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Distance Education (DE) Department Structure and Services

Portfolio Manager Andrew Chang, Interim Executive Director, TESS

  • Program Manager: Rhiannon Lares, Instructional Technology Specialist
    • Program Focus:Training and Development
      • Faculty/Staff Training
      • Instructional Design
  • Program Manager: Trelisa Glazatov, Instructional Technology Specialist
    • Program Focus: Instructional Technology Systems
      • IT Systems Administration
      • Emerging Technology
      • Institutional/State Initiatives

 

Process Overview


Project Definition


A DE project is defined as an activity undertaken to acquire, develop, and enhance instructional technology capabilities or services that require a significant level of effort to meet objectives. A significant level of effort is defined as encompassing more than 40 hours of labor and/or cost more than $5,000 to complete.

DE Project Prioritization Process


The requests for new DE projects frequently exceed available resources. To manage resources efficiently and to ensure that important projects are accomplished in as timely a manner as possible, The DE department utilizes a project prioritization process to solicit input from Distributed Education Council Committee (DECC) and establish project priorities for requested projects. The utilization of a project prioritization and management process ensures that resources are focused on projects which are deemed to be of the greatest need to the District and its colleges. Projects are prioritized based on pre-agreed to criteria, the focused commitment of resources to get projects done, the utilization of a collegial consultation model, and operational transparency. DE projects will be prioritized
• Low
• Normal
• High

Classification of Projects


DE projects are classified as “Small,”“Medium,”“Large,” or as “Super Projects.”
• Small Projects (1-3 weeks)
• Medium Projects (3-6 weeks)
• Large Projects (6-12 weeks)
• Super Projects (13 weeks or more)
Projects are classified based on their complexity, resource requirements and the urgency of the request. For example, a very complex project requiring all available resources will likely require 12+ weeks, where as a much smaller project may take only 1 week. The DE department may limit the number of projects undertaken each semester based on the resources available.

Workflow


1. Request for DE services may be submit via email to distanceeducation@sbccd.cc.ca.us, through a help desk ticket, or through committee requests.
2. The DE department will review requests bi-weekly to identify requests that should be formalized as a project and assigned to the appropriate Program Manager (PM).
3. The Program Manager will arrange to meet with the requestor (within 2 weeks) to discuss the project and clarify scope, cost, level of effort, deliverables, etc; and to complete the DE project form.
4. At the beginning of the fall and spring terms, the DE department with collegial consultation with the Distributed Education Council Committee (DECC) will review all project requests received for and develop a consolidated project priority list based on pre-defined criteria that has been agreed to. The consolidated project priority list will then be forwarded as a recommendation to the Associate Vice Chancellor of TESS.
5. Projects, along with the supporting project forms, will be forwarded to The Associate Vice-Chancellor of TESS for discussion and approval to the Chancellor’s cabinet.
6. Once approved, the project charter is created and the Associate Vice-Chancellor of TESS will publish a DE department scheduled project list. In the event, the DE department does not approve a project or requestor rescinds request, written notification will be sent to the requestor no later than two weeks following the DE bi-weekly meeting.
7. The DE department will provide monthly project Status Reports to the Associate Vice-Chancellor of TESS and appropriate committees.
*Projects that have been previously prioritized and published on the “Scheduled Project List” will remain on the list until completed and take priority over new projects added to the list.

State/Federally Mandated Projects


State and federally mandated projects will always have top priority. In the event a state/federally mandated project is imposed upon the District, the project will take priority over other projects. Obviously, the addition of an unanticipated project may impact the timeline of other projects on the “Scheduled Project List.”
Any and all federal/state mandates received by the District that require DE related services will be first vetted by the DECC Committee. Once the DECC Committee understands the nature, scope, and impact of the request, the committee chair will submit the project request for the mandate.
Unlike “Special Projects,” there is no question that state/federally mandated projects need to be implemented. Such mandates may be received at inopportune times and may need to be acted upon immediately and thus fall outside the prioritization process outlined for “Special Projects.” Subsequently, federal/state mandates workflow requires the Vice Chancellor of TESS to establish the priority of federal/state mandates with the Chancellor’s Cabinet and other necessary committees and managers/staff as appropriate to the mandate.

AY 2014-2015 DE Projects/Description


Training and Development



1. DEVELOP AND EXPAND FACE-TO-FACE AND ONLINE TRAINING PROGRAMS AND SERVICES
ALIGNED WITH GOAL 8 OF DTSP: DEVELOP AND EXPAND FACE-TO-FACE AND ONLINE TRAINING PROGRAMS AND SERVICES TO EMPOWER AND IMPROVE EMPLOYEE COMPETENCE AND PERFORMANCE.

Description: The project aims to develop a partnering relationship with the campus’ PD offices to identify training and development needs, gaps, and quality and provide training in various formats to empower and improve faculty, staff, and administration competency and performance.

2. INSTRUCTIONAL DESIGN (ID) PROJECTS
ALIGNED WITH GOAL 8 OF DTSP: DEVELOP AND EXPAND FACE-TO-FACE AND ONLINE TRAINING PROGRAMS AND SERVICES TO EMPOWER AND IMPROVE EMPLOYEE COMPETENCE AND PERFORMANCE.
Description: The project aims to design and develop identified training and courses for the SBCCD community delivered via various learning modalities. Fall ID projects include WatchDox implementation and training, Online course design/development in collaboration with Human Services department, SBCCD Wiki training, and Spring DE workshop offerings.
Instructional Technology Systems Administration

1. DEVELOP POLICY AND PROCEDURES RELATED TO DE AND INSTRUCTIONAL TECHNOLOGY PRODUCTS AND SERVICES
ALIGNED WITH GOAL 9 OF DTSP: IMPROVE DISTRICT SYSTEMS TO INCREASE ADMINISTRATIVE AND OPERATIONAL EFFICIENCY AND EFFECTIVENESS WITH AN EMPHASIS ON STUDENT RECORDS, HUMAN RESOURCES, FACILITIES, TECHNOLOGY, FINANCIAL SYSTEMS, AND OTHER WORKFLOW OPERATIONAL SYSTEMS.
Description: The project aims to formalize workflow and procedures, as well as begin the documentation of policies related to the DE department that are aligned to current TESS and District policies.

2. INTEGRATION OF BLACKBOARD NEW FEATURES

ALIGNED WITH GOAL 6 OF DTSP: ENSURE UPDATED AND ROBUST INFRASTRUCTURE (INCLUDING STAFFING LEVELS, PROFESSIONAL DEVELOPMENT, HARDWARE, MAINTENANCE AND SOFTWARE PROCUREMENT AND IMPLEMENTATION) TO PROVIDE A FULLY INTEGRATED AND COHESIVE COMPUTING ENVIRONMENT.
Description: The project will test and integrate some additional Blackboard features available to the district, specifically the Goals and Community modules. The Goals feature may potential allow faculty to align individual assessment items to course, department, and institutional educational goals. Integration may help in obtaining additional data related to learning outcomes. The community module presents opportunity to create an alternative learning and resource portal for students, faculty, and staff.

3. COMPLETION OF RESEARCH IN THE DEVELOPMENT AND USE OF MOBILE LEARNING MODULES FOR FACULTY/STAFF TRAINING/DEVELOPMENT

ALIGNED WITH GOAL 8 OF DTSP: DEVELOP AND EXPAND FACE-TO-FACE AND ONLINE TRAINING PROGRAMS AND SERVICES TO EMPOWER AND IMPROVE EMPLOYEE COMPETENCE AND PERFORMANCE.
Description: The project continues the research in the design and development of an instructional faculty workshop that is to be delivered via a mobile device and/or web browser. The research will gather faculty satisfaction and perception of learning in a mobile environment. The research will provide insight on how training can be provided thru alternative delivery methods.