The following guidelines refer directly to DotED usage but can be applied in principle to any technology directly supported by Digital Teaching and Learning. Please contact Gayle Burns for any additional questions regarding guidelines governing the use of DotED.
- Accounts & Access
DotED accounts are available for all instructors (full- and part-time), TAs who are assisting with DotED course sites, and all currently enrolled students at Art Center.
Students, instructors, and staff will log in using their Art Center usernames and passwords.
DotED course sites can be accessed in either or two ways:
Via the Inside portal’s list of current courses on an individual’s Dashboard
Directly from the web, at http://artcenter.edu/doted
- General Information
Requesting a Course Site
It is not necessary to request academic course sites as they are created automatically in DotED through integration between DotED and the official course system, handled by the Office of Enrollment Services.
Course Site Identification
DotED course sites follow the standard course naming convention.
Term-Subject-Course No-Section No-Section ID
For example: 14SU-IDF-103-01-30792
Course Site Availability / View-ability
Instructors will have access to course sites in Week 11, prior to the upcoming term. Students will have access to course sites the day after they register for a class if the instructor has made the course visible.
Your courses are not visible to your students until you make them visible. This allows you to set up your course and add content before your students are able to see the course. To make your course accessible, log into your course and go to Edit Course Settings, change the Visible setting to Show and clicking Save Changes at the bottom of the page.
Adding / Dropping Students
Students will automatically be added and dropped daily, based on the registration process.
- Instructors are not able to add students manually, and Educational Technology cannot honor requests to do so.
- For more information on the add / drop process, please contact the appropriate department Chair or the Office of the Registrar.
Students are removed from a course site at the end of Week 1 of the following term, per terms of copyright Fair Use.
- Instructors should advise students to download and save any assignments or other documents from the term, as students will not be granted any access after the Week 1 deadline.
- Managing your DotED Content
Storing Course Content in DotED
Course content (documents, images, videos, etc.) can be stored on DotED in a folder called My Private Files that is unique to each instructor. (My Private Files is not supported for students.)
- Instructors are responsible for locating and retrieving their own information from their private files. The Education Technology department is happy to assist with setting up a workable file structure.
- Instructors are strongly encouraged to maintain copies of all course materials on their own personal storage solutions as a best practice.
- Course Backups
Routine Server Backup
Data on the DotED server are automatically backed up on a nightly basis by IT.
Backing Up Course Sites to Personal Storage
Instructors are responsible for backing up any content that is uploaded into DotED. A standard back up of your course can be provided to you on request by DTL. DotED course backups can either be uploaded as a course into a compatible Moodle installation or the files can be extracted from the back up by the instructor for personal use by following the directions below:
The backup file can actually be opened with any zip/unzip program you can download. Once you open the file, you need to extract:The files.xml file.
The files directory (folder).
Next step would be to open the “files.xml” file in a text editor, and:Search for the name of each file you want to get.
Take note of the value of the corresponding content hash tag.
In the “files” folder you extracted, locate the file whose name is the same as the value of the contenthash and which will always be located in a folder whose name corresponds to the two first characters of the file name.
For example, let’s assume there is a “backup_courses-120730.mbz” file of which the “files.xml” file and the “files” folder have been extracted. There is a PDF file named “Leadership.pdf” that is required for another purpose.
Open the files.xml file and:
1. Search for the string “Leadership.pdf”, which in this case is found under the following group tag:<file id=”12345″>
2. Take note of the corresponding contenthash value: fb6cf43a9b2d432403c70a2cb4c340dbb6225631.
3. As the first two characters of the contenthash are “fb”, open the “fb” folder inside the “files” directory (which was previously extracted), and there is a file named “fb6cf43a9b…”. Rename that file as “Leadership.pdf”, and then move it to another location. Repeat this for all the files required, using the correct contenthash value of course.
Restoring Course Sites to DotED
DTL is responsible for restoring any courses in DotED. Please contact us directly for more information.
- Course Retention & Deletion
Course Site Routine Retention
All DotED course sites that contain content will be retained for a period of nine (9) consecutive terms
(three years) following the last term in which it was offered.
- Instructors will have access to their retained course sites via the All Terms link on inside.artcenter.edu.
Course Site Routine Deletion
After the nine terms have expired, the course site will be permanently deleted from the Art Center servers.
- IT staff cannot retrieve course sites, or any related content and materials, after they have been deleted.
- This process is automatic, and individual or department requests to retain course sites for a longer period cannot be honored.
- A list of courses set for deletion will be made available at the end of each term prior to the actual deletion. Instructors will not be individually notified, and are responsible for checking this list and making arrangements to save any course sites to a personal storage solution.
- The Educational Technology department is happy to provide guidance on this process.
Instructors who have been away from Art Center for more than three years will not be able to access either their course sites or course materials. Instructors should compress course sites and secure copies of content and materials on their own storage solution at the end of each Art Center term.
- The Educational Technology department is happy to provide guidance on this process.
- System Upgrade Policy
The Educational Technology department will watch for and review new releases of Moodle, and will maintain a list of suggestions from instructors, students, and staff regarding plug-ins and other potential improvements.
Once approved, upgrades and plug-ins will initially be loaded into a test environment where they will be tested for integration and functionality. Once an enhancement is deemed acceptable (“safe”) for the production environment, Application Services will load it into the live instance of DotED and document the change.
- The Educational Technology department will notify the appropriate constituents that the change has been made, and will update all relevant user support documentation.
- ArtCenter Technology Guidelines
Appropriate Use of Usernames and Passwords
Instructors (or staff members) may not give their Art Center credentials (username and password) to anyone, including but not limited to, a student, another instructor, a staff member, or someone not affiliated with Art Center College of Design. Any person who shares his or her Art Center credentials is out of compliance with Federal privacy laws. Art Center cannot and will not be liable for any loss or damage arising from instructor failure to comply with their duty to maintain security and privacy. Please contact the Human Resources department for more information.
Students will not be added to a DotED course site to assist instructors unless they are an official (i.e. employed) Teaching Assistant.
- Instructors who have a TA assigned to their DotED course should contact the Educational Technology department and request special “TA permission” to the course site for that student. HR must verify that the student is an official TA.
- TAs are granted a special “TA permission” that allows them to add content, including syllabi, course readings, and assignments. TAs are not able to view grades or other personal information about enrolled students (per compliance with Federal privacy laws).
Adding Students / Instructors to a Course Site
Instructors cannot manually add students, co-instructors, or guests to their DotED course sites.
- Students are never added to a course site in which they are not officially enrolled. Art Center does not allow course auditing.
- Co-instructors of record will automatically be granted instructors permissions to a co-taught course, and the course will appear on both instructors’ Inside Dashboards.
Requests for adding an additional Art Center instructor to a course site (to observe or guest lecture) should be submitted to Technology Help Desk. On a case-by-case basis, some requests might require the approval of the Human Resources department.
- A link will be provided to the additional instructor, by which the instructor can access the course site.
- The course will not appear on the additional instructor’s Inside Dashboard.
Requesting Guest Access
Requests for adding a non-Art Center guest to a course site should be made to the Technology Help Desk. On a case-by-case basis, some requests might require the approval of the Human Resources department.
- If approved, IT will generate a temporary username and login for the guest, and provide a link by which the guest can access the course.
- The credentials will expire on the last day of the term in which the course is offered.
Grade Changes and Incompletes
If student access to a course site is necessary during the following term, to address a grade change or an incomplete, the request to reactivate the student’s access must come from the Office of Enrollment Services. (Not from the instructor, the Chair, or the student.)
- For more information on grade changes and incompletes, please contact the appropriate department Chair or the Office of Enrollment Services.
- Copyright & FERPA
Instructors and students using DotED are responsible for ensuring that all materials used comply with international copyright law and Federal privacy laws. For any questions on FERPA, please contact the Office of Enrollment Services.
Best practices include:
- Art Center employees (instructors, staff) may never share usernames or passwords with another person (instructor, student, staff, or someone outside of Art Center).
- Access to course sites should be limited to enrolled students. This is the default setting for all DotED courses.
- The following disclaimer should be posted at or near the top of every DotED course site:
COPYRIGHT NOTICE: The materials on this course Web site are only for the use of students enrolled in this course for purposes associated with this course and may not be retained or further disseminated. Students enrolled in this class may print one copy of each page for review, research, and educational purposes only.
Frequently Asked Questions
- How do I access my courses in the new DotED?
You can access the New DotED in one of two ways. The first method is to access your courses in the same manner that you always have, by clicking on the course title in your Inside Art Center dashboard. The second, more direct method is to go to http://doted.artcenter.edu and log in.
- Who has access to my DotED course site(s)?
Instructors have authority over who can view their DotED courses. Students are not able to access courses until instructors have enabled the “Show” setting. Only students who are officially enrolled in courses have access to those courses. Other faculty members and Art Center staff (including Chairs, Directors, and Coordinators) do not have access to courses without express written (email) permission from the instructor. Exception: IT staff (primarily Gayle Burns and Kwasi Boyd-Bouldin) who support DotED have access to the system.
- How can I transfer content from older courses into the new DotED?
For the summer term, instructors who have taught courses using the previous version of DotED will have older content imported into the summer 2015 course by default. If your summer 2015 course does not have content imported from a previous term, please content us so that we can have it transferred.
- How long will I have access to older courses?
All DotED course sites that contain content will be retained for a period of nine (9) consecutive terms (three years) following the last term in which it was offered. Instructors will have access to their retained course sites via the All Terms link on inside.artcenter.edu.
- How do my students access the new DotED?
Your students will access your courses in the same manner that you do, providing that you have made your course visible to them (see below).
- How come my students cannot see my class?
Your courses are not visible to your students until you make them visible. This allows you to set up your course and add content before your students are able to see the course. To make your course accessible, log into your course and click on the Edit Settings link (located in the Course Administration block). Then change the Visible setting to Show and click Save Changes at the bottom of the page.
- How does Turnitin work with DotED?
If you would like to use Turnitin with your DotED course, assignments can be created and graded from within your DotED course. Instructions on how to set up and grade assignments can be found HERE. In order to use Turnitin with DotED, you must use the Art Center Turnitin account. It cannot be integrated with individual Turnitin accounts or accounts from other institutions.
- Can I still email my entire class?
Yes, you can still email your entire class from your Inside Art Center dashboard or from within the course.
- Is there training available?
We hold several workshops each term about how to use DotED and one on one training session can conducted in person or via web conference. Please see http://citl.artcenter.edu for a workshop schedule and contact information.
Instructors and students should send any questions regarding DotED features or functionality to the Technology Help Desk (email@example.com | 626.396.2390) for assignment to the appropriate support team.
Questions about these guidelines can be directed to Gayle Burns, Director of Educational Technology / Digital Teaching & Learning: firstname.lastname@example.org.