Prepare for a New Quarter
Each quarter, new ‘Live’ sites are set up in coordination with faculty, Foothill Global Access Dean Judy Baker, and the Etudes Staff. Faculty may not use ‘Development’ sites to teach live courses with enrolled students.
Please adhere to the deadlines announced for requesting a ’Live’ course site to ensure that your live course sites are set up in time. You will be able to import content into your live sites from a development or other site that you own. Information on these processes is provided below and on this document:
Etudes_New_Quarter_Preparation.doc
BEFORE Obtaining a 'Live' Site
Faculty must successfully complete Etudes training prior to obtaining a live course site. The training should be completed at least 6 weeks prior to be beginning of the next session. Details about Etudes training opportunities are available at http://etudes.org/training.htm
Upon completion of your Etudes training you will be invited via email to request a ‘Development’ site and establish your new Etudes User ID by completing an online form. This request form must be completed before a ‘Live’ course site can be set up.
Before a ‘Live’ course site to be set up for the upcoming quarter, the course section MUST be listed in the schedule with a call number and your name as the instructor. The FGA office can help you determine when your course has been listed in the schedule. Call 650-949-7446.
Obtaining a 'Live' Site
At least five weeks before the start of the next quarter, faculty must contact Foothill Global Access Dean, Judy Baker, to request a ‘Live’ course site. Deadlines for submission of requests are announced about 6 weeks prior to each quarter. A Request Course Site is available for submitting this request. If you do not receive a confirmation immediately after submitting a request, please contact the FGA office.
- You must provide section numbers, as listed in the schedule, along with course call numbers.
- You must provide information on whether you want separate sites or all sections in one site, if you teach more than one section of the same course. This is critical so that rosters will load properly.
- You must provide your Etudes User ID and the User ID of any co-teachers.
Foothill Global Access will flag the courses in the Student Information System (SIS) and create a file of NG classes and send it to the Etudes staff for processing.
The Etudes staff then sets up the "Live" course sites for use during that term and notifies the faculty member. ‘Live’ course sites are set up about a month before the next quarter starts.
If your new live course site is not set up within a month before the next quarter starts, please contact the FGA office. The titles of live Etudes course sites include course call numbers unless the course site combines more than one section.
What Faculty Need to Do Once ‘Live’ Sites Are Set Up
Once the new sites are installed, you will receive a confirmation email and the instructions provided below. Your new ‘Live’ sites will automatically show up as a tab when you log into Etudes.
Customize (Re-Order) Your Site Tabs
To access your new term's ‘Live’ sites quickly, you may want to change the ORDER of your tabs.
- Go to MyWorkspace
- Click on Preferences
- Customize tabs
Be sure to un-publish your sites when the term is over! Sites remain accessible and archived for two years, as required by law. You can always publish them again for incompletes or refer to data for grade disputes.
Using "Import From Site"
- Go to your new term live site.
- Click on Site Info.
- Click on 'Import from Site' (far right)
- Choose the site from where you want to import content
- Choose materials that you want to import (announcements, assignments, schedule, syllabus, and resources)
- Finish the process to complete the importation.
Please note that only the tools that are enabled in both sites will import content. If a tool is not enabled in your new site, there won't be a place for content to be ported. So, enable it first (Site Info > Edit Tools) if a tool is missing from your site.
To remove items from previous terms that you don't want, check their box and click on update.
Do NOT remove Test Center or Tests & Quizzes from Tools.
Importing Tests and Quizzes
The Tests & Quizzes tool does not support 'import from site' yet, but it does have import/export capabilities.
Export your exams that you need to administer on your desktop, and then import the ones you want into your new site. Students don't see unpublished or closed exams, so it is not necessary to publish all of them in advance. You can import them as you need to administer them.
For a refresher on any of the import/export process of each tool, refer to the tool tutorial in User Group Modules.
Welcome Message for Students
Be sure to send a Welcome Message to your enrolled students sometime during the week before the start of the upcoming quarter. If you would like to send your students a Welcome message (see attached for example), use the Announcements tool, and select high-priority notification. If they have a valid email address in the system, they will get your message in their personal email/in-box. Otherwise, they will see it when they first log on to your site.
You might want to advise students to update their email address (or add one, if they don't have any) under My Workspace >> Account >> Modify. For students who are taking an online course for the first time, you may want to recommend that they attend the on-campus Student Orientation to Etudes session on Wednesday afternoon of the first week of each quarter.
etudes_Welcome_Message_Summer08.doc
Information for Syllabus
See this article from the Chronicle of Higher Education about making your syllabus dynamic: If Your Syllabus Could Talk.
To prevent problems, consider including the following information in your Syllabus.
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Accessibility: |
If there are any students with a learning disability or physical challenge,you are entitled to any assistance you need to achieve your academic goals. Foothill College has an on-campus lab with talking computers, print enlargers, tactile maps of the campus, and other alternate learning options. If you or anyone you know would benefit from such a service, please call the Disabled Student Services Office in Room 2127 at (650) 949-7332 or the TDD line (650) 948-6025. Please also contact me if you have suggestions for making this course more learning accessible for you. |
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Attendance: |
Students assume responsibility for completing the course. Should you decide to drop the course during the quarter, you must fax (650-949-7048) the Admissions and Records Office and request to be dropped. Students who do not follow the attendance requirements for this course will be dropped by the instructor. The attendance requirement for this course is: [for example - Make at least one Discussion Board posting each week.] |
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Plagiarism: |
[If using Turnitin or any other tool for checking on the originality of a student's submitted work, provide a notice of that as a means of full disclosure.]
Work submitted by students may be checked for originality via [Turnitin or other tool]. No submitted student work may be plagiarized. Please see the Foothill Honor Code. |
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Academic Honor Code: |
All students are expected to know and adhere to the Foothill College Academic Honor Code. See http://www.foothill.edu/services/honor.html |
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Technical Assistance:
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As a student enrolled in an online course, you are responsible for following the posted computer system and browser requirements (see http://etudes.org/gateway/server_info.html). Should you need technical assistance, contact the Foothill Global Access Student Help Center (see http://www.foothillglobalaccess.org/main/help_desk.htm).
Please notify your instructor immediately if you are having problems accessing course materials over the Internet or via email, depending on the course delivery method. These problems include, but are not limited to, accessing the course (inactive or wrong URL), inactive or incorrect password, returned email messages, etc. Also, do not put off contacting your instructor if you are having problems understanding the material. Do not just quit logging on. If you don't attend for any length of time, you may be dropped from the course.
Please remember that your instructor is NOT responsible for: (Unless, of course, you are taking a course specifically designed to teach you these skills)
Please contact your Internet Service Provider for assistance with the above problems. Their technical support can walk you through installation and configuration of software. Locate their technical support phone number on your billing statement or their homepage.
The Foothill Global Access Student Help Center is NOT responsible for the following issues on YOUR end, teaching you how to:
Be sure you have the necessary technical knowledge, equipment, and software to succeed in an online course. Foothill College does not have the resources to help with technical problems that occur on YOUR end. We will ensure connectivity on our servers/software. If you cannot access the your ETUDES or other course site, contact your instructor or post a message on our Student Help Center. Be sure it is not a problem with your ISP or computer first. |
| Login Instructions: | For Etudes login information, go to: http://www.foothillglobalaccess.org/main/etudesng_login.htm |
Publish Your Course Site
Your Etudes rosters for the next quarter will load into your "live" course sites on Thursday before the quarter starts (see Gradebook Roster or Site Info Participant list). This means that enrolled students will be able to login to your Etudes "live" courses starting that Thursday. If your student roster does not appear, send me a note. For other support questions, please use the Etudes Users Group Discussion forums.
IMPORTANT NOTE: If you do not want students to login to your Etudes course prior to the first day of the quarter, you can 'unpublish' (same as disable) your site. Go to Site Info >> Manage Access >> Uncheck publish. JUST BE SURE you remember to publish it on Monday by 8:00 AM!
Also, don't forget to 'unpublish' your course sites from previous quarters.
Course Site Roster
Instructors can always see who is officially enrolled in a course by looking at Site Info (scroll down) in course sites. The information is accurate (reflects official registration data). Keep in mind that it is about 12 hours behind, meaning that if students register on Monday, they will be in your site with Tuesday morning's roster update. Do NOT alter any information on the Site Info page. This reflects the Registrar's records. If you change it, it will go back to the official registration information the next day, with the next job. Another way for you to see the official roster is via the Faculty Portal (for details, see http://foothillglobalaccess.pbwiki.com/Faculty_Portal).
If you see any students marked as "inactive," it means that they were officially registered but have since dropped your course or were dropped by A & R for non-payment. If you need to drop a student, drop them with A & R. Etudes is not a registration system and is NOT directly synched up with A & R records. The rosters in Etudes course sites get updated only once per day about 4 a.m. If you re-instate students with A & R, they will be able to log on the next day - they will become active.
Going forward, rosters will be updated once daily, including late adds. Keep in mind that giving permission to students to add late is not the same as registering them! The morning after students enroll officially, they will be able to login to your course.
This work is licensed under a
Creative Commons Attribution-Noncommercial 3.0 United States License.
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