When do I contact my students about changes?

Lecturers and Module Coordinators should contact students when trimester recommences (March 23) or sooner if at all possible. Module-specific communications should be made via Brightspace communication tool, (i.e. announcements, email).

What do I do when the trimester commences on March 23rd? Do I have to offer online classes at fixed times?

The existing University timetable will be adhered to as far as possible. Much will depend on how you plan to teach for the remaining weeks of the trimester. You can pre-record your lectures for students to access at their convenience, classes may also be delivered using content and learning activities through Brightspace. Some classes may be live streamed for access at fixed times, should you find that approach appropriate. You should contact your students directly to communicate your plans for teaching delivery. Where classes are normally scheduled you should advise students to be available where possible. Lectures should be provided in Brightspace for students to study in their own time and all of the material should be available. Students should be encouraged to structure their study across all their modules to ensure that they keep up to date. Where you are offering tutorials, seminars or other activity live, you should provide details on the time and how students can engage with the proposed activity. There are many suggestions in the guidance document produced by UCD Teaching and Learning which can be accessed at this link

http://www.ucd.ie/teaching/t4media/online_delivery_teaching_learning.pdf

Not all students will be able to be available online for a variety of reasons outside of their control (broadband access; lack of privacy; lack of necessary equipment; increased caring responsibilities) and it is important to provide materials so they can progress with their studies.

Where do I make my lectures and materials available for students?

All lecture and support materials should be made available in Brightspace. These include module information, learning materials, activities and assessments and all materials should be made available immediately for the remainder of the trimester. For support with the most common tasks in Brightspace please click this link:

https://www.ucd.ie/itservices/ourservices/educationaltechnologies/virtuallearning-brightspace/brightspaceinstructors/

What types of materials do I make available to students on Brightspace?

You should make available the materials that will best support your students’ learning during this period. This will include some of the following examples narrated PowerPoint slides, pre-recorded lectures/videos, case studies, readings, discussion forum, quizzes, online group activities. There is excellent guidance available from UCD Teaching and Learning. Click on this link for further information

http://www.ucd.ie/teaching/t4media/online_delivery_teaching_learning.pdf

I lecture a large number of international students. How do I address their needs across different time zones?

Acknowledging that not all students will be able to participate in ‘live’ sessions it is important that core content is available in other formats on Brightspace and that students are reassured on this point so that their core learning will not be disadvantaged. You should ensure that you record the session and make it available to all students post-delivery. Where live activity does takes place it will be in line with the University timetable and follow local UCD time.

What supports can I offer students with additional needs in terms of online and assessment?

Liaise closely with UCD Access and Life Learning who will provide advice and guidance for students who are registered with their service.

https://www.ucd.ie/all/

Are online classes supposed to be available until the end of the trimester?

Yes all scheduled classes will continue to take place as we are fully operational. Inform your students directly about the arrangements that you have put in place with reference to your modules and programme.

I have never used Brightspace in this way before or within such a limited timeframe. What do I do?

You can access Brightspace through UCD Connect with your Connect username and password. It is also important that you contact and liaise closely with your College / School based Educational Technologist (where possible) who will provide guidance and advice. If you would like more in-depth support on Brightspace topics, please log into Brightspace and click on Help, Brightspace Essentials Resources for even more help guides and videos. Alternatively, IT Services have developed a set of guides to help you with using Brightspace. If you have problems accessing your account, IT support is available to all UCD staff and students. You can contact our IT Helpdesk at (01) 716 2700 or by emailing ithelpdesk@ucd.ie General hours of service are Monday to Friday, 09.00 to 17.30pm.

How do I set up live lectures to deliver online?

Collaborate Ultra is the virtual classroom tool used by UCD to facilitate real-time classes, it can be accessed directly from within your Brightspace module. UCD Teaching and Learning has an excellent lecturers’ guide to the virtual classroom including details on how to set-up, deliver and record in this online environment. You will also need to provide instructions to students on how to access the virtual classroom. A (opens in a new window)students’ guide is also available from UCD teaching and Learning. It is also important that you contact and liaise closely with your College / School based Educational Technologist who will provide guidance and advice. It is also important that you contact and liaise closely (where possible) with your College / School based Educational Technologist who will provide guidance and advice.

Will I still run my tutorials and seminars?

Yes, where it is possible to continue to do so. You should contact your students to indicate how they will take place and confirm that they will run as per usual scheduled time. Collaborate Ultra in Brightspace or Google Meet (which is part of Google Apps) are the recommended technologies for this activity. Refer to UCD Teaching and Learning Lecturers’ Guide and (opens in a new window)Students’ Guide to Virtual Classroom. It is also important that you contact and liaise closely (where possible) with your College / School based Educational Technologist who will provide guidance and advice.

I have never taught in an online forum before, how do I do this?

Collaborate Ultra is the virtual classroom tool used by UCD to facilitate real-time online classes, it can be accessed directly from within your Brightspace module. Refer to UCD Teaching and Learning Lecturers’ Guide and (opens in a new window)Students’ Guide to Virtual Classroom. If you need further information on how to support your students’ learning online refer to UCD Teaching and Learning Guidance for Online Delivery of Teaching and Learning. It is also important that you contact and liaise closely (where possible) with your College / School based Educational Technologist who will provide guidance and advice.

I have never used a discussion forum. What is it?

Discussion forums are often used in modules to encourage collaboration between students on a topic or task within the module, where they can chat about module materials, ask questions and participate in group work. You can (opens in a new window)establish the discussion forum within your Brightspace module. If you need information on how to support your students’ learning through discussion forum refer to UCD Teaching and Learning Guidance for Online Delivery of Teaching and Learning.

What are virtual office hours?

Virtual office hours can be used using Google Meet. When students are remotely located, it is essential that they know your availability and how to contact you. Virtual Office Hours can replace face-to-face office hours. Google Meets is recommended for this purpose. Once you (opens in a new window)set-up Google Meets you should provide the link to students through your Brightspace module.

I lecture more than 500 students how am I expected to maintain contact and answer all of their queries using Virtual Office Hours? What supports will be available to me?

When lecturing large student groups it will not be possible to be in contact with each individual student. Using alternatives in Brightspace will allow you to get information to your student cohort, for example, you could set-up a discussion forum for FAQs and encourage students to ask and answer one another’s common issues/dilemmas relating to the module. For more information on communicating with your students through Brightspace please refer to Guidance for Online Delivery of Teaching and Learning.It is also important that you contact and liaise closely with your College / School based Educational Technologist (where possible) who will provide guidance and advice.

I have a disability and am unable to deliver my content online (eg. technically blind), are there any on-campus options?

There are a limited number of lecture theatres amongst the shared teaching spaces on the Belfield and Blackrock campuses that are equipped with lecture capture equipment. Depending on the campus operational status recording of content may be facilitated here with the assistance of an AV technician (social distancing will be implemented). The recording will be shared with you via a link that you can share via Brightspace. To arrange this contact Estate Services at estates@ucd.ie with a preferred location (Belfield or Blackrock campus) and a preferred time between 9am and 4pm, Monday – Friday. Estate Services will confirm the time slot in a reply email. Please give 24 hours notice so the request can be added to the Estate Services on-campus operational requirements planning. This option should only be considered if all other at-distance teaching options are not possible. Head of School authorisation is required.

Will the Estate Services Teaching Support AV phone line (extension 7300) continue to operate?

It is currently planned that the Teaching Support phone line will remain active between 9am and 4pm, Monday – Friday. AV technicians will be able to provide limited assistance over the phone. Unlike onsite Teaching Support delivery, the Teaching Support phone line will not be able to provide troubleshooting once a remote class has begun. Queries should be placed outside of class delivery times.

What if the faculty do not have the capacity to deliver teaching remotely?

The University facilities remain available for use when required. There are a limited number of lecture theatres amongst the shared teaching spaces on the Belfield and Blackrock campuses that are equipped with lecture capture equipment. Depending on the campus operational status recording of content may be facilitated here with the assistance of an AV technician (social distancing will be implemented). The recording will be shared with you via a link that you can be share via Brightspace. To arrange this contact Estate Services at estates@ucd.ie with a preferred location (Belfield or Blackrock campus) and a preferred time between 9am and 4pm, Monday – Friday. Estate Services will confirm the time slot in a reply email. Please give 24 hours notice so the request can be added to the Estate Services on-campus operational requirements planning. This option should only be considered if all other at-distance teaching options are not possible. Head of School authorisation is required.

Will faculty retain the right to destroy any online teaching materials (recorded lectures/notes etc.) that are prepared as part of this crisis planning?

The UCD Intellectual Property Policy recognizes that UCD owns “copyright in software, apps, data, databases, database rights or to any online teaching materials (including courses captured in video, or in other digital forms) existing or new and UCD shall own all copyright in such works and publications created by the UCD Community in the course of their activities at UCD.” In the context of material produced by faculty at short notice and solely for the purpose of the provision of distance learning in light of the CORVID 19 University response, the university will waive its rights to ownership of the material in its altered form. Faculty will have the right to destroy any material specifically produced as part of the response once the University COVID 19 response concludes.

I need to access proprietary software with UCD licence for a practical class test, how can I access it off-campus?

Much of the software available in the university can be accessed from anywhere. If you are having difficulty, please contact IT services for advice.

How do I teach studio work from home?

The present circumstances will require that best efforts are made to provide support for students undertaking studio work. Collaborate Ultra is the virtual classroom tool used by UCD to facilitate real-time online classes, it can be accessed directly from within your Brightspace module. Refer to UCD Teaching and Learning Lecturers’ Guide and (opens in a new window)Students’ Guide to Virtual Classroom. If you need further information on how to support your students’ learning online refer to UCD Teaching and Learning Guidance for Online Delivery of Teaching and Learning. It is also important that you contact and liaise closely (where possible) with your College / School based Educational Technologist who will provide guidance and advice.

My module depends on resources that are only available in hard copy in the Library; what can I do now?

You are asked to look at electronic alternatives to the greatest extent possible. If there are resources that can be obtained by the library, please contact your library liaison providing details.

What do I do if I fall ill and am unable to teach my module for an unforeseeable period of time?

You should ensure that you seek appropriate medical advice and support. Contact your Head of School or line manager and inform them of your status. The School has developed a Contingency plan for these circumstances and it should be put into operation by your School.

(opens in a new window)Examinations and Assessment

How will at distance teaching affect my end of trimester assessment?

There will be no examinations in the RDS, Blackrock Exam Hall and Newman Centre this trimester.

Will all examinations be at a distance?

Yes. There will be no face to face examinations held this summer. You are asked to consider alternative assessments for each module taking account of the learning outcomes to be assessed for that module. Examples of online alternatives to the traditional end of semester examination include a ‘takeaway’ examination or an online quiz. For further information refer to UCD T&L Guidance for Designing Alternative Assessment Methods

Will the end of trimester Examination timetable being prepared for RDS, Blackrock Exam Hall and Newman Centre be developed in the normal way?  

Examinations will no longer be scheduled to take place in the RDS, Blackrock Exam Hall and Newman Centre.

When do I get in touch with my students about my examinations and assessments?

You need to inform your students by March 31st. You should issue clear comprehensive instructions on the altered delivery and assessment approaches and associated technologies. Where there is any significant change in your assessment strategy, you should notify your students as soon as possible and undertake to give reasonable notice.

Will my scheduled examinations take place as per the original examination schedule? 

A draft schedule will be prepared in early April and details confirmed with Schools. As the CMS date has been moved to close on March 31st it will take time to reissue a new timetable.

Are current due dates changing?

The examination schedule remains from Tuesday 5 May – Saturday 16 May. Alternative assessments being considered by lecturers may have submission dates prior to this period. Students should be made aware of alternative arrangements by March 31st.

What is a take home examination and how does it work? How is it different from an end of trimester examinations in the RDS?

A takeaway (take home) examination (Open Book) seeks to replicate the examination paper format whereby students will receive the original examination paper via Brightspace and they will submit their answers within a defined time period (e.g. same day/next day) via Brightspace. They will be working remotely and will have access to resources/books in that time period. Students will require instructions on completing the paper. For further information on takeaway examinations and other alternative assessment please refer to UCD T&L Guidance on Designing Alternative Assessment Methods. It is also important that you contact and liaise closely with your College / School based Educational Technologist who will provide guidance and advice.

Can I use ebooks as open book assessments?

The standard e-book model is for 3 concurrent users. That normally is not an issue for typical use but it would preclude simultaneous use of an eBook by more than 3 students. This may change and 2 ebook providers have now started to allow UCD library unlimited access for the duration of the crisis.

How do I set up MCQs in Brightspace?

Brightspace offers a number of online quiz options including MCQs. The MCQ can be set-up to be timed, akin to a formal examination. Timetabling issues, time to upskill on this approach and technical support will need to be considered for this examination type. For further information please refer to UCD T&L Guidance on Designing Alternative Assessment Methods. It is also important that you contact and liaise closely with your College / School based Educational Technologist who will provide guidance and advice.

What do I use as alternatives to Oral Assessments?

You could organize an online oral assessment utilising technology such as (opens in a new window)Google Hangouts Meet or Zoom. Collaborate Ultra is prioritised for teaching delivery during the teaching semester, however in the examination period this could be used for oral examinations. Whichever option you choose, oral assessments should be recorded, for potential access by additional graders or external examiners. For further information please refer to UCD T&L Guidance on Designing Alternative Assessment Methods. It is also important that you contact and liaise closely with your College / School based Educational Technologist who will provide guidance and advice.

I have so many students in my module that it will be impossible to provide practice experiences in conducting assessments. What do I do?

Where it is possible it is important that you provide students with an opportunity to practice any unfamiliar online approaches without grading. Unfamiliar online approaches are ones that they have never used before as part of your module such as MCQs, quizzes etc.

If my student contacts me to say that their internet connection failed during an online assessment who do I contact and what should I do?

You should contact IT Services to report this. Brightspace logs all activity, and you might be able to provide immediate assistance if you are made aware. Ensure that your students know to contact you immediately if something like this happens and send you a screen shot. You should take these circumstances into account and treat each case on an individual basis.

If my students don’t have internet access what advice should I give them?

Brightspace is a fully responsive system that works well through web browsers on multiple mobile devices to give you the same information and experiences as on your computer and can be used with 3G and 4G data services on a mobile device. We are seeking to make available space for students who have no other suitable alternative to study or where their internet access is not sufficient.

If students indicate that they did not perform well due to taking an examination online what do I do?

This depends on the particular circumstances. If it is possible it is best to offer practice sessions that are not graded to ensure that students have familiarity with the process. It is important in this particular context to judge students’ work having regard to the unfamiliar teaching and learning context that both you and they are now experiencing. It is very important to share any revised grading criteria or rubrics with your students.

How do I mark a continuous assessment compared to an examination and how do I explain to student that they are measuring the same thing?

Your alternative assessment should be measuring the same learning outcomes and that should be made clear to your students. Existing assessment criteria/rubric may need to be adapted to align with the alternative assessment. It is important that any revised criteria/rubric are shared with the students and are used to support inter-rater reliability of multiple graders. For further information please refer to UCD T&L Guidence on Designing Alternative Assessment Methods.

How do I deal with participation marks or presentation marks where some of the class have already completed theirs, and some were still to happen?

Assessment already completed should hold. While presentations can still be completed by video or live stream, this will not always be easy to achieve. In fairness to both cohorts, one approach that might be considered here is to offer a short assignment remedy for the remaining students, but to give every student the option of completing this and receiving the higher of the two grades.

Can I make my modules Pass/Fail only now at this stage?

A module should not be retrospectively made pass/fail. A change in delivery and assessment from face to face to online is not sufficient exceptional circumstance to change the grading of the module or a final component to pass fail. A derogation is required, and a suitable justification would need to be made.

It is possible to delay assessments for programmes that do not have progression in terms of not having a disruptive impact on to registration for September if the spring examination process is not complete?

We are seeking to provide alternative assessments for all examinations and to complete this within the current trimester and associated examination period. It is likely that the COVID 19 University response will extend well into the next trimester so deferring assessments may not be the appropriate response. In some circumstances, where face to face assessment is required, such deferral may be appropriate.

How do we handle final GPA computation in the event that we introduce some P/F grades given that this applies to students finishing after 3 years, so second year grades matter to 3 and 4th year?

A change in delivery and assessment from face to face to online is not sufficient exceptional circumstance to change the grading of the module or a final component to pass / fail. A derogation is required, and a suitable justification would need to be made. Modules assessed as pass / fail will have a neutral GPA and stage or award GPA will be calculated accordingly. The overall award GPA calculation should not be adjusted. Remaining components may be assessed on a pass / fail basis where the component is less that 25% of the overall module grade. The module GPA will then be calculated from the current component grades.

Is there a case for allowing students for whom the trimester does count towards their graduating GPA, get the higher of the GPA with and without GPA neutral this trimester?

No. A consistent approach should be adopted. A variety of alternative assessments are available including end of trimester examinations so an appropriate alternative (albeit recognizing the issues around integrity of the examination process) should be available.

Can we change the weighting of assessment components in the overall module grade? Does this apply to future assessments only? Or also for assessments already completed by students?

The weighting of components that have been completed should not be changed. The remaining components weighting can be adjusted ensuring that the overall component weightings add to 100%.

Can I take a number of my modules from being graded in the standard way into being pass/fail and grade-point neutral modules?

Making a module pass/fail retrospectively would need to be justified and a derogation applied for. The lack of a formal face to face invigilated examination would not be sufficient reason. Pass fail grades should not be applied unless there are specific reasons for doing so. Modules assessed as pass fail will have a neutral GPA and stage or award GPA will be calculated accordingly. The overall award GPA calculation should not be adjusted. Remaining components may be assessed on a pass fail basis where the component is less that 25% of the overall module grade. The module GPA will then be calculated from the current components grades.

What are the options in adjusting GPA calculations to reduce weightings for this trimester assessments?

The approach to calculating the GPA should not be changed where a student has completed assessments that contribute to the award GPA.

Can missing lab-based teaching be treated as grade neutral?

Yes.

Can I use retrospective continuous assessment based on previous activities?

No, Students cannot be graded on previous work submitted where the student was not informed it would be an assessed component of a module.

As we are turning all of our examinations into essays or take home examinations, we are wondering if the normal Late Submission of Coursework Policy (http://www.ucd.ie/governance/resources/policypage-latesubmissionofcoursework/ ) applies in this case now or whether this is handled differently because these are now terminal assessments?

Normal late submission of coursework policy will apply for any assignments such as essays or short answer questions where timed examination conditions have not been imposed. Modules Coordinators should ensure that sufficient time (at a minimum 5 working days) are given for the work to be completed.

• Where a student is unable to complete the work due to illness or other appropriate circumstance as a consequence of the COVID 19 national response, appropriate consideration should be given and the grade penalty waived.
• Where a timed open book examination has been set, either for the formal examination period or during term, the late submission of coursework policy will not apply.
• The Extenuating Circumstances Policy will apply in all cases where appropriate.