Patras 2003 1 Organizational Factors in Selecting and Supporting a VLE Roger Matthews Deputy Director of Information Services University of Wales Aberystwyth

Patras 2003Patras 2003 11

Organizational Factors in Organizational Factors in Selecting and Supporting a Selecting and Supporting a

VLE VLE

Roger MatthewsRoger MatthewsDeputy Director of Information ServicesDeputy Director of Information Services

University of WalesUniversity of WalesAberystwythAberystwyth


Useful URLsUseful URLs

www.inf.aber.ac.uk/vle

alto.aber.ac.ukalto.aber.ac.uk


Background - UWABackground - UWAUniversity of Wales, Aberystwyth (UWA) University of Wales, Aberystwyth (UWA) was founded in 1872;was founded in 1872;

The first university institution to be The first university institution to be established in Wales; established in Wales;

Today, it has over 7,000 registered Today, it has over 7,000 registered students, including over 1,100 students, including over 1,100 postgraduates;postgraduates;

Eighteen academic departments.Eighteen academic departments.

There is a strong bilingual policy There is a strong bilingual policy


Background – Information ServicesBackground – Information Services

Formed in 1995 as a fully converged service Formed in 1995 as a fully converged service covering –covering –

Library Services;Library Services;Central Computer Services;Central Computer Services;Microcomputer Services; Microcomputer Services; Management Information Services;Management Information Services;Learning Technology Services;Learning Technology Services;Media Services.Media Services.


Background – Learning & Teaching Background – Learning & Teaching StrategyStrategy

Institutional report produced during 1999 by one of Institutional report produced during 1999 by one of our Pro Vice Chancellors required departments-our Pro Vice Chancellors required departments- To promote the use of learning technology….in To promote the use of learning technology….in respect of the delivery, administration and respect of the delivery, administration and management of courses (Staff Development management of courses (Staff Development Office, Academic Affairs Committee, Information Office, Academic Affairs Committee, Information Services);Services);To review their means of assessment To review their means of assessment (Departmental Learning Committees / Deans / (Departmental Learning Committees / Deans / Academic Affairs Committee). Academic Affairs Committee).


What happened next? What happened next?

Well this is a University isn’t it? We set up a Well this is a University isn’t it? We set up a Working Party comprising –Working Party comprising –

Learning and Teaching Champions;Learning and Teaching Champions;

Web Developers;Web Developers;

CAL Developers;CAL Developers;

Central Administration (SDO/Marketing)Central Administration (SDO/Marketing)

Information Services Support Staff Information Services Support Staff (including Librarians).(including Librarians).


Providing a Virtual Learning Providing a Virtual Learning Environment? Environment?

Advantages anticipated in 1999Advantages anticipated in 1999

Enables good teaching to be “captured” Enables good teaching to be “captured” and improved on and presented and improved on and presented repeatedly;repeatedly;

Fitted with modern British student Fitted with modern British student lifestyles where many have to work to lifestyles where many have to work to support themselves;support themselves;

Allows “Learner-centred” teaching.Allows “Learner-centred” teaching.


Providing a Virtual Learning Providing a Virtual Learning Environment? Environment?

Disadvantages (User Survey 2003)Disadvantages (User Survey 2003)Some students feel that this is just a Some students feel that this is just a device to allow teachers to avoid lecturing device to allow teachers to avoid lecturing and personal contact;and personal contact;Some students feel that the VLE Some students feel that the VLE experience is condescending, devaluing experience is condescending, devaluing the learning experience;the learning experience;Some students and staff lack the IT skills Some students and staff lack the IT skills to get the best from a VLE.to get the best from a VLE.


Choosing a VLE (1999) Choosing a VLE (1999)

Write your own VLE?Write your own VLE?

Control of the design & interfaces; Control of the design & interfaces;

But, you depend upon in-house expertise, But, you depend upon in-house expertise, resource issues & staff retention.resource issues & staff retention.

Buy a VLE?Buy a VLE?

Out-of-box solution, easier inter-collegiate Out-of-box solution, easier inter-collegiate collaboration;collaboration;

But, high capital cost & lack of control.But, high capital cost & lack of control.


We decided to pilot a VLEWe decided to pilot a VLE

We decided to buy one;We decided to buy one;

Funded by Information Services Funded by Information Services (regrettably);(regrettably);

We chose, largely on price, WebCT We chose, largely on price, WebCT running on a Windows NT server;running on a Windows NT server;

We started in Summer 2000 with a target We started in Summer 2000 with a target of 20 modules being live by May 2001.of 20 modules being live by May 2001.


Conducting the Pilot Conducting the Pilot

Without institutional level support we needed Without institutional level support we needed to “cascade-train” others -to “cascade-train” others -

We targeted a small group of Academics;We targeted a small group of Academics;

Explained the principles behind a VLE;Explained the principles behind a VLE;

Explained how to plan a course for a VLE;Explained how to plan a course for a VLE;

Explained how to input the teaching Explained how to input the teaching materials;materials;

Gave them individual & group training.Gave them individual & group training.


Outcomes – Pilot 1 (May 2001)Outcomes – Pilot 1 (May 2001)

Target number of modules exceeded by a Target number of modules exceeded by a factor of 3;factor of 3;High degree of satisfaction from High degree of satisfaction from Academics & Students;Academics & Students;Tutors didn’t like the two stage content Tutors didn’t like the two stage content uploading process;uploading process;We had concerns about content portability;We had concerns about content portability;Emerging Welsh Higher Education Emerging Welsh Higher Education Blackboard community.Blackboard community.


Conclusions – Pilot 1 (May 2001)Conclusions – Pilot 1 (May 2001)

We should offer a VLE;We should offer a VLE;

But Blackboard seemed to offer a more But Blackboard seemed to offer a more attractive solution with a similar toolset;attractive solution with a similar toolset;

CHEST deal had made Blackboard CHEST deal had made Blackboard software affordable;software affordable;

The Hardware from the Pilot was re-The Hardware from the Pilot was re-useable;useable;

Our users agreed to change (reluctantly). Our users agreed to change (reluctantly).


Pilot 2 (2001-Present)Pilot 2 (2001-Present)

We purchased Blackboard Level One (IS We purchased Blackboard Level One (IS paid for it paid for it againagain););We promoted it initially (but it took off on We promoted it initially (but it took off on its own);its own);We provided staff effort to help Academics We provided staff effort to help Academics migrate their existing WebCT courses;migrate their existing WebCT courses;We provided training materials & training We provided training materials & training (so far more than 100 Academics have (so far more than 100 Academics have been trained in VLE and FrontPage).been trained in VLE and FrontPage).



We had more than 200 active modules by We had more than 200 active modules by July 2002 (initial target in 1999 had been July 2002 (initial target in 1999 had been 50 by then);50 by then);

Today we have 379 active modules;Today we have 379 active modules;

This figure grows almost every day;This figure grows almost every day;

We have 299 registered instructors;We have 299 registered instructors;

Our Blackboard system has slightly less Our Blackboard system has slightly less than 300,000 hits a month.than 300,000 hits a month.



Two day’s usage 29/10/02 to 30/10/02Two day’s usage 29/10/02 to 30/10/02

Active Users

0102030405060708090

Time

Users


Issues (1) – Project OwnershipIssues (1) – Project Ownership

To embed a VLE into a University’s To embed a VLE into a University’s Learning & Teaching, the project Learning & Teaching, the project mustmust be be “owned” by the Institution;“owned” by the Institution;It’s governance and funding It’s governance and funding mustmust be at be at Institution level rather than at an IS (or Institution level rather than at an IS (or Library) level;Library) level;The top level Teaching & Learning The top level Teaching & Learning committee committee mustmust be fully involved; be fully involved;The VLE The VLE mustmust be run as a central service. be run as a central service.


Issues (2) - Level of SupportIssues (2) - Level of SupportTraining & Retraining SupportTraining & Retraining Support

Academic Staff – Training in teaching Academic Staff – Training in teaching using Technology, IT skills training, using Technology, IT skills training, assistance with design;assistance with design;Administrators – Course management;Administrators – Course management;Library & IT Support Staff – Project Library & IT Support Staff – Project concepts, Helpdesk training, accessing the concepts, Helpdesk training, accessing the VLE, liaison with Academic departments;VLE, liaison with Academic departments;Students – IT Skills training (but often little Students – IT Skills training (but often little more than an induction to the system).more than an induction to the system).


Issues (2) - Level of SupportIssues (2) - Level of Support

Systems SupportSystems Support

Software – Keeping the server O/S and Software – Keeping the server O/S and the VLE software up-to-date;the VLE software up-to-date;

Hardware – You need servers which have Hardware – You need servers which have high performance and reliability;high performance and reliability;

You need to run 24 x 7 availability;You need to run 24 x 7 availability;

Backup – You need to protect your users Backup – You need to protect your users content, they have invested heavily.content, they have invested heavily.


Issues (2) - Level of SupportIssues (2) - Level of Support

Systems Support (2)Systems Support (2)

Systems Architecture – Your systems will Systems Architecture – Your systems will be used in a time critical way, so you need be used in a time critical way, so you need to design in redundancy and automatic to design in redundancy and automatic fail-over;fail-over;

Supplier Relations – you need to set aside Supplier Relations – you need to set aside effort to liaise with your suppliers to handle effort to liaise with your suppliers to handle planning and fault resolution.planning and fault resolution.


Issues (3) - User RegistrationIssues (3) - User Registration

Course Tutors at Aberystwyth were not Course Tutors at Aberystwyth were not prepared to handle user registration and prepared to handle user registration and demanded an automatic process;demanded an automatic process;We didn’t wish them to do this anyway;We didn’t wish them to do this anyway;We wanted to synchronize registration and We wanted to synchronize registration and authentication between the Blackboard authentication between the Blackboard system and the rest of our services;system and the rest of our services;Tutors often want freedom to make their Tutors often want freedom to make their courses available to others.courses available to others.


Issues (4) - Module DescriptorsIssues (4) - Module Descriptors

Our Academic Registry “own” the module Our Academic Registry “own” the module descriptors which are held in an descriptors which are held in an authoritative database;authoritative database;

They insist that the module descriptors in They insist that the module descriptors in Blackboard match their data exactly;Blackboard match their data exactly;

They do not have the resource to enter They do not have the resource to enter these data again;these data again;

And neither does Information Services.And neither does Information Services.


Issues (5) - VLE Design ProblemsIssues (5) - VLE Design Problems

Example VLE Top Level PageExample VLE Top Level Page


Issues (5) - VLE Design ProblemsIssues (5) - VLE Design Problems

SummarySummary

VLE suppliers tend to want to provide a full VLE suppliers tend to want to provide a full range of communications tools but these range of communications tools but these are often inferior;are often inferior;

We want to provide “best-of-breed” tools in We want to provide “best-of-breed” tools in a seamless fashion;a seamless fashion;

We want to “pick-and-mix” facilities not We want to “pick-and-mix” facilities not buy wholesale from one supplier.buy wholesale from one supplier.


Conclusions (1)Conclusions (1)

VLEs are valuable tools to support Learning and VLEs are valuable tools to support Learning and Teaching;Teaching;To get best use of a VLE you must eventually To get best use of a VLE you must eventually embed it in an MLE;embed it in an MLE;Interoperability with your Library management Interoperability with your Library management and other MIS systems is crucial;and other MIS systems is crucial;You must pilot your project to find out what You must pilot your project to find out what factors are important to your organization;factors are important to your organization;If you want a bilingual system, you must select If you want a bilingual system, you must select your VLE with this in mind.your VLE with this in mind.



To allow access to the VLE environment To allow access to the VLE environment with “best-of-breed” tools rather than with “best-of-breed” tools rather than inferior ones, some advise considering inferior ones, some advise considering overlaying the system with a “Portal”;overlaying the system with a “Portal”;It is claimed that this will give many It is claimed that this will give many benefits - seamless integration, benefits - seamless integration, personalization and customization;personalization and customization;However, a “Portal” is not, as yet very However, a “Portal” is not, as yet very well-defined.well-defined.



Institutional backing is crucial to progress Institutional backing is crucial to progress beyond a Pilot;beyond a Pilot;Support quickly becomes a resource Support quickly becomes a resource issue;issue;The total cost of ownership is higher than The total cost of ownership is higher than you expect;you expect;Whichever VLE you buy will be wrong;Whichever VLE you buy will be wrong;So you must plan your development So you must plan your development strategy.strategy.


So what of the future -So what of the future -


Aberystwyth – Next Steps (1)Aberystwyth – Next Steps (1)We need to develop a fully integrated We need to develop a fully integrated MLE;MLE;

But, we are considering stepping back But, we are considering stepping back from trying to base that MLE development from trying to base that MLE development on Blackboard due to restrictive licensing on Blackboard due to restrictive licensing conditions;conditions;

But, we accept that we cannot do a step But, we accept that we cannot do a step change again, so we will need to continue change again, so we will need to continue supporting our Blackboard system for now.supporting our Blackboard system for now.


Aberystwyth – Next Steps (2)Aberystwyth – Next Steps (2)

As indicated earlier, e-assessment is an As indicated earlier, e-assessment is an integral part of e-learning and we haven’t integral part of e-learning and we haven’t been able to address it;been able to address it;A spin-off company from UWA has A spin-off company from UWA has developed an e-assessment system which developed an e-assessment system which will serve this need;will serve this need;It is being enhanced and extended to It is being enhanced and extended to incorporate a VLE – which incorporate a VLE – which mightmight meet a meet a lot of our requirements.lot of our requirements.


Aberystwyth – Next Steps (3)Aberystwyth – Next Steps (3)

It might address most of the issues raised It might address most of the issues raised by our two pilots;by our two pilots;We will consider running it as a pilot We will consider running it as a pilot alongside Blackboard from September alongside Blackboard from September 2003;2003;We hope that, if it is successful, most We hope that, if it is successful, most users will eventually migrate to it (with our users will eventually migrate to it (with our encouragement);encouragement);Let’s hope!Let’s hope!


AcknowledgementsAcknowledgements

Kate Wright ([email protected]);Kate Wright ([email protected]);

Andra Bloomfield ([email protected]);Andra Bloomfield ([email protected]);

Kerr Gardiner ([email protected]);Kerr Gardiner ([email protected]);

Roger Matthews ([email protected]).Roger Matthews ([email protected]).


The EndThe End

Documents

Patras 2003 1 Organizational Factors in Selecting and Supporting a VLE Roger Matthews Deputy Director of Information Services University of Wales Aberystwyth