1. Getting courses on the schedule requires submitting accurate information to Robin Crawford using a shared spreadsheet. This determines things like credits, enrollment caps, and instructor. 2. Getting Moodle shells restored is based on the information from the spreadsheet which Dominic Durante uses to determine access, version, and number of shells. 3. Registering students involves the COE Helpdesk comparing requests to the spreadsheet to ensure students are in the proper section based on things like being a DE student or belonging to a specific cohort.

1. WEB Courses
1. Getting them on the schedule
2. Getting the course shells
3. Getting students registered
4. Fun facts

2. 1. Getting WEB Courses on the
Schedule
1st - Send requests to Robin Crawford using the
spreadsheet sent to you.
• Include ALL information requested
• We work almost strictly from the spreadsheet
• Emails leave more room for error
• Work with your faculty

3. Spreadsheet
Shell
version
Indicate off-book programs.

4. 2nd Robin takes information from
spreadsheet and enters in ISIS system
• Schedule appears on the ISIS administrator’s
screen only – students can’t see yet
• ISIS schedule impacts the following:
– How many students allowed in a course or section
– How students are charged
– How students are registered
– # of credits students will receive for course

5. 3rd - ISIS Schedule Is Sent to You for
Verification & Changes
• You should look for:
– Are all the WEB courses I requested there?
– Are the credits correct?
– Is the instructor correct?
– Is it indicated as “D” departmentally controlled?
– Is enrollment cap correct for each section?
– Are the number of sections I requested there?
– Are the right kind of sections listed EOF, EON?

6. Closer Look
• WEB courses have the word WEB (Bldg)

7. Credit Instructor Departmentally Controlled
Right Kind of Sections Enrollment Cap
(# and Audience) (How many do you expect?)
Off Book Code

8. • # of sections –determined by who YOU think
will take the course
– Ex: 1 for OL & 1 for campus-based taking OL (2);
1 for cohort & 1 for OL “others” & 1 for campus-
based taking OL courses (3)

9. EOF, EON, Off-Book
• EOF ZZZZ Sections are for online only students
– Students in online programs who are out-of-state
MUST be in EOF sections or they are charged out-of-
state campus-based tuition ----------------------------$$
– Students who take only online courses in a semester
are put in EOF sections & charged higher fee than EON
-----------------------------------------$$
– EON ALAC Sections are for students taking both online
and f2f (campus-based students taking online)
– Off-Book – check column “Book” to see if there is a
“Y” indicating off-book ------------------------ -$$

10. Instructor Load and EOF/EON
• Faculty teaching both EOF sections and EON
sections of the same course are typically given
1 course credit. Ex: Crippen: EOF and EON – 1
• Faculty teaching two sections of an EOF
course are typically given 2 credits assuming it
is two different groups of students or too large
to have in the same course shell. Really
should have 2 course shells.

11. I Can’t Remember This?
• Then….
– Be REALLY Clear about the AUDIENCE
– Tell Us….
• Who do you want to be able to take
this course?
• How do you want them organized?

12. 2. Getting Moodle Shells Restored
• ISIS schedule + spreadsheet you submitted to
Robin to create a Google doc spreadsheet for
(ETC) – Dominic Durante to restore moodle
shells

13. The Spreadsheets Determines…
1. When the course will run
Only options are:
Fall –Full semester or 8 – week session
Spg – Full semester or Session 1 or Session 2
Sum – A, B, C, full semester or Session 1 or 2

14. 2. What version of the shell to restore
3. Who can have access or editing rights
4. How many shells for each section
Ex: Both sections go in 1 shell or 1 shell for
each section or these sections in 1 shell and
these sections in another shell….

15. 7. Who will be allowed to take the course
(Audience)
8. What new courses should be submitted for
eligibility for distance learning fees $$
9. Know what courses should be submitted to
university DE office for approval to collect
distance learning fees for that semester $$

16. Closer Look
Indicate if
Alach – Course Has
Campus Never Been
Based Taught
ZZZZ – Only Online
online Before
County (NEW)

17. • I am going to send you a link
whereby you can make changes
directly on the google doc
spreadsheet by September 21st.

18. Distance Learning Fees for Spring
• Deadline for getting approval to charge DL
fees for WEB courses is 9/28.
• Sections added after that submission date can
NOT have a distance learning fee charged

19. 3. Registering Students
• Unless you have someone in your program designated
to register students, like Tammy in TLSI, all students go
through the COE Helpdesk to be registered. Here’s
what they do:
• Send an email to help@coe.ufl.edu. In the email,
please provide your UFID number, the semester
session(s), the course number(s), and course title(s).
Example:
• If you are taking any face-to-face courses (a classroom-
based course that meet on the UF campus) during the
same semester, please write “ON CAMPUS” under your
UFID.

20. Compare Request to Spreadsheet
• Chris Cook then compares what was
requested to what is designated on the
Google doc spreadsheet indicating who is
allowed to take the course
• She also gets the correct section number for
the course from the spreadsheet (EOF section,
EON section, section for cohort, etc.)

21. Calendar for WEB Courses
• Calendar for WEB courses is different than for
f2f courses.
• Deadlines for registration are different
• Deadline for entering grades is different.
– Rule – a student has to know their grade within a
certain number of days from when the course
ended so if you have a session 1 course – deadline
for entering grades is earlier.

23. What Went Wrong?
1. Out-of-state online student was charged out-of-
state tuition rate for campus-based students.
• Student was registered in EON ALAC section of a
course or registered for a non-WEB based section
• Why?
– Was no other section requested for the schedule.
– When asked to be registered, did not indicate he was
DE student so was registered in non WEB based
course like 7979, 7980, 6905, etc.

24. How Could It Have Been Prevented?
• Possibly…
– Making sure online version of courses are on the
schedule for DE students
– Making sure student knows to register for the
WEB-based version of the course (advisement)
– Person registering, ask student if DE student or if
they need to be in the WEB based version of the
course

25. Students in one section of an online
course were charged DL fees but
students in the other section of the
course were not. What went wrong?
• An additional section of the course was added
to the schedule “at the 11th hour” and the
new section was not sent over for approval to
charge DL fees for that section in time.

26. Non – cohort student shows up in a
cohort only course?
• What happened?
– We made an error and put student in the wrong
section
– Google doc spreadsheet didn’t indicate that one
section was for a specific cohort only

27. Students are not being allowed to be
enrolled in a course?
• Google doc spreadsheet indicates that ONLY
CTTE Ed. Tech cohort 2 can be enrolled in a
course and no other sections for other
students were requested

28. Grades are not entered for a
session 1 summer course and
students have to be given all I’s
• Instructor did not realize online courses have
their own calendar and grades go in before
the end of the semester
• Instructor thought Summer C course meant
grades go in at the end of Summer C

29. Students are asked to evaluate the
instructor and the course had only
been in session a short time.
• Online course was entered as a summer A
instead of a summer C. Google doc
spreadsheet said Summer A as well not
Session 1.
• Evaluations for Summer A are June and
evaluations for session 1, Summer C are mid
July