Technology

Judson University’s technology infrastructure exists to support the organization and administrative activities needed to fulfill the organization’s mission. Access to these resources is a privilege that should be exercised responsibly, ethically, and lawfully. The Acceptable Use Policy may be found on the Information Services page of the University's website.

Learning Management System Policy

Purpose
This policy outlines the use of eLearn, Judson University's online learning management system (LMS). eLearn is a Moodle-based, open source LMS that has been in use at the University since Fall 2013.

Scope
The policy applies to all users of eLearn. Individuals covered by this policy include, but are not limited to, all instructors, staff, and students with access to the LMS.

Policy Statement

1.0 User Accounts

1.1 New Accounts

1.1.1	New eLearn accounts are automatically created for students and instructors after receiving login credentials from IT and being added to the roster in the registration system (Jenzabar 1/J1). Accounts are generated in eLearn within 24 hours after registration.
1.1.2	Staff members do not automatically receive an eLearn account (unless registered in J1 as a student or instructor). Staff members who need access to eLearn can request an account by emailing the Learning & Technology team.
1.1.3	All eLearn accounts must use an official Judson University email address and username. When an eLearn account is initially generated for students and instructors, the password will correspond to their existing login Judson network credentials. However, future password changes do not synchronize between eLearn and other Judson network accounts (email, MyJudson, etc.).

1.2 Suspended Accounts

1.2.1	In order to retain user records, eLearn accounts are suspended in eLearn rather than being permanently deleted. Suspended accounts are no longer able to access the eLearn site.
1.2.2	Instructor and staff accounts are suspended in eLearn upon the employee's departure from Judson University.
1.2.3	Student accounts remain active, even upon graduation or departure, as long as the student continues to access eLearn. Student accounts are suspended after 5 years of inactivity.

2.0 Course Sites

2.1 Course Site Content

2.1.1	All course sites are automatically generated from J1. Instructors for Traditional courses can import content from previous course sites as needed or add new content to the blank site. The Learning & Technology team loads content into Non-Traditional course sites from the department's master sites.
2.1.2	Instructors are expected to follow copyright law and Fair Use guidelines when posting copyrighted material in eLearn, requesting permission to distribute the material as necessary. Judson University does not condone, or in any way support, the illegal copying or distribution of any copyrighted materials.
2.1.3	Judson University supports the intellectual property rights of faculty, staff, and students. Instructors may not reuse content from another instructor's course site unless they have received access and permission from the original instructor and/or Department Chair. In addition, instructors should receive permission from students before reposting their work in course sites. No grading marks should be shared if the student's identifying information is included.

2.2 Course Site Enrollment

2.2.1	Students and instructors are automatically enrolled into their course sites within 24 hours of being added to the roster in J1. Students and instructors must be on the course roster in J1 to gain access to the eLearn site. Enrolled students cannot access the course site until it is made visible by the instructor or Learning & Technology team (see section 2.3.1).
2.2.2	When a student is dropped in J1, their enrollment will be automatically suspended from the eLearn course site to prevent unauthorized access to course materials or assignments.

2.3 Course Site Access

2.3.1	For Traditional courses, instructors are responsible for making the course site visible to registered students in eLearn. For Non-Traditional courses, the Learning & Technology team makes the course site visible to students and notifies the instructor no later than 2 weeks prior to the start date. If eLearn is not being used, the course site will remain hidden by default.
2.3.2	Course sites remain open to students until hidden by the Learning & Technology team the following academic year, or until hidden at the instructor's discretion. Instructors retain access to all previous course sites.

2.4 Non-Instructional Use

2.4.1

Faculty and staff may request eLearn sites for non-instructional use. This may include, but is not limited to, orientation sites, department or committee sites, and course master sites. Requests should be directed to the Director of Learning & Technology (dkarlovsky@judsonu.edu).

3.0 Data Management

3.1 Data Requests

3.1.1	Any user can submit a request through eLearn to receive a copy of their personal data, or request that their personal data be deleted. These requests will be processed by the designated privacy officer.
3.1.2	If the user requests a copy of their personal data, they will receive a notification that their personal data is ready to download when the request is approved.
3.1.3	If the user requests for their personal data to be deleted, they will receive an email when their request is approved, and they will lose access to the eLearn site.