1.1. Guide and Operations Calendar for Distance Education Directors/Dean

 

Table of Contents

• Welcome
• Value Proposition
• What is TN eCampus?
• Support for Students
• Encourage Online Classes
• Testimonials
• About TN eCampus
• TBR - The College System of Tennessee
• A Brief History of Online Education in Tennessee
• Our Offices
• Organizational Structure
• Distance Education Director/Dean
• Typical Functions of the DE Director role in TN eCampus
• Meetings
• Semester Expectations
• Procedures
• Course Staffing

 

Welcome

You are the key to making operations of the TN eCampus partnership run smoothly! As the conduit for communications between your campus and TN eCampus, we rely on your expertise and leadership. We put together this guide as a one-stop place where you can find information on how the partnership works and your role and responsibilities. If you have a question or find something missing from this guide, please email me at: sarah.hazelton@tbr.edu. 

It is our pleasure to partner with you to serve our Tennessee students! We thank you for all you do and for your continued partnership.

Sarah Hazelton, M.B.A.
Interim Executive Director — TN eCampus
Tennessee Board of Regents — The College System of TN
1 Bridgestone Park
Nashville, TN 37214-2428
Office: 615-366-3906

Value Proposition

What is TN eCampus and why would students take TN eCampus classes?

TN eCampus is a partnership of all 19 community colleges and 6 universities in Tennessee. These institutions share their courses with each other to increase course offering options for students across the state. So, while your students are taking courses at your school, they also have the option to take TN eCampus courses if something they need isn’t being offered at your campus or if the course they need has filled at your campus. The faculty teaching TN eCampus courses have all been vetted and approved by the administrators at your campus, so in effect, the TN eCampus faculty are also faculty at your school. Given this, unlike when your students take courses elsewhere, there is no need for students to go through the hassle of transferring credits back to your school; TN eCampus courses appear on the student transcript as if they were taken at your institution.

TN eCampus offers unique options to supplement the courses your students are taking at your home campus. Our courses are 100% online and asynchronous so students will not be asked to drive for tests, lectures, or labs. TN eCampus courses are continually reviewed, updated, and redesigned using the latest best practices in online teaching and learning. The courses are equivalent to those offered at your local campus. And, TN eCampus courses NEVER fill—we will always add another section if there is student need. Annually, there are more than 38,000 enrollments across 40 institutions in TN eCampus courses—with 25% of all community colleges havening taken at least one TN eCampus course by the time they graduate. With more than 500 courses in the catalog, there is a TN eCampus course for your students.

Support for Students

Online learners have access to the same support services provided to on-campus students. TN eCampus offers free virtual tutoring, free virtual writing support, and 24x7x365 support via text, chat, email and phone. We also offer a Virtual Library, a Virtual Bookstore, and a free online orientation course for new students and students new to online learning. Each campus employs a TN eCampus Student Liaison so your students have local on-campus support as well. Local campus services such as advisement, career services, financial aid, scholarships, and disability services are available to TN eCampus students at their home campus.

Do your students have a busy life? Raising a family? Work full-time?

Fully online courses are structured so that students work independently but have significant interaction with professors and classmates. Courses have set due dates for assignments and exams, but offer flexible instruction time; your students can learn when and wherever they want.

Do your students want to add credits quickly?

7-week semester format: Some of our fully online courses are offered in an accelerated 7-week format. Accelerated courses cover the same content as a full-term 15-week semester but at a faster pace. So, students can take 6 credit hours in one semester where they would normally have only taken 3.

10-week semester format: We also offer a delayed start 10-week format for those students who arrive too late on campus to begin the 15-week semester. No need to wait all the way till the next term begins!

Why Encourage Online Classes? 15 to Finish!

The math is clear: in order to graduate on time, students must take at least 15 credits per semester or 30 credits per year. But even amongst full-time students, the majority are taking credit loads that automatically put them on a 3- to 4- year plan for an associate degree and a 5-year plan for a bachelor’s degree. Each extra semester comes with a cost, and the longer it takes, the more life gets in the way – decreasing the likelihood students will ever earn their degree. Further complicating the matter, federal financial aid policies require students to be enrolled in just 12 credits each semester to be eligible for assistance, creating a de facto standard that 12 credits is “full-time.” The result: students graduate late, if at all, and rack up unnecessary time and debt in the process.

The vast majority of college students aren’t taking the number of credits needed to graduate on time, despite research showing the significant benefits of doing so – including better academic performance, higher retention rates and the increased likelihood of completion. 15 to Finish encourages students who are able to take more credits, graduate on time and start earning faster. Online classes make this more feasible for students.

Testimonials from Recent TN eCampus Students:

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About TN eCampus

TBR – The College System of Tennessee

The Tennessee Board of Regents system is the largest system of higher education in Tennessee. It is governed by 19 board members. The board meets four times a year at regularly scheduled meetings, and the chairman may call additional meetings during the year as needed. The board sets policies and guidelines that govern all TBR institutions. All board meetings are open to the public and the press as observed under Tennessee law.

A Brief History of Online Education in Tennessee

In 2001, TBR institutions joined in a cooperative effort to offer undergraduate and graduate degrees, certificates, and diplomas online through the Regents Online Degree Program (RODP) which later became known as the Regents Online Campus Collaborative (ROCC). Initially, the jointly-developed programs were created to offer more flexible and accessible education options for adult learners. This development and delivery model became one of the most unique and successful models for online education in the United States receiving numerous awards and accolades.

The online education offered through the cooperative model mirrors the same education offered at physical campus locations. All participating institutions are regionally accredited by the Southern Association of Colleges and Schools (SACS), while several programs have additional discipline-specific national accreditation statuses.

Students have the opportunity to choose a "home campus" from among 6 universities awarding Bachelor's and Master's degrees, 13 community colleges providing Associate degrees, and 27 colleges of applied technology offering technical certificates and diplomas. Individuals apply for admission, register for courses, and are awarded degrees, diplomas, or certificates from the home campus. 

Our Offices

TN eCampus is housed in the Tennessee Board of Regents central office headquarters located at:

Tennessee Board of Regents

TN eCampus
1 Bridgestone Park
Nashville, TN 37214

TN eCampus offices are on the second floor along with Academic Affairs, Student Affairs, Information Technology, Human Resources, and Purchasing. The Chancellor’s office and Legal Affairs are located on the third floor.

TBR central office staff, including TN eCampus, are working remotely through January 4, 2021.

Organizational Structure

As a unit of TBR, TN eCampus reports up to Academic Affairs and from there to the Chancellor’s Office.

 

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Distance Education Director/Dean

Typical Functions of the DE Director role in TN eCampus

The role of the Distance Education director or dean at each TN eCampus partner is to serve as the point person facilitating information between TN eCampus and the partner institution. Most often, the DE director/dean will interface with the TN eCampus Director of Campus Relations, Colbe Wilson, and the Director of Instructional Design & Training, Dr. Nicola Wayer.

The typical functions of the DE director role:

• Manage, facilitate, and communicate assigning faculty to TN eCampus course sections. This information most likely will come from your department deans and chairs, but we ask that they funnel that information to you, and that you communicate it to us so we receive all of your institution's staffing information from one official source.
• Communicate changes in faculty developers for the TN eCampus courses your campus develops and maintains.
• Review and submit changes (additions, corrections, cancellations) to the TN eCampus Master List.
  Monitor section enrollments leading up to a semester and request additional sections when needed.
  Submit proposals for new course development projects and for course redevelopment projects.
  Prepare contracts between your institution and the faculty developer for new course development projects and for course redevelopment projects and ensure developers are paid for their work upon project completion.
• Coordinate the work of your institution’s TN eCampus Faculty Liaison and the payment of their stipend.
  Assist the Faculty Liaison with faculty matters and issues (ensuring faculty engagement, etc.)
  Assist your institution's Student Liaison as needed with instances of academic misconduct and grade appeals.
  Attending and participating as a member of the TN eCampus Advisory Committee - four quarterly meetings, three virtual and one in person annually.
• Communicate information from the Advisory Committee meetings back to those at your institution who need the information.
• Ensure that your institution’s representative to the TN eCampus Curriculum Committee communicates newly approved courses and changes to courses made at the TN eCampus Curriculum Committee back to your local campus curriculum committee.

At most partner institutions, the DE director is the person responsible for facilitating and communicating course offerings and instructor assignments and changes to TN eCampus by way of the tnecampus-updates@tbr.edu email address. This address should be used to communicate the following: instructor assignments, developer changes, course additions and cancellations, and Master List updates. It is important to use this address for these communications only.

For all other support matters please submit a ticket to: https://tnecampus.helpspot.com/faculty/. Our ticketing system is monitored by staff at all times and tickets are triaged to the appropriate person. This is the quickest and best way to communicate issues other than course and staffing related issues.

Meetings

Distance Education (DE) directors who work with TN eCampus are expected to attend the quarterly DE Advisory committee. The DE Advisory committee is comprised of DE directors, deans and staff from each school. The purpose of the committee is to assist TN eCampus staff make decisions that effect TN eCampus operations.

A school representative is expected to be on the TBR DE committee and Curriculum committee. The Oversight committee, which makes policies that effect TN eCampus, is represented by a schools CAO. If you would like to identify who represents your school on the Oversight committee please reach out to TN eCampus staff.

Semester Expectations

DE directors will receive an email from the Director of Campus Relations each spring. The email will ask the DE director to review the TN eCampus course offerings that are owned by their school. The course master list is completed every spring for the following 3 semesters (summer, fall, spring). TN eCampus understands that there may need to be changes made before each semester. When staffing is being completed before each semester, schools are able to make minor adjustments to their course offerings. They are responsible for working with the Director of Campus Relations to ensure that their schools banner and course staffing is completed each semester. 

When a school has a faculty member who is new to TN eCampus, their information and credentials need to be uploaded into FCS. Each school is expected to review the credentials of faculty from other schools in the partnership. Credentials need to be uploaded and reviewed by a specified date each semester (you will receive an email about the date). If there are changes made to staffing between the upload deadline and the beginning of the semester, the DE directors are responsible to upload credentials within 48 hours and review credentials for new faculty from partner institutions. New faculty are also required to be nominated for the correct training before they will be able to staff a TN eCampus course section. Details on FCS and training are provided below. Key staffing deadlines, including deadlines for completing and reviewing FCS profiles and submitted faculty staffing assignments will be sent each semester via email. 

DE directors are also expected to work with TN eCampus staff to help resolve any issues or problems that may come up during the semester with their faculty or students. These issues may involve faculty engagements, students complaints, or getting in contact with faculty.

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Procedures

Course Staffing

Courses are staffed by the TN eCampus partner institutions. Each institution staffs the first 6 sections of each course they own. After the first 6 sections, other partner institutions will be given the opportunity to staff any additional sections. This rule applies to each term (i.e. institutions staff 6 R50, 6 R01, 6 R35, 6 R25). 

If more than six sections are necessary during a given term, additional sections are offered to other partner institutions to run for that term only. A spreadsheet comparing the number of TN eCampus enrollments taught compared to the number of enrollments sent by each partner institution is used to determine which institutions are available to staff any of the additional sections.

INSTITUTION	Number of Enrollments Sent	Number of Enrollments Taught	Percent Students Enrolled of Students Taught by the institution
A	145	362	40%
B	610	407	150%
C	133	192	69%

Example: Partner institutions would be offered additional sections, based on the numbers in the table. The order would be Institution B, Institution C, Institution A.

TN eCampus faculty are required to have a profile in the Faculty Credentialing System (FCS). To be marked as complete, the profile must include the faculty member's transcripts, resume, and a signed approval form. All TN eCampus partner institutions have access to FCS and all faculty profiles. Partner institutions are able to approved or deny by faculty credentials. Each semester there is a deadline for institutions to review and approve or dispute faculty’s credentials. This deadline will be communicated via email by the Director of Campus Relations. The reason for FCS is to alert TN eCampus staff when a student needs to be moved from a section that is taught by a faculty member who is not approved by their institution, to a section with an approved faculty member.

Beginning the week before a semester, a list of newly assigned faculty will be updated on a daily basis. Partner institutions are responsible for reviewing the newly assigned faculty FCS profiles. Any faculty who is new to TN eCampus, who is assigned in the week before or during the week of semester start, is required to have a completed FCS profile within 48 hours of assignment. If the profile is not completed in the 48 hour timeframe, the assigning institution will be asked to assign a different faculty that has a completed FCS profile. Students who are enrolled in a course, that has a disputed faculty member by their home institution, will be placed in a different section with an approved faculty member by TN eCampus staff.

Relinquishing a Course

Relinquishing a course means that the owning institution is permanently giving up ownership of the course. When a course is relinquished, TN eCampus approaches another partner institution to become the new owner. The preferred time relinquish a course is during the annual Master List review process. However, if a course needs to be relinquished at another time during the year, the owning institution should send an email to tnecampus-updates@tbr.edu (new window). Once TN eCampus has entered the Master Copy Update time period (approximately, 6 weeks before the start of each semester), the institution may not relinquish courses until the following semester. 

There may be times when an owning institution is unable to staff a course for one term. When this occurs, the institutions should notify tnecampus-updates@tbr.edu (new window). TN eCampus staff will find another institution to run the course for that semester alone. Ownership will not change.

Student Late Enrollments

After week one of each term, if a student wishes to enroll in a TN eCampus course, there are a few steps that must be taken. The student's home campus student liaison should obtain permission from the course instructor to add the student. Once the student has permission, the student liaison should assist the student in registering and should email the tnecampus@helpspot.com (new window) with the student's name, the course and section code, and the instructor's name and decision. TN eCampus staff will ensure the student is placed in the correct corresponding section. 

Proctoring

The assessment strategy of each course is the decision of the course developer and it must be used consistently in all course sections. Developers can choose to allow on ground proctoring for students, but are required to make virtual options available to students. Virtual proctoring is available to students and is free to all TN eCampus students. Coordination of course proctoring, virtual and on-ground, is handled between TN eCampus staff and faculty. 

Help Communicating with Students

Use the Instructor to Student tool kit (new window) to connect with students. You may also download this file at the bottom of the page. This Word file contains editable message samples you can customize and share with students. If you need to reach a student outside of D2L, contact the student liaison (new window) at your home campus.

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TN eCampus Resources

Who Does What?

TN eCampus is a small team serving a large number of faculty, students, and institutions. Here is a guide to help you know whom to contact if you have questions.

Topic	Colbe Wilson	Callie Wise	Nicola Wayer	Kara Byler	James Dye	Lindsey Butler	Britt Young	Mark Chamberlain
Accessibility			X
Attendance issues		X
CDP and iTeach training								X
Complaints regarding a student		X
Course development			X
Course staffing	X
Curriculum committee			X
D2L system administration and tech support						X
D2L's end user help desk point of contact		X
Embedded librarian				X
Evaluation data					X
Faculty Credentialing System (FCS)				X
Faculty liaison coordinator	X
Faculty support services and communications (triage help tickets)	X
Grade appeals		X
Instructional design			X
Internal operations and external academic calendars	X
Maestro					X
Master list	X					X
MC updates and semester prep	X
Online tutoring contact		X
Proctoring							X
Publisher integrations			X
Requesting MC/DC			X
Semester course data				X
Student liaison coordinator		X
Student technical support		X
Summer Academy	X
Textbook adoption and verification				X
Training Records								X
Website							X

Topic	tnecampus-updates@tbr.edu	tnecampustraining@tbr.edu	tnecampus-bookstore@tbr.edu	tnecampus@helpspot.edu
Staffing (instructor assignment; developer change)	X
Course offering	X
Training
Embedded Librarians		X
Textbooks			X
Any requests that are not listed				X

Information Systems

Knowledge Books

Knowledge Books (KB) (new window) are a support resource for faculty, students and administration. There are a variety of links and tutorials set-up to explain products, processes and most information that a staff member, faculty, administrator or student will need. The Senior Performance Support Specialist updates tutorials and information to be placed in KB.

HelpSpot

HelpSpot is a ticketing system where staff, faculty, administration and students go to request help for a variety of issues. HelpSpot tickets should be created when there is a request to change a password, training request, D2L support or any additional requests for help. Do not submit a Help Ticket for a yes/no or information question; this should be sent in an email (e.g. Is Person A still the developer for course ABCD1234?”). To submit a ticket, please either go to the HelpSpot Link (new window) or Email: TNeCampus@helpspot.com (new window). If you go to the link and create a ticket, any person whose email address is placed in the “To”, “CC”, or “BCC” fields will receive all communication associated with the Help Ticket.

Maestro

Maestro (new window) is a student information system. The database lists all courses, and sections that did and did not run each semester and the instructor who taught the section. Faculty assignments for current semester sections can be found by looking in Maestro. If a student home institution is needed, Maestro will have that information for all students enrolled in a TN eCampus course. Instructor information, from all instructors who have taught for TN eCampus since 2015, is contained in Maestro. Additionally, student grades from all who have been enrolled in TN eCampus courses are able to be found in this database.

Faculty Credentialing System (FCS)

Faculty Credentialing System (FCS) (new window) is a database that contains faculty information for all faculty who have taught for TN eCampus, from each campus in the TBR system. The database includes faculty contact information, D2L instructor username, training completion dates, and teaching credentials. Representatives from each campus have access to the database and are able to upload and make changes to a faculty members’ data.  The FCS designees from each campus are expected to ensure that all faculty profiles are complete and that faculty from other institutions have had their credentials reviewed. During the start of a semester, any new faculty member needs to have their credentials uploaded within 48 hours the faculty change request.

Faculty Development & Training

iTeach

iTeach is the TN eCampus online instructor training. iTeach is required to be completed by all instructors and faculty developers every three years. iTeach covers the responsibilities of all TN eCampus online instructors, basic skills in using the D2L learning management system, and best practices for facilitating online courses. Instructors are marked as completed after they score 100% on three module assessments and a final assessment. After finishing the course, an official completion email is sent to them and their DE director from the coordinator of ID&T.

Course Developer Program (CDP)

CDP is an online training for faculty course developers. All faculty developers are required to complete CDP every three years. CDP is a competency-based training which covers the responsibilities of TN eCampus course developers. Each module explains a different aspect of developing and maintaining a quality online course. At the end of each module, the course developer is asked to submit assignment(s) using the information they were taught in the coinciding module. An ID reviews each assignment and gives feedback to the developer. To finish the course, a module quiz needs to be completed with a score of 100%. After finishing the course, an official completion email is sent to them and their DE director from the coordinator of ID&T.

Accessibility Training Course (ATC)

ATC is an online accessibility training that is in the process of redevelopment. All developers are required to go through ATC. ATC helps developers understand the online experience of people with disabilities and guides them on how to develop accessible materials.

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The Master Course Model

TN eCampus works from a Master course model where a single course is developed and then copied into sections each semester and taught by instructors from the TN eCampus partner institutions. Development work is completed in a Development Copy (DC) workspace that has been seeded with the current course development template. Once the (re)development project is complete, the Development Copy will be renamed as a Master Copy (MC). The Master Copy is never taught from, nor does it ever carry any enrollments. All sectional copies (R50, R51, R52, etc) are copied from the Master Copy, but content is NEVER copied from the sectional copies back to a Master Copy. Once the course is approved after the Final Review, it is listed on the web site and in the campus registration systems.

The Master Copy (MC)

Only the Course Developer makes modifications to the course Master. The Master Copy is the only source for creating semester sections. Content from sectional copies is NOT copied back to the Master Copy. Therefore, it is critical to keep the MC current. There are multiple different term formats for Spring and Fall semesters. The term formats are 15-week, 10-week (pilot), first 7-week and second 7-week. Regular 15-week semester sections are numbered R50, R51, R52, etc. The developing institution has first right of refusal on the first six sections of a course; additional sections may be taught by another institution. Course sections may number from R35, R36, R37, etc. for the 10-week (pilot) term. Course sections may number from R01, R02, R03, etc. for first 7-week term or R25, R26, R27, etc. for the second 7-week term. Summer semester course sections have one term format, 10-weeks. The summer course sections may be numbered R80, R81, R82, etc.

The Development Copy (DC)

When a course is in development or redevelopment, a development copy (DC) workspace is created for that work to take place. Redevelopment should never be done in the MC. IDs may help the faculty course developer to migrate some content from an existing MC into their DC, but as a rule the entire MC is not copied into the DC. The majority of courses that are in redevelopment predate the current course development template and do not use the D2L accessible content template pages. For this reason, developers are asked to work from a fresh shell using the current course development template rather than trying to edit their existing MC content. Once the project is completed, the DC is renamed and replaces the existing MC.

Accelerated Master Copies (AMC)

Some courses run in an accelerated 7-week format. For these courses, a separate MC (called an Accelerated Master Copy or AMC) is created. The AMC is a copy of the standard MC that has had the pacing and dates adjusted for the shorter-length semester. The content and assessments in the AMC should be the same as the MC unless there is a valid pedagogical reason for them to be different. Any changes to content or assessment from an MC to an AMC must still align with the course outcomes and module objectives.

Delayed Master Copies (DMC)

Some courses run in an accelerated 10-week format. For these courses, a separate MC (called a Delayed Master Copy or DMC) is created. The DMC is being piloted to see what the student needs may be. The DMC is a copy of the standard MC that has had the pacing and dates adjusted for the shorter-length semester. The content and assessments in the DMC should be the same as the MC unless there is a valid pedagogical reason for them to be different. Any changes to content or assessment from an MC to a DMC must still align with the course outcomes and module objectives. 

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Course Development: From Proposal to Production

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Resources

Resources & Tools

Master List

(http://success.tbr.edu/masterlist/index.php?term=f) (new window)

HelpSpot

(https://tnecampus.helpspot.com/admin.php) (new window)

Knowledge Books (KB)

(https://tnecampus.helpspot.com/admin.php?pg=kb.book&book=17) (new window)

Faculty Credentialing System (FCS)

(https://credentials.tbr.edu/faculty-list) (new window)

TN eCampus D2L

(https://gotoclass.tnecampus.org/d2l/home) (new window)

Maestro

(https://tbr.maestrosis.com/MyHomePage.aspx) (new window)

Academic Calendar

(https://tnecampus.org/academic-calendar) (new window)

iTeach and CDP Training Nomination Form

(https://tnecampus.helpspot.com/admin.php?pg=kb.page&page=92 (new window)

Textbook Verification Form

(https://tnecampus.helpspot.com/admin.php?pg=kb.page&page=219 (new window)

1.2. TN eCampus Advisor Guide

 

DISABILITY SERVICES

The Vocational Rehabilitation Act section 504 and The Americans with Disabilities Act (ADA) stipulate that postsecondary institutions are responsible for providing necessary accommodations when a student discloses a disability.

TN eCampus students can request an accommodation. However, it is the student’s responsibility to initiate this process with the disability resource center or campus office at their home school. If students are unsure whom to contact, they can start with the student liaison at their home campus (found in the TN eCampus Knowledge books). Their liaison can get them in touch with the appropriate person. Information on disability services and TN eCampus is located at this link: https://tnecampus.org/disability-services.

If a student currently enrolled in a course notices an accessibility issue, such as non-captioned videos or images without alt-text, please email tnecampus@helpspot.com with the course name, section number, and link or location (screenshot is always good) where the accessibility issue is occurring. Our team will correct the issue as soon as possible.

Initiating the Accommodation Process

A student with a disability has a responsibility to initiate the accommodation process with the disability resource center or campus office to request a reasonable accommodation. The office determines whether the student is eligible for services and, if so, coordinates appropriate accommodations and services in consultation with the student, faculty and other professionals, as appropriate. All students must follow policies and procedures and meet the graduation requirements of their particular program.

TN eCampus students are further encouraged to notify their professors of accommodations needed immediately at the start of class and be prepared to provide documentation and/or a contact person at their campus resource office.

ACADEMIC INTEGRITY

In their academic activities, students are expected to maintain high standards of honesty and integrity. Academic dishonesty is prohibited.

• Such conduct includes, but is not limited to:
• Attempt by one or more students to use unauthorized information in the taking of an exam
• Submit as one’s own work, themes, reports, drawings, laboratory notes, computer programs, or other products prepared by another person
• Knowingly assist another student in obtaining or using unauthorized materials

Plagiarism, cheating, and other forms of academic dishonesty are prohibited.

Students guilty of academic misconduct, either directly or indirectly through participation or assistance, are subject to disciplinary action through the regular procedures of the student’s home institution. Refer to the student handbook provided by your home institution to review the student conduct policy.

In addition to other possible disciplinary sanctions that may be imposed, the professor has the authority to assign an “F” or zero for an activity or to assign an “F” for the course.

TN ECAMPUS RESOURCES

Campus-based Student Liaison for In-person Support

Each partner institution has a designated Student Liaison that assists TN eCampus students with a wide range of questions and issues.

Most liaisons assist with registration and attendance issues; complaints and grade appeals; and withdrawals and course drops. However, the Liaison is also the go-to person for any TN eCampus issue. Liaisons can help with matters related to financial aid, bursar payments, disability accommodations and more. Even if they do not directly handle the issue in question, they can assist the student with locating resources who can assist.

Find your institution's Student Liaison here.

The Student Liaison can provide guidance and assistance for the following:

• Degree program and course information
• Questions concerning hardware or software requirements
• Course registration procedures
• Course log-in and other minor technical issues
• Grade appeals
• Facilitation of timely resolution for concerns and issues
• Complaint process regarding a professor or classmate

LEARNING PORTAL ACCESS

To access TN eCampus courses, students must log in to https://gotoclass.tnecampus.org. Students who are unable to log in, will need to submit a ticket to tnecampus-support@d2l.com for assistance.

ONLINE RESOURCES

Knowledge Books

Knowledge Books are a support resource for students (https://tnecampus.helpspot.com/) and faculty and campus administrators (https://tnecampus.helpspot.com/faculty/). The books contain a variety of links and tutorials which explain products, processes and information. 

Academic Calendars

TN eCampus maintains an updated academic calendar with dates for the start of classes, exams, refund dates and more on tnecampus.org.

HelpSpot Ticketing System

HelpSpot is used by staff, faculty, administrators and students requesting help for a variety of issues. HelpSpot tickets are created for training requests, learning management system support or additional requests for help.

To submit a ticket, go to tnecampus.helpspot.com/faculty or email TNeCampus@helpspot.com.

VIRTUAL TUTORING

A free, online virtual tutoring service is available to all TN eCampus students on a variety of subjects.

With the tutoring service, students can:

• Access a live, personal session with a tutor in Drop-in Tutoring
• Schedule a personal session with a chosen tutor in Scheduled Tutoring
• Submit writing for any class to the Writing Center
• Send a question to a tutor through “Submit a Question”
• Set up a group tutoring session with classmates to work on projects or tough assignments. Tutor assistance can be requested and professors can join the sessions too!

VIRTUAL LIBRARY ACCESS

TN eCampus students are not always able to travel to campus to conduct library research. TN eCampus provides a Virtual Library for all students. Using the Virtual Library portal on the course homepage, students can conduct the same research through the same major databases they would access at their campus library.

VIRTUAL BOOKSTORE

Students are encouraged to purchase all their textbooks and course materials from the TN eCampus Virtual Bookstore at bkstr.com/tnecampusstore/home. Since many courses use e-books and access codes, ordering from third party book vendors including Amazon is discouraged. Access codes are NOT universal and change from semester to semester. If ordering from another book vendor, students might pay for an access code that is no longer valid. The Virtual Bookstore nor TN eCampus can offer refunds or are responsible for refunds of books ordered from other bookstores, including a student’s campus-based bookstore.

Refund information on books ordered from the Virtual Bookstore can be found on the Virtual Bookstore website.

Questions about book orders can be emailed to tnecampus@helpspot.com. The Virtual Bookstore 
can be directly contacted at bookstr.com/tnecampusstore/store-info-contact-us.

VIRTUAL TEST PROCTORING

Some TN eCampus courses require proctoring for mid-term and/or final exams. Test and exam dates are set for each course at the beginning of the semester and are included in the course calendar. Students are responsible for scheduling proctoring arrangements well in advance of the exam, as proctoring appointment times fill quickly. Students needing accessories to use the virtual proctor should contact TN eCampus for a webcam and/or microphone. 

Options for testing include an approved testing center, virtual proctor or a proctor at an alternative testing site. An approved testing center or virtual proctor are the preferred methods. Professors must be given ample time to make preparations for each proctoring option used by students.

 

HELP DESK

Our 24/7/365 Help Desk is available to all TN eCampus students for assistance with technical course issues including errors loading a document, pages not loading or login failures. Students can call, email or chat with a Help Desk agent from the course homepage or from the learning management system login page at gotoclass.tnecampus.org.

Students needing accessories to use the virtual proctor should contact TN eCampus for a webcam and/or microphone.

TEXTING SERVICE

Every semester, newly-enrolled students with valid phone numbers in their campus Banner system are automatically signed up for TN eCampus’ free texting service. This texting service notifies TN eCampus students about important deadlines throughout the semester like completing attendance reports through the Student Participation Survey, dates for mid-term and final exams, and any course or system-specific problems. Through the texting service, students have direct contact with a Student Success staff member to ask questions or discuss issues. The Student Success team also periodically reaches out to “check-in” on students to see if help is needed. 

Students can text 615-882-4350 to subscribe to the texting service.

GRADE APPEALS AND COMPLAINTS

All TN eCampus students have the right to file complaints and grade appeals if they feel it is warranted.

Complaint Process

Students wishing to file complaints about a professor, another student or a class must submit their complaint in writing via email. The Student Liaison from the home campus and the delivery campus will be involved in notifying and communicating with the appropriate parties for a decision and resolution.

Grade Appeal Process

Students wishing to appeal a grade must contact their professor to verify that the grade awarded agrees with the grade on the transcript. Grade concerns must be submitted in writing via email.

The Student Liaison from the home campus and the delivery campus will be involved in notifying and communicating with campus administrators to obtain a decision. The student has the right to appeal the decision following the Student Rights and Appeal Process at the “home campus.” The home campus is responsible for the final grade appeal decision.

RESOURCES AND KEY CONTACTS

Website
tnecampus.org

Prospective Students
inquiry@tnecampus.org

HelpSpot Ticketing
tnecampus@helpspot.com

TN eCampus Knowledge Books
tnecampus.helpspot/faculty.com OR tnecampus.helpspot/student.com

Texting Service
Text for Current Term: 615-882-4350

Test Proctoring
https://tnecampus.org/proctoring-overview

Tutoring
tnecampus.org/virtual-tutoring

 

TN eCAMPUS STAFF CONTACTS 

Sarah Hazelton

Interim Sr. Director for TNeCampus

sarah.hazelton@tbr.edu

Dr. Nicola Wayer

Director of Instructional Design and Training

nicola.wayer@tbr.edu

Contact Nicola with questions about: Accessibility, Course Development, Curriculum Committee, Instructional Design, Publisher Integrations, Course Master Copies and Course Development Copies 

Jim Dye

Director of Technology

james.dye@tbr.edu

Contact Jim with questions about: Maestro Database

Colbe Wilson

Director of Campus Relations

colbe.wilson@tbr.edu

Contact Colbe with questions about: Course Staffing, Faculty Liaisons, Faculty Support Services and Communications, Internal Operations, Academic Calendars, Master Course List, Course Master Updates and Semester Preparation, Summer Academy

Dr. Callie Wise

Student Success Manager

callie.wise@tbr.edu

Contact Callie with questions about: Attendance, Complaints Regarding a Student, Student Complaints, Student Liaisons on Campuses, Student Technical Support, D2L’s End User Help Desk, Grade Appeals, Online Tutoring

Tennessee Board of Regents

TN eCampus

1 Bridgestone Park,

2nd Floor

Nashville, TN 37214

1.3. Student Liaison Guide

Student Liaison Guide

What is TN eCampus?
Student Liaison Job Description
Job purpose
Duties and responsibilities
Knowledge, Skills, & Abilities
Is Online Learning a Good Fit for Your Student?
TN eCampus Course Benefits
Do your students have a busy life? Raising a family? Work full-time?
Do your students want to add credits quickly?
15 to Finish!
Access and Scheduling Flexibility
“Home Campus” Concept
User-Friendly Registration
Seamless Transfer of Course Credit
Course Fees
Disability Services
Initiating the Accommodation Process
Academic Integrity
TN eCampus Resources
Learning Portal Access
Knowledge Books
Academic Calendars
HelpSpot Ticketing System
Virtual Tutoring
Virtual Library
Virtual Bookstore
Virtual Proctoring
Help Desk
Texting Service
Grade Appeals and Complaints
Grade Appeal Process
Complaint Process
TN eCampus Contacts and Timeline
Contacting TN eCampus
Who Does What?

WHAT IS TN ECAMPUS?

TN eCampus is a partnership of all 13 community colleges and three universities in Tennessee, including Tennessee State University, Tennessee Technological University, and University of Memphis. These institutions share TNeCampus  courses with each other to increase course offering options for students across the state to help them stay on track for graduation. 

The faculty teaching TN eCampus courses may be contracted to teach through any of the partnering institutions, but they have all been vetted and approved by the administrators at your campus. 

Students will enroll in TN eCampus courses through their own institution. TN eCampus courses will appear on their transcript the same as courses taken from their own institution, so there is no need for students to transfer these credits back to your school. 

Students may be enrolled in an TN eCampus course instructed by a professor from one of the other partner institutions, and they may have classmates enrolled at other partner institutions.

TN eCampus offers unique benefits to supplement the courses your students are taking at your home campus. Our courses are 100% online and asynchronous so students will not be asked to drive for tests, lectures, or labs. TN eCampus courses are continually reviewed, updated, and redesigned using the latest best practices in online teaching and learning. The courses are equivalent to those offered at your local campus. 

Annually, there are more than 38,000 enrollments across 40 institutions in TN eCampus courses—with 25% of all community college students having taken at least one TN eCampus course by the time they graduate. With approximately 500 courses in the catalog, there is a TN eCampus course for your students.

STUDENT LIAISON JOB DESCRIPTION

Job purpose

Each partner institution has a designated Student Liaison that assists TN eCampus students with a wide range of questions and issues. Most liaisons assist with registration and attendance issues; complaints and grade appeals; and withdrawals and course drops. However, the Liaison is also the go-to person for any TN eCampus issue. Liaisons can help with matters related to financial aid, bursar payments, disability accommodations, and more. Even if they do not directly handle the issue in question, Student Liaisons can assist the student with locating resources on-campus to assist.

Duties and responsibilities                                                                                                                           

The primary responsibilities and duties of TN eCampus Student Liaisons:

• Work with the Student Success Manager to provide guidance and assistance to TN eCampus Students
• Work with the Student Success Manager to answer student questions concerning hardware and software requirements for an online course.
• Provide information regarding TN eCampus degree programs and course offering information
• Assist students with the TN eCampus course registration procedures
• Communicate with student to provide guidance and assistance for the following:
• Course log-in and other minor technical issues
• Grade appeals
• Facilitation of timely resolution for concerns and issues
• Complaint process regarding an instructor or classmates

Knowledge, Skills, & Abilities

TN eCampus Student Liaisons should possess knowledge in the following areas:

• TBR and TN eCampus organizational structure
• TBR and TN eCampus functions
• TBR and TN eCampus procedures and guidelines
• TN eCampus’s LMS (D2L), SIS (Maestro), & ticketing system (HelpSpot)

TN eCampus Liaisons should possess the following skills:

• Professional oral and written communication
• Computer and job-relevant software usage
• Familiarity with all functions of the TN eCampus LMS (D2L)

TN eCampus Liaisons should possess the ability to:

• Communicate effectively in remote and face-to-face environments
• Work effectively with individuals, small groups, and large groups
• Collaborate with online instructors and students
• Communicate student training needs to TN eCampus Support Staff

IS ONLINE LEARNING A GOOD FIT FOR YOUR STUDENT?

When assessing if a student is a good candidate for online learning, these qualities, expectations, and technology needs must be considered.  

• Qualities for successful online learning
• Self-motivation
• Self-discipline
• Goal-oriented
• Schedule-oriented
• Proficient in reading
• Proficient with written communication 
• Basic computer skills including email management, word processing, and web browsing. 

• Student Expectations
• Participation in all aspects of the course
• Communication with the professor and other students in class
• An ability to navigate within the learning management system and knowledge of using course tools such as drop-box, internal course email system, etc.
• Understanding resources to resolve  technical problems
• Observance of course “netiquette” at all times when sending emails and posting comments to the discussion board. 
• Apply high standards of honesty and integrity. Academic dishonesty is prohibited.

• Technology Needs
• Reliable internet access
• A computer system that meets the basic minimum requirements for using the learning management system platform. 
• Course specific software and accessories as noted by the professor in the course syllabus.

• Student Preparation for Online Success
• Establish a location at home or work where there are no distractions.
• Make sure there’s good lighting and adequate space in the study area.
• Plan study time. A good rule of thumb is to reserve a two-hour block of time several days within the week for study time.
• Keep computers in good working order.
• Read the course syllabus in full.
• Read announcements on the course home page. The announcements often contain helpful or important information.
• Purchase textbooks, course materials and access codes from the recommended bookstore.  Other online textbook vendors may offer cheaper alternatives and used options, but those alternatives don’t coincide with the course material or provide access codes to online labs.
• Do not assume or take anything for granted.
• Check the course calendar frequently to ensure deadlines are met.
• When assignments aren’t understood or questions exist, communicate with the course professor.
• Establish rapport with other online classmates and form online study groups if possible.
• Use library and tutoring resources.
• Don’t wait until the last minute to complete or upload assignments.

TN ECAMPUS COURSE BENEFITS

Online learners in TN eCampus courses have access to the same support services provided to on-campus students. TN eCampus offers free virtual tutoring, free virtual writing support, and 24x7x365 support via text, chat, email, and phone. We also offer a Virtual Library, a Virtual Bookstore, and a free online orientation course for new students and students new to online learning. 

Each campus has a designated TN eCampus Student Liaison so your students have local on-campus support as well. Local campus services such as advising, career services, financial aid, scholarships, and disability services are available to TN eCampus students at their home campus.

Do your students have a busy life? Raising a family? Work full-time?

TN eCampus offers fully online, asynchronous courses that are structured so students work independently but have significant interaction with professors and classmates. Courses have set due dates for assignments and exams, but offer flexible instruction time; your students can learn when and wherever they want.

Do your students want to add credits quickly?

7-week semester format: Some of our fully online courses are offered in an accelerated 7-week format. Accelerated courses cover the same content as a full-term 15-week semester but at a faster pace. So, students can take 6 credit hours in one semester where they would normally have only taken 3.

10-week semester format: We also offer a delayed start 10-week format for those students that arrive too late on campus to begin the 15-week semester. No need to wait all the way until the next term begins!

15 to Finish!

The math is clear: in order to graduate on time, students must take at least 15 credits per semester or 30 credits per year. But even amongst full-time students, the majority are taking credit loads that automatically put them on a 3- to 4- year plan for an associate degree and a 5-year plan for a bachelor’s degree. 

Each extra semester comes with a cost, and the longer it takes, the more life gets in the way – decreasing the likelihood students will ever earn their degree. Further complicating the matter, federal financial aid policies require students to be enrolled in just 12 credits each semester to be eligible for assistance, creating a de facto standard that 12 credits is “full-time.” The result: students graduate late, if at all, and rack up unnecessary time and debt in the process.

The vast majority of college students aren’t taking the number of credits needed to graduate on time, despite research showing the significant benefits of doing so – including better academic performance, higher retention rates, and the increased likelihood of completion. 

15 to Finish encourages students who are able to take more credits, graduate on time, and start earning faster. Online classes make this more feasible for students. TN eCampus courses can help students round out their fifteen credit hour schedule.

Access and Scheduling Flexibility

TN eCampus provides students with a flexible option for filling out their schedules with access to approximately 500 fully online courses. Often, campus-based courses fill to capacity. Because TN eCampus courses are staffed by faculty from across the state, TN eCampus is always able to

add more sections to accommodate students—keeping them on track toward graduation and accelerating degree completion. The availability of 100% online, asynchronous courses is perfect for working students, students with family responsibilities, and students who can’t travel to campus for various reasons.

“Home Campus” Concept

Students can participate in TN eCampus on a full- or part-time basis and are typically enrolled as a degree-seeking, non-degree seeking, or dual/joint enrollment student. Each student must select, apply and enroll at one of the TN eCampus partner institutions to register for TN eCampus classes. The campus where the student is enrolled is the “home campus.”

The “home campus” performs the following functions:

• Accepts and admits the student
• Advises the student
• Enrolls the student in online courses
• Manages complaints and grade appeals
• Bills the student for all courses
• Collects tuition and related fees
• Reports fees collected to TBR
• Facilitates transfer of earned course credit
• Awards degrees

Admission acceptance is purely a campus decision and is granted by the “home campus.” TN eCampus administrators have no role in the acceptance process.

User-Friendly Registration

Institutions display their list of courses offered each semester by TN eCampus through the institution’s Banner system.

TN eCampus courses are numbered in the Banner system as shown below:

• R50 (full-term courses)
• R80 (learning support courses)
• R01 (seven-week accelerated courses offered at beginning of semester)
• R25 (seven-week accelerated courses offered in middle of semester)
• R35 (10-week term)

If a TN eCampus course is not listed in Banner, but a student needs to take the course, the student or advisor can contact TN eCampus directly. Email us at tnecampus@helpspot.com to receive information on how to register for the desired course(s).

Seamless Transfer of Course Credit

TN eCampus courses are transcripted through the student’s home campus. This means there is no need to transfer credits among institutions.

TN eCampus courses taken by students appear on their transcript as courses taken on your campus—even if the professor is located at another campus. TN eCampus courses are reviewed and approved by faculty members on your campus. Faculty teaching TN eCampus courses are vetted and approved by your campus administrators.

Course Fees

Fees associated with TN eCampus courses are used strictly to support YOUR students. TBR and TN eCampus fund many of the resources students use both on campus AND online. Fees flow directly back to our partners as both revenue for student resources and services. Supporting TN eCampus is a win-win for everyone.

While neither the TN Reconnect nor TN Promise last-dollar scholarship programs cover TN eCampus fees currently, many students choose eCampus courses in an effort to complete enough credit hours to keep their TN Reconnect or TN Promise scholarships.

DISABILITY SERVICES

The Vocational Rehabilitation Act section 504 and The Americans with Disabilities Act (ADA) stipulate that postsecondary institutions are responsible for providing necessary accommodations when a student discloses a disability.  

TN eCampus students can request an accommodation. However, it is the student’s responsibility to  initiate this process with the disability resource center or campus office at their home school. If students are unsure whom to contact, they can start with the student liaison at their home campus. Their liaison can get them in touch with the appropriate person.  Information on disability services and TN eCampus is located at this link: https://tnecampus.org/ disability-services. 

If a student currently enrolled in a course notices an accessibility issue, such as non-captioned videos or images without alt-text, please email tnecampus@helpspot.com with the course name, section number, and link or location (screenshot is always good) where the accessibility issue is occurring. Our team will  correct the issue as soon as possible.  

Initiating the Accommodation Process 

A student with a disability has a responsibility to initiate the accommodation process with the disability resource center or campus office to request a reasonable accommodation. The office determines whether the student is eligible for services and, if so, coordinates appropriate accommodations and services in consultation with the student, faculty and other professionals, as appropriate. All students must follow policies and procedures and meet the graduation requirements of their particular program. 

TN eCampus students are further encouraged to notify their professors of accommodations needed immediately at the start of class and be prepared to provide documentation and/or a contact person at their campus resource office. 

ACADEMIC INTEGRITY

In their academic activities, students are expected to maintain high standards of honesty and integrity.  Academic dishonesty is prohibited. 

Such conduct includes, but is not limited to: 

• Attempt by one or more students to use unauthorized information in the taking of an exam 
• Submit as one’s own work, themes, reports, drawings, laboratory notes, computer programs, or other products prepared by another person 
• Knowingly assist another student in obtaining or using unauthorized materials 
• Plagiarism, cheating, and other forms of academic dishonesty are prohibited.

Students guilty of academic misconduct, either directly or indirectly through participation or assistance, are subject to disciplinary action through the regular procedures of the student’s home institution. Refer to the student handbook provided by your home institution to review the student conduct policy. 

In addition to other possible disciplinary sanctions that may be imposed, the professor has the authority to assign an “F” or zero for an activity or to assign an “F” for the course. 

TN ECAMPUS RESOURCES

Learning Portal Access

To access TN eCampus courses, students must log in to https://gotoclass.tnecampus.org. Students who are unable to log in should email tnecampus@helpspot.com for assistance.  

Knowledge Books 

Knowledge Books are a support resource for faculty, students, and campus administrators. The books contain a variety of links and tutorials which explain products, processes and information needed by staff members, faculty, administrators, and students.  You can browse our Knowledge Books for Students here.

Academic Calendars 

TN eCampus maintains an updated academic calendar with dates for the start of classes, exams,  refund dates, and more on TNecampus.org.  

HelpSpot Ticketing System 

HelpSpot is a ticketing system where staff, faculty, administration, and students go to request help for a variety of issues. HelpSpot tickets should be created when there is a request to change a password, training request, D2L support or any additional requests for help. 

Do not submit a Help Ticket for a yes/no or information question; this should be sent in an email (e.g. Is Person A still the developer for course ABCD1234?”). 

To submit a ticket, please either go to the HelpSpot Link or Email: TNeCampus@helpspot.com. If you go to the link and create a ticket, any person whose email address is placed in the “To”, “CC”, or “BCC” fields will receive all communication associated with the Help Ticket.

Virtual Tutoring

A free, online virtual tutoring service is available to all TN eCampus students on a variety of  subjects. Virtual tutoring is accessible through a single-sign-on process, so students only need to log into their TN eCampus class to access virtual tutoring through the Course Resources widget.

With the tutoring service, students can: 

• Access a live session with a tutor in Drop-in Tutoring 
• Submit writing for any class to the Writing Center 
• Send a question to a tutor 

Tutor feedback is typically returned within 24-48 hours to the student’s virtual “locker.”  Students retain this “locker” of submissions and tutor feedback as well to track their progress.

You can learn more about virtual tutoring here (screenshots of the platform included).

Virtual Library

TN eCampus students are not always able to travel to campus to conduct library research. TN eCampus provides a Virtual Library for all students. Using the Virtual Library portal under the Course Resources widget on their course homepage, students can conduct the same research through the same major databases they would access at their campus library. Students will need to know their home school’s (NOT TN eCampus’) username and password to access their school’s library.

Virtual Bookstore

Students are encouraged to purchase all their textbooks and course materials from the TN  eCampus Virtual Bookstore. 

Since many courses use e-books and access codes, ordering from third party book vendors including Amazon is discouraged. Access codes are NOT universal and change from semester to semester. If ordering from another book vendor, students might pay for an access code that is no longer valid. The Virtual Bookstore nor TN eCampus are not responsible for refunds of books ordered from other bookstores, including a student’s campus-based bookstore. The TN eCampus Virtual Bookstore can refund books bought through them only and if the package has not been opened or access code used. Books for TN eCampus courses are typically not available in campus-based bookstores. Information on buying textbooks is available in our Knowledge Books. 

Questions or concerns about books, requests for refunds, and other book/bookstore related issues should be emailed to tnecampus@helpspot.com. 

Virtual Proctoring

Some TN eCampus courses require proctoring for mid-term and/or final exams. Test and exam  dates are set for each course at the beginning of the semester and are included in the academic calendar. Students are responsible for scheduling proctoring arrangements well in advance of the  exam, as proctoring appointment times fill quickly. Virtual proctoring requires a working webcam and microphone on the student’s computer. Students needing these accessories to use the virtual  proctoring service should contact TN eCampus at tnecampus@helpspot.com for assistance..  

Options for testing include an approved testing center, virtual proctor, or a proctor at an alternative  testing site. An approved testing center or virtual proctor are the preferred methods. Professors must be given ample time to make preparations for each proctoring option used by students.

You can learn more about virtual proctoring here (screenshots of the platform included).

Help Desk

Our 24/7/365 Help Desk is available to all TN eCampus students for assistance with technical  course issues including errors loading a document, pages not loading, or login failures. Students  can call, email or chat with a Help Desk agent from the course homepage or from the learning  management system login page at gotoclass.tn ecampus.org. 

Texting Service

Every semester, newly-enrolled students with valid phone numbers in their campus Banner system are added for the text messaging service with TN eCampus. Students can “opt-out” from text messaging by replying to any text with “STOP.” 

This texting service notifies TN eCampus students about important deadlines throughout the semester like completing attendance reports through the Student Participation Survey, dates for mid-term and final exams, and any course or system-specific problems. 

Through the texting service, students have direct contact with a Student Success staff member to ask questions or discuss issues. The Student Success team also periodically reaches out to “check-in” on students to see if help is needed.  

Whether a student has opted-in or not, students can text the Student Success team anytime at: 615-882-4350. 

GRADE APPEALS AND COMPLAINTS

All TN eCampus students have the right to file complaints and/or grade appeals if they feel it is  warranted. Students are encouraged to email their instructor first in an attempt to resolve the problem. However, if the result is not satisfactory, the student can email their complaint and/or grade appeal request to their home campus Student Liaison.

Grade Appeal Process 

Students wishing to appeal a grade must contact their professor to verify that the grade awarded agrees with the grade on the transcript. Grade concerns must be submitted in writing via email to the student’s home campus Student Liaison. 

The Student Liaison from the home campus and the delivery campus will be involved in notifying  and communicating with campus administrators to obtain a decision. The student has the right to  appeal the decision following the Student Rights and Appeal Process at the home campus. The home campus is responsible for the final grade appeal decision. 

Documentation for grade appeals can be obtained by emailing: tnecampus@helpspot.com. 

Complaint Process 

Students wishing to file complaints about a professor, another student, or a class must submit their complaint in writing via email to their home campus Student Liaison. The Student Liaison from the home campus and the delivery  campus will be involved in notifying and communicating with the appropriate parties for a decision and/or resolution. 

Documentation for complaints can be obtained by emailing: tnecampus@helpspot.com. 

TN ECAMPUS CONTACTS AND TIMELINE

Contacting TN eCampus

Student Liaisons are encouraged to use the email addresses below to ask questions or request assistance. The TN eCampus staff regularly check these emails to ensure your and your student’s issues are resolved promptly and efficiently.

Who Does What?

TN eCampus is a small team serving a large number of faculty, students, and institutions. Here is a guide to help you know whom to contact if you have questions about various topics.

2.1. TN eCampus Training Nomination Form

2.2. Turnitin Video Resources (SysAdmin)

TBR Administrative Training for Turnitin (May 2019)

TNeCampus and Turnitin provided webinar training for system administrators and distance education leaders. This video is one of the sessions. This is a great resource for anyone that missed it or would like to review as a follow up.



3.1. Maestro for Campus Administrators

Maestro for Administrators

This chapter has a set of brief tutorials for using Maestro. This tutorial covers logging in, basic navigation, and quick access to information. You may also be interested in the following tutorials:

• Exporting Reports (new window)
• Customizing Maestro (new window)
• Troubleshooting Maestro (new window)

 

Accessing Maestro for Screen Viewing

Navigate to the Maestro login page (new window). Log in using your credentials provided by TN eCampus staff. Typically, your login will be your FirstName.LastName. Your password is assigned. Please change your password when you log in the first time to maintain database security. 

If you have multiple roles, choose the one most appropriate to your need during this session. 

Navigating the Dashboard

The dashboard is arranged with a panel of options under Home on the left side. A ribbon of data options and reports across the top. The center has some predefined reports that can be filtered once accessed. There is also a countdown timer for inactivity, a refresh button, and an arrow icon to log out at the very top of the window.

Regarding the report buttons in the center of your screen, these buttons may change from login to login, depending on where we are in the semester and as Bocavox adds functionality and report templates. Don’t be alarmed if you see no buttons, two buttons, or four buttons, as it will change periodically. These are only “quick links” to reports for viewing and may not always reflect the report type you are seeking. You can always access all of the reports through the Reports tab as well. 

Keep in mind, Maestro terminology distinguishes enrollments into two categories based on whether a given semester has started. The enrollments for a given semester are labeled Course Request until the semester begins. The same data is labeled Enrollments in the current semester.

Maestro allows users up to 90 minutes of inactivity before automatically logging out the user. If you are reading a report and not clicking anything, that is perceived as “inactivity.” You can avoid getting logged out automatically by watching the session counter in the upper right corner of your screen. You can refresh your session by clicking the link that begins “Your session will expire …”  

Choosing one of the predefined reports will open a page like the one below. Please notice, the functional report header will appear at the top of the page. It will allow users to print, save, paginate, change the view, and choose between one page and the entire report. Use the search/filter fields to narrow the focus of the data.

The functional header appears at the top of report pages accessed through the report buttons. The same header does not appear if you access a report through the Reports tab on the homepage. Use the blue report buttons to get these features. Otherwise, there are similar functions in a different layout from the reports tab. 

The icon with a question mark (?) hides or shows (by toggling) the three search fields for reporting. Click it on and off to see those fields disappear and reappear.

Choosing Print will provide three options in the menu. Print to PDF saves the file as a PDF. This will automatically save to the Downloads folder. Print with Preview will provide a  preview. This action requires pop-up blocking to be turned off either entirely, or just for the Maestro site as you choose. 

Choosing Save will provide several options available from the menu. Adobe PDF File, Document File, and Microsoft Excel File are the most popular for typical use. 

 

The Screen View will allow users to scale the view from 25% to 200%. This will not scale the size of pages saved to files or printed.

The Whole Report button allows you to choose either One Page or Whole Report. This setting applies only to your view. Saving or printing will include the entire report. If you want to whittle down what is saved or printed, use the search/filter fields to narrow your focus.

The Maestro system is safe to move around in and explore. You can’t hurt anything since your access allows only viewing, saving, and printing. More standardized reports will be forthcoming.

If you experience a technical problem, please review the Troubleshooting Maestro document (new window).

 

3.2. Maestro Reports Quick Reference

Reports commonly used by Campus Administrators

115 — Cumulative Drop, Completion, and Enrollment Numbers

This report displays the cumulative total enrollments received from each institution since Summer 2015. This information is broken down further to display the total active, dropped, and completed enrollments.

• Columns: Institution, Currently Active Enrollments, Total Drops, Total Completed Enrollments, Total Enrollments Received for All Semesters

135 — MSN Applications

This report provides a log of applications to the TN eCampus MSN program. Information includes the prospective student's contact information and the status of the application.

137 — Nursing Application Communications

This report logs the submission confirmation email that is sent to MSN applicants.

• Columns: Communication Type, Date, From, To, Subject, Parties, Message Content

179 — Students with FTE Attendance

This report is for FTE demonstration

181 — Active Sections for Current Term

This report displays all active sections for the current semester. This is the same report that is accessed via the "Total Enrollments All Institutions" button on the Maestro dashboard.

185 — FTE by Institution for Universities

This report provides FTE information on all terms for universities.

• Columns: Semester, Institution, Number of Students, Number of Credits, FTE Ratio

186 — FTE by Institution for Community Colleges

This report provides FTE information on all terms for community colleges.

• Columns: Semester, Institution, Number of Students, Number of Credits, FTE Ratio

193 — Faculty Credentials and Certification

This report displays all faculty, their home institution and indicates the type of certification contained in Maestro as well as the issuer.

• Columns: First Name, Last Name, Institution, Certification, Issuer, Expiration

204 — List of Total Course Requested by Delivery Institution

This report is used to report enrollment numbers during ADD mode when TN eCampus is receiving enrollments for the upcoming semester. This report can be accessed from the Maestro dashboard via the "Total Course Requests for All Institutions" button.

205 — Detailed Course Requested Submitted By Students on Active Terms By Delivery Institution

This report provides classlists during ADD mode when TN eCampus is receiving enrollments for the upcoming semester. This report is linked to custom report 36 which provides a formatted report that allows filtering and viewing the report as standard class lists. Please note that this report is only available during ADD mode.

• Columns: Section, Course Title, Instructor, Delivery Institution, Credit Hours, Semester, Student, Email Address, Home Institution

206 — Detailed Enrolled Students on Active Terms by Delivery Institution

This report provides class lists during CHANGE mode. This report is the report that will be most frequently used to pull class list with student contact information for the current semester.

• Columns: Course ID (Section), Course Title, Instructor, Delivery Institution, Credit Hours, Semester, Student, Email Address, Home Institution

207 — List of Total Enrollments by Delivery Institution

This report is the Total Enrollments Report you can access from the Maestro homepage once we convert from course requests to enrollments.

• Columns: Course ID (Code), Course Title, Instructor, Delivery Institution, Credit Hours, Current Term, and the number of enrollments per section.

226 — All Sections with Delivery Institution and Faculty

This report displays detailed information on all sections for the current semester

• Columns: Term (Semester), Section, Course Title, Credit Hours, Faculty Name (Instructor), Instructor Email, LMS Username (D2L Username), Section Capacity, Section Status (Active/Inactive), Section Level (Undergraduate/Graduate), Course Active Section Count (Total number of active sections), Delivery Institution

230 — Non-Engagement Contact Report

This report provides contact information for students who have not taken the student participation survey in one or more courses and is used by the Student Success Coaches to contact students to increase retention.

• Columns:

237 — Total Course Requests Report

This is the report that is linked on the Maestro homepage to view enrollment numbers for the upcoming semester. Please note that once we begin processing enrollment files for the upcoming semester, this report will be linked on the Maestro homepage. This report contains the following information:

• Columns: Course ID (Code), Course Title, Instructor, Delivery Institution, Credit Hours, Current Term, and the number of enrollments (course requests)

242 — Campus Staff

This report provides a list of the Active Campus Administrators and Certification Evaluators.

• Columns: First Name, Last Name, Role, Organization

243 — Classlist by Term

This report displays all students who are or have been enrolled in a TN eCampus course for all terms and the sections they are/were enrolled in. This report is especially helpful when you need to determine the instructor or delivery institution for a grade appeal or student complaint. If the student who you are seeking information on dropped the course in question, please pull report 290 — Student Enrollment Details for All Terms with Delivery and Home Institution.

• Columns: Term (Semester), Student First Name, Student Last Name, Student's Email Address, Student's Home Institution, Course, Instructor First Name, Instructor Last Name, Instructor Email Address, and Delivery Institutio

250 — All Duplicate Usernames

This report provides information on all students with duplicate usernames whether they are enrolled in the current semester or not. If you wish to retrieve a list of only those students enrolled in the current semester with duplicate usernames, please pull report 251 — Duplicate Usernames for Current Term.

• Columns: Semester, Home Institution, First Name, Last Name, D2L Username, Email Address, Phone

262 — Contact Information for Faculty Currently Teaching

This report provides contact information for faculty who are currently teaching.

• Columns: Section, First Name, Last Name, Email Address, Phone Number, Semester

273 — Total Enrollments for All Institutions and Semesters

This report is the same as the Total Enrollments report that Campus Administrators use to view enrollment numbers each semester but is expanded to provide this information for all semesters.

• Columns: Course Code, Course Title, Instructor, Delivery Institution, Credit Hours, Semester, and Enrollment Numbers

274 — Total Enrollments by Course per Term

This report displays the total number of enrollments for each course for all terms. Note: This report does not display sectional enrollment numbers.

290 — Student Enrollment Details for All Terms with Delivery and Home Institution

This report provides a full list of students who are or have been enrolled in TN eCampus courses, along with the specific section, external email address, home institution, current enrollment status per course, and the drop date if applicable. This report includes all semesters since Fall 2015.

• Columns: Section (Course), Course Name, Instructor, Delivery Institution, Credit Hours, Term (Semester), Student, Student Banner ID, Student Email Address, Student Home Institution, Student Status (Active/Inactive), Enrollment Status (Active/Dropped), and Drop Date (if applicable)

292 — Nursing Faculty Details with Enrollment Numbers for All Semesters

This report provides information on nursing faculty sectional assignments, degree and credentialing information as well as assigned sections, delivery institution, and enrollment numbers by section. 

• Columns: Course Code, Course Title, Instructor, Faculty Academic Degree, Faculty Credentials, Area of Expertise, Delivery Institution, Credit Hours, Semester, Enrollment Numbers

 

 

3.3. Exporting Reports (Campus Administrators)

1. If you need to do more than simply view a report, there is additional reporting power available to you on the Reports tab of the Maestro homepage. Select the Reports tab to open the Reports page.
   
   
   
   
2. The buttons indicated in the screenshot below activate the report from the list presented on the reports page.
   
   IMPORTANT NOTE: When seeking course requests/enrollments, you will likely be using reports #52 and #37. However, these are CUSTOM reports and must be accessed through the CUSTOM tab in the left nav bar on the REPORTS screen. If you search #52 in the MAESTRO reports screen, you will see a “Gender report” appear. There is an important distinction between “Maestro reports” and “Custom reports” and they may share the same number. The course request/enrollment report you seek is in the “Custom reports” interface, however, NOT “Maestro reports.”
   
   
   
   
   
3. The fields across the top of the report list are search fields. You can type information into the field and hit RETURN or ENTER, and only the reports fitting that criteria appear. This is a great way to find information quickly, but you will need to know which report number you are seeking, or the name of the report.
   
   
   
   
4. You will likely search most often by report number as it is the most specific search criteria. To find report #205, just type 205 into the search field and hit ENTER or RETURN. You will primarily be using reports #204 and #205.
   
   
   
   
5. Once you see the report you want, you can simply click the REPORT button to activate.
   
   
   
   
6. There is a row of EXPORT buttons on the lower right screen. The first export button will be the most commonly used. It exports your report as a comma delimited Excel file with very raw, unformatted data. This allows you maximum ability to filter, format, print, or otherwise manipulate the data to your specific requirements.
   
   
   
   
   
7. There is a row of navigational buttons in the center bottom of the report screen. It allows you to paginate through the report as well as provide a button to return to the report list.
   
   
   
8. When you click the export button, a file will download to your browser’s respective download folder. When you open it, it will look like the screenshot above of a comma delimited raw data file which can now be customized with Excel’s filtering, formatting, and printing features.
   
   

3.4. Customizing Maestro

You may update your personal and contact information—as well as change your password—by clicking on the “My Account” button on the Maestro account homepage (located in the left navigation bar under “My Settings”)

3.5. Troubleshooting Maestro

Troubleshooting Maestro

Maestro works with many browsers, but many users report Google Chrome and Microsoft Edge work well. There are several easy things you can do to reduce any issues with Maestro.

• Try to refresh the page.
  
• Check that your internet connection is working. Wired connections are often the most stable, especially if you are working from a home network. Choose the network icon from the system tray of your computer to confirm you are connected and secured.
• If you are using a preferred browser, then try another to rule out browser-specific issues.
• Make sure you are running the latest version of the browser. The current versions update themselves. If there is any question, you can download a new copy from one of these links.
  • Google Chrome (new window)
  • Microsoft Edge (new window)

• Exit Maestro and log back in.
• Reboot your computer.

If you are still experiencing an issue after trying these steps, please file a support request (new window) with the TN eCampus Help Desk.

4.1. Faculty Credentialing FAQ

Frequently Asked Questions

What is? How do I? Why should I?...

• Active/Inactive Status—By default all new profiles are created as Active. The data remains in the system regardless of the status. Changing status to Inactive is useful to categorize staff that have retired or left the system entirely. The data of this profile is still important, but you may choose to include the status as a report qualifier to view or not view inactive staff.
  
• Credential Approval—The process of reviewing credential documents, professional experience, and related materials in the FCS program is designed to document and to evaluate instructors for approval or disapproval to teach specific courses. This work is typically performed by the Chief Academic Officers (CAO) or designee.

• Credential Denial—Home institutions essentially deny courses by removing them from the profile if previously added. Non-home institutions work from the View tab of the profile and choose Deny by adding a check to courses they do not approve. Rationale for denial is also posted within the field provided. CAOs are contacted automatically for each denial of their home staff. CAOs will have the option to update or amend profiles if information was initially deficient. Once updated, denials should be reviewed and reconsidered.
  
  
• Duplicate Profiles—There should be one profile developed by the home institution for each instructor. Non-home institutions may approve or deny credentials. Instructors may have the same first and last name or other information. Different instructors should have unique D2L usernames. Compare all information before deciding to edit or remove a profile.
  
  
• Get an Account—Create a request in the HelpSpot webform to request to add anyone that needs Profile Management or Credential Approval privileges. Add your information. Choose Faculty Credentialing in the drop down menu for How would you categorize this request? When finished, choose Submit.
  
  
• Faculty List—The Faculty tab is a search tool that will report the entire faculty list or a list for each organization. It can also be used to locate faculty approved to teach specific courses.
  
  
• Home Institution—The home institution is not only the home base of instructors, but this organization is solely responsible for creating and maintaining the profile and documentation of each instructor.
  
  
• Non-Home Institution—Instructors often teach courses courses outside of their home base, especially online. Non-Home Institutions must evaluate each instructor's credentials.
  
  
• Password—Help with Passwords 

• Profile (Faculty Credentials)—A profile is the collection of directory information and supporting documents (transcripts, diplomas, signed approvals and more). It is also the place to document each approved course for instructors. An instructor may be denied to teach specific courses for specific institutions within the profile as well. The collection of information is the profile. 
  
  
• Profile Management—The process of managing documents, redacting sensitive information, and entering profile data into the FCS database.
  
  
• Redaction/Blackout Text—The process to remove sensitive information from documents stored in FCS. See redacting resources for further information.
  
  
• Reports—The Reports tab is a list of common reports for searching faculty missing training dates, missing documents, instructors status teaching graduate courses, and expiring licenses or certificates. Other reports may be added in the future.
  
  
• Signed Approval Form—This form is used to document courses, degrees, professional experience and rationale for approving instructors to teach specific courses. There is a separate form for Traditional and Non-Traditional/Alternative documents.

• Support Ticket—The Help Desk is your one stop shop for questions or assistance. Completing the form directs your query to the right person for assistance.
  
  
• Training—Written training is provided here in the Knowledge Books. A screencast video is also posted on YouTube . The video takes a step by step walk through the system. Webinars are periodically planned as well. There is also a Training and Support page in the Faculty Credentialing System as well.
  
  

Back to Faculty Credentialing 

4.2. Training and Support

Knowledge Books

In this chapter, you will find a step by step description of the tools and resources used in the Faculty Credentialing System (FCS) web app. This is a quick at-a-glance guide to using the system. The content is broken into chunks to make it easier to find the specific support you need.

Training Video

To see the system in action, review the training video posted on YouTube. Follow this link to access the Training Video . The content is divided into four sections.

• Introduction—starts at 00:00  recommended for all users.
• Profile Management—starts at 02:19 for users managing faculty profiles, redacting personal information and uploading credential related documents.
• Credential Evaluation—starts at 09:26 for users making decisions regarding the approval or disapproval of instructors to teach courses.
• Approval Document Form--starts at 15:39  for users completing the tradition and non-traditional form for instructor profiles.

Just Need Help

File a Help Ticket  by email anytime.

Back to Faculty Credentialing 

4.3. Login

Logging In

Once assigned a username and initial password, enter the information in the appropriate fields from the login page at Credentials.tbr.edu/ .

Change Your Password

Access the My Account Tab to Edit your profile and password.

Lost Password

Request a New Password if you have lost or forgotten it by choosing the link just above the Login button.

Enter your email address and choose E-Mail new password and watch for an email that will prompt you to create a new password.

Back to Faculty Credentialing 

4.4. Navigating the Faculty Credentialing System

Navigating the Tabs

There are a minimum of 8 tabs of information points and resources in this system.

1. Home—The system opens on the Home tab which is located on the top row of the page. This tab includes notes about current topics and points of interests to system users.
   
   
2. Courses— Use this tab to view the list of courses taught. This list may be searched by number or by keyword.
   
   
3. Faculty— Use this tab to view faculty information across the system. There are several data categories you may use to narrow the search.
   
   
4. Approvals & Denials— Use this tab to access and edit faculty information for home institution instructors only.
   
   
5. CAO Contact Info— Use this tab to see a list of contact information by institution.
   
   
6. Reports— Use this tab to open a list of predefined reports. Other reports are available depending on the user’s permission level.
   
   
7. My Account— Use this tab to access your profile or change your password.
   
   
8. Logout—When you are finished using the system, choose Logout to safely leave the system.
   
   

Back to Faculty Credentialing 

4.5. Reports and Search Tools

Faculty Tab

Use the Faculty Tab to search the database for existing staff and profile information.

*Please note, profile status has been added as of 10/2019. New profiles are created as Active by default. Profiles may contain important historical data. Consider marking instructors Inactive instead of deleting instructors who have moved away, retired, or are otherwise not likely to be teaching in the near future.

Choosing any of the form field filters will narrow the search of the database. From the Faculty tab, the simplest search is by last name. For common last names, Last name and institution is generally the best combination to find a faculty member. You can also see an entire faculty list by searching by Institution only. To further narrow the search, users may want to hide inactive profiles by choosing Active.

Approvals & Denials Tab

This tab can only be used by the home institution to review its own staff. Use any of the search fields to limit the results, including the updated feature for profile status.

Reports Tab

The Reports Tab may have more or less reports as shown here.

Example Report Layouts

Fields and menus can be manipulated to narrow results.

Back to Faculty Credentialing 

4.6. Credential Approval Documents

Credential Approval Documents

There are a number of document types included in a faculty profile. Approval documents for traditional and non-traditional qualifications are necessary to approve each course and instructor teaches. The current form should be used. Approval forms used in Maestro are not acceptable.

Traditional Qualifications

Use the Traditional Form to document instructors with a terminal degree or 18 graduate credit hours in a subject area.

Non-Traditional (Alternative) Qualifications

Use the Non-Traditional Form to document instructors without a terminal degree or 18 graduate credit hours in a subject area, but have skills, certifications, work experience or other contributions that would enhance the teaching discipline.

Back to Faculty Credentialing 

4.7. Personally Identifiable Information

What is PII?

Personally Identifiable Information refers to any information relating to an identified or identifiable individual. This may include, but is not limited to: Social Security numbers, driver's license numbers or other state identification number, or a foreign country equivalent, passport number, dates of birth, personal residence address or phone number, and financial information (e.g., account numbers, credit or debit card number, and electronic funds transfer information), medical information, account passwords or personal identification numbers (PINs).

Faculty Credentialing System Requirement

Redacting Resources

These are links to pages found here in the Knowledge Books. Use them to jump right to topics of interest.

• Best Practices for Redaction Methods
  

• Redacting with Acrobat Pro
  

• Redacting with Preview for Mac
  

Policies and Guidelines

Further guidelines on the use and safeguarding the use of PII can be found in TBR Guideline 053: Personally Identifiable Information and Policy 1:08:00:00: Information Technology Resources .

Back to Faculty Credentialing 

4.8. PII Redaction Methods

Definition

Redaction is the modification or revision of a document to remove confidential or sensitive information .

Sample Product (Brand redacted to restrict endorsement.)

Best Practices

Redaction procedures vary by institution, but here are some best practices:

• Only redact copies (paper or digital) to preserve the original.
• Use a professional version of PDF software for the best results. Look for a redaction option for complete removal. See pages for Acrobat Pro and Preview for Mac .
• “Reader” software tools such as blackout captions or changing fonts to white are not sufficient.
• Covering scanned papers with tape or black marker may not totally block the image. Literally "cutting out" the text is the surest method. 
• Test your process before completing the task to ensure total removal. Look for shadows or images bleeding through.

Back to Faculty Credentialing 

4.9. Redact PII with Adobe Acrobat Pro

Redacting with Acrobat Pro

Redaction is the modification or revision of a document to remove confidential or sensitive information. There is a wide array of methods and tools to accomplish this task. We will explore the steps using Adobe Acrobat Pro in this tutorial. It should also be noted that the basic and free version of Acrobat Reader will not redact documents. If you do not have access to the pro version, there are many other products that do offer full redaction. Check with your IT support to learn about tools available to your institution.

Document Preparation

The first step is to maintain the original file in its original condition.  Always make copies of original documents before making any alterations. From a paper document, use a scanner to make digital copy of the file and save it to the PDF file type. (Scanner technologies and software options vary by use. Seek additional assistance if you are not familiar with the steps.)

Export Electronic Files to PDF

Many programs offer an Export or Save As option to create PDF file types. From the Microsoft Word File menu, choose Export and Create Adobe PDF. The new file will be the working copy for this task. Do not alter the original.

Reduce PDF File Size

If the original file is a PDF file type, and not the institutions only original file, then use this file as the working copy. Otherwise, save an additional copy.

From the File menu in Acrobat Pro, choose Save As/Save As Other and then choose Reduced Size PDF. In some software options, Export is another way to create a PDF, but in this version of in Acrobat Pro it will only create other file types like Word and Excel.

Tip: Be careful not to create file sizes over 2 MB. Choose options that reduce the file size.

Redaction

From the working copy opened in Acrobat Pro, review the document for sensitive information. Choose Tools and scroll down to Redact if you have not used this feature before.

     
          

Choose Add to add Redact to your tools list on the right-hand side.

Selecting Redact adds it to the tool bar at the top of the window. Select Mark for Redaction.

Selecting Mark for Redaction prompts this reminder response about the steps. You will mark up the sensitive information and then Apply changes when you are finished.

Sample Page

Our sample document is a resume with address and contact information. Use the mouse to select any personal information that should be redacted.

Once the selected items are covered, go back to the tool bar to Apply changes.

Review and Save

Review the selections for accuracy and Save the file to make the redactions permanent in Acrobat Pro. 

Distribute as appropriate. These are basic steps to personal information redaction. Each institution is responsible for developing and implementing safe document handling procedures.

Back to Faculty Credentialing (same frame)

4.10. Redact PII with Preview for Mac

Redacting with Preview for Mac

Redaction is the modification or revision of a document to remove confidential or sensitive information. There are a wide array of methods and tools to accomplish this task. We will explore the steps using Preview for Mac in this tutorial. 

Document Preparation 

The first step is to maintain the original file in its original condition.  Always make copies of original documents before making any alterations. From a paper document, use a scanner to make digital copy of the file and save it to the PDF file type. (Scanner technologies and software options vary by use. Seek additional assistance if you are not familiar with the steps.) 

Export Electronic Files to PDF

Many programs offer an Export or Save As option to create PDF file types. From the Microsoft Word File menu, choose Export and Create Adobe PDF. The new file will be the working copy for this task. Do not alter the original. 

Save a PDF Copy

If the original file is a PDF file type, and not the institutions only original file, then use this file as the working copy. Otherwise, save an additional copy.

Redaction

Open the working file in Preview. Review the document for sensitive information. From the Tools menu, choose Annotate, then choose Rectangle.

Our sample document is a resume with address and contact information. Use a mouse to select any personal information that should be  redacted. The size of the rectangle can be adjusted to cover individual line or complete blocks of text.

Review and Save

Review your selections for accuracy. From the File menu in Preview, choose Export as PDF to make the redaction permanent.

Distribute as appropriate. These are basic steps to personal information redaction. Each institution is responsible for developing and implementing safe document handling procedures.

Back to Faculty Credentialing 

4.11. Create a Faculty Profile (Approve Credentials Home Institutions)

Duplicate Faculty Profiles

Before we begin to add or modify faculty information, it is very important to search for existing information. Refer to the Search tutorial if there are questions about locating existing profiles. If a search locates two or more faculty members with the same first and last name, it will be necessary to review the Faculty ID, D2L Username, or other identifiable information to confirm the correct person. It is possible to have different email addresses for the same person. Consider all the information before deciding which profile to update, which to remove, or to start a new faculty profile.

New Faculty Profile

Find the Navigation box. Choose Add Content and then choose Faculty.

The Create Faculty page will open. Carefully populate the information fields. Three are required as noted by the asterisks. The Institution is set automatically and can only be edited by a site administrator.

*Please note, profile status has been added as of 10/2019. New profiles are created as Active by default. Profiles may contain important historical data. Consider marking instructors Inactive instead of deleting instructors who have moved away, retired, or are otherwise not likely to be teaching in the near future. Also, inactive profiles will not clutter reports unless specified in the report parameters.

Add completion dates for training if applicable.

If the faculty member is approved to teach graduate level courses, then check the box. This will prompt the Browse option to open. Upload the approval document and set the Expiration Date. (This step may be skipped if the faculty member does not qualify.)

Use the same browse and upload procedure to add files to Signed Approvals, Transcripts, Resumes and CV’s.

Choose Add Another Item to add licenses or certifications.

Browse and upload the appropriate file. Set the Expiration Date as needed. Choose Add Another Item to repeat the process for additional documents.

Choose Add Another Item to add license or certification documents.

Browse and upload the appropriate file. Set the Expiration Date as needed. Choose Add Another Item to repeat the process for additional documents.

Additionally, home institutions may removed credentialed courses to correct errors or updated information by choosing Remove and Save the profile. The process to deny credentials for non-home institutions is covered in the next section.

Back to Faculty Credentialing (same frame)

4.12. Deny Credentials (Non-Home Institutions)

Deny Credentials

For non-home institution staff, locate the professor with course(s) in question and open the profile in the View tab.

Scroll to the bottom and review the courses the instructor was approved to teach at the home institution. This example begins with courses in the Approval Status of Not Set.

To deny a course or courses, change the menu for Approval Status to Denied. Check the appropriate courses and add a descriptive Denial Reason in the text box. Choose Save to compete.

Recheck the information to confirm your choice.

This provides the documentation of the decision and also opens a dialog with the home school. CAOs will receive an email regarding the denial and consider if profile updates are appropriate. After further communication, institutions may find all of the documentation is complete and the denial decision may be updated to Approved.

Contact the TN eCampus

After an instructor is denied, there is one other step to ensure courses for students are taught by an approved instructor. Contact TN eCampus about the denial and request students be assigned or moved to other sections. At this time, the database does NOT do this automatically.

4.13. Edit Faculty Profile

Edit Faculty Profile Information

The Edit function is reserved for profile management and credentialing staff at the home institution of the faculty member. Profile management is a fluid process. Institutions may find new records, old records that need updating, or instructors may leave the system. Editing a profile works nearly identically to creating a faculty profile.

Choose the Edit tab and review the profile. All documents and faculty information can be modified except institution.

*Please note, profile status has been added as of 10/2019. New profiles are created as Active by default. Profiles may contain important historical data. Home institutions may edit profiles to change the status of profiles. Consider marking instructors Inactive instead of deleting instructors who have moved away, retired, or are otherwise not likely to be teaching in the near future. This allows the data and ocumentation of the instructor to be retained, but allow users to view reports lists with or without the inactive staff.

Review all changes. Sample points provided below.

Choose Save to complete the edit of the faculty profile.

Back to Faculty Credentialing 

5.1. Course Evaluation Administrative Access

Course Evaluation Survey

Administrators have a new resource to view course evaluation survey response data for the entire campus, courses, or instructors. This information is accessible directly from the TN eCampus homepage. Scroll down from the top of the page to My Surveys on the right. Choose EvaluationKit to access survey data starting with summer 2019. 

Choose one of the available Project Results.

Institution Data

The By Hierarchy Level tab is the place to access overall institution data. Select Level under Hierarchy Level and choose the institution. There are 5 report options at the bottom of the window. 

The Detailed Report will provide summary responses, percentages, and graphs for each question across all courses.

If the survey contains comment responses, then Detailed Report + Comments will report a list of the comments for each question. This image captures 1 question example with a partial list of responses.

Course Data

Use the Course Section tab to narrow the search to specific courses or groups of courses. Leaving the search fields blank will return the entire list. You may enter the Hierarchy Level if you have access to multiple institutions.

Multiple courses may be checked/selected to create a Batch Report. In this example, 2 CRMJ courses have been selected. Another option from this view is to choose the download icon of any individual courses. An art course's download icon is highlighted on the right. It is not necessary to check courses for individual downloads. 

The Batch Report will open a window to create a Report Name. Choose a Report Type and choose the delivery method. A notification window will popup and report an email will be sent when the report is ready. In this example, Detailed Report is selected. All courses in this batch will be merged into a single PDF file. Reports may also be compressed into a ZIP file, or the data can be aggregated into a single report.

EvaluationKIT will create a notification in addition to an email sent to your inbox. Typical reports usually process quickly. Choose the 3 horizontal bars icon to open the tool menu. Choose Notifications to view My Notifications. Choose the report created. You may also check your email inbox.

Another window will open defining the report creation information. Choose Download Batch File Report and open the file in the Downloads folder on your computer.

As previously noted, choose the download icon to create a report for an individual course. Select a report type. Detailed is highlighted in this example. The window will refresh. The report file can be accessed from the bottom left-hand portion of the window or go to the computer's downloads folder.

Instructor 

Instructor data is gathered by similar steps as demonstrated in course data. Choose the By Instructor tab. Search by Instructor Name and the Hierarchy Level as needed. Instructor's data may also be reported by Batch Report or individual downloads. Refer to Course Data section of this tutorial for the specific steps.

Faculty Tutorial

Faculty also have a tutorial. Feel free to share this link https://tnecampus.helpspot.com/faculty/index.php?pg=kb.page&id=331 (new window).