Course Setup

What is Setup?

Every semester, online courses have to be set up for the following term. This consists of two processes:

1. Changing each due date to the coordinating one for the upcoming semester (10-11 weeks)

2. Creating sections, enrolling instructors, setting up Adobe Connect rooms (2-6 weeks)

How can I make sure setup and section creation go smoothly?

An employee sitting at a desk working on a computer

Be aware of the maintenance deadline.

After the maintenance deadline each semester, the course enters a blackout period to prepare for section creation. If the deadline is close, consider waiting until the following semester to make substantive changes to course content or pedagogy.

Review the reference course

Prior to the maintenance deadline each semester and make sure it reflects any changes the Course Council has agreed on.

Before making changes, check to see if the course has been set up.

Changes you make to due dates or the calendar after setup must be manually changed in the course—the Setup Team does not return to courses after initial setup and review.
-If the reference course shows due dates during next semester, it has already been set up.

The Problem with Exceptions

Every semester the setup team fields dozens of requests like these:

"I need more time. Can you do this later?"
"Can you make new sections from a course that isn't the reference?"

The short answer here is "Unfortunately, no." Our setup and section creation schedule is tight and it's impossible to keep track of individual exceptions and circumstances among 300+ courses and 1800+ sections.

While exceptions can very occasionally be made, the vast majority cause myriad problems, including:

Delaying setup and section creation, oftentimes for more than just the course seeking an exception
Delaying instructor access to sections, so they don't have adequate time to review course material before the semester starts (this especially affects first-time instructors)
Increasing the chance for mistakes, and negatively impacting the experience of online students

We do everything in our power to ensure that sections are created as polished and error-free as possible every semester, and rely on Course Councils to assist in this process. All exception requests we do receive are considered, but remember that even a small request can have a big impact. Everyone succeeds when processes are followed and deadlines are met.

What are setup notes?

The Setup Notes page is an item found in every course that contains specific instructions and information regarding the technical setup and running of the course. These notes are used by the Maintenance Team, Course Council, and the Setup Team, and explain how different tools and items in the course function together.

Two employees sitting in front of a desk looking/ pointing at a computer screen.

Updating Setup Notes

Anyone working on the course is responsible for consulting and updating the setup notes when necessary. When doing so, keep in mind a few important reminders:

1. If the course has already been set up, changes to the setup notes won’t be reflected in sections the following semester.

2. The setup notes work off of an approved template. Never reorganize the notes or remove/add sections, even if the course doesn’t seem to need some sections.

3. If you make changes to the Adobe Connect section, the setup team needs to be separately alerted so they can make appropriate adjustments to automated systems. You can do so by contacting Julie Quilter.

4. Do not move the location of the setup notes within the course.

5. A designer should always be consulted before adjusting grading scales.