Process for course build (new and rebuild) & payment
For Spring builds (new and rebuild)
- One week prior to Fall 1 courses of the current calendar year, our System Analyst will reach out to Department Chairs and verify the instructors for the upcoming Spring semester. Department Chairs will let him know of any differences in instructors and any new instructor if it is a new course.*
- In the second week of the Fall 1 semester, our System Analyst will let the course specialists know which courses will be offered, and which are new courses (which will be new builds) and which courses might be eligible for rebuilds. The online support specialist will reach out to the fall instructors to let them know they have been assigned to teach a course in the spring. They will also notify them if it’s a new build or if its eligible for rebuild. If it is new build or rebuild online support specialist will go to bullet point 3 (next step) in the process. If the course is not in either of those cases the online support specialist will go to section titled Process for copying course to next term.
- In the third week of the Fall 1 semester, the online support specialist (will request the Department Chair to complete a form approving a new build or rebuild. The form will also ask what the changes to the course will be to constitute a rebuild (must be 70% change). Once permission is received the online support specialist will request the department’s admin assistant to complete an additional compensation form with required pay and dates. Dates will be from the expected course build start to expected end.
- On the fourth week of the Fall 1 semester, the course build will start, and build process will continue for 10 weeks. For new builds, the online support specialist will meet with the instructor and Matthew Postins from AP (if first time building an online course) to go over the build timeline. It is imperative to push a module build for course content, instead of building content by weeks during the course.
- After the first week (week 2 of build process), the online support specialist will review the first module and setup a meeting with the instructor to provide feedback. After the third week (week 4 of build), the online support specialist will review module 2 and setup a meeting with the instructor to provide feedback. As the instructor completes one module a week (modules 3-7), the online support specialist will continue to provide feedback but no formal meeting.
- After 10-weeks, or sooner if the instructor finishes sooner, the course will be sent to QM for review which will take about two weeks.
- After receiving the QM score, the instructor will have 2-weeks prior to course start to make any adjustments, if needed, to address the QM score to make the course ready and compliant with ADA.
- After the QM score is passed, and/or course has been updated to meet standards and compliance, the course specialist will request the Assignment Change Form from the department’s administrative assistant for payment.
- The course starts.
Summer and Fall new and rebuild will follow the same timeline as above with Summer starting 1 week before Spring 1 and Fall starting 2 weeks after before Spring 2 start.
*If the department is designating an adjunct instructor to perform a course build for stipend please be aware that this work will count toward the adjunct’s total allotted credit hours in a given semester. Adjunct instructors are allowed only 9 credit hours in a given a semester across all of the ASU System institutions. For example, if an adjunct instructor will be building a 3-credit hour course for stipend that will count for 3 of the 9 allotted credit hours, and if they are teaching a 3-credit hour course at a different ASU System institution in the same semester that would count as an additional 3 credit hours toward their allotted 9 hours.
Process for New or Rebuild Course Process Chart
Process for copying course to next term
For Spring builds (new and rebuild)
- One week prior to Fall 1 courses of the current calendar year, our System Analyst will reach out to Department Chairs and verify the instructors for the upcoming Spring semester. Department Chairs will let him know of any differences in instructors and any new instructor if it is a new course.
- In the second week of the Fall 1 semester, our System Analyst will let the course specialists know which courses will be offered, and which are new courses (which will be new builds) and which courses might be eligible for rebuilds. The online support specialist will reach out to the fall instructors to let them know they have been assigned to teach a course in the spring.
- Week 8 OFSS will reach out to the course instructor to check on copying course over to the next semester.
- Week 9 OFSS will work with the course instructor to copy course over
- Week 10 Course Instructor will provide feedback on copied course
- Week 11 Cleanup of course
- Week 12-14 Any last-minute changes if needed
Summer and Fall new and rebuild will follow the same timeline as above with Summer starting 1 week before Spring 1 and Fall starting 2 weeks after before Spring 2 start.
Process for Copying Course to Next Term Chart
