The Description of Organization and Implementation of Distance Learning

DESCRIPTION OF ORGANIZATION AND IMPLEMENTATION OF DISTANCE LEARNING AT VILNIAUS KOLEGIJA / UNIVERSITY OF APPLIED SCIENCES

1. The Description of Organization and Implementation of Distance Learning at Vilniaus Kolegija / University of Applied Sciences (hereinafter – VK) (hereinafter – Description) governs the preparation and certification procedure of the subject (module) of distance learning, implementation of distance learning, functions and responsibilities of professors and students.
2. The distance learning may be organized and implemented in remote or mixed mode at VK according to the schedule approved by certain Faculty:
   • the distance learning shall be organized in a remote mode using the information communication technologies, when a professor and a student are distant with regard to space and/or time;
   • the studies shall be organized in a mixed mode when in addition to traditional study forms, virtual learning environment and other means of distance learning are used, and when the requirements listed in Section II are applied for the subject’s (module’s) material. When the studies are conducted in a mixed mode, sessions (lectures, seminars, individual support to students, discussions, task performance, evaluation) shall be organized in lecture halls and in virtual learning environment, also using synchronous / asynchronous video conferences.
3. Main concepts of this Description are the following:

Asynchronous teaching shall mean a method of organization of studies, when the students study independently the material presented in virtual learning environment at any time convenient for them.

Open educational resources (hereinafter – OER) shall mean digital measures of various types that would cover learning content (courses, learning objects, sets), learning measures (software that supports creation, presentation, use and improvement of open learning content), implementation resources (intellectual property licences that govern open publishing, design principles and content localization).

Certification of e-subject (module) shall mean a procedure that confirms suitability of the e-subject (module) for distance learning.

Multimedia measures shall mean a type of technical means of information and teaching, a system that integrates text, audio, video and animation information of various types.

Author of e-subject (module) shall mean a person, who has created an e-subject (module) according to the requirements applicable for preparation of e-subject (module). An e-subject (module) may be created and taught by several professors.

Learning object (hereinafter – LO) shall mean an element of electronic learning content (text, self-control measure, picture, filmed material of lectures, other video or audio material, etc.) that is used in the learning process and is intended to achieve one or several learning goals.

Subject (module) of distance learning (hereinafter – e-subject (module)) shall mean learning material provided in the virtual learning environment, as well as tools of learning activities, communication and observation.

Synchronous teaching shall mean a method of organization of studies based on conduction of audio and / or video conferences and participation in them according to the schedule certified by the faculty. In this case, the students have to be in the place where the signals are received from the studio, where a professor is giving a lecture, on the agreed time.

Virtual learning environment (hereinafter – VLE) shall mean an information system of learning content, management of learning process, support to students, feedback, and communication means of participants in the learning process.

4. E-subject (module) shall be prepared and implemented with the help of the following technologies: VLE, video conferences, live broadcasting and video records of lectures, other multimedia means.
5. Author of e-subject (module) shall be responsible for the thematic content of e-subject (module), quality of e-subject (module), correctness of language and observation of legal acts governing copyrights.
6. The e-subjects (modules) implemented in a remote mode have to be certified, except for practices and preparation of graduation thesis.
7. Preparation and/or updating of e-subject (module) and its submission for certification shall be planned by the professor in the plan of salaried work load.
8. An e-subject (module) shall be registered in the VLE of VK by completing the registration form available online on the VLE website.
9. A professor shall present the material prepared in VLE and intended for distance learning in the department’s meeting, during which the conformity of the content to the subject’s description is approved. When the department approves the conformity, the prepared e-subject (module) is submitted to the certification commission.
10. Compulsory requirements for an e-subject (module) submitted for certification:
    • the title of the e-subject (module) corresponds to the title present in the description of the subject (module);
    • the structure of the e-subject (module) corresponds to the content described in the description of the subject (module);
    • the following information shall be provided in the beginning of the e-subject (module):
      • shortened description of the subject (module) (purpose of the subject (module), annotation of the subject (module), links of the learning outcomes of the programme with the learning outcomes of the subject (module), content of the subject (module));
      • contacts of the professor(s);
      • evaluation structure and criteria of the learning achievements;
      • methods of consultations;
      • recommended list of compulsory and additional literature;
      • vocabulary of terms and abbreviations;
      • list of frequently asked questions;
      • information about technological, technical, software requirements, accounting terms and conditions;
    • the learning material is prepared using internal VLE aids and various LO;
    • various tools of synchronous and asynchronous conduction of sessions and communication tools are used (textual, audio and/or video conferences, conversations, discussions, etc.);
    • all the tasks of interim tests of the subject (module) provided in the subject’s description are present in VLE;
    • self-control measures are used:
      • self-control questions and/or tasks are provided after each topic described in the description of the subject (module);
      • self-control questions and / or tasks comply with the learning objectives. Incorrect answers have to be commented, and if necessary, a reference to the location of learning material or online source containing direct or indirect answers should be provided;
    • active links to the information sources are provided;
    • integral visual style of e-subject (module), good readability of the information is safeguarded (appropriate style elements are used: font, format, etc.);
    • convenient content browsing;
    • audio, video and graphical material of good quality is used.
11. Additional requirements for an e-subject (module) submitted for certification:
    • video records of lectures are used;
    • students are encouraged to search for and to use OER;
    • a journal of academic achievement evaluation is used;
    • the used concepts are linked to the vocabulary.
12. The prepared e-subjects (modules) shall be certified by a certification commission of e-subject (module) consisting of 5 members approved by the order of the Rector of VK (hereinafter – Commission), upon submission of the deans of the faculties. The manager of digital studies shall be appointed as the Commission’s secretary.
13. The Commission’s chairperson shall be elected by majority of votes in the first meeting of the Commission.
14. If an e-subject (module) is prepared by the Commission’s member, that member cannot take part in the certification of the prepared e-subject (module).
15. The Commission’s meetings shall be held at least twice in an academic year (in the end of the autumn semester and the spring semester), or when needed. The meetings may be also held electronically.
16. The Commission’s meeting shall be legitimate if more than half of the Commission’s members are present.
17. All the documents needed for certification of the e-subject (module) have to be e-mailed to distance@viko.lt.
18. The following shall be submitted to the Commission:
    • an application for certification of the e-subject (module) in the defined form (Annex 1);
    • description of the e-subject (module) certified by the vice dean of the faculty.
19. Upon submission of the Commission’s chairperson, when the Commission’s members receive material for certification, they shall complete an evaluation form of the e-subject (module) one week before the certification meeting of the appropriate e-subject (module).
20. When the e-subject (module) is certified, it shall be evaluated according to the requirements for preparation of e-subject (module) provided in Annex 2 and the weights attributed to them. Additional evaluation requirements shall be applied only when more than 50 percent are collected from compulsory requirements.
21. The Commission shall evaluate the submitted material in VLE, with regard to technical and visual execution and compliance with the requirements of distance learning. It shall have the right to ask the professor to demonstrate that material. The Commission may engage specialists of certain area if additional evaluation of the quality of the e-subject (module) is needed.
22. The evaluation has to be carried out not later than within 1 month after receipt of the application to certify an e-subject (module).
23. When the submitted material is evaluated, the final decision shall be made in the Commission’s meeting by ordinary majority of votes. The Commission shall make one of the following decisions:
    • to certify – to recognize the e-subject (module) as suitable for distance learning when it satisfies more than 80 percent of compulsory preparation requirements listed in Clause 10;
    • to certify on condition – to recognize the e-subject (module) as partially suitable for distance learning when it satisfies more than 50 percent of compulsory preparation requirements listed in Clause 10;
    • not to certify – to recognize the e-subject (module) as unsuitable for distance learning when it satisfies less than 50 percent of compulsory preparation requirements listed in Clause 10 or when at least one of compulsory preparation requirements listed in Clause 10 has not been implemented.
24. The Commission shall deliver an extract of the minutes of the Commission’s meeting to the author of the e-subject (module) by e-mail within 5 business days after the Commission’s meeting.
25. The certified e-subject (module) shall be included into the register of e-subjects (modules) and marked appropriately.
26. When the e-subject (module) is certified on condition, the author of the e-subject (module) may correct the defects indicated by the Commission within 3 months after the Commission’s decision. Upon receipt of the form prepared by the Commission, the author shall specify the corrected/eliminated defects. The completed form shall be e-mailed to distance@viko.lt. The repeated evaluation has to be carried out not later than within 1 month after submission of the e-subject (module) for repeated assessment. The e-subject (module) shall be considered not certified if it is not submitted for repeated assessment within 3 months after the decision of the Commission.
27. The material of uncertified e-subject (module) may be used in parts, fragments, i.e. a part of the content of the subject (module) may be used.
28. The certified e-subject (module) has to be re-certified if more than 50 percent of its content is changed.
29. The department that has established non-conformity of the material of the e-subject (module) to the requirements of the subject’s (module’s) description may ask the Commission to cancel certification of that e-subject (module).
30. Remuneration may be awarded to the Commission’s members for evaluation of e-subjects (modules).

31. Planning and recording of remote contact and non-contact work hours shall be governed by the Description of Procedure of Formation and Recording of Salaried Work Load of Professors of VK.
32. When the studies are implemented in a remote mode, the sessions and exams (lectures, seminars, individual support for students, discussions, task execution, evaluation) shall be organized in VLE or by asynchronous/ synchronous video conferences.
33. When the studies are implemented in a mixed mode, the lectures and exams may be conducted in lecture halls, VLE or by asynchronous/ synchronous video conferences.
34. The students studying in a remote mode have to come for defence of their final thesis in front of the commission of defence of the final thesis.
35. In exceptional cases, when a student cannot come for defence of the final thesis, she / he has the right to ask the faculty that organizes the studies to defend the f in the mode of video conference, provided the conditions safeguarding impartiality of accounting or defence are established.
36. If examination is held in the mode of video conference it has to be recorded.
37. The student shall be identified according to the presented student certificate or other personal identity document.
38. Professor’s functions and responsibility:
    • to prepare, download and update material of e-subject (module);
    • to comply with the established distribution of work load and approved schedule;
    • to assign the students to the e-subject (module)in the beginning of studies of the e-subject (module) or to give them a key to log to the e-subject (module), and to withdraw it in the end of the studies e;
    • to introduce the students to the procedure of implementation of e-subject (module), its learning particularity, modes of organization and evaluation of the studies in the beginning of studies of the e-subject (module);
    • to check and assess the tasks performed by the students, to prepare their comments, and to give recommendations;
    • to communicate with the students, to encourage their active learning and communication, to help them to use the aids of independent studies;
    • to send reminders to the students about deadlines of the organized sessions, tests, and to notify other important information;
    • to give lectures, seminars, etc. in the synchronous mode of video conferences according to the schedule approved by the faculty. The sessions may be recorded and left in VLE for later review of the students;
    • to comply with the provisions of the Code of Academic Ethics of VK and requirements of copyrights.
39. Student’s functions and responsibility:
    • to safeguard conformity of technological, technical and software requirements set by the professor to learning;
    • to use the learning material of e-subject (module) available in VLE (text, video and audio material, broadcasting of sessions and their video records) only for the purpose of studies. This material cannot be published, reproduced or transferred to third persons otherwise without consent of its authors;
    • to participate in lectures, seminars, workshops organized in VLE and to perform the provided tasks described in the subject’s description according to the schedule of distance learning;
    • to store individual log-in data to VLE. If the student violates academic discipline, the user’s log-ins to VLE shall be annulled;
    • to comply with the provisions of the Code of Academic Ethics of VK and requirements of copyrights.

40. The faculty organizing the studies shall be responsible for quality of organization and implementation of distance learning.
41. The material of e-subjects (modules) available in VLE of VK may be used only for learning and studies at VK.
42. The certified e-subject (module) is property of the author and VK.
43. The distance learning shall be implemented with the help of technological, technical equipment and software of the Centre of Information Technologies and units of the faculties of VK.
44. The manager of digital studies shall provide administrative and methodical support to the faculties, professors and students.
45. E-subjects (modules) may be provided to listeners, who are not students of VK, but who pay certain fee fixed by VK. The listeners, who implement successfully the requirements of certain e-subject (module), shall receive certificates of studies.
46. Special courses of academic, social support, programme publication and other non-academic activities prepared for distance learning shall not be submitted for certification.

47. The Description shall be published by the Rector’s order and shall enter into force on 01 September 2019.

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Annex 1 of the Description of Organization and Implementation of Distance Learning at Vilniaus Kolegija / University of Applied Sciences:

APPLICATION FOR CERTIFICATION OF E-SUBJECT (MODULE)

Compulsory and additional preparation requirements and weights for e-subject (module) submitted for certification

Compulsory preparation requirements

A1 Main information about studied subject (module):

1. Shortened description of the subject (module) (purpose of the subject (module), annotation of the subject (module), links of the learning outcomes of the study programme with the learning outcomes of the subject (module), content of the subject (module)).
2. Contacts of the professor(s).
3. Evaluation structure and criteria of the learning achievements.
4. Methods of consultations.
5. Recommended list of compulsory and additional literature.
6. Information about technological, technical, software requirements, accounting terms and conditions.

B1 Additional preparation requirements