Academic Technology - Florida State College at Jacksonville

Academic Technology

Online Syllabus Builder

Displaying your Syllabus in Canvas

Faculty Content, LMSBrandi Bleak

If you need some suggestions for the best way to post your syllabus to Canvas, it’s good to know that the process is relatively similar to the way that it was done within Blackboard. However, now you have some slightly different options for where you would like your students to view it within the course—but the final decision about how to display your syllabus is totally up to you!

Online Syllabus Builder - Deployed Updates

EdTechBrandi Bleak
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This week, the developer of our Online Syllabus Builder deployed an updated version that addressed a number of recent issues. Here is a list of the expected fixes: 

Self Developed and Word Documents

  • An issue causing the Spring courses to not populate has been resolved.
  • If a user revisits a page after creating their syllabus, it did not show the syllabus status. This has been resolved.

Edit Screen

  • Flagging now enabled if user edits two different syllabi in the same session
  • Issue with save button not functioning as expected has been fixed
  • Deans employee ID has been added to transaction for backend processing 

Portrait Screen 

  • Checked to make sure session not timed out before deleting portrait
  • Checked session before trying to change image
  • When a session times out, it will now redirect user to the login screen

Office Hours 

  • Issue with saving office hours has been corrected
  • It was reported that Tuesday auto-selects. This should no longer happen.
  • College logo updated to match the new standard
  • Bullets removed from template page

Real-time Updates: Blackboard and Syllabus Builder

EdTechBrandi Bleak

Online Syllabus Builder

We have been notified there is an issue with syllabi not showing within the Self-Developed option of the Online Syllabus Builder. Our developer has been made aware and is currently working on a resolution. 

Recent Updates - November 1

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Update!

Courses will now be available 60 days prior to their start day instead of 40.

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Update

The Blackboard mobile apps are now functional!

Dean's View - Online Syllabus Builder

Although available earlier in the month, the system had reports of some errors and slow processing times. Recent deployments have resolved the issues and the system is now functioning as expected.

Current Known Issues & FAQs:

  • While using the Online Syllabus Builder, the “Save Continue” button in the syllabus builder is not functioning. Please use the “Save Finish” option until a resolution is deployed.
  • Instructors, please remember to make your Blackboard course available when you are ready for your students to view the content. This can be done by going to Customization, then Properties in the Blackboard side navigation panel. 
  • Instructors, please keep in mind the online syllabi need to be published before they are available.
  • The migration process only associated users to active courses due to the change to EMPLID as username, however, users can be easily added to previous courses on a manual basis if needed for the Fall term. We understand some instructors may want to copy from or review an existing course(s). If there are any courses that an instructor needs access to please send an email to et@fscj.edu with the reference numbers. 
  • Some instructors are seeing their student email address in the 'from' field when emailing students from within Blackboard. To have this updated manually, please email et@fscj.edu.
  • If users are no longer associated with Organizations they were previously enrolled in, please locate and self enroll once again. If there are any problems doing so, please email et@fscj.edu for assistance.
  • There are faculty who either do not, or have lost access to, their faculty tab within myFSCJ. Affected faculty may submit a ticket at help.fscj.edu to assist in tracking the problem. Once resolved we will update tickets as well as this post.
    • This issue has been resolved. Instructors should now have access to their faculty tab. It may be necessary to clear browser cache first. If you still do not have access to your faculty tab, please submit a ticket at help.fscj.edu.

August 29

This morning, there was a time where all Blackboard users were unable to access the system. This has been resolved, however it may be necessary to clear the cache before users are able to log in. 

August 28

A partial disruption in service to my.fscj.edu has been scheduled to occur between 1:00 a.m. -  3:00 a.m., August 29, 2017. The estimated outage time is expected to be less than 15 minutes in duration and should not impact users who are already logged into Blackboard or my.fscj.edu

Thank you for your patience as we continue to improve services!

August 25

  • As of 8 p.m., the migration process of live student data into Blackboard production is now complete, and the Blackboard system should once again be accessible via myFSCJ. For Faculty, the link to Blackboard is available within the Faculty tab, under Classroom. Students also have a link in their tab.
  • As of 1 p.m., the migration process is in the final stage and multiple teams are currently testing the data transition for accuracy. The last steps will be ensuring sign-on processes are functional.
  • As of 8 a.m., Blackboard is still unavailable due the migration process. Progress has been made overnight and we will be updating these posts throughout the day with additional details.

August 24

  • As of 4:30 p.m., the process of migrating data over to Blackboard has begun and the system is now offline. We estimate that this should take a few hours.
  • As of 8 p.m., Blackboard is still unavailable due the migration process.

August 23

  • The migration process of live student data into Blackboard production will begin taking place Thursday, August 24. This should have little effect on the Blackboard system, however, there is a possibility that rolling restarts of the system may be necessary from Thursday until Sunday, August 27. This may cause short outages from time-to-time. We understand this is not ideal, but it is necessary to be prepared for the new term.
  • During the migration, it is expected that Publisher data may be impacted. Please avoid adding publisher data to your course until we communicate that the process is complete in order to avoid duplication of work.
  • We highly recommend that faculty who have worked on their Fall Blackboard shells take a moment today to export/archive their courses in preparation for the migration occurring over the next few days. Here is a Knowledge Base article on that provides instruction on how to export/archive courses.

Blackboard Course Shell Availability

News, EdTechBrandi Bleak

Blackboard Course Shells - Now Available for Fall!

We are happy to communicate that Fall course shells have now been successfully loaded in Blackboard and have been associated with their instructors. Professors should be able to access them now by logging in to Blackboard via Artemis. 

Be aware that students will not yet be populated within courses, and thus will not have access to them, even if the instructor makes the course shell available. The loading of students into courses will take place during the course of the week of August 20.

FSCJ Online Courses

Those that use a course master may not yet have the associated content loaded into the shell. At this point, all A term master course content should be loaded into the Blackboard shells. The work of loading B term course content should be completed this week. 

Online Syllabus Builder

The link to the Online Syllabus Builder is now visible within my.fscj.edu under the newly designed Faculty tab. Please view our separate post regarding the online syllabus builder for more information. 

Issues, Questions, or Concerns?

If for any reason you have issues with access to Blackboard or are unable to view a course that you have been assigned for the Fall, please contact EdTech@fscj.edu.

FAQs

I was recently encoded in a course, however, the shells have not appeared within Blackboard. When will they appear?

Any courses that were encoded within the last week or so will not be available in Blackboard until the final migration is complete and all data has been transitioned over. We appreciate the patience of all instructors who were recently added.

My course and lab appear as two separate shells.

Many courses with a hands-on facet are experiencing this issue--not exclusive to pure sciences--as a result of the way that these courses are encoded in PeopleSoft.  When a student enrolls in the lecture component, they are automatically enrolled in the lab. However, these courses are still graded as one course offering.

In order to reduce confusion for both faculty and students when navigating Blackboard, we would like to ask all faculty with duplicate course shells to ONLY make the lecture component available to students and keep all other components unavailable. To identify which Blackboard shell was created for the lecture component, look at your course schedule within myFSCJ. As shown in the example below, “lecture” or “laboratory” is marked in parentheses after the course title. In the first column, note that the course code is the same, but the reference number in parentheses is different for the lecture (3888) and the laboratory (3889).

Sample Schedule to pair with Bb example.png

 

When looking at courses within myBlackboard, the last four numbers in each course shell title matches reference number seen in the first column of the faculty schedule in myFSCJ. Thus, in the provided example below, the second course, COOP-EDCTN (INTERN)-3889, is the laboratory component and should not be made available to students.

Sample Blackboard Course Numbers.png

 

Students do not see courses that are not made available in myBlackboard and therefore will not be aware of the duplicate course shells. Please know that this process will not have any effect on students’ final grades.

Will the class roster populate students info at a later time?

Yes. The creation of course shells and instructor association was the first step of the integration of PeopleSoft with Blackboard. After receiving feedback from professors, we prioritized the creation of course shells so that content could be built in advance of the Fall Semester. The addition of students to Blackboard requires a change to student user IDs that cannot be performed until the Summer Semester's end, so as not to disrupt ongoing classes. We’ll be sending more information out about the progress soon.

The IT Maintenance Dates are not currently visible within the Syllabus Builder, however often used to inform students and for planning purposes. 

We are currently working to integrate the dates within the online syllabus builder, however they may not be ready prior to Fall. You can visit the Calendar page located within fscj.edu to view a full Collegewide calendar. 

Below are the IT Maintenance dates for the Fall term:

August 26-27, Weekend in between grade submission and start of term.
September 16-17, Saturday 9PM – Sunday 9AM
October 14-15, Saturday 9PM – Sunday 9AM
November 10-12 Veterans Day
December 23 – January 2 Winter Break


Instructions for using the Online Syllabus Builder

EdTechBrandi Bleak
 

This post has been updated to reflect the most recent information and no longer has links to the test envirnoment

 

my.fscj Integration

As most employees are aware, we are in the middle of a transition from the Artemis and Connections portals to our unified portal, my.fscj.edu. The move requires a new data workflow, integration of multiple systems, and updates to current tools. Our development team has been working diligently to prepare one specific piece of the puzzle, the Online Syllabus Builder.  

The updated version of the Syllabus Builder is located within my.fscj.edu within the faculty tab. In general, it functions very similarly to the prior version. If this is your first time using the online syllabus builder as a member of the FSCJ faculty, you should begin by viewing the Video Introduction that is in the middle of the home page for the Online Syllabus Builder, as shown in the image above. 

Please be aware that already developed syllabi from the old Online Syllabus Builder are able to be transferred to the new Syllabus Builder Platform.

Identifying Different Sections within the Syllabus Builder

When utilizing the syllabus builder,  it can be a bit challenging to identify how courses correlate to faculty schedules in the mySchedule area of myFSCJ. This can be particularly important to understand for faculty who may teach the same course in different formats (i.e. face to face, hybrid, or fully online versions of the same content) thus requiring that unique sections have different syllabi.

The example below provides a simple explanation of how to interpret the numbers in the syllabus builder to identify different sections of the same course. 

myFSCJ schedule example.jpg

The image to the left is a sample schedule that can be accessed via the faculty tab in myFSCJ (more information about accessing schedules can be found here).

The first text column contains a letter-number combination that identifies the course number (CHM1025C), the section number (17), and the class number (4754) for this specific class meeting. 

While the course number is the same for all courses of this type throughout the college, the section and class number are unique to this course offering at this specific time with this professor.  

It is possible to correlate the section number displayed in myFSCJ to the one in the Online Syllabus Builder so that each section can be identified so that the appropriate syllabi can be uploaded. 

Looking at the image of the course dropdown menu in the Syllabus Builder below,  one can see that the course title is followed by different string of numbers to identify each specific course offering.

When using this dropdown menu, the numbers in parentheses deliver the vital identifying information about each course.

  • The first set of six numbers identifies the course number (105708)
  • The next digit identifies the course offer number (1)
  • The next four digits identify the term (2178 for the Fall term)
  • The next digit identifies the session (1)
  • The next digit identifies the section number (17)

Thus,  section number (in this case, "17"), is the common thread that can enable professors to correlate the sections on their schedule with the sections listed in the Online Syllabus Builder.

syllabus builder dropdown.jpg

FAQs, Commonly Reported Issues, and Deployed Fixes

Below is a list of the most frequently reported current issues with my.FSCJ.edu, though it is by no means an exhaustive list. Please use the list below for self-service solutions, and contact EdTech@fscj.edu if you have an issue that is not included on this list, or if the suggested solution does not resolve the problem.

 

When I try to access the online syllabus builder via the faculty tab within my.FSCJ.edu, the link does not take me anywhere and I stay on the same page.

Turning off your browser's pop-up blocker and reloading the page should resolve the issue.

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When attempting to copy a syllabus and selecting various sections to include, only some of the sections copied, while several did not come over.

This is currently being reviewed and does not yet have a final resolution. As a workaround, once working inside the syllabus, instructors can select Show Outline, then click on the sections that did not come over and need to be added. Finish by selecting Update Outline.

IT Maintenance dates are no longer added to the online syllabus builder; where can I find them if I would like to include them in my syllabi or use for planning?

There will be a convenient link or availability to these and similarly useful dates within the Faculty tab of My.fscj, however in the meantime, please visit www.fscj.edu/news-events/calendar to view a complete calendar of College events.

As an instructor, my name is displaying a middle initial or another form of my name that I would like to edit. Is that possible?

This has been resolved and should now allow for changes to be made.

Copying a previous syllabus Calendar did not copy properly, can this be addressed?

This high priority issue has been resolved.

The holiday dates the College is closed are not displayed correctly within the syllabus.

Thanksgiving closing details, along with other dates have been updated. The formatting of this area has also been improved.

Book information is not displaying within the syllabus builder.

This high priority issue has been resolved. 

In the previous system I upload a custom photo, however, this is not functioning.

We currently do not support the custom image from Artemis. There is a possibility this will be enhanced in the future and we will continue to update as progress is made.

Can office hours be added globally, or at least to multiple syllabi instead of needing to be input for each course taught? 

New feature: option to copy office hours between syllabus

In the updated version of the syllabus builder, the option to copy office hours to another syllabus will be available. 

The functionality to create global office hours has not been added at this time, but the team will be surveying users to ensure this option would be most beneficial and addressing a solution in the near future.

Could students search for an instructor's hours instead of hosting only within the online syllabus?

The site search is a great idea that will also be added to the queue to be worked on this Fall.

Can required text books pull from an instructor's book adoption request rather than the bookstore's order?

The book request needs to be handled through the Follett process, so no change will be made.

The experience of viewing a syllabus on mobile needs improving. Is that possible?

This has been addressed and will be finalized soon for a better viewing experience on mobile.

There's an issue when displaying different syllabi in same browser session. This workflow is necessary for reviewing multiple syllabi at one time. Can this be addressed? 

This has been corrected and should no longer be an issue. 

Deans have numerous courses, which at times makes it difficult to find a specific course or session. How can this be improved? 

Dean's View now has the ability to filter by sessions.


 

Reporting an Issue

If you spot any issues that are not mentioned in the list above, please use the Report Issue button that is highlighted in the graphic above to notify the development team directly. Be as descriptive as possible to assist the team with addressing the concern. Although there is a list of issues currently being worked on, don't hesitate to submit any concerns you may have.