VCT Orientation Coordinators

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VCT OrientationCoordinators MeetingJune 13,
2005
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History1996 Conceived by TACC1997-98
PlannedFall 1998 Implemented
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VCT Member Colleges

• Voluntary
• Collaborative

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MISSION To enhance access to higher education
by sharing distance learning resources among
member colleges.
RESOURCES
Courses
Faculty
Student Services
Technology
Admin Support
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What VCT Is NOT
Decision maker regarding its role or scope
Maker of policy or regulations
Referee among institutions
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How VCT Works Host-Provider Model
Host Student Services
Provider Instruction
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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

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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

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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

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Instruction Fee
HOST
PROVIDER

• For each student enrolled on the host
  colleges day of record, the host pays the
  provider a per-student instructional fee that is
  approximately equivalent to the states
  contact-hour reimbursement in FY 03 for that
  course.

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

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• 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

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VCT Staff
Ron Thomson Director 512-223-8030 thomson_at_austincc
.edu Aleta Garcia Assistant to Director Website
Manager 512-223-8040 agarcia2_at_austincc.edu
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Foundation Documents
Guidelines Provider and Host Responsi-bilities
VCT Operations Manual
VCT MOU
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• Specifies critical host and provider
  responsibilities that govern member colleges
  collaborative agreement
• Providers instruction
• Instructional fee
• Hosts student services
• Transcripting courses
• Faculty qualifications
• Needs to be updated with new SACS practices

• VCT
• MOU

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• 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

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Coord. Board Reports-Host

• Refer to
• Reporting and Procedures Manual for Texas
  Community, Technical, and State Colleges

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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 institutions course
  inventory or one of the statewide course
  inventories.

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Host Coord. Board Reports

• Reporting and Procedures Manual for Texas
  Community, Technical, and State Colleges
• CBM001 - Student Report
• CBM004 - Class Report
• CBM008- Faculty Report

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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.

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CBM004 - Class Report

• Use special coding specified in the CBs
  Reporting and Procedures Manual for Texas
  Community, Technical and State Colleges.
• Note
• Instead of instructors SSN, item 13,
  substitute last name (first nine letters).
• FICE code of the PROVIDING institution is entered
  for item 19.

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CBM008- Faculty Report

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

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Provider College CB Reports

• For Providers, no special reporting concerns
  regarding VCT.
• Provider DO NOT report VCT-enrolled students

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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

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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?

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Grades Occasional Problem

• Withdrawals
• Incompletes
• Differing Host and Provider perceptions on grade
  fairness

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Interactive Video Classes

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

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(No Transcript)
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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

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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.

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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

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Collaborative Degrees and Certificates

• Additional information on collaborative
• degrees and certificates is available at
• www.vct.org
• News and Reports Area

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• Service valued by students
• Trust among member colleges
• Winner of Texas Higher Education Coordinating
  Board Star Award

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VCT Operations Manual

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

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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

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VCT Coordinators - Host Mode

• DURING COURSE
• Monitor, trouble shoot, assist
• Accessing instructors 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

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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

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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.

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Business Office - Host Mode

• Pay provider colleges invoices.
• Ensure all providers have been paid.

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Human Resources Host Mode

• Prepare or support preparation of Instructor
  Qualifications
• Handle, as appropriate, issues related to
  instructor qualifications

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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

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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.

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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.

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Bus. Office - Provider Mode

• DURING COURSE
• Send invoices to host colleges.
• END OF COURSE
• Ensure payments are received from host colleges.