General College Contents

Advising of Distance Learning Students

It is very important that advisors tell potential distance learning students that the course load is very demanding since most, if not all, of the course work is done completely away from the campus. On-line classes are 100 percent at a distance; hybrid classes require campus visits, but a large percentage of the course work is done on the Internet. Extensive research has shown that there are certain qualities distance education students must possess to be successful with on-line instruction. If students do not possess these qualities, they should be advised not to take on-line classes.

The following information on distance learning should help determine whether or not students have the characteristics and learning tools to meet the requirements of distance delivery.

Characteristics of a Successful Distance Learner

1. Is mature, self-directed, and goal-oriented

2. Is disciplined and organized

3. Is dependable and responsible

4. Knows how to work independently and keep up with assignments

5. Has the necessary college reading and writing skill levels

6. Is able to think critically and solve problems

7. Has completed the necessary prerequisites for the course

8. Has the required computer hardware and necessary software
(Microsoft Windows computer connected to the Internet, a web browser such as Netscape Navigator/Communicator or Internet Explorer 5.0 or later, an e-mail address, and the Microsoft Word processing software. Some on-line classes may also require Microsoft PowerPoint.)

9. Knows basic word processing
If students have these qualities, it is suggested that they take the Online Self-Assessment, which also gives them an idea of whether or not they would be successful in distance education courses (Attachment 8). The Online Self-Assessment can be taken by going to the Distance Learning webpage at http://www/edgecombe.edu/mst/oacselftest.htm.

Distance Delivery Modes
The following definitions have been adopted by the North Carolina Community College System to define the courses offered through distance learning:

On-line
College credit or continuing education courses where 100 percent of the instruction is delivered through the Internet.

Hybrid
College credit or continuing education courses when primary delivery is on-line with a requirement that students also meet in traditional face-to-face sessions as determined appropriate by the college.

Information Highway
College credit or continuing education courses where 100 percent of the instruction is delivered by interactive video.

For college-credit courses, students should take on-line or hybrid curriculum courses. On-line courses can be taken anytime and anywhere individuals have access to the Internet. Classroom attendance is not required. Hybrid classes are on the Internet, but students must be on campus a certain amount of time each semester as determined by the instructor. The on-line and hybrid courses compare to the traditional classroom courses in that both earn the same credit, have the same quality and standards, are fully accredited, and have the same course objectives.

A complete list of curriculum on-line courses being offered each semester is available under “Class Schedule” on the Edgecombe Community College webpage at http://www.edgecombe.edu.

Availability of Support Services
Support services are available to distance students just as they are to traditional classroom students. These resources include the following:

Student Services

1. Career Counseling

2. Personal Counseling

3. Academic Counseling

4. Financial Aid

5. Veterans’ Services

6. Student Organizations

(http://www.edgecombe.edu/student_services/advising_and_counseling.htm)

Library
All research and collection databases are available at this link. Contact information for library staff members also can be obtained at the link : (http://www.edgecombe.edu/lrc_library/lrc_lib.htm)

Bookstore

Students can view the required books for a course, determine the cost of books, and order books directly from this link: (http://www.edgecombe.edu/student_services_bookstore_info.htm)

Software Used by the College
Blackboard is the software used by the college for all curriculum on-line and hybrid courses. No download is required. Students are strongly urged to review the Blackboard On-line Orientation which shows them how to use the software. No password is needed to review the orientation. The orientation is found on the Distance Learning webpage under “Blackboard Information”:
http://www.edgecombe.edu/distance_learning/blackboard_login_procs_info.htm

Blackboard Information
Students should go to the Distance Learning webpage and click on “Blackboard Information” to learn more about the software: http://www.edgecombe.edu/distance_learning/dist_learning.htm.

Blackboard Login Information
Students can log into Blackboard at the following link or under “Blackboard Login” on the Distance Learning webpage: http://www.edgecombe.edu/distance_learning/dist_learning.htm

A direct link to the Blackboard login page is at http://bb6.edgecombe.edu/.

All student user names and passwords are created in the following manner:

· Students’ USER NAMES are the first four letters of their last name and the last four digits of their Social Security number.

· Students’ PASSWORDS are the first four digits of their Social Security number.

Example:

Name: John Walker

Social Security #: 123-45-6789

User ID: walk6789

Password: 1234

Note: Students cannot access their on-line courses until they are enrolled by the instructor.

Blackboard Technical Support/Report Problems

Technical support: http://www.edgecombe.edu/bbtechsupport.htm

Report problems: http://www.edgecombe.edu/mst/bbproblem.htm

Frequently Asked Blackboard Questions

A list of the Frequently Asked Blackboard Questions can be found on the website at http://www.edgecombe.edu/mst/bbfaq.htm.

Registration Procedures

Once advisors and students have discussed characteristics of successful distance learning students, modes of delivery, available support services, and college software used for distance learning courses, students should be encouraged to take the “On-line Self-Assessment” to help them further decide whether on-line courses are an option. If both advisors and students agree that students should take distance learning courses, the following registration procedure should be followed:

1. Students must apply to the college by completing the “Application for Admission” form which can be found online at www.edgecombe.edu or directly at www.edgecombe.edu/scripts_ssl/application.htm.

2. Students should ensure that official notarized transcripts (high school and post secondary) are sent to Student Services.

3. It is recommended that students contact Student Services to discuss financial aid options. Students can apply for grants (money for books and tuition that does not have to be repaid), loans (low interest loans that are not repaid until after they graduate), scholarships, and college work-study (Students work on campus.)Students can apply for financial aid on line at www.fafsa.ed.gov.
Codes: Rocky Mount: E00950 Tarboro: 008855

Students should put the code of the campus they want the report sent to. The college contacts students once the report is received.

4. All on-line and hybrid students must create an Edgecombe Community College IMAIL (e-mail) account. The college has had too many problems with private e-mail accounts such as AOL and NetZero. To create an IMAIL account, students should access http://www.edgecombe.edu/mst/imailrequest.htm.

5. All on-line and hybrid students must obtain an On-line Assessment Code (OAC). The OAC is a short exercise that lets students as well as advisors know whether students have the basic computer skills to be successful in taking on-line classes. If students have been issued an OAC in the past, they do not have to take the assessment. Advisors should use the “Lookup” link below. If advisors know absolutely that students have the necessary computer skills, they can issue the OAC. Advisors should note the links below:

To take the OAC Assessment, students must go to: http://www.edgecombe.edu/mst/oacrequest2.htm

To look up the OAC Assessment Code, advisors should go to:
http://www.edgecombe.edu/mst/oaclookup.htm

To issue an OAC code (being certain they know the computer skills of the student), advisors should go to: http://www.edgecombe.edu/mst/oacmain4fac.htm

(This link is for use only by instructors/advisors and is password-protected. Advisors should contact the Distance Learning staff for the password.

6. Advisors should check prerequisites for each on-line course. They should complete the “Pre-Registration Form” listing the courses they have approved for students to take (Attachment 9). The OAC code must be written at the top of the “Pre-Registration Form.”

7. The “Pre-Registration Form” should be sent to Student Services as a hard copy, an e-mail attachment, or as a faxed copy.

8. Students should contact a counselor in Student Services. Contact can be made in person, by phone, or by e-mail. Students are encouraged to visit the Student Services webpage to receive additional information:
www.edgecombe.edu/student_services/advising_and_counseling/htm

9. An important option allows students to register completely at a distance (without coming on campus) by contacting Richard Greene, Coordinator of Distance Learning (252.823.5166, extension 340; greener@edgeceombe.edu). Students can pay for tuition by credit card or by financial aid and have their books shipped from the college campus. The coordinator follows the steps outlined above for advisors.

10. Students should send an e-mail to instructors of their on-line classes by using the “Intent To Take On-Line Course” form (Attachment 10): http://www.edgecombe.edu/mst/oaccodechk.htm
Note: The OAC code is required to submit the form.

11. Advisors are encouraged to contact Distance Learning if they have questions:

Richard Greene
greener@edgecombe.edu
252.823.5166, extension 340

Attendance Policy

Distance Learning students must participate in on-line classes and laboratories by completing assignments by the due dates established by instructors in order to remain enrolled in the classes. All on-line instructors require students to complete assignments within the first week of the class or by the 10 percent date. On-line instructors use the evidence of activities such as e-mail or completion of assignments as a means of tracking student progress through the course. If there is a pattern of low activity, little effort, or poor progress, on-line instructors should contact students to notify them that they are at risk of being dropped from the class. If there is no significant improvement, instructors can administratively withdraw the students. Students who have been dropped from on-line classes may appeal the instructors’ decision by contacting the Distance Learning Coordinator. The appeal is decided by selected members of the Distance Learning Committee, and their decision is final.

The appeal to the Distance Learning Coordinator/Distance Learning Committee must be within three days of notification of the withdrawal. To be considered for reinstatement in the on-line class, students appear before the Distance Learning Committee in person or via a conference call (if unable to attend in person) and submit a letter to the Committee stating the reason for the appeal. Students’ rights to appeal are limited to one appeal per course per semester.

Students are allowed to attend the course from which they were dropped until the committee has made its decision to reinstate them in the class or to sustain the drop. The decision of the Distance Learning Committee is final.

Each curriculum department can be more stringent in its attendance requirements than stated in this policy but cannot be more lenient than this attendance policy. If a department decides to have more stringent attendance requirements, then all instructors in the department should advise their on-line students in writing of these requirements.

Steps in the Registration Process

Early and Final Registration

Once students have been admitted and have received their placement test scores, they are assigned advisors based on their selected field of study. If students require more than 12 hours of developmental coursework, they are advised by developmental advisors until they are ready to begin college-level work.

Students should be encouraged to plan in advance for the registration process. Advisors are able to enroll students only during the two weeks of early registration or during the final registration period. However, students can be advised and work out their schedules at any time.

Students should be strongly encouraged to register prior to or during early registration for two reasons. First, if there is a high demand for a particular class, it is much easier to open a second section during early registration than during late registration. Second, classes are much less likely to be full, so the chances that students will get exactly the schedule they want are greatly improved. Students who register early have until the end of the current semester to pay their fees. If they do not pay by the end of the semester, they are deregistered (See below.) and have to begin the process again during final registration. Advisors are only able to type in schedules during the times set for registration, so any forms turned in early are held until the registration period.

If students are on financial aid, their records in Colleague should indicate the award. If the award is not found in the records and students claim to be receiving aid, they need to return to the Financial Aid Office in order to get the award posted before they are allowed to register.

When students come to advisors to be advised and registered, the steps below should be followed:

1. Advisors verify students’ placement test scores to determine the need for developmental advising.

2. Advisors check to determine if students have dropped any courses for the current semester. These courses may need to be put on the schedule for the upcoming semester. It might be advisable to ask students about current courses in which they are enrolled.

3. Some students may not have any idea about what they should take. The first time students register, advisors may need to take some time to explain to them how to read the schedule and how to go about selecting the appropriate courses. They should make certain that students have a copy of their program of study and know how to read it. After students have some experience, they should be able to select their own courses. It is not the advisors’ job to sit with students and go through their schedules course by course. Students should come to advisors with a tentative class schedule that fits their needs as far as elements such as times and campus are concerned. In some cases, students may have several options, and it is the advisors’ job to help them decide on the best schedule for their particular situation.

4. Once a paper schedule is worked out, advisors should type students’ courses into Colleague, following the protocol outlined in the Colleague guidelines located immediately at the end of this document. If a course has seats available, students are placed into the course. If the course is full, students are not allowed to register, and there is no way advisors can override the cap. Only the Vice President or Associate Vice President of Curriculum can override caps for courses.

If the course is full, advisors should follow the procedure below:

If there are other sections, advisors should ask students if they can take alternate sections. If so, advisors should register students for the alternate section.

b. If there are no other sections available or students cannot take the courses during the time of the alternate sections, advisors should determine if there is an alternate course students can take. Every effort should be made to get all developmental and English composition courses completed as early as possible, since they are prerequisites for so many other courses. If alternate courses are available and they meet the needs of the student, advisors should place students in those courses.

If neither A nor B are solutions, students may be placed on a waiting list. These lists are maintained in Student Services. Either advisors or the students must contact Leigh Moore in Tarboro or Shreail Hinton in Rocky Mount to have students’ names placed on the waiting list. Placement on the waiting list should be considered a last resort. As soon as a spot becomes available, students are placed into the course and will once again need to pay the fees for the course prior to the next deregistration.

5. After students’ schedules have been typed into Colleague and accepted, advisors print the students’ registration statement. The statement prints on the usual printer. Advisors should stress to students how important it is for them to retain this statement. Students on financial aid can take this form directly to the bookstore to purchase their books. Students who are paying by cash or credit card should take the form to the Business Office to pay their fees. Again, advisors should remind students that they are not guaranteed a seat in a course until they pay their fees.

Deregistration

Once students register with advisors, their spot is held until they pay their fees or until the next “deregistration” occurs. Deregistration is a process performed by the Registrar that removes from courses all registered students who have not paid their tuition and fees. This removal occurs three times: at the end of early registration, at the end of final registration (the day before the semester begins), and at the 10 percent point of the semester. Students must pay their fees before the next deregistration is scheduled, or they have to start the registration process over again and may not get the courses they had originally signed up for. Failure to pay is not a problem for students on financial aid since their tuition and fees are automatically deducted from their award.

(Please check the DATABASE selection to verify you are in the correct database).

Once you have logged in to Datatel – an alert screen will pop-up on the screen.

You have successfully logged into Datatel. The screen will look like the following:

Click on “Apps” at the top of the screen. Click “ST”. This will give you access to the student information you will need to advise students and retrieve most of the information you will need concerning students and classes.

Note: This is one location where you cannot enter “...” – the file is too large.

You can retrieve student data several ways in the Student LookUp box. This box will pop up after you type in the mnemonic and click “GO” or press enter.

3) COLLEAGUE ID #: Each student is assigned a 7-digit Colleague ID number. Most students will not know this number initially. It provides additional security and will be printed on registration forms instead of the social security number.

4) SHORTCUT: If you have been working with a student and cancel out of a screen but need to bring that same student back up, you may type “@” in the Student Lookup box and press enter or click “OK”. The information on the last student you were working with will come up on the screen.

Ø Student LookUp – Enter a name or other identifying information, or use a Lookup option to access the resolution screen.

o At the LookUp prompt enter the student’s name (last,first), SSN or Colleague ID (leading zeroes not required)

If the selection criteria do not match an existing record, the Reenter or Add Alert dialog box is displayed.

If the person is a student (with STU in the “Where Used” column on the resolution screen), the RGN – Selection Assignment screen appears.

Select the student by clicking in the box to the left of their name. See above for example.

Term – The default value appears in the Term Field. You can override this value in the Section Name and Title Field.

Section Name and Title – Enter a section name or use a Lookup option to access the resolution screen. Lookup options include section name or terms.

Once a Section Name and Title has been entered, the Creds, CEUs and Stat fields are automatically populated.

You may access additional information by clicking the Detail Arrow in any of the following fields:

Continue adding classes by clicking on the next blank line. Click “Save” when done.

Click “Finish” if you do not need to register any more students. You will return to the Main Menu.