Frequently Asked Questions - Virtual Instruction
1. How do I determine what mode of instruction should be used in the class schedule?
Synchronous (SM) Instruction
Taught in a guided format. There are required weekly meeting days and times. Location is 999 ("Virtual Class").
EXAMPLE: MATH 143-01 meets MTWR, 8:10-9am. In our virtual model, students will still be required to log in for class instruction of some sort on MTWR, 8:10-9am.
Classes that require students to only meet for midterms or exams should NOT be scheduled as Synchronous; this causes time conflicts for students and prevents them from potential class schedule options. Classes that require students to only meet for exams should be coded as Asynchronous.
Any required examination meeting days/times should be coordinated with students. If a meeting location is required for exams, a room should be requested as an Ad Hoc meeting. Exam days/times should NOT be noted in the class notes for the section.
Asynchronous (AM) Instruction
Taught in a self-guided format. There are no required weekly meeting days and times. A class note will be added to the section: "Section is taught in a self-guided format."
The meeting pattern will be "TBA" in the class schedule.
Combination of Both Synchronous (SM) and Asynchronous (AM) Instruction
If an instructor is teaching in Synchronous format for the first few weeks of the term and in Asynchronous format for the remainder of the term, note the dates in your proofing information. University Scheduling will do their best to schedule accordingly.
EXAMPLE: Weeks 1-4 (SM) | Weeks 4-10 (AM)
If an instructor is teaching a portion of the week in Synchronous format and the other portion of the week in Asynchronous format, note this in your proofing information. University Scheduling will do their best to schedule accordingly.
EXAMPLE for a 4-unit lecture: T, 2:10-4 pm (SM) and 2 hours (AM)
PLEASE NOTE: Any class taught in a combination method will be coded as Synchronous overall. Please keep in mind that Synchronous instruction has the possibility of creating time conflicts for students.
In Person (P) Instruction
Those lecture, seminar and discussion sections requested as In Person will be scheduled as such. However, a justification related to In Person format should be submitted to your Dean's office.
Multi-Component Courses (Lecture/Laboratory)
If a class has multiple components, a mode of instruction must be identified for each. The class may have two different modes of instruction.
EXAMPLE: CPE 101-01 (Lecture) meets MWF, 8:10-9am. In our virtual model, students will not be required to log in for class instruction at a predetermined time. The meeting pattern will be "TBA." The class is Asynchronous (AM).
CPE 101-02 (Lab) meets M, 3:10-6pm. In our virtual model, students will be required to log in for class instruction at a predetermined time. Existing time/days will be kept in place and location will be changed to 999 ("Virtual Class"). The class is Synchronous (SM).
2. What are options related to assessment and proctored exam alternatives for virtual classes?
Respondus Monitor and Screen-Cast-o-matic are available in Canvas. Respondus Monitor is the software selected for exam proctoring for all that use Canvas. With Monitor in place, there is no need for ProctorU – both services meet the same need and Respondus Monitor is provided by the University.
Additional information can be found on the Canvas Support web page.
3. Where can I locate term dates?
Visit the Office of the Registrar Calendars webpage for complete information. Helpful resources include the Student Planning Calendars and the 2019-20 Academic Calendar.
**The Student Planning Calendars include information about timing associated with add/drop, permissions, wait listing, and more.
4. Can enrollment capacities be increased?
With virtual instruction, facility capacities are no longer a constraint for class size. Each department may increase enrollment capacity as they see fit.
5. I am working on a Time Conflict Request for a student. Is that still necessary?
This will depend on the mode of instruction for the course. Classes taught in a Synchronous manner with established meeting days and times may still create time conflicts for students. Those taught in an Asynchronous manner, self-guided with a TBA pattern, will not create a time conflict during the registration process.
If additional information is needed, contact Records at email@example.com.
6. Is it possible to change class meeting days and times for classes delivered in a Synchronous manner?
No, changing meeting days and times with student enrollment in the section can potentially create time conflicts with other classes. If the instructor has decided to teach the class in a Synchronous manner and would like to change the class meeting days and times, the section will be canceled, students will be dropped, and a new section will be created. This should be avoided whenever possible.
7. What should I do with Independent Study Classes?
For Independent Study sections that are scheduled as TBA, leave as is in the class schedule. The Office of the Registrar will work with Institutional Research to evaluate if sections need to be changed from In-Person to Asynchronous prior to reporting to the Chancellor's Office.
8. Can I consolidate an existing fully online class with an in person class?
For departments who had an existing section scheduled fully online (TBA pattern) that would like to consolidate with an existing In Person section (has established meeting pattern), where the instructor of record is the same, the Office of the Registrar will assist with moving students from the In Person section to the fully online section. Please email firstname.lastname@example.org with specific details and University Scheduling will coordinate with Records.
**Note: While sections can be merged in Canvas and PolyLearn, grading will not work correctly when pushing final grades to PeopleSoft. Only grades for the "parent" section will push. If you have questions related to consolidating or combining sections, email email@example.com.
9. What do we do if we need to cancel a class?
Contact University Scheduling. All cancellation requests will be reviewed by the Provost's Office with the respective college Dean.
10. What do we do if we need to change the mode of instruction of a class?
If a department wishes to change a section from In Person instruction to Synchronous instruction, the Office of the Registrar will cancel the existing section and create a new section with the appropriate information. This will ensure that students who are enrolled and those who are planning to enroll are aware that the course is shifting from In Person to virtual instruction.*
If a department wishes to change a section from Synchronous to Asynchronous instruction, the Office of the Registrar will NOT cancel the section. Rather, the Office of the Registrar will make the edit and ask the department to directly notify students.
If a department wishes to change a section to Asynchronous to Synchronous instruction, the Office of the Registrar will cancel the existing section and create a new section to avoid conflicts in the students' schedules.
*NOTE: Should the university deem it necessary to shift from In Person instruction to exclusively virtual instruction (in the event of a spike in COVID-19 cases), classes will NOT be canceled, and changes will be made on behalf of the departments. This method will only be used in an emergency situation. If a department simply wants to change a section from In Person instruction to Synchronous instruction, the process outlined above should be followed.
11. Do we need to provide information related to office hours to University Scheduling?
No, office hours should be managed by faculty in partnership with their department. The Office of the Registrar only needs information associated with updating the class schedule.
12. We have a course we need to cancel that cannot be taught in a virtual format. We would like to replace it with another course. Will the Registrar's Office assist with moving students to the new section?
Short answer, YES, the Office of the Registrar will assist with moving students from one course to another. The department should evaluate all enrolled students to confirm they have not received credit in the "new" course and there are no foreseen time conflicts. When changes are requested through the University Scheduling Office, provide details for this type of situation and the team will coordinate with the Records Unit.
13. When will grade rosters be available?
Typically, grade rosters are available the Thursday prior to the week of finals. These release dates are subject to change.
For the most up-to-date information, please review the "Faculty Grading Deadlines" found on the Office of the Registrar Calendars and Deadlines page.