Streamlining Coordination and
Communication in Online Program
Development
Jacob Bane
About Me
▸ Bachelors in Middle Grade Education
▸ Masters in Educational Technology
 Certificate in eLearning
▸ Seventh Grade Teacher and Coach
▸ Instructional Designer
 Flipped by Design
▸ Heather and Abigail
Agenda
▸ Background and Current State
▸ Need
▸ Process and Findings
▸ Open Discussion and Questions
Background
and Current State
Background and Current State
▸ Office of Distance Education and eLearning
 Created 2012
 Ohio State Online, not a separate college, part of Ohio State
▸ Rapid Growth
 ODEE ~100 Employees
 10 Online Programs created
 15 in process
▸ Need for clear process and roles and responsibilities definitions
Need
Need
▸ With rapid expansion and growth of ODEE and online programs, there
was a need to document clear processes and define roles and
responsibilities
 Lines of communication needed to be identified
▸ Project
 4 Stage Process
 Start Internal and work towards external
 What is your ideal process?
Process and
Findings: Phase 1
Phase 1: Internal Process
▸ Goals
 Define process and contacts
 Encourage collaboration
▸ Process
 Met with each area head involved in online program development
 Mapped out their ideal process and contacts
 All processes mapped into a common document
 Sub-documents were created for teams with in-depth processes
 New communication method created and initiated
Phase 1: ODEE Processes Defined
▸ General Process
▸ State Authorization*
▸ Learning Systems and
Infrastructure
▸ Marketing and Communication* ▸ Extended Education
▸ Fiscal*
▸ Digital Union
▸ Media Services*
▸ Access and Affordability
▸ Instructional Design*
▸ MOOC and Open
▸ * Indicates sub-document
Phase 1: Finished Processes
▸ State Authorization Sub Plan
▸ Consolidated Document
▸ Consolidated Graphic
Phase 1: Communication Plan
▸ Wants and Needs
 No weekly meetings
 Streamlined communication to kickoff individual processes
 Keep track of individual processes and program development as a whole
 Define length of process
 Flexible enough for multiple team members to access
▸ Google Docs, Forms and Sheets
 ODEE Program Development Communication
Process and
Findings: Phase 2
External Process: Ohio State Level
▸ Goals
 Ascertain roles, responsibilities, and communication needs of online program
development stakeholders around campus
 What do they need from ODEE to accomplish their job and vice versa?
 Build relationships with partners around campus
▸ Process
 Meet with representatives from partners around campus
 Define ODEE and individual processes
 Define communication needs and methods
Phase 2: Processes Defined
▸ Graduate School
▸ Student Financial Aid
▸ Undergraduate Education
▸ Registrar
▸ Council on Academic Affairs
▸ Office of Financial Services
▸ Graduate and Professional
▸ Undergraduate Admissions
Admissions
▸ Office of the Chief Information
Officer
Phase 2: Finished Processes
▸ Graduate School Plan
▸ Consolidated Graphic
Process and
Findings: Phase 3
External Process: Course Level
▸ The goals and process remain the same as Phase 3
 However, the audience has changed from online program development to distance
education as a whole
Phase 3: Processes Defined
▸ University Center for the
Advancement of Teaching
▸ Media Services
▸ Office of Disability Services
▸ Copyright Resources Center
▸ University Bookstore
▸ Accessibility and Universal
▸ Mathematics and Statistics
Design for Learning
▸ Ohio State Library
▸ Classroom Services
Learning Center
▸ English as a Second Language
Programs
Phase 3: Processes Defined
▸ International Affairs
▸ Global Gateways
▸ University Registrar Testing
▸ Institutional Research and
Centers
Planning
Phase 3: Processes In-Progress Part 1
▸ Office of Diversity and Inclusion ▸ University Advancement
▸ Office of Research
▸ Office of Student Life
▸ Discovery Themes and other
▸ Academic Advising
Ohio State Initiatives
▸ Office of Global Health
▸ Health Sciences Center for
Global Health
▸ OSU Leadership Center
▸ Veterans’ Services
▸ Tutoring Services
▸ Alumni Association
▸ Career Services
Phase 3: Processes In-Progress Part 2
▸ Parent and Family Relations
▸ Student Advocacy Center
▸ Study Abroad
▸ Student Consolidated Services
▸ Health Science Library
▸ Program 60
▸ Council of Graduate Studies
▸ Office of Student Life
Multicultural Center
Center
▸ Off Campus Student Services
Center
▸ Younkin Success Center
▸ Milton Center for Jewish Students
Phase 3: Processes In-Progress Part 3
▸ Center for the Study and
Teaching of Writing (Writing
Across the Curriculum)
▸ Counseling and Consultation
Service
▸ Center for Languages, Literatures,
and Cultures
Phase 3: Finished Processes
▸ Ohio State Library
▸ Copyright Resources Center
Process and
Findings: Phase 4
External Process: Program Level
▸ The goals and process remain the same
 However, the audience has once again shifted; this time to focus on individual
programs
▸ This phase has just begun
Open Discussion
and Questions
THANK YOU
Jacob Bane
Bane.17@osu.edu
614-292-6294