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LMS Usage Policy

posted Sep 21, 2015, 1:34 AM by vasa buraphadeja
With the acknowledgement of the dean of MSME, and approval from the director of ITS at AU, we present to you our first version of LMS Usage Policy.

Management Policy Level

Backup Policy
ITS recognizes that technology failure is unavoidable and will advise faculty, students and staff to consider this when undertaking their work.
For faculty, kindly keep the backup of your courses, especially at the end of each semester. For students, it is advised to keep a backup of all their assignments and homework. A few guidelines for course backup (i.e., export and import) are https://www.it.umass.edu/support/moodle/back-up-a-moodle-course and http://iits.haverford.edu/documents/copy-content-from-one-course-in-moodle-to-another-in-moodle/ 

Currentness of data 
To insure currentness of data, ITS will keep (a) course content up to 1.5 years and (2) inactive users profiles for 2 years. 

Courses creation 
In order to request for course creation, coordinator or faculty requesting the course may choose one of the following options:
  1. In case of using existing course instance
    • Coordinator or faculty must backup student work and grades 15 days before semester begin.
    • ITS will then delete existing student list and import new student list during the first 10 days after semester beings, and will import additional student list after adding period ends
  1. In case of using a new course instance 
    • Coordinator or faculty may request through “Request Form for LMS Service” in http://lms.au.edu
    • If the course exists before, ITS will backup course instance (i.e., containing resources, activities, and setting, not student work and grades) and restore course from the backup 
    • ITS will then import new student list during the first 10 days after semester beings, and will import additional student list after adding period ends
Courses with several sections could request ITS to create (ranked from most to least favorable options):
  1. A single course instance with several sections (with multiple group and grouping) in order to minimize traffic and storage on our server and to reduce administrative task for course coordinator. This is highly recommended when instructors offer multimedia content (e.g., video files) to students. BIS has already running many large courses with this model (i.e., BIS2180 and BIS3340). ITS can also help enroll registered students into LMS. Tutorial session can be provided upon request to our department.
  2. For coordinator who wishes to provide separate course instances for each faculty in the teaching pool, kindly request ITS for original course instance (ITS prepare together with the coordinator) and once ready, ITS will create multiple copies assigned to each faculty before the semester begin. 
  3. When each faculty teaching the same course wish to have their own course instances, they can individually request to ITS 
Student enrollment to LMS 
The options below are ranked from most to least secure options.
  1. As stated in the previous section, by default, ITS will assist faculty in importing students list directly from the registrar twice every semester: (a) during the first 10 days after semester beings, and (b) will import additional student list after adding period ends.
  2. Although it is possible for faculty to request ITS to setup an enrolment key  for the class, it is advisable to inform students that such enrolment key is to be kept secret. Without enrolment key, students may accidentally self enroll into any course. Allowing random, unintentional self enrolment causes discrepancy between actual enrolment and LMS course enrolled users, and also creates unwanted transactions in database. Most importantly, allow anonymous access to the course put the faculty, and the university, at risk for copyright infringement.  
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