Continuity of Instruction Plan
Division of Academic Affairs
May 27, 2015
v.1.0
Contents
A.
B.
C.
D.
Introduction ......................................................................................................................................... 3
Assumptions......................................................................................................................................... 3
Instructional Responsibilities and Enrollment Policies ......................................................................... 4
Academic Administrative Responsibilities ........................................................................................... 5
1.
Provost ............................................................................................................................................ 5
a. Advanced Planning ...................................................................................................................... 5
b. During and After Suspension of Operations ................................................................................ 5
2.
College Deans ................................................................................................................................. 5
a. Advanced Planning ...................................................................................................................... 5
b. During Suspension of Campus Operations .................................................................................. 6
3.
Director/Chair ................................................................................................................................. 7
a. Advanced Planning ...................................................................................................................... 7
b. During Suspension of Campus Operations ................................................................................... 7
4.
Faculty............................................................................................................................................. 7
a. Advanced Planning ...................................................................................................................... 7
b. During Suspension of Campus Operations .................................................................................. 7
5.
Students .......................................................................................................................................... 8
a. Advanced Planning ...................................................................................................................... 8
b. During Suspension of Campus Operations .................................................................................. 8
6.
Faculty Resource Center ................................................................................................................. 9
a. Advanced Planning ...................................................................................................................... 9
b. During Suspension of Campus Operations .................................................................................. 9
c. Post-Suspension of Campus Operations ...................................................................................... 9
7.
University Libraries ......................................................................................................................... 9
a. Advanced Planning ...................................................................................................................... 9
b. During Suspension of Campus Operations .................................................................................. 9
8.
Office of the University Registrar ................................................................................................... 9
a. Advanced Planning .................................................................................................................... 10
b. During Suspension of Campus Operations ................................................................................ 10
9.
Information Technology ................................................................................................................ 10
a. Advanced Planning .................................................................................................................... 10
b. During Suspension of Campus Operations ................................................................................ 10
E. Additional information can be obtained through the following links: ............................................... 10
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A.
Introduction
The Continuity of Instruction Plan supports the Division of Academic Affairs Continuity
of Operations Plan. The Plan provides guidance for colleges, departments, programs,
and faculty on how to continue academic instruction after an emergency or other
disruption when directed to do so by the Provost.
The University of Alabama, like other institutions, has the potential to experience an
emergency. The University of Alabama’s Emergency Operations Plan identifies how the
University will address the emergency. After the emergency is resolved, buildings may
be damaged or the campus may not be accessible. In these situations, the Emergency
Preparedness and Response Policy Group (EPRPG) may elect to enact the Academic
Affairs Continuity of Operations Plan. Accordingly, the Provost may then decide to
resume academic instruction though the Continuity of Instruction Plan.
When activated, on campus courses will continue instruction in distance learning
mode utilizing Blackboard, and completion of reading, writing or other assignments
specified on individual course syllabi. Online courses and programs will continue normal
operations. Faculty teaching in online programs, in consultation with online program
directors, will notify their students of changes in their availability.
B.
Assumptions
1. Academic Affairs will be directed by, and its activities will be consistent with, the
overall university emergency plan.
2. This plan addresses scenarios in which the University’s ability to deliver instruction
is in jeopardy. It is not intended to address disruption of instruction for individual
students or faculty.
3. When the continuity of instruction plan is activated by the Provost, academic
instruction will continue in a distance learning mode as long as the academic term
has begun.
4. Student enrollment and contact with students will be maintained.
5. All faculty and staff with instructional responsibilities must resume instruction
within 48 hours upon notification from the Provost. Students will be required to
keep up with course assignments.
6. The university will maintain a robust Blackboard capability.
7. All faculty and instructional staff will maintain a level of Blackboard presence for
each of their courses, including linking to their syllabi in the Online Syllabus
Management System.
8. Faculty who choose not to use Blackboard must document a plan for
communication with students, as well as delivery of syllabi, assignments and
grades.
9. All academic rules and regulations will remain in force during a suspension of on
campus operations and during activation of the continuity of instruction plan.
10. Interim sessions or faculty-led study abroad courses will not be expected to follow
the continuity of instruction plan due to the very limited duration of these
sessions.
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11. Each college will develop departmental instructional plans, including alternatives to
lesson plans normally requiring hands on activities, such as labs, clinical
experiences, and teacher training.
12. This plan is based on the instructors and students having access to internet and
power.
13. This plan does not address research continuity.
C.
Instructional Responsibilities and Enrollment Policies
The university will adjust the academic calendar as necessary to adhere to
university policies. Depending upon the length of time for suspension of campus
operations, the university may extend the semester. If a suspension of campus
operations takes place in the first part of the semester, the university may use
the Fall or Spring break, and some Saturdays may be designated by the
university as make-up days. Alternatively, faculty will conduct make-up classes
via Blackboard.
Upon notification from the Provost during a suspension, instruction will
continue through distance education and will be maintained in all courses as
follows*:
a. One Week or less
i. Reading and writing assignments as indicated on syllabus
or other assignments made prior to the suspension.
ii. Blackboard or other online assignments such as watching a
lecture/video and writing a paper.
b. One to Two Weeks
i. Faculty will continue instruction by holding class sessions via
Blackboard. These sessions may include one or more video
lectures, PowerPoint presentations, interactive Blackboard
assignments, or reading and writing assignments emailed to
students by the course instructor.
ii. Additionally, homework assignments will be given to
students.
c. More than two weeks
i. Instruction will continue in all courses via Blackboard,
except those specifically designated by the dean (e.g. lab
courses, private music instruction, studio classes).
ii. Students enrolled in courses designated inappropriate
for extended distance education will be assigned a
grade of IP in those courses.
*NOTE: Based on a standard 15 week semester. If suspension occurs during a minisemester or summer term, calculate the equivalent.
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D.
Academic Administrative Responsibilities
1. Provost
a. Advanced Planning
i)
Ensures that each dean has individual college plans for
academic instruction continuation.
ii) Ensures that the Academic Affairs Continuity of Operations Plan
is posted and widely communicated.
iii) Develops emergency training for Academic Affairs faculty and staff.
iv) Provides updated contact tree to Provost’s Office staff and direct reports.
b. During and After Suspension of Operations
i)
Establishes immediate communication with the deans and vice
provosts. Works with deans and Emergency Preparedness and
Response Policy Group to ensure timely updates to faculty,
staff, students, and families.
ii) Communicates necessary changes in academic policy and
procedures caused by the suspension.
iii) In consultation with deans, develops plans for resumption of
instruction on campus.
iv) Ensures that faculty and staff have prompt access to campus
as soon as it is feasible so that they can expedite the return to
normal operations.
v) Upon resumption of on campus operations, obtains feedback from
faculty and staff by utilizing the Council of Deans, Council of
Assistant and Associate Deans, Faculty Senate, and Professional
Staff Assembly, as well as an electronic questionnaire to all faculty
and staff.
2. College Deans
a. Advanced Planning
i)
Develops and shares the college continuity plan with the Provost's Office.
College planning will include the following:
(1) A contact system for communicating with the college and
departmental employees.
(a) Include at least 2 redundant means of communicating with
each employee – i.e. email, landline, or text.
(b) Establish a procedure for implementing the contact system and
distribute it to the appropriate people.
(i) Colleges may choose to utilize a service that enables an
administrator to create a voice and text message that is
sent to all contacts at once.
(2) An understanding within the college and its departments of what
discretion means in terms of faculty holding or canceling classes
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ii)
iii)
iv)
v)
vi)
vii)
prior to an official university announcement of suspension of
campus operations.
(3) Description of plans for continuity of instruction, including courses
inappropriate for extended distance education (e.g. lab courses,
private music instruction, studio classes).
Establishes a college UA+Box folder, or other means of electronic
document storage to make documents related to continuity
available to college faculty and staff.
Uses a college-wide means of electronic communication, such as
a college listserv, to ensure faculty and staff receive collegespecific communications related to the suspension.
Ensures that faculty and staff receive training in utilizing
Blackboard.
Encourages faculty to prepare and post assignments on syllabi for
all their courses in case of a suspension of campus operations,
consistent with the College plan.
Coordinates college-wide suspension policies for faculty,
staff, and students, including training.
Takes laptop computer, supplies, and documents that may be
needed while away from campus. This is critical because if a
laptop is issued and work is expected to continue, those
laptops are expected to be used to work remotely. A few
extra thoughts:
(1) Ensures frequently used business URLs (or “favorites”)
are saved in order to access necessary sites for work
(many of us do not know specific web addresses and
simply click on a “favorite”).
(2) Saves important files, including contact list, to UA+Box
folder and share it with appropriate parties within the
Dean’s Office.
(3) Ensures that all device chargers are included in kit.
b. During Suspension of Campus Operations
ii) Establishes immediate contact with faculty, staff and students.
iii) Communicates with the Provost regarding the status of college activities.
iv) Communicates with the chairs and directors regarding
duration of closure, instructional activities, etc.
v) Communicates to everyone in the college that the main
university webpage (www.ua.edu) will be the source of official
university updates. Colleges may post college-specific
information on the home page of their respective websites. If
students are most accustomed to accessing a specific URL that
directs them to their specific college, the Deans should indicate
in advance that the primary source for institutional information
will be posted to the main university website (www.ua.edu).
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3. Director/Chair
a. Advanced Planning
i)
Ensures faculty have plans in place for continuation of course instruction,
including all campus and distance offerings.
ii) Ensures faculty and staff contact information is up-to-date,
including all part-time employees.
iii) Prepares and distributes to all department faculty and staff,
contact trees that indicate responsibilities for contacting
individuals and include alternate phone and email contact for all
department members.
iv) Ensures faculty have an understanding of how to utilize Blackboard for
instruction.
b. During Suspension of Campus Operations
v) Contacts all faculty and staff in department.
vi) Keeps faculty and staff informed of any new information
disseminated by the administration.
4. Faculty
a. Advanced Planning
i)
Become fully familiar with University continuity (emergency)
plans, including the Office of Academic Affairs, and college.
ii) Ensures that each course has a Blackboard presence and
participate in scheduled training sessions.
iii) Develops assignments appropriate for suspension periods
and, when appropriate, distribute prior to suspension.
iv) Develops a syllabus that clearly states the following:
(1) Information about how students are to logon to Blackboard.
(2) Communicates to students the expectations for course
continuation during a suspension of campus operations.
v) Informs students that all contact information will be obtained
from their Banner record and they must keep it updated.
b. During Suspension of Campus Operations
i)
Communicates with the dean and chair regarding the status
of courses within 48 hours of notification from Provost to
activate continuity of instruction plan.
ii) Continues course instruction as described in section C.
Instructional Responsibilities and Enrollment Policies and
restated below*:
1.
One Week or less
a. Reading and writing assignments as indicated on syllabus or
other assignments made prior to the suspension.
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2.
3.
b. Blackboard or other online assignments such as watching a
lecture/video and writing a paper.
One to Two Weeks
a. Faculty will continue instruction by holding class sessions via
Blackboard. These sessions may include one or more video
lectures, PowerPoint presentations, interactive Blackboard
assignments, or reading and writing assignments emailed to
students by the course instructor.
b. Additionally, homework assignments will be given to students.
More than two weeks
a. Instruction will continue in all courses via Blackboard,
except those specifically designated by the dean (e.g. lab
courses, private music instruction, studio classes).
b. Students enrolled in courses designated inappropriate for
extended distance education will be assigned a grade of IP
in those courses.
*NOTE: Based on a standard 15 week semester. If suspension occurs during a minisemester or summer term, calculate the equivalent.
5. Students
a. Advanced Planning
i)
Students are expected to keep contact information updated in myBama.
ii) Practice signing on for each course through Blackboard.
iii) Pack textbooks and any other needed materials for each course
and bring during a suspension.
b. During Suspension of Campus Operations
i)
Faculty will continue to expect the same level of responsibility
and performance from students during a suspension; see Code of
Conduct at http://www.studenthandbook.ua.edu/conduct.html.
ii) Students are required to keep up with course work during the
suspension as specified on course syllabi and in Blackboard
courses.
iii) Students should monitor the main university site
(www.ua.edu) for general information.
iv) Logon to the university Blackboard site,
http://ualearn.blackboard.com, within 48 hours of Provost
activating continuity of instruction plan to receive further
information regarding contacting course instructors for
assignments, etc.
v) Student will complete all assignments posted by professors
during suspension or given by professors before suspension
began. Students are required to turn in assignments on time
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vi)
during the suspension period and once the university campus
has reopened.
Students with extenuating circumstances are expected to
contact their instructor during the suspension of operations (or
as soon as classes resume on campus) to explain any emergency
circumstances that may have prevented them from completing
expected work.
6. Faculty Resource Center
a. Advanced Planning
i)
Ensures tutorials on http://frc.ua.edu website are up-to-date.
ii) Provides instruction to faculty in the use of Blackboard.
iii) Assists faculty in development of online course assignments and aids in the
appropriate use of Blackboard applications by faculty and students.
iv) Serves as a campus liaison with Blackboard.
b. During Suspension of Campus Operations
i)
Monitors frc@ua.edu email, voicemail and Help Desk system for requests
for assistance, and then responds as appropriate.
c. Post-Suspension of Campus Operations
i)
Provides instruction and follow-up instruction to faculty and students in
use of Blackboard for distance education.
7. University Libraries
a. Advanced Planning
i)
Works with faculty to develop electronic reserves within Blackboard.
ii)
Works with faculty to embed LibGuides, Ask a Librarian and other relevant
links in Blackboard courses.
b. During Suspension of Campus Operations
i)
Provides access to electronic resources, including full-text
journals and electronic books.
ii) Provides reference assistance via Ask a Librarian.
iii) Provides instruction or other assistance via email or other
online means such as Skype.
iv) If feasible, accepts requests for materials via email and deliver
them to a central pick-up location such as the Ferguson
Center.
v) In the event of an extended suspension, provides interlibrary
loan/article delivery services. Reminds faculty and students
that reciprocal agreements are in place with other libraries in
the state and region.
8. Office of the University Registrar
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a. Advanced Planning
i)
Makes available to deans, director, and/or chair rosters with currently
enrolled students and their courses through Self Service Banner, Argos
and/or other reporting means.
ii) Makes available to deans a roster of current candidates for graduation
through Argos and/or other reporting means.
iii) Makes available contact information for students - permanent addresses,
phone #'s, cell #'s and email addresses through Self Service Banner, Argos
and/or other reporting means.
b. During Suspension of Campus Operations
i)
Determines appropriate adjustments needed to the Academic
Calendar to account for suspension of on campus operations.
ii) Notifies the campus community of any adjustments to the
Academic Calendar, such as withdrawal deadlines, grade reporting
due dates, etc.
9. Information Technology
a. Advanced Planning
i)
Tests IT disaster recovery plan.
ii) Maintains contract with Blackboard and Tegrity for off-site hosting.
b. During Suspension of Campus Operations
i)
If necessary, activates IT disaster recovery plan.
E.
Additional information can be obtained through the following links:
•
•
Public version of University Emergency Plan http://beready.ua.edu/
Emergency Announcements http://www.ua.edu
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