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Faculty UTC Learn FAQs

 

UTC Learn Access:

I can't login to UTC Learn.

What are UTC Learn scheduled maintenance times?

How do I access the UTC Learn System?

If MyMocsNet is not working (down), will UTC Learn still work?

How do I get access to UTC Learn (UTC Learn) for my support staff and additional faculty?

How can I get an UTC Learn account for a non-UTC affiliated user?

Who needs an affiliate ID?

How can I get access for student and faculty groups in UTC Learn?

What is an observer in UTC Learn?  How do I enable observer access for my UTC Learn class?

How do I remove another instructor from my class?

 

UTC Learn Policy:

What is UTC's Acceptable Use Policy?

Is student information secure?

What email address can I use with UTC Learn?

How does the Intellectual Property Policy apply to Course Material?

What are the best practices for using copyrighted material in UTC Learn?

What should I do about incompletes?

What are the size restrictions for UTC Learn?

What should I do with my online course materials at the end of the semester? / When to Export and Archive your course.

What are the enabled responsibilities of the different roles in UTC Learn (instructor, leader, participant, teaching assistant, etc.)?

 

UTC Learn and Banner:

How does UTC Learn integrate with Banner and MyMocsNet?

How are courses created in UTC Learn?

Who is the instructor of record for UTC Learn classes?

When are courses made available in UTC Learn?

How do I get a UTC Learn course assigned to me?

How is student enrollment handled in UTC Learn?

When do courses appear and disappear in UTC Learn?

 

UTC Learn Training and More:

Are there UTC Learn (UTC Learn) training opportunities for faculty and students?

What are the recommended best practices for UTC Learn users? 

What are the system requirements for UTC Learn (hardware, software, browsers, plug-ins)?  

 

UTC Learn Extras:

How do I delete (hide) a course from the My Courses module?

How do I bring a course back to UTC Learn after I have hidden it from my course list?

What is the default course menu?

Does UTC Learn have a mobile app?

Can I use a Course Cartridge from a book publisher or other developers?  (What version of UTC Learn is UTC Learn running?)

How do I merge multiple sections and co-listed courses into one section?

Where can I find UTC Learn usage statistics

 

 

I can’t login to UTC Learn.

If you need help logging in to the UTC Learn system, call the UTC IT Support at 425-4000. For other questions, call the Walker Center for Teaching & Learning (x4188). Please refer any student questions to the UTC IT Support at 425-4000.

 

What are UTC Learn scheduled maintenance times?

UTC Learn is unavailable every morning from 3:45-4:00 a.m. and on the second Friday of each month from 5:00 am to 7:00 a.m. for maintenance.

 

How do I access the UTC Learn System?

UTC's online learning system (UTC Learn) is secure and restricts access.  Once you have a UTC ID and password (and a UTC email account), you can access the UTC Learn system.  Your UTC Learn username is your UTC ID (3 letters and 3 numbers, for example, abc123).

 

If MyMocsNet is not working (down), will UTC Learn still work?

Yes, as long as campus authentication (UTC ID and password) is functional, UTC Learn/UTC Learn should also work. Login to UTC Learn at http://www.utc.edu/learn/.  You do not have to log in to MyMocsNet to get into UTC Learn.

 

How do I get access to UTC Learn (UTC Learn) for my support staff and additional faculty?

Additional faculty may be added to any class by the instructor of record. If faculty wish to have staff or student assistants help them with online course design, they must enroll the users into the appropriate course and give them the appropriate access. Please limit access to the Control Panel function to only individuals competent on use of the system. Since certain student data is protected by federal law, NO ONE should have access to the Control Panel and protected student information unless they have been trained on Family Educational Rights and Privacy Act (FERPA). All users should follow best practices outlined in the UTC AUP and NEVER give their ID/password to anyone. Faculty, staff, or students who are found to have shared their UTC ID and password with others may have their access to the UTC Learn system terminated.

If you want another person enrolled, go to Control Panel > Users, click on "Find Users to Enroll" in the appropriate course. In the box, type the person's UTC ID (username), select their role, and click the Submit button.

 

How can I get an UTC Learn account for a non-UTC affiliated user?

Users that are not officially affiliated with UTC (guest discussants or mentors, for example) may be provided an account (UTC ID and password) at the request of a UTC "sponsor" such as a faculty or staff member through our homepage www.utc.edu/ce.  Click on the link Affiliate ID Form and follow the instructions.

These user accounts (referred to as "affiliates") are considered temporary. Such accounts are assigned only to individuals who are working with UTC faculty/staff on officially recognized activities on the system and are deleted at the end of each semester, project or at designated times during the year. The default setting for the system is to NOT allow guest access.  You must provide a valid email address for the affiliate.  Once the ID’s have been created, the person who submitted the request will receive an email with the ID’s.  Please note, after this completion email has been received, it will take 24 hours for the ID’s to be processed in the system and up to 72 hours before a Moc’s Card can be created.

If you have any questions about the criteria for needing an affiliate ID, please contact the office of Continuing Education at x4344.

 

Who needs an affiliate ID?

Anyone who is going to be on campus for a short period of time and may need access to the following:  ARC, UTC Learn, Building Access, Food, Housing, Internet Access, Lab Computer Access, and Parking.

Who does not need one?  Any current credit seeking students, current employees, and conferences/seminar attendees.

 

How can I get access for student and faculty groups in UTC Learn?

UTC Learn organizations (communities) are created upon request for student groups, faculty groups, UTC committees, etc. Approved organizations are also used for groups that need to have access to communication and documents over multiple semesters. All student communities MUST be recognized as official campus organizations and have an identified faculty or staff sponsor before they will be created on the system. Users of UTC Learn and the UTC Learn system should be guided by all applicable rules and policies, including the  UTC Acceptable Use Policy.

To set up the initial organization, please send an Excel spreadsheet listing all of the initial UTC IDs for organization membership (names are not necessary). This spreadsheet can be sent as an attachment to utconlin@utc.edu. In the body of the email, include the organization's name, and the name and UTC ID of the faculty/staff sponsor. The initial creation of an organization includes a batch upload of the organization members provided on the initial request.

After the creation of the organization, the UTC sponsors/faculty are responsible for maintaining a current list of participants and for ensuring that the organization space is used in accordance with the Acceptable Use Policy and that any content posted is appropriate for posting on this university resource. It is the responsibility of the organization faculty/staff sponsor to ensure proper communication and content appropriate to UTC’s policies as well as to ensure proper usage among members. Misuse of state resources may result in loss of access to the system for the group.

Facilitators/sponsors have the capability to add and remove participants. If a large number of users must be added or deleted, those requests should be made to the email address listed above and must include the organization's name and directions on what to do (add new, delete all, etc.). If a new set of users should be uploaded, a new Excel spreadsheet should be included in the request (as an attachment) that includes the UTC IDs of the new users. Adding a new list will only add users, it will not replace one set of users with another. Once created and made available to the users, the organization will be listed under the organization tab in UTC Learn.

Organizations can be set up for self enrollment, which allows students to search and join groups from the organizations tab in UTC Learn. Organization leaders can submit a request to the UTC Learn administrator to have self-enroll turned off.

Participants may "opt out" of an organization by emailing the faculty/sponsor or the system administrator.

NOTE: Faculty and staff who wish to use the system for grant projects may be charged for their use of the UTC Learn system.

 

What is an observer in UTC Learn?  How do I enable observer access for my UTC Learn class?

Observer users are persons who are assisting a student with a disability by helping them within UTC Learn. Observers can view the same content as student users but cannot modify or interact with content intended for the observed users. If you have a student with a disability in your class who has an associated observer and they request you enable observer access for your class in UTC Learn, here are the steps to enable observer access.

1. Control Panel > Customization: Guest and Observer Access > set "Allow Observers" to Yes, then click Submit.

2. Control Panel > Customization: Tool Availability > checkmark "Visible to Observers" for appropriate tools (e.g., Announcements) and content areas (e.g., Assignments), and then click Submit.

3. In Edit Mode, make sure each course navigation menu item (on the left below the course name) is viewable to observers by clicking on the double-down arrow (chevron) to the right of each course menu item and select "Permit Observers" if necessary.

 

How do I remove another instructor from my class?

Instructors are not removed automatically from course in UTC Learn. Only the instructor of record can remove another instructor from a course in UTC Learn. In order to remove an instructor from a course they are no longer teaching, you must first change their role in the course from instructor to student. Once the instructor is listed as a student you may remove them from the course by checking the box next to their name and selecting "Remove User From Course" at the top or bottom of the table.

 

What is UTC's Acceptable Use Policy?

Use of the UTC Learn system is governed by the practices outlined in the UTC Acceptable Use Practices (AUP).

 

Is student information secure?

The security of the systems is of paramount importance in maintaining a reliable and trusted resource for online instructional materials and tools. As with other university records, faculty are cautioned to take care that student information (including, but not limited to, grades, test scores, user names, or ID numbers) is guarded closely. Grades should be posted so that students may see only their scores (for example, do not post a spreadsheet with all course grades into the class). UTC IDs can be viewed for users who have access to the following features: enroll, list or modify users, remove users, the grade center and the assessments area. The group function displays UTC IDs as a part of the file sharing function. The system is patched regularly and has the latest virus protection installed at all times.

 

What email address can I use with UTC Learn?

UTC Learn (UTC Learn) ONLY uses your UTC email address.  FirstName-LastName@utc.edu for faculty and abc123@mocs.utc.edu for students.

 

How does the Intellectual Property Policy apply to course materials?

UTC recognizes the intellectual property rights of faculty, staff, and students. The following policies are aligned with those already in place, which can be found at UTC Learn Online.

Instructors who create course sites retain all rights to those materials, including the right to create and retain archived and exported copies of the site in digital format. Use of the site and access to its materials and tools are determined by the instructor, and these rights may be reassigned by that individual only. UTC Learn system administrators will ONLY add the faculty of record to courses. If other faculty need to be added to courses, the faculty of record should add them to the class and provide them with the access to the materials. (PDF Tutorial

Students retain all rights to their class work, which also includes posted messages in discussion forums. Instructors may choose to post student work (or expect students to post their own work) on the course site. Students must be informed of this (preferably in writing) at the beginning of the course. They must also be told if their work will be retained in the course site beyond the duration of the semester and whether others will have access to it. No evaluative commentary or grade information from the instructor may be included with student work if the work includes information identifying its creator.

 

What are the best practices for using copyrighted material in UTC Learn?

Faculty must respect the property of others by obeying copyright laws. Best practice encourages faculty to link directly to articles and additional readings provided through the Library online databases and electronic reserves. See the UTC library's Reserves FAQ for Faculty and Linking to Articles in UTC Learn resource pages.

 

What should I do about incompletes?

Courses are available to students until the last business day before the start of the next semester unless a course is made unavailable by the instructor. Should an instructor need a course to remain available past this date they must request a continuation of the course to maintain student access to classes. If faculty keep a course available for one student, the course will be available for all students enrolled. Faculty may also choose to enroll a  student with an incomplete into their current courses. Contact utclearn@utc.edu to request a course continuation.

 

What are the size restrictions for UTC Learn?

The maximum course size is 1.5 GB.

The maximum size of a single file upload is 400 MB.

The maximum course import file size is 250 MB.

If you are close to exceeding your size restriction, contact utclearn@utc.edu or put your course information on your personal web site.

 

What should I do with my online course materials at the end of the semester? / When to export and archive your course.

UTC Learn administration does not keep archived copies of any classes on the system. Faculty are strongly encouraged to export and archive their courses through the Control Panel at the end of each semester. In addition, we strongly urge faculty to export and back up the grade center of each class throughout and at the end of each semester.

Faculty are responsible for making and retaining course exports and archives. UTC Learn system administration will NOT archive or export any courses for back up. Classes become unavailable to instructors around midterms of the following year. Classes may also be deleted from the system; however, multiple notifications will be sent by email prior to deletion.

Exporting a course allows the instructor to select the parts of the course to keep for future use. It is recommended that when you import course content into a new course, you use the exported course (not the archived course).

Archiving a course allows the instructor to save the entire course including all content and user information. This is useful for keeping a record of class interactions, grades, and enrollment. When importing previous course content into a new course, do not import an archived course; instead, use the exported course.

More information about exporting and archiving your course is located here.

 

What are the enabled responsibilities of the different role in UTC Learn (instructor, leader, participant, teaching assistant, etc.)?

  • Student/Participant: User is able to access all available course content and will be graded on assessments. Students do not have access to any Control Panel features.

  • Instructor/Leader: User is able to control all aspects of the course through the Course Control Panel.

  • Course Builder/Organization Builder: User is able to add content to the course through the Content Areas and the Course Tools on the Course Control Panel. Course Builders do not have access to some Course Tools, such as Online Attendance. Course Builders are NOT seen by students as being a part of the course, but are listed in the course email options if available. Course Builders do not have access to the Grade book, Grade book Views, Course Statistics, or modifying user roles.

  • Grader: User is able to access all areas under the Assessment area of the Control Panel, as well as some Course Tools such as Online Attendance and Online Journal. Graders can also list users but cannot make any other changes to user management. No other areas of the Control Panel are available to Graders. Graders are not listed in the grade book or class role, but they are included in email lists.

  • Guest: User is able to view areas of the course, but cannot participate in any way. Guests can only access portions of the class that have been designated for Guest Access.  If you assign the role of Guest to someone, you must also turn on Guest access to the course.

       To turn on guest access in your course:

    1. Control Panel > Customization: Guest and Observer Access > set "Allow Guests" to Yes, then click Submit.

    2. Control Panel > Customization: Tool Availability > checkmark "Visible to Guests" for appropriate tools (e.g., Announcements) and content areas (e.g., Assignments), and then click Submit.

    3. In Edit Mode, make sure each course navigation menu item (on the left below the course name) is viewable to guests by clicking on the double-down arrow (chevron) to the right of each course menu item and select "Permit Guests" if necessary

  • Teaching Assistant/Assistant: User is able to control most aspects of the course through the Course Control Panel. TA's have very limited access to the User Management area of the Control Panel. They can only access user lists. TA's cannot copy a course.

 

How does UTC Learn integrate with Banner and MyMocsNet?

UTC Learn receives information from Banner about all current classes, instructors, and students. This information is updated hourly within UTC Learn. Thus, the information contained on UTC Learn reflects what is recorded in Banner. However, up-to-the-minute and official records should always be retrieved from Banner.

MyMocsNet integrates with UTC Learn by logging you in automatically to UTC Learn in two locations. To access UTC Learn from within MyMocsNet, click either the UTC Learn icon at the top right of your screen or on one of your classes listed on the Academics tab's My Courses channel. If you are logged in to both MyMocsNet and UTC Learn at the same time, logging out of MyMocsNet does not affect your login on UTC Learn or vice versa.

 

How are courses created in UTC Learn (UTC Learn)?

Courses are automatically created in the UTC Learn system based on the UTC Schedule of Classes received through Banner.

Who is the instructor of record for UTC Learn classes?

Faculty are assigned to courses on the system based on the course listings on the UTC Schedule of Classes. If a faculty member needs to be assigned to a course, please make an official request with the Office of Records. UTC Learn system administrators will ONLY add the faculty of record to courses. If other faculty need to be added to courses, the faculty of record should add them to the class and provide those faculty with the access to the materials.

 

When are courses made available in UTC Learn?

Courses are created on the UTC Learn system as "unavailable," which means that only instructors can see the courses. Faculty are responsible for making the course available for students. To make a course available, navigate to your course's Control Panel > Customization > Properties > 3. Set Availability > set "Make Course Available" to Yes > click Submit.

How do I get a UTC Learn course assigned to me?

Faculty are assigned to courses on the system based on the course listings on the UTC Schedule of Classes. If you need to be officially assigned to a UTC Learn course, please have your department head contact the Records Office. Once the Records Office enters your assignment and it is reflected on the UTC Schedule of Classes, you should be added to the corresponding class in UTC Learn within an hour.

 

How is student enrollment handled in UTC Learn?

Student enrollments for UTC Learn reflect UTC's official class rolls on Banner, but the official class roll should always be retrieved from Banner if there is a question. Students are automatically enrolled in or dropped from their registered classes in UTC Learn hourly. Instructors may, at their discretion, provide full access to their course site(s) to currently enrolled UTC students who are not yet registered for the course or who are in the process of adding the course to their schedule. It is the instructor's responsibility to add these students to the appropriate class.  Click here for instructions on enrolling students in your UTC Learn course.

Students who drop a class are automatically disabled from the corresponding UTC Learn course hourly. Student disablement from the course does not remove the student's activity in that course, but rather only disables the student's ability to access that course. If a student should re-enroll in that class, that student's enrollment will be re-enabled in the class with all previous coursework intact. Since course rolls are now managed automatically, instructors should exercise extreme caution in deleting a student from a course since manual removal deletes all record of that student's activity within that course.

Note About Manual Enrollments: If an instructor attempts to manually enroll a student who was originally enrolled in that class, the instructor will be unable to enroll this student since that student's enrollment in that class has been disabled. Instructors cannot view dropped student enrollments within a class. If an instructor needs to manually enroll a student in this scenario, please contact utclearn@utc.edu with the class ID (e.g., SP11.ENGL.1010.12345), the student's UTC ID (e.g., abc123), and a request to re-enable the student's enrollment within the class.

When do courses appear and disappear in UTC Learn?

An upcoming semester's courses, student enrollments, and instructor assignments are made available in UTC Learn the first day of "Priority Registration".  Please see the corresponding Academic Calendar for the specific date that priority registration begins.  Faculty are assigned to classes as listed on the UTC Schedule of Classes.

  • On the first day of priority registration, classes and their enrollments for the upcoming semester are made available for faculty. New classes are added as they are added to the online course listing.

  • Students are uploaded and enrolled in classes on an hourly basis throughout the semester.

  • A semester’s courses are made unavailable to students in UTC Learn on the last business day before the next semester starts.

  • Classes from previous semesters (Fall and Spring terms only) are made unavailable to instructors in UTC Learn the last day of midterms of the corresponding semester one (1) year later.  (FA12 courses will become unavailable the last day of midterms of the FA13 semester).  Summer courses will become unavailable at the end of the following summer term one (1) year later.  However, multiple notifications will be sent by email prior to deletion.

 

Are there UTC Learn (UTC Learn) training opportunities for faculty and students?

Faculty and staff do not have to attend UTC Learn training to access or use the UTC Learn system. However, pre-scheduled training sessions are offered through the UTC Learn Online. Faculty and staff may request specific training sessions to meet their needs by calling the UTC Learn Online at 425-5835. Student resources are located here. Students can get help accessing UTC Learn from their instructors, self-enrolling in the "Student UTC Learn Training" class found on the Courses tab within UTC Learn, the UTC Help Desk, or the online manual available from UTC Learn.

 

How do I delete (hide) a course from the My Courses module?

Hiding and rearranging courses in your My Courses module will enable easier access to the current semester's courses. To hide a course from your My Courses module select the gear icon in the upper right corner of the module. On the next screen uncheck all boxes associated with the course you would like to hide from the list. Select submit to save your changes. 

 

How do I bring a course back to UTC Learn after I have hidden it from my course list?

If you are trying to bring a course back after you have hidden it from your course list, click on the gear icon in the top right corner of the My Courses module. Check any boxes for that class in Section 1 - Modify Courses List, and click Submit.

 

What is the default course menu?

Default class menu items that are visible by default include the Home Page (where course modules can be located), Syllabus, and Assignments. Default class menu items that are not visible by default are Discussions, Email, Faculty (where you can post your contact information), Groups, and My Grades (for students to view their grades within your class). Faculty can customize each class to add more functionality or to edit the names of the default menu items. These changes can be made when the Edit Mode is set to ON for your class. Importing course contents from a previous semester may duplicate menu buttons. Any menu items with no content will not be visible to students.

 

Does UTC Learn have a mobile app?

Yes, UTC Learn has enabled use of UTC Learn Mobile Learn. Users may currently access UTC Learn courses using UTC Learns Mobile Learn app with their Apple iOS devices via Wi-Fi and Sprint Networked devices for free. All other providers may access Mobile Learn for an annual fee.

 

Can I use a Course Cartridge from a book publisher or other development? (What version of UTC Learn is UTC Learn running?)

Course cartridges enable instructors to gain access to complete sets of teaching tools provided by academic publishers. Instructors who choose to use course cartridges must get the appropriate download key from the publisher and load the course cartridge him/herself. Before adopting books or course cartridges, please consult with the UTC Learn Administrator or UTC Learn Online about the lead time and system resources necessary for loading course cartridges. Exported or archived classes are not course cartridges.

Before deciding to use a course cartridge, please check with the UTC Learn system administrator (utclearn@utc.edu) to ensure that our UTC Learn version can accommodate the cartridge under consideration. Information about the current version of UTC Learn is posted on the UTC Learn web page. You may need to let the publisher know the UTC Learn version number and license type to ensure that our system will accommodate the cartridges under consideration.

Course cartridges are course content and not part of the UTC Learn system. They are the responsibility of the faculty member or department representative employing them.

Course cartridges can require very long download times and reduce availability of the UTC Learn server. Any faculty member or department representative that needs to have course cartridges downloaded must inform the UTC Learn system administrator four (4) weeks before the first day of classes for the semester in which the cartridge will be used. At this time, UTC Learn staff will consult with the faculty or department regarding the best time to download the cartridge.

 

How do I merge multiple sections and co-listed courses into one section?

Faculty can now merge (formerly called combining) the enrollments from multiple sections or co-listed courses into one UTC Learn class. However, you must be listed as an instructor on all classes that you want to merge together.  Click here for instructions on how to merge sections within UTC Learn.

 

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