for advice. Inform Registry of the modules that should be applied to each student’s record so that they can run a check or manually input these at the beginning of their studies.

5. If delivery is to be via a centrally supported Learning Management System (LMS) e.g. Moodle, Module Management System (MMS) [complete at least four weeks before programme start date]:

   1. Request creation of the online course by completing any online course request form (available from the IT Services web pages) or by contacting the IT Service Desk directly.

   2. If the DL programme follows the standard academic year, students will be automatically enrolled onto the online course (after they have gone through advising; see point 4) and will have access to the course when teaching starts.

   3. If student access to the online course is required before the start of the standard academic year, students will need to be manually enrolled (either by the lecturer or by contacting IT Service Desk). For this to occur the students must already have matriculated (including payment of fees) and have a University IT account.

   4. Students who are manually enrolled onto an online course must still go through the advising process. If this is not done Data Warehouse will not recognise the student as being registered for that module, and they will be removed from the associated online course.

6. If delivery is to be via another online platform that is not supported by the University, obtain confirmation from the IT Services (IT Service Desk Manager) that it will be compatible with our systems, and ensure you have access to the necessary technical support (e.g. via third party).

7. Consult with the IT Services (IT Service Desk Manager) as early as possible to ensure University systems are capable of supporting any other IT requirements of the course (e.g. web conferencing).

8. Contact the appropriate Academic Liaison Librarian to discuss resource requirements (eg short-loan, electronic journal access, online / face-to-face skills sessions) and how these will be met [complete at least six weeks prior to programme start date if purchase of new resources is required].

9. If a centrally supported LMS is to be used for module administration such as grade reporting, e.g. Module Management System, then support and training can be obtained by contacting the IT Service Desk. All grades, regardless of the timing of submission, must be signed off by the appropriate Dean.

Administrative processes (post student recruitment)

1. Process application forms and inform Registry which students have been accepted.

2. The formal offer letter with acceptance slip will be sent out by Registry; any visa requirements will included if there is a residential component to the course. Admissions will record acceptances and inform the School. (Alternatively you might seek to have a web-based interface for collecting / providing information.)

3. Consult Registry periodically regarding the application status of all students to ensure that students don’t “slip through the cracks” and that information is sent out in a timely manner. 

4. Prior to matriculation Registry will send an email to all students referring them to the Distance Learners webpage. This includes links to the following information on the University website and to the online matriculation process. Be prepared to trouble-shoot if students are having problems, and refer them to the appropriate support in various units.

   1. Computer account (IT Services)

   2. The University’s IT facilities: a quick guide for students (IT Services)

   3. Athens account and SCONUL access (Library)

   4. Disability support (Student Services)

   5. Matriculation Forms (Registry)

   6. ID Card Request Form (Registry)

   7. Facts & Figures map of St Andrews

   8. Financial guidance

5. If you would like students to receive additional materials in advance of matriculation (e.g. Psychology’s Six Steps to Registration), the School should send a separate letter or email.

6. If you require or want your DL students to be able to purchase materials (e.g. study packs), the University operates an on-line store which allows easy access and purchase. For more information, please consult the Finance department.

7. If there is a residential component to the DL course:

   1. Booking teaching rooms out of standard term time can be problematic – arrange required classrooms / labs well in advance.

   2. Make relevant local information (e.g. accommodation, parking) available to students well in advance.

   3. Consider passing the responsibility for arranging accommodation to the students; this will greatly reduce the administrative burden.