Distance Learning
Procedures Manual
November 11, 2013
Table of Contents
Preface ........................................................................................................................... 2
Distance Learning Instruction at Southeastern Technical College .......................... 2
Regulatory Requirements ............................................................................................. 3
Institutional Commitment ............................................................................................. 4
Offering an Online Course or Hybrid Course ............................................................. 5
Attendance .................................................................................................................. 6-7
Online Attendance
Hybrid Attendance
Technology and Training for Online Instructors ..................................................... 7-9
Curriculum and Instruction .......................................................................................... 9
Faculty Support ........................................................................................................... 10
Instructional Staff Work Assignments
Instructional Staff Work Assignment Adjustments
Student Support ..................................................................................................... 10-11
Evaluation and Assessment .................................................................................. 12-13
Proctoring ............................................................................................................... 13-14
STC Proctoring Procedure.......................................................................... 15-17
STC Proctoring Policy ...................................................................................... 18
STC Mission Statement/Online Learning Mission Statement .................................. 19
STC Library Resources Available to Online Students ............................................. 20
Distance Learning Survey of Online Faculty ....................................................... 21-22
Links to Distance Learning Forms
*STC Institutional Review Process (IRP)
*Instructional Process Evaluation Instrument (IPEI)
*Master Course Review
*Instructor Self Review
Preface
The primary purpose of this manual is to help ensure that a high level of quality learning and quality
teaching occurs in online and other distance learning courses. The expected outcome of this effort is
that students, teachers, and other affected parties can be assured that distance learning courses are
consistent with the same courses offered in the traditional setting and that all courses are of the
highest quality possible. Southeastern Technical College (STC) has well defined programs of study
with well defined courses within the programs. However, in this document, the reader may notice the
terms programs and courses being used interchangeably. This is commonplace in educational
literature. While in a limited number of programs many courses are available online over a given
period of time, courses are also available in a traditional setting.
Distance Learning Instruction at Southeastern Technical College
Distance learning is defined, for the purposes of this manual, as a formal educational process in
which the majority of the instruction occurs when student and instructor are not in the same physical
location. Instruction may be synchronous or asynchronous. Distance learning instruction can include
instruction over Polycom, or web-based instruction (online, hybrid, and web-enhanced instruction)
using the Internet.
A number of traditional courses are offered in a synchronous manner through utilization of a distance
learning system known as Polycom. Polycom is a two-way interactive video and audio network and is
primarily utilized to offer courses from the main campus in Vidalia to the Swainsboro campus using a
dedicated T-1 line. With Polycom, the instructor can be physically located on either campus. Since
the students on both campuses are receiving the same information simultaneously, and the instructor
can interact with students on both campuses, the instruction (content, interaction, etc.) is the same.
However, the focus of this manual is on asynchronous courses, namely online.
Web-based instruction can be delivered in three ways: online classes, web-enhanced classes, and
hybrid classes. Online classes refers to students who complete 100% of the required contact hours
completely online without classroom visits—except for proctored events, or a required class meeting.
Web-enhanced courses require students to complete 100% of the contact hours traditionally by
attending classes on campus while being introduced to the Angel platform or other Learning
Management System as part of the course requirements. The advantage to web-enhanced classes
is that students have access to the instructor, and they may also have access to recorded lectures,
videos, discussion boards, online tests, presentations, and many other resources that will enhance
student learning. Hybrid classes require students to complete a minimum of 60% of the required
contact hours traditionally by attending classes on campus while completing the remaining portion
online at the student’s convenience with respect to the instructor’s requirements. Hybrid courses
foster increased interaction and contact among students and between the instructor and the students.
As a participating member of the Georgia Virtual Technical Connection (GVTC), a statewide
consortium of technical colleges, STC offers online courses (also known as web courses). The
Georgia Virtual Technical Connection (GVTC) works in a collaborative manner with TCSG to create
occupational courses and programs using a standardized curriculum delivered over the Internet and
through local centers.
GVTC brings together the resources of 25 technical colleges to expand online program offerings
giving students more technical education options. STC’s relationship with GVTC can be likened to a
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group of colleges that work together to undertake an enterprise which could be very cost prohibitive
for an individual college working alone.
GVTC serves as a clearinghouse in some ways and a resource in other ways. Aside from shared
efforts to ensure quality assurance and maximize the quality of teaching and learning, STC operates
as a separate entity unto itself. All curriculum-related decisions are made by STC instructors and
academic administrators. Program and curriculum standards established by the Technical College
System of Georgia (TCSG) are adhered to by STC. STC awards credentials such as degrees,
diplomas, and technical certificates of credit.
Online students get the same high quality instruction and course content that are provided to
traditional students, minus the barriers of time and place that prevent so many from pursuing
educational opportunities. STC has two designated distance education representatives who serve as
the Online Academic Activities Coordinator, Angel Point of Contact, and the GVTC Coordinator who
attend GVTC meetings along with peer coordinators from around the state.
A platform is needed to facilitate the development, adoption, and implementation for online courses.
ANGEL is the comprehensive and flexible e-learning platform developed for educators to enhance
their teaching and learning environments through the use of the Internet.
The ANGEL system is maintained by GVTC and updated as new and better versions become
available. Reference to GVTC, ANGEL, Online Academic Activities Coordinator, Angel Point of
Contact, and the GVTC Coordinator will be made throughout this manual.
Regulatory Requirements
Southeastern Technical College adheres to the legal and regulatory requirements of the jurisdictions
in which it operates, e.g., requirements for service to those with disabilities, copyright law, state and
national requirements for institutions offering educational programs, international restrictions such as
export of sensitive information or technologies, etc. The STC Catalog and Handbook and Website
provide evidence of an awareness of these requirements. The Student Affairs Division, which
includes two Special Needs Specialists, addresses requirements for service to those with disabilities.
The College maintains a policies and procedures manual which addresses legal and regulatory
requirements of the jurisdictions in which the College operates. All divisions are fully aware of
copyright laws and adhere strictly to the letter of said laws.
Southeastern Technical College is committed to ensuring an environment for all students and
employees that is fair, humane, and respectful; an environment that supports and rewards students
and employees on the basis of relevant considerations, and that is free from illegal or inappropriate
conduct.
In an instance of perceived violation of Department or Technical College policies, standards of
professional conduct or state or federal law, a member of the Technical College community may file a
complaint. The following are links to the Technical College System of Georgia policy, procedure, and
STC’s local procedure, which are located within the STC Policy Guide:
Policy/Purpose:
Local Procedure:
http://www.tcsg.edu/tcsgpolicy/docs/employee_grievance_procedure_rev3.doc
http://ies-pub.southeasterntech.edu/policy_guide/PPE.cfm?PPE_ID=64&admin_mode=0
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Institutional Commitment
Electronically offered programs both support and extend the roles of educational institutions.
Increasingly, they are integral to academic organizations, with growing implications for institutional
infrastructure.
At Southeastern Technical College (STC), all online courses offered are part of existing programs of
study. STC has a mission statement which was developed utilizing input of both internal and external
stakeholders. The Advisory Committee for each program of study has approved the College’s
mission statement. Each program of study also has its own mission statement (also known as
purpose), which was developed through input from and approved by the Advisory Committee for that
program. Each program’s mission statement reflects the mission statement of the College and the
occupational educational needs of the population it serves. In October 2003, STC instituted an
Online Learning Department to oversee all of the school’s online programs and courses. A Director
of Online Learning was hired as the administrator of this department. In July 2006, STC transitioned
to utilizing an Online Academic Activities Coordinator who, in conjunction with the Deans of Academic
Affairs, oversees all online activities. STC’s Online Academic Activities Coordinator also served as
the GVTC Coordinator. In July 2009, Southeastern Technical College and Swainsboro Technical
College merged to form one college. Southeastern Technical College was retained as the name of
the merged colleges. The Vidalia and Swainsboro campuses each have distance education
representatives who serve as the Online Academic Activities Coordinator and the GVTC Coordinator.
STC’s Online Learning Department has developed its own mission statement (see related forms),
which reflects the mission statement of the College and the occupational and educational needs of
the population it serves. The goals of the College with respect to student access are met whether
traditionally or in an online course. In many instances, online classes are more accessible for
students living further away than are traditional classes.
Traditional programs of study which have or may add online courses do not represent a change to
Southeastern Technical College’s stated mission and objectives. Although online courses allow the
College to reach student populations beyond the local geographic area, the focus of instruction,
curriculum offered, and institutional focus does not change. Since online courses that are available
through programs of study are primarily within the College’s geographic area, and the online courses
are qualitatively consistent with traditional courses, there is no truly significant change.
Students enrolling in a program of study at Southeastern Technical College (STC) can be assured
that the program of study they are entering will be sustained long enough for the student to complete
the program. If a student’s program of study undergoes change through the Technical College
System of Georgia (TCSG)’s Instructional Faculty Consortium Committee (IFCC ) process that results
in program courses being changed, students are “grandfathered in”, meaning they will be able to
complete the program by meeting the original standards under which they entered the program.
However, if students miss one or more semesters and reenter the program, they may be expected to
complete the program under the new standards.
Courses within a given program of study are offered with sufficient frequency so that students can
complete a program within a reasonable time frame as stated in the STC Catalog and Student
Handbook. Some courses within individual programs are offered every semester, making it possible
for students to enter the program every semester. The inclusion of online courses within a given
program of study often facilitates a student’s ability to finish the program within a reasonable time
frame since the students are not limited to specific times and days as with traditional classes.
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Offering an Online Course or Hybrid Course
Before an instructor can offer an online course or a hybrid course, he/she must submit an Institutional
Review Process Form to the Online Academic Activities Coordinator who forwards the form to a
review committee comprised of key administrators familiar with online courses. Online and hybrid
courses must be approved by the Institutional Review Process (IRP) committee in advance of the
semester in which they are to be offered. Faculty must complete and submit an Institutional Review
Form (IRP) for new online and hybrid courses and for online courses they had not previously offered,
even if the courses were previously offered by another faculty member. The instructor must have a
reason for offering the course online or hybrid (i.e. student demand, instructor interest) and note any
special hardware/software needs/requirements.
Faculty and/or the appropriate Dean of Academic Affairs, in consultation with the Online Academic
Activities Coordinator, will indicate expected costs on the IRP form whether for new
hardware/software or for technology aids. The Vice President for Academic Affairs, with input from
Deans of Academic Affairs and the Online Academic Activities Coordinator, budgets projected
expenses in equipment, supplies, and/or adjunct budgets.
The Online Academic Activities Coordinator, with the assistance of other IRP committee members,
reviews the information and completes Section 2 of the IRP (Institutional Review Process Checklist)
for the proposed course. If the Online Academic Activities Coordinator is able to answer all criteria
items affirmatively, s/he presents the proposed course to other IRP committee members for their
consideration and signatures. Three committee member signatures are required. However, final
approval of the Vice President for Academic Affairs is also required. These signatures of approval
complete Section 2 of the IRP.
Assistance in the implementation of new online courses is available from the Online Academic
Activities Coordinator, GVTC Coordinator, or peer online instructor(s), and Georgia Virtual Technical
Connection personnel. [See IRP and IPEI forms included in the Links to Forms section at the end of
this document]. Reliability, privacy, safety, and security for online ANGEL courses are provided by
Georgia Virtual Technical Connection (GVTC). All the courses are loaded onto a server that ANGEL
maintains for privacy, reliability, and security. GVTC is the contact for any “server” level
administrative changes.
At the end of each semester, the online student is given the opportunity to evaluate the course and
the instructor using STC’s online course evaluation system. The Deans evaluate various online
courses by completing the Instructional Process Evaluation Instrument (IPEI).
A Master Course Review Team made up of instructors, deans, and vice presidents was created to
review online and hybrid courses to determine if the course meets the basic starting requirements to
be taught in the upcoming semester. This is an ongoing process and will be continued to ensure that
all existing and new online and hybrid master courses are evaluated. The reviews will rotate on an
annual basis; for example, online master reviews will be completed one fiscal year and hybrid master
reviews will be completed the next fiscal year. Members of the review team will evaluate 1-3 courses
per semester by being enrolled in the online or hybrid Angel course, and by using the STC Master
Course Review Online Courses form and the STC Master Course Review Hybrid Courses form. The
process is meant to be helpful to the instructors. Reviewers will contact instructors for clarification
when needed because some items may be present in the Angel course, but could have been easily
overlooked. Reviewers are to contact instructors immediately if anything needs to be corrected.
Continuous communication between the reviewer and the instructor is encouraged so that a “yes” can
be obtained in all categories of the STC Master Course Review for Online Courses form and the STC
Master Course Review for Hybrid Courses form located in the Links to Forms section of this
document.
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Online instructors began using the Instructor Self-Review of Online Courses form (located in the Links
to Forms section of this document) to evaluate one of their online courses per semester. The
purpose of this self-review is to help pinpoint strengths and weaknesses as an instructor. Instructors
are asked to be honest in critiquing their course(s) as the form is not used to penalize instruction, but
to maximize quality in online courses. The completed form is given to the Dean immediately following
each semester. The Dean will review the form and meet with the instructor if there are areas that
need improvement. Although only one online course per instructor is evaluated each semester, the
review form will hopefully entice instructors to scrutinize all of their courses in this manner. The
completed Self-Review of Online Courses forms are scanned and stored on the S Drive. Self-reviews
are not required for hybrid courses.
Attendance
It is essential that educational programs maintain requirements and standards necessary for
successful employment of its graduates in business and industry. In view of the intensive nature of
the educational programs, it is necessary for every student to be present and on time every day for all
classes.
Attendance is counted from the first scheduled class meeting of each semester. To receive credit for
a course a student must attend at least 90% of the scheduled instructional time. All work missed due
to tardiness or absences must be made up at the convenience of the instructor. Any student attending
less than the required scheduled instructional time as noted on each syllabus will receive a "W" for
the course if removed from the course on or before midterm. After the semester midterm, any student
who has maintained a passing grade within a course will receive a 'WP' for the course when attending
less than the required scheduled instructional time as stated on each course syllabus. If, however, the
student has not maintained a passing grade, he or she will receive a 'WF' for the course.
Online Attendance
Attendance for online classes is a required element of the class just as it is with on campus classes.
Online students will follow the same attendance procedure as traditional classes along with the
following addition.
STC has a minimal requirement of two contacts each week. A contact is considered as meaningful
communication between the student and the instructor. This could include participating in weekly
discussion boards, submitting an assignment for grading, taking a test, etc. The instructor for each
course will further define what represents an acceptable contact for his/her class on the course
syllabus.
An absence occurs when two contacts are not made during a week. For Fall and Spring semesters,
when the third absence occurs, the student will be dropped from the course. For Summer semester,
when the second absence occurs, the student will be dropped from the course.
Hybrid Attendance
STC’s attendance procedure is followed for all hybrid classes along with the following addition. Hybrid
classes require students to complete a portion of the required contact hours traditionally by attending
classes on campus while completing the remaining portion online at the student’s convenience with
respect to the instructor’s requirements. STC’s attendance policy located in the STC Catalog and
Handbook must be followed in all hybrid classes. For the scheduled class sessions, attendance is
counted from the first scheduled class meeting of each term. Three (3) tardies or early departures
equal one (1) absence for the course(s) involved. In order for a student to receive credit for a course,
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a student must attend at least 90% of the scheduled instructional time.
For the distance education portion of the class, students will be required to make a minimum of one
contact per week. A contact is considered as meaningful communication between the student and the
instructor. This could include participating in weekly discussion boards, submitting an assignment for
grading, taking a test, etc. The instructor for each course will further define what represents an
acceptable contact for his/her class on the course syllabus. Each week that a contact is not made will
result in one absence. When the attendance policy for the course is exceeded, the student will be
dropped from the course.
The course syllabus will define what percentage of the class will be on campus and what percentage
will be online. All hybrid courses meet a minimum of 60 percent of the time in the classroom and a
minimum of once per week.
Technology and Training for Online Instructors
Southeastern Tech assures adequacy of technical and physical plant facilities, including appropriate
staffing and technical assistance, to support its electronically offered programs. Technical and
physical plant facilities are kept up-to-date, and in many cases, advanced beyond what is used in
business and industry. STC has state-of-the-art computers with full Internet access in all faculty and
Academic Affairs offices. The College currently houses computer labs with 20-25 computers each
that are all state-of-the art with full Internet access. Both the STC Vidalia Library and its separate
computer lab in the Gillis Building have the same state-of-the art computers with full Internet access.
The Swainsboro campus has a library with a computer lab available to students. Additionally, Room
2102 on the Swainsboro campus is an open computer lab with full Internet access.
Southeastern Technical College’s (STC’s) budget plan provides for appropriate updating of the
technologies employed. STC maintains a technology plan, which is maintained as an electronic copy
and is posted on STC’s Intranet. A budget and timeline is included in the technology plan.
The selection of technologies for the programs of study at STC is based on input from sources both
internal and external to the College. A major source of information concerning appropriate
technologies for each program grouping is the program advisory committee, composed of a minimum
of five members within business and industry from the STC service area. The members are chosen
because of their involvement in work environments directly or indirectly related to the program of
study in their respective organizations and their desire to ensure a well-trained workforce. The
committees meet twice per year and review current equipment/resources as well as make
recommendations for changes and/or additions.
Additional sources for information related to the selection of technologies are the staff development
activities of faculty. Faculty staff development is guided by a written plan, which includes visits to
businesses and industries. These visits give the faculty insight into the technologies utilized in the
workplace so that they can make informed decisions concerning selection of equipment for their
programs.
All STC students have Remote Lab Access (RLA) via the mySTC portal on the college’s website. The
RLA allows students to use the College’s software (Microsoft Word, Excel, PowerPoint, Access, etc.)
from the comfort of their own home without having to purchase it. Students save their files to their
own personal folder on the College’s server. These files are backed up several times a week.
STC’s staffing structure is appropriate and fully qualified to support the programs now operational and
envisioned in the near future. Support staff includes the Director of Information Technology,
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Administrators, Online Mentors or Peers, GVTC Coordinator, and the Online Academic Activities
Coordinator. A minimum of two hours of staff development training in online instruction is required
each fiscal year for full-time faculty. The two hours of online instruction/training is counted toward the
required 50 staff development hours expected of full-time faculty each year.
ANGEL training and most online related training is included in each instructor’s yearly staff
development plan and is documented by their respective Dean of Academic Affairs. Verification of
training is established by appropriate documentation, which is filed in the respective Dean’s office in
the instructor’s records.
As previously indicated, any instructor considering development and subsequent offering of an online
course must go through ANGEL Orientation Training. Additional training related to online courses is
also provided to online instructors. Exit surveys are often utilized for most staff development activities
conducted internally, which measure the appropriateness and adequacy of the training.
The College strives to assure a consistent and coherent technical framework for students and faculty.
When a change in technologies is necessary, it is introduced in a way that minimizes the impact on
students and faculty. Decisions regarding the adoption and implementation of online technologies
are made with faculty input, administrative input, and input from the Director of Information
Technology (whose department installs new hardware and software). A plan of implementation,
including a time line, is shared with all affected faculty, staff, and appropriate administrators of
programs impacted by the change. Instructors take the initiative in learning new software, which are
primarily new versions of existing software, through a variety of means. Instructors are allowed and
encouraged to include the various means (i.e. online, training, self-study, etc) in their annual staff
development plan. Students are acquainted with the new software as a routine part of instruction.
The College provides students with reasonable technical support for educational hardware, software,
and delivery system required in a program. STC has a Director of Information Technology whose
department includes full-time and part-time positions that are utilized as appropriate. The department
has a link on the STC web page and ensures that a viable expansive network is maintained and
updated as needed. Any online class offered by STC is accessed through the ANGEL Course
Management system.
Instructors will email their online students on or before the first day of the semester giving them
instructions on how to access the Angel website, how to log in to Angel, and information regarding
introductory assignments. Additional items to include in this introductory email can consist of what
students can do if their Angel username and password combination does not work, expectations for
the semester, and any other course specific information that students need to know.
Even though online instructors send an introductory email to their students, students should email
their online instructor on or before the first day of the semester expressing their interest in attending
the course. Additionally, students are required to log into the ANGEL system and post their
acknowledgement of STC policies and procedures by the third day of the semester. Failure to do so
will result in being dropped as a No Show.
The importance of appropriate interaction between instructor and students and among students is
reflected in the design of the program and its courses, and in the technical facilities and services
provided. Instructor-student interaction is assured through embedded links in the online course(s)
STC offers through utilization of ANGEL and GVTC. Additionally, each online course taught at STC
utilizes discussion forums where students respond to questions or scenarios posted by their
instructor. Students are also required to respond to other students’ responses to ensure both
student-to-instructor interaction as well as student-to-student interaction.
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There is also a procedure in place regarding instructor response time. The instructor will do his or her
best to immediately respond to all student email and phone messages. STC and its instructors
realize that when an online student has a question, he or she may not be able to continue class work
until that question is answered. Email is the best method for an online student to contact his or her
instructor. Instructors will reply to all email by the following business day. Additionally, online
instructors are required to check email at least once over the weekend and daily if tests or
assignments are scheduled during this timeframe. Students can refer to the course syllabus section
of Angel, which provides online students with times and dates they can expect their instructor to be
available for personal contact (phone calls or on campus visits.).
Curriculum and Instruction
STC Instructors, Deans of Academic Affairs, and the Online Academic Activities Coordinator evaluate
each program to determine the need for offering programs online based on institutional, instructor,
and student needs. A formalized process is in place for online course development. Curricular
decisions are fundamentally the same for online classes as for traditional classes. Fully credentialed
administrators, faculty, and staff are involved throughout the process from conception to
implementation.
All required information critical to evaluations during the development process will be provided to the
Deans of Academic Affairs and the Online Academic Activities Coordinator. Online courses as
components of programs of study must meet the same rigor and breadth as courses offered through
other formats. Appropriate instructional materials are located within each STC online ANGEL class
under the Course Work Tab and are readily available to students.
In designing an electronically offered degree, diploma, or certificate program, the College provides a
coherent plan for the student to access all courses necessary to complete the program. Students are
notified of program requirements through the GVTC Webpage, the STC Webpage (Online Learning
Tab), instructors, and program advisors.
Faculty advisors review the GVTC Course Catalog a minimum of once a semester and ensure
students are advised of all courses that are available online from all 25 technical colleges through
GVTC. If STC does not provide a required program course students may need in a given semester,
the students are advised as to where, how, and when to obtain the required course if available
through GVTC from another member college.
STC follows the guidelines established by TCSG concerning course transferability. Students who
desire to transfer into an STC program from other institutions are required to secure transcripts and
other school records, which indicate credit earned and work accomplished. The Registrar evaluates
the transcripts for transfer credit upon request from the student. To be eligible for transfer credit, the
course must be essentially the same content as the STC course; the course must have the same
number of credit hours (or greater) as the STC course; the student must have earned a C (2.0) or
better in the course; and the course must have been taken within the five years prior to transfer.
Transfer credit will be considered without restriction of completion dates for courses in academic
disciplines—English, mathematics, Social Sciences—psychology and sociology, and Natural
Sciences—biology and chemistry. If coursework is from a nationally accredited college, STC
reserves the right to evaluate instructor credentials applicable to the requested transfer coursework.
The Registrar renders all decisions regarding transferability of credit. STC is consistent in its
handling of articulation and transfer issues, which are included in the STC Catalog and Student
Handbook. Any articulation and transfer issues or questions are addressed by the Student Affairs
Division, Office of the Registrar.
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Faculty Support
Faculty members are employed at STC to provide instruction and perform other duties based on the
needs of the College. To ensure the quality and integrity of the academic programs, the College has
implemented the following procedures:
Instructional Staff Work Assignments
Faculty teaching loads should allow for effective and efficient teaching. In determining faculty load,
instructional deans/directors shall take into consideration the following factors: course content and
level; the type of instruction; the number of class preparations; the expertise of the instructor; student
registration load; planned faculty development activities; planned accreditation activities; committee
assignments; and other activities which help the institution achieve its stated purpose.
Fall and Spring semesters shall consist of fifteen weeks for instruction while the Summer Semester
will be made up of nine weeks of instruction.
The full-time instructor’s optimal teaching load will be 15 - 20 credit lecture hours and /or 15 – 30
contact hours per semester; or up to 60 credit lecture hours and/or 90 contact hours annually.
Faculty members are expected to provide individual academic advising and academic assistance to
students outside of the classroom. Full-time teaching faculty members are required to schedule at
least ten office hours per week at times and locations which will maximize the opportunity for student
contact including drop-in visits.
Faculty teaching in areas with mandated licensure or accreditation requirements will carry teaching
loads in accordance with those requirements.
The instructional deans have the responsibility of assigning schedules in a consistent, fair, and
academically appropriate manner. The Deans of Instruction, in conjunction with the Vice President for
Academic Affairs, approve the teaching schedules. Teaching loads may be adjusted for budgetary or
productivity considerations.
Instructional Staff Work Assignment Adjustments
Faculty teaching loads shall be evaluated each term but will not exceed the annual limits of 60 credit
hours and/or 90 contact hours. Deans may, in writing, request adjustments to the faculty teaching
loads specified above. These adjustments are to take into account exceptional responsibilities or
external factors (i.e. accrediting agency guidelines) which could alter an instructor’s teaching load.
The Dean shall submit such requests to the Vice President for Academic Affairs prior to the beginning
of the term for which the request is made. An under load in one semester may result in an overload in
another semester.
Student Support
Colleges and universities have learned that the twenty-first century student is different, both
demographically and geographically, from students of previous generations. These differences affect
everything from admissions policy to library services. Reaching these students and serving them
appropriately are major challenges to today’s institutions.
At Southeastern Technical College, a listing of classes for a particular semester can be found on
BannerWeb. Additionally, the schedule is posted on the STC website. The schedule is determined
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approximately two months in advance. The Deans of Academic Affairs, working together with the
faculty, create the credit course schedule.
The Deans of Academic Affairs, under the direction of the Vice President for Academic Affairs, work
with an adjunct budget, ensure full or part-time (adjunct) faculty are properly scheduled, and work
together to fully and appropriately utilize existing classrooms and labs.
Prospective students learn about online classes and programs of study through the STC Student
Catalog and Handbook, the STC website at www.southeasterntech.edu, or through the GVTC
website at www.gvtc.org. Information provided through the STC Catalog and Handbook, or STC
website is more than sufficient, fair, accurate, timely, and up-to-date. Students are informed about
technology requirements by the appropriate program advisor and/or instructor of a given online
course. Estimated costs of tuition, books, and supplies for each program are published in the STC
Catalog and Handbook. Counselors, along with program advisors, give students realistic
expectations for programs of study in which they express an interest. Admissions requirements for
each program of study follow the guidelines established by the Technical College System of Georgia
(TCSG). These requirements are stated and published in the STC Catalog and Handbook and on the
STC website. STC has a comprehensive Enrollment Management Plan which is followed by
instructors and appropriate Student Affairs staff.
The STC website, www.southeasterntech.edu, is regularly updated and maintained and is user
friendly. It has great utility and is frequently visited by potential and current online students. It
includes a link to the College’s yearly publication, the STC Catalog and Handbook. The GVTC
website, www.gvtc.org, is a great resource for online students throughout the state of Georgia. It is
possible for a student to apply, take an entrance exam, be advised, register for courses, receive
financial aid as appropriate, and purchase books and materials through the Campus Bookstore
entirely from a distance.
STC also has an outstanding library with a wide variety of materials. Access for online students is
very comparable and appropriate. STC Library Resources available to online students are shown in
a related document found at the end of this manual.
STC’s faculty and staff strive to involve online students as much as possible given the restraints of
time and distance associated with online courses. While the ability to overcome time and distance
through online courses is an asset, it also makes involving students with a sense of community a
greater challenge.
Online students, just like traditional students, receive regular correspondence from Southeastern
Technical College regarding current activities, clubs, and special events. Additionally, online
instructors utilize ANGEL Announcements, Angel Mail, and student email accounts to inform students
of key information. Finally, the Online Academic Activities Coordinator has created an STC portal
page with pertinent information to online students. It is through all of these communication channels
that Southeastern Tech strives to involve the student and make it clear that they are a valued part of
STC’s student population.
To ensure representation of online students in the College, STC encourages online students to be
active in student government and/or student organizations where feasible. Information about student
organizations is also posted on the STC website. Online students also have the opportunity to
participate in graduation ceremonies.
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Evaluation and Assessment
Both the assessment of student achievement and evaluation of the overall program take on added
importance as new techniques evolve. For example, in asynchronous programs, the element of seat
time is essentially removed from the equation. For these reasons, the institution conducts sustained,
evidence based, and participatory inquiry as to whether distance learning programs are achieving
objectives. The results of such inquiry are used to guide curriculum design and delivery, andragogy,
and educational processes and may affect future policy and budgets and perhaps have implications
for the institution’s roles and mission.
The Online Academic Activities Coordinator (OAAC) is enrolled in each online course offered at STC.
The appropriate Dean of Academic Affairs (DAA) may also be enrolled in an online course upon
request. The DAA and Online Academic Activities Coordinator have access to up to date syllabi,
lesson plans, and course requirements for each course offered online. Using the related
documentation, the Online Academic Activities Coordinator may enter course(s), via the Internet, a
number of times throughout the term. Using the Instructional Process Evaluation Instrument (IPEI),
the dean completes the IPEI for selected online course(s), which is based on Georgia Virtual
Technical Connection (GVTC) quality assurance standards. The IPEI is utilized to give appropriate
feedback to the online instructor at least once during the semester.
STC is able to review the effectiveness of its distance education efforts to assure alignment with
institutional priorities and educational objectives. Student performance is evaluated in a number of
ways, including academic performance as indicated by grades achieved and documented on
transcripts. Also, Work Ethics traits will be taught in a designated course for each program. If the
work ethics designated course is taught online, the assessment will be set up in Angel. Assessments
have been developed using scenario type questions unique to each program area. The assessment
will make up 5% of a student’s grade for the designated course. A student must make a grade of 70
or above on the assessment in order to successfully pass the work ethics module and receive a work
ethics seal on their diploma.
Overall student learning from programs of study are measured by program exit exams that are tied to
capstone courses in each program. Exit exams used by the programs are reviewed and approved by
the Academic Deans. Student learning in the area of general education is assessed using WorkKeys
exams, COMPASS tests, and competency tests. Each student must complete these exams prior to
graduation to demonstrate competency in the General Education areas.
Through a variety of reports such as academic grade distribution, the Vice President for Academic
Affairs, the Deans of Academic Affairs, and the Online Academic Activities Coordinators can compare
outcomes of traditional courses with the outcomes of same courses offered online.
Results of student course and instructor evaluations are compiled by the Institutional Research
Coordinator with help from the Director of Information Technology and the Academic Affairs
Secretary. A core set of questions is used for all course evaluations. Additional questions relevant to
the type of instruction are also included. Detailed composite results and individual instructor/course
reports are generated and provided to the Vice President for Academic Affairs and the appropriate
Dean of Academic Affairs. These along with semester classroom observations are maintained in
notebooks secured in the appropriate office of the Dean of Academic Affairs. Results of the student
evaluations and the observations are provided to the appropriate instructors in a timely manner to
enable adaptations for the next semester.
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Online objective, subjective, and practical tests are designed to ensure that the integrity of student
work is firmly established. The tests utilized are secure through utilization of modern technologies,
and time limits are established for electronically submitted tests. Electronic tests either have a timer
or as students approach the time limit, they are given a warning at appropriate time intervals so they
are aware and prepared to finish the exam in a prompt manner. Any timed examinations which do
not stop the test automatically at the limit have a mechanism to alert the instructor that the time limit
has been exceeded by x amount of time. Instructors have clearly established policies indicated in the
course information which may appear in the course syllabus, lesson plan, and/or other documents as
appropriate. Penalties for exceeding allotted test time may range from point deductions to a grade of
0 (zero) for the test, depending upon the policy established by the online instructor.
Proctoring
In order to validate student identity for all online courses, students enrolled in online courses are
required to complete one proctored event (a major exam, assignment, or presentation). The event
will count a minimum of 20% of the course grade, and will be reflected as such on the course
syllabus. Students who do not complete the proctored event will receive a WF in the course.
Proctored events should be completed prior to the last two weeks of the semester.
The proctored event will be administered on the instructor’s home campus and will be monitored by
the instructor or another STC employee. Two dates and times will be set for the proctored event, and
students may choose the date/time that is most convenient for them. Students must attend one of the
proctored sessions as scheduled on the Lesson Plan/Course Calendar. The instructor will be
responsible for scheduling of date(s), time(s), lab, etc. On-campus proctors will administer the OnCampus Proctored Event Registration Form at the time of the proctored event. If the event is
proctored by anyone other the instructor, the form will be filled out in its entirety and returned (if
appropriate) with the hard copy test, note sheets, or any other paperwork outlined by the instructor. If
the instructor administers the form, he/she will simply save the completed form.
Students living further than 75 miles from campus who cannot come to Southeastern Tech for the
event must secure an approved proctoring site. The site and the proctor must meet Southeastern
Technical College’s requirements as outlined on the Proctor Scheduling and Approval Form.
Students arranging off-campus proctoring must take the event on the same day it is originally
scheduled. Proctors must follow the Proctoring Instructions. Off-campus proctors will administer the
Off-Campus Proctored Event Registration Form.
Students who do not complete the proctored event as scheduled must submit a valid documented
excuse within three business days after the scheduled event. If the excuse is approved, students
must make arrangements with the instructor to makeup/reschedule the missed event. The penalty
and makeup instructions will be at the instructor’s discretion. Proctored events should be completed
prior to the last two weeks of the semester.
A proctoring statement is placed on all online course syllabi. The statement reads as follows:
PROCTORED EVENT REQUIREMENT(S) (Online): In order to validate student identity for all online
courses, students enrolled in online courses are required to complete one proctored event per online
course. The proctored event may be a major exam, assignment, or presentation, etc. that will count a
minimum of 20% of the course grade. Online students will be required to take the Proctored Event on
the instructor’s home campus; the event will be monitored by the instructor or another STC employee.
Students must attend one of the scheduled sessions as scheduled and will need to make
arrangements with work, childcare, etc. The specific date of the proctored event is scheduled on the
Lesson Plan/Calendar for the online course. Students living further than 75 miles from campus who
cannot come to Southeastern Tech for the event must secure an approved proctoring site. The site
and the proctor must meet Southeastern Technical College's requirements (instructor will provide
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more information and necessary forms if this is the case). Students arranging off-campus proctoring
must take the event on the same day it is originally scheduled. Students who do not complete the
proctored event as scheduled must submit a valid documented excuse within three business days
after the scheduled event. If the excuse is approved, students must make arrangements with the
instructor to makeup/reschedule the missed event. The penalty and makeup instructions will be at
the instructor’s discretion. Proctored events should be completed prior to the last two weeks of the
semester. Students who do not complete the proctored event will receive a WF in the course.
As published on STC’s website, any expenses incurred to obtain a proctor will be the responsibility of
the student; however, students are not charged a proctoring fee when taking the proctored exam on
the campus of Southeastern Tech. Most of Georgia’s technical colleges do not charge to proctor
exams for students enrolled in other TCSG colleges. Students who are enrolled at Southeastern
Technical College and live out of the state of Georgia or out of the country could incur a proctoring
charge. However, in that instance, the instructor would assist the student in locating the least
expensive proctor.
GVTC provides the security of personal information, assessment scores, etc., that are stored on the
ANGEL server they maintain. The Registrar’s Office maintains a permanent record on all students,
which includes admissions data, educational record, work ethics history, and termination status. In
keeping with the Family Educational Rights and Privacy Act (1974), the Registrar maintains the
confidentiality of personal and academic records. Upon written request, the Registrar issues
transcripts that detail academic history, transfer credit, and honors/awards. Permanent records are
kept in a locked vault adjacent to the Registrar’s office. Any records maintained electronically by
Student Affairs or instructors are protected by user name and password.
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IV.U. Procedure: Southeastern Technical College
Proctoring
Purpose
In order to validate student identity for all online courses, students enrolled in online courses are required to
complete one proctored event (a major exam, assignment, or presentation). The event will count a minimum of
20% of the course grade, and will be reflected as such on the course syllabus. The instructor reserves the right
to choose an event such as a mid-term or final examination, but may also choose a major project, assignment,
or presentation. Proctored events should be completed prior to the last two weeks of the semester.
Approved Methods
On-Campus
The proctored event will be administered on the instructor’s home campus and will be monitored by the
instructor or another STC employee. Students must attend the proctored session as scheduled on the Lesson
Plan/Course Calendar. The instructor will be responsible for scheduling of date(s), time(s), lab, etc. On-campus
proctors will administer the On-Campus Proctored Event Registration Form.
On-Campus Proctored Event Registration Form
Instructors, mentor instructors, and on-campus proctors will be required to administer the On-Campus
Proctored Event Registration Form at the time of the proctored event. If the event is proctored by anyone other
than the instructor, the form will be filled out in its entirety and returned (if appropriate) with the hard copy test,
note sheets, or any other paperwork outlined by the instructor. If the instructor administers the form, the
instructor will simply save the completed form.
Off-Campus
Students living further than 75 miles from campus who cannot come to Southeastern Tech for the event must
secure an approved proctoring site. The site and the proctor must meet Southeastern Technical College’s
requirements as outlined on the Proctor Scheduling and Approval Form. Students arranging off-campus
proctoring will take the event on the same day it is originally scheduled. Proctors must follow the Proctoring
Instructions. Off-campus proctors will administer the Off-Campus Proctored Event Registration Form.
Proctor Scheduling and Approval Form
Students taking proctored events off campus will utilize the Proctor Scheduling and Approval Form found under
the Proctoring Tab in ANGEL and submit the completed form to their instructor for approval. If approved, the
instructor will notify the proctor.
Off- Campus Proctor and Site Qualifications
Students choosing to utilize an alternative proctoring solution are responsible for finding a qualified proctor to
administer each event and for submitting the required approval form for each event. The proctor must meet the
following criteria:
be a teacher, professor, librarian (or full-time library staff member), or administrator in a nearby public
secondary school, college, university, library, or testing center;
be a commissioned officer whose rank is higher than the student's own (for students in the military only).
Proctors cannot be family members, friends, or co-workers.
Students must confirm that their proctor and/or the event site have the following:
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a business e-mail address (Exam materials are not sent to proctors who do not have a business e-mail
address.);
a quiet, appropriately lit, and furnished location in which to complete the exam or assignment;
an available computer with reliable access to the Internet;
the ability to download files (some exams may require downloaded components);
a printer with the ability to print PDF documents;
and access to a fax machine or scanner (for returning completed documents to STC).
Approved Proctor List
Proctors who have been successfully approved by a Southeastern Technical College instructor will have their
name placed on the Approved Proctor Form which will be maintained by the Academic Affairs Secretary and
kept on the S Drive.
Proctoring Instructions
Proctors will follow the guidelines as outlined in the Proctoring Instructions Form. The instructor will send this
form and any test materials or instructions to the proctor.
Off-Campus Proctored Event Registration Form
Approved proctors will be required to administer the Off-Campus Proctored Event Registration Form at the
time of the proctored event. The form will be filled out in its entirety and returned (if appropriate) with the hard
copy test, note sheets, or any other paperwork outlined by the instructor.
Proctored Event Scheduling/Makeup
Students who do not complete the proctored event as scheduled must submit a valid documented excuse
within three business days after the scheduled event. If the excuse is approved, students must make
arrangements with the instructor to makeup/reschedule the missed event. The penalty and makeup
instructions will be at the instructor’s discretion.
Students Failing to Complete the Proctored Event
Students failing to complete the proctored event will be issued a WF by the instructor.
Access to Proctored Event Materials
In order to facilitate proper access to proctored event materials (exams and/or assignment documents and
instructions), and to limit potential misuse of the materials, they will not be made available to the student prior
to the scheduled proctored event. Such materials will either be sent directly to the approved proctor, or if
provided via the online Learning Management System (LMS) will be password protected. Access to the
materials will be provided to the approved proctor via e-mail by noon on the business-day prior to the
scheduled event.
Adjunct Instructor Information
Adjunct instructors who are unable to come to campus will coordinate their proctored event with their oncampus mentor(s).
Adjunct instructors will contact the Academic Affairs Secretary to reserve a lab for the event.
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Statement for Syllabus
In order to validate student identity for all online courses, students enrolled in online courses are required to
complete one proctored event per online course. The proctored event may be a major exam, assignment, or
presentation, etc. that will count a minimum of 20% of the course grade. Online students will be required to
take the Proctored Event on the instructor’s home campus; the event will be monitored by the instructor or
another STC employee. Students must attend the session as scheduled and will need to make arrangements
with work, childcare, etc. The specific dates of the proctored event is scheduled on the Lesson Plan/Calendar
for the online course. Students living further than 75 miles from campus who cannot come to Southeastern
Tech for the event must secure an approved proctoring site. The site and the proctor must meet Southeastern
Technical College's requirements (instructor will provide more information and necessary forms if this is the
case). Students arranging off-campus proctoring must take the event on the same day it is originally
scheduled. Students who do not complete the proctored event as scheduled must submit a valid documented
excuse within three business days after the scheduled event. If the excuse is approved, students must make
arrangements with the instructor to makeup/reschedule the missed event. The penalty and makeup
instructions will be at the instructor’s discretion. Proctored events should be completed prior to the last two
weeks of the semester. Students who do not complete the proctored event will receive a WF in the
course.
As published on STC’s website, any expenses incurred to obtain a proctor will be the responsibility of the
student; however, students are not charged a proctoring fee when taking the proctored exam on the campus of
Southeastern Tech. Most of Georgia’s technical colleges do not charge to proctor exams for students enrolled
in other TCSG colleges. Students who are enrolled at Southeastern Technical College and live out of the state
of Georgia or out of the country could incur a proctoring charge. However, in that instance, the instructor would
assist the student in locating the least expensive proctor.
The required proctored event for this class is _____________________
(each instructor will specify what event will be proctored in this
statement. Use blue font color and bold. Note to instructors Proctored events should be completed prior to the last two weeks of
the semester).
References
Exhibit: Proctored Event Registration Form (On-Campus)
Exhibit: Proctored Event Registration Form (Off-Campus)
Exhibit: Proctor Scheduling and Approval Form
Exhibit: Proctoring Instructions
Adopted: September 12, 2011
Revised: November 11, 2013
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IV.U. Policy: Southeastern Technical College
Proctoring
In order to validate student identity for all online courses, students enrolled in online courses are
required to complete one proctored event (a major exam, assignment, or presentation). The event will
count a minimum of 20% of the course grade, and will be reflected as such on the course syllabus.
Proctored events should be completed prior to the last two weeks of the semester.
The proctored event will be administered on the instructor’s home campus and will be monitored by
the instructor or another STC employee. Students must attend the proctored session as scheduled on
the Lesson Plan/Course Calendar.
Students living further than 75 miles from campus who cannot come to Southeastern Tech for the
event must secure an approved proctoring site. The site and the proctor must meet Southeastern
Technical College’s requirements. Students arranging off-campus proctoring must take the event on
the same day it is originally scheduled.
Students who do not complete the proctored event as scheduled must have a valid documented
excuse within three business days after the scheduled event. If the excuse is approved, students
must make arrangements with the instructor to makeup/reschedule the missed event. The penalty
and makeup instructions will be at the instructor’s discretion.
Students who do not complete the proctored event will receive a WF in the course.
Adopted: July 01, 2011
Reviewed:
Revised:
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Southeastern Technical College
Mission Statement
Southeastern Technical College, a unit of the Technical College System of Georgia, provides an
innovative, educational environment for student learning through traditional and distance education
delivery methods focused on building a well-educated, globally competitive workforce for
Southeastern Georgia.
Online Learning Mission Statement
The mission of Southeastern Technical College’s Online Learning Department is to provide
accessible, effective learning opportunities for students as an alternative to the traditional classroom
environment by enhancing the teaching and learning process through the use of educational
technologies, providing support and training of faculty, staff, and students in the use of online learning
methods, assisting faculty in the development and delivery of online courses, offering online courses
in cooperation with the Georgia Virtual Technical Connection, and identifying and providing access to
online courses and programs in Southeastern Tech’s eight county service areas and beyond.
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STC Library Resources Available to Online Students
Library Resources Appropriate to the Program Including Reference and Research Assistance
The URL for the library website is http://library.southeasterntech.edu/. One of the features on the site is
the “Ask a Librarian” service provided by one of the two full-time librarians. Response is usually provided
within 24 hours. Librarians are also accessible through e-mail and telephone during the hours that school
is in session.
Remote Access to Databases, Online Journals and Full-text Resources
The Technical College System of Georgia provides funding for participation in group access to the
multiple online databases known as GALILEO. GALILEO stands for GeorgiA LIbrary LEarning Online, an
initiative of the Board of Regents of the University System of Georgia. A World Wide Web-based virtual
library, GALILEO provides access to multiple information resources, including secured access to licensed
products. Participating institutions may access over 200 databases indexing thousands of periodicals and
scholarly journals. Over 2,000 journal titles are provided in full-text. Other resources include
encyclopedias, business directories, and government publications.
Southeastern Technical College provides online access to over 50,000 electronic
books (eBooks) through EBSCOhost eBooks. This collection includes full-text electronic books, including
reference books, scholarly monographs, publications of many university presses, and consumer books
that have been converted into digital format. It is possible to perform full-text searches of a single eBook,
search thousands of volumes simultaneously, browse topic categories, read eBooks directly online, or
download to most tablets for a week. Titles may be checked out for on-screen viewing for four hours. Offcampus students have access to these books by contacting the Librarians, who establish accounts for
them.
Additional online resources include Credo Reference, which consists of almost half a million online entries
in 100 reference books, and Films on Demand, a database that provides access to over 6,000 streaming
videos appropriate for academic research. Databases by Salem Press on health, history, literature and
science are also available online, and Learning Express includes online books and assistance in job
searching and workplace skills, GED assistance, and admissions and placement preparation.
Document Delivery Services
Southeastern Technical College participates in Georgia OnLine Database (GOLD). Administered by the
Office of Public Library Services, a Unit of the Board of Regents of the University System of Georgia,
GOLD serves as the interlibrary lending and union listing system used throughout the state. This free
service is available to faculty, staff, and students. An online request form is available on the library’s
webpage. Most documents arrive within a week.
Library User and Information Literacy Instruction
The Library website provides information on such topics as the Library of Congress classification system,
accessing books and articles through Interlibrary Loan, a Glossary of Library terms, and documentation
styles. The website also provides tutorials on using the online catalog, GALILEO, and evaluating and
citing sources.
Training in Information Literacy Including Research Techniques
The librarians provide online reference assistance through Ask-a-Librarian on the Library home page.
There are tutorials on the library website, which can be incorporated into online classes.
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Distance Learning
Procedures Manual
LINKS TO FORMS
Institutional Review Process (IRP) Form
https://ies.southeasterntech.edu/College_Documents/Forms/IRP.pdf
Instructional Process Evaluation Instrument (IPEI)
https://ies.southeasterntech.edu/College_Documents/Forms/IPEI.pdf
Master Course Review Form for Hybrid Courses (add link)
https://ies.southeasterntech.edu/College_Documents/Forms/MasterReviewHybrid.pdf
Master Course Review Form for Online Courses
https://ies.southeasterntech.edu/College_Documents/Forms/MasterReview.pdf
Instructor Self Review Form
https://ies.southeasterntech.edu/College_Documents/Forms/InstructorSelfReview.pdf
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