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VCT Orientation Coordinators’ Meeting June 13, 2005

VCT Orientation Coordinators’ Meeting June 13, 2005. History 1996 – Conceived by TACC 1997-98 – Planned Fall 1998 – Implemented. VCT = Member Colleges. Voluntary Collaborative. MISSION: T o enhance access to higher education by sharing distance learning resources among member colleges.

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VCT Orientation Coordinators’ Meeting June 13, 2005

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  1. VCT OrientationCoordinators’ MeetingJune 13, 2005

  2. History1996 – Conceived by TACC1997-98 – PlannedFall 1998 – Implemented

  3. VCT = Member Colleges Voluntary Collaborative

  4. MISSION: To enhance access to higher education by sharing distance learning resources among member colleges. RESOURCES: Courses Faculty Student Services Technology Admin Support

  5. What VCT Is NOT Maker of policy or regulations Decision maker regarding its role or scope Referee among institutions

  6. How VCT Works: Host-Provider Model Host: Student Services Provider: Instruction

  7. HOST(local) College: Services • Enrolls students • Collects tuition & fees • Receives contact-hour funding • Provides student services • Administers tests • Awards course credit & transcripts courses • Pays instruction fee to provider • Confirms instructor qualifications* • Conducts course evaluation* • Include VCT in Inst. Effectiveness plan* * New to meet SACS requirements

  8. PROVIDER (remote) College: Instruction • Instructors • Define course content and instructional methodologies • Direct class activities, including assignments and tests • Award grades • Establishes academic calendar • Invoices host colleges for instructional services

  9. Courses that Can Be Hosted/Provided • Anything in ACGM • WECM courses— • If can be counted as credit in local degree/certificate program As consistent with local policy

  10. Instruction Fee For each student enrolled on the host college’s day of record, the host pays the provider a per-student instructional fee that is approximately equivalent to the state’s contact-hour reimbursement in FY 03 for that course. HOST PROVIDER $$

  11. Critical Factors Common Course Numbers HOST-PROVIDER Model Common Accrediting Agency for All Member Institutions (SACS)* *Not as significant as once thought Texas Higher Education Coordinating Board

  12. Structure & Governance TEX. ASSOC. OF COMMUNITY COLLEGES Executive Director Telecomm. Committee General Membership VCT TACC DL Adv. Comm Member Colleges

  13. TACC Regions

  14. Works closely with VCT Director Resolves or makes recommendations regarding statewide VCT issues Advises TACC on distance learning issues and new initiatives Critical to VCT Operations TACC Distance Learning Advisory Committee

  15. VCT Coordinators— Serve as first point of contact for: VCT staff Host & provider colleges Responsible for census rosters, grade reports, invoices, testing Deal directly with students Solve problems, resolve inter-institutional issues, do whatever is necessary VCT Coordinators

  16. VCT Staff Ron Thomson Director 512-223-8030 thomson@austincc.edu Aleta Garcia Assistant to Director Website Manager 512-223-8040 agarcia2@austincc.edu

  17. Foundation Documents Guidelines: Provider and Host Responsi-bilities VCT Operations Manual VCT MOU

  18. Specifies critical host and provider responsibilities that govern member colleges’ collaborative agreement: Provider’s instruction Instructional fee Host’s student services Transcripting courses Faculty qualifications* * Needs to be updated with new SACS practices VCT MOU

  19. Gives details on practices and procedures on items covered in MOU Specifies host and provider responsibilities and actions to take at given points each semester Gives instructions on major website applications, e.g., Online Schedule and the Reservation System VCT Operations Manual Needs to be updated with new SACS practices

  20. Coord. Board Reports-Host Refer to: Reporting and Procedures Manual for Texas Community, Technical, and State Colleges

  21. Reporting “Classes Offered in Conjunction With the Virtual College of Texas” • Guidelines apply to any telecomm-delivered class where the instructor is employed by another Texas institution. • Class must be active on institution’s course inventory or one of the statewide course inventories.

  22. Host Coord. Board Reports Reporting and Procedures Manual for Texas Community, Technical, and State Colleges • CBM001 - Student Report • CBM004 - Class Report • CBM008- Faculty Report

  23. CBM001 (or 00A)- Student Report • Receiving institution (Host) reports students enrolled at that institution. • Contact hours are reported in items #24 or #25, NOT items #10 or #11.

  24. CBM004 - Class Report • Use special coding specified in the CB’s Reporting and Procedures Manual for Texas Community, Technical and State Colleges. • Note: • Instead of instructor’s SSN, item #13, substitute last name (first nine letters). • FICE code of the PROVIDING institution is entered for item #19.

  25. CBM008- Faculty Report The Faculty Report (CBM008) for the Host (receiving institution) should not include a record for the instructor.

  26. Provider College & CB Reports For Providers, no special reporting concerns regarding VCT. Provider DO NOT report VCT-enrolled students

  27. NEW Practices • Faculty Qualifications: Host college confirms instructors’ qualifications. • Host Course Evaluations: Need to do • Outcomes assessment: Need to include VCT in Institutional Effectiveness plans. SACS Statewide Review • Preparations begin Summer 05 • Institutional reports completed Spring 05 • Review Summer-Fall 06

  28. Instructor Issues • Hosts’ students not on local rosters • Multiple institutions to deal with • Census rosters: verify, sign & return • Grade reports: enter grades (on paper & return) or online (learn different systems) • Logistics of testing at multiple colleges • Attaching syllabi to courses in course schedule (not an instructor responsibility at some colleges) • Other?

  29. Grades: Occasional Problem • Withdrawals • Incompletes • Differing Host and Provider perceptions on grade fairness

  30. Interactive Video Classes: • System compatibility • Connectivity • Appropriate support technologies (e.g. phone, fax) • Scheduling • Number of sites (provider) • Technical assistance • On-site facilitator (host)

  31. Custom Website Applications Key Applications • Online Schedule (with course syllabi) • Reservation System • Rosters • Instructor Qualifications Support Applications • Contact information for key personnel at each college Student Administration • Record of basic information for each student enrolling in VCT course(s) • Record of courses taken by each student Security System (passwords, access levels) VCT Information

  32. Collaborative Degrees and Certificates Basic Strategy Students— • Take core courses and electives, to extent possible, at home colleges. • Transfer to other colleges to complete degrees not offered by home colleges.

  33. Motivating Factors for Collaborative Degree Strategy Availability of Online Degree Programs • Students not dependent upon local colleges • Enroll in programs irrespective of geography Active Role for Home Colleges • Helps students achieve education goals • Provides support services

  34. Collaborative Degrees and Certificates Additional information on collaborative degrees and certificates is available at: www.vct.org News and Reports Area

  35. Servicevalued by students • Trustamong member colleges • Winner of Texas Higher Education Coordinating Board Star Award

  36. VCT Operations Manual Personnel Involved • VCT Coordinators • Instructors • Regis. Personnel • Registrars Office • Business Office • Human Resources

  37. VCT Coordinators - Host Mode DURING REGISTRATION • Support enrollment processes: use reservation system • Respond to ad hoc calls from students. • Respond to issues, situation, problems as appropriate

  38. VCT Coordinators - Host Mode DURING COURSE • Monitor, trouble shoot, assist: • Accessing instructor’s orientation • Testing • Access to learning resources • Technical assistance • Keep online rosters current /accurate • Withdrawals: ensure withdrawal dates are honored; inform providers • CB reports (CBM001 and 004 for credit) (CBM00A and 00c for Continuing Ed) • Paying invoices of provider colleges

  39. VCT Coordinators - Host Mode END OF COURSE Monitor, troubleshoot, assist: • Grades” • Send reports to providers • Ensure grade reports are returned and forwarded to registrars • Instructional Fee Payments • Ensure invoices are paid

  40. Registrars - Host Mode DURING COURSE • Generate student rosters for provider cols. • Withdraw students when they drop. • Submit CBM 00A and 00C reports to CB. END OF COURSE • Generate completion rosters; send to providers. • Receive returned completion rosters and post to transcripts.

  41. Business Office - Host Mode • Pay provider colleges’ invoices. • Ensure all providers have been paid.

  42. Human Resources – Host Mode • Prepare or support preparation of Instructor Qualifications • Handle, as appropriate, issues related to instructor qualifications

  43. VCT Coordinators - Provider Mode BEFORE COURSE • ID courses for VCT online catalog and enter them, including VCT spaces, fee • Brief faculty on VCT responsibilities • Prepare VCT student orientation info

  44. VCT Coordinators - Provider Mode DURING REGISTRATION • Monitor availability of classes in schedule. • Inform hosts of canceled classes. • Provide students VCT orientation info. • Respond to student ad hoc calls.

  45. VCT Coordinators - Provider Mode DURING COURSE • Receive/return census (date of record) rosters. Facilitate testing logistics, as appropriate • Address ad hoc issues as they arise • Invoices: monitor sending invoices and receiving payment END OF COURSE • Receive & return grade reports • Ensure all instructional fees are received.

  46. Bus. Office - Provider Mode DURING COURSE • Send invoices to host colleges. END OF COURSE • Ensure payments are received from host colleges.

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