DOCUMENT RESUME CE 081 781 ED 453 378 Haughey, Margaret AUTHOR Managing for Electronic Networking. Knowledge Series. TITLE Commonwealth of Learning, Vancouver (British Columbia). INSTITUTION 2000-00-00 .PUB DATE NOTE 7p. For full text: http://www.col.org/Knowledge/ks_managing.htm. AVAILABLE FROM For full text: http://www.col.org/Knowledge/KSelectronicnetworks.pdf. Guides - Non-Classroom (055) PUB TYPE MF01/PC01 Plus Postage. EDRS PRICE Change Strategies; Comparative Analysis; *Computer Uses in DESCRIPTORS Education; Continuing Education; Conventional Instruction; Definitions; Delivery Systems; *Distance Education; *Educational Administration; Educational Planning; *Educational Practices; *Educational Technology; Educational Trends; Foreign Countries; Guidelines; Information Management; *Information Networks; Information Technology; Internet; Lifelong Learning; Postsecondary Education; Program Development; Quality Control; Strategic Planning; Teacher Student Relationship; Trend Analysis; World Wide Web Canada IDENTIFIERS ABSTRACT Electronic networking can help postsecondary institutions with distance education (DE) programs respond to increasing pressuresto improve the services they offer and make them more cost-effective. Some institutions immediately accepted the need for electronic networking and began to develop and implement technology plans focused primarily on hardware and installation. As postsecondary funding continued to diminish, the, advantages of electronic systems for admissions, registration, record keeping, financial management, and administration became evident. Electronic networking can be a useful tool to DE operations; however, DE programs interested in wider implementation of electronic networking in their academic services must develop a clear vision and administrative system that reflects the realities of DE rather than those of conventional systems. Managing a DE organization requires policies and procedures that reflect students' realities and encourage staff creativity. The specifics of a DE program's electronic networking plan will depend on whether the DE program is. a stand-alone unit or part of a larger dual-unit organization (for example, a division of continuing studies of lifelong learning). Wider implementation of electronic networking in academic services requires a planning exercise to develop a clear vision for its integration. Ongoing issues include decentralization of media production and Professional development of staff. (Contains 23 references.) U00 Reproductions supplied by EDRS are the best that can be made from the original document. ONWEALTH efLEAMING U.S. DEPARTMENT OF EDUCATION orlic of Educational Research and Improvement EDUCATIONAL RESOURCES INFORMATION CENTER (ERIC) g 5/Thls document has been reproduced as received from the person or organization originating it. 0 Minor changes have been made to Improve reproduction quality. MarlagOng for Points of view or opinions stated In this document do not necessarily represent official OERI position or policy. EOectronc Network ng PERMISSION TO REPRODUCE AND DISSEMINATE THIS MATERIAL HAS BEEN GRANTED BY 6. D49,-,0/... BEST COPY AVAILABLE KNOWLEDGE SERIES TO THE EDUCATIONAL RESOURCES INFORMATION CENTER (ERIC) KnowFd Knowledae Series iledge Series n6wrgasories r r- Knowledge Set- v"d0<ei+ev n\n/iPrinP SPleipc c"N Wider implementation of electronic networking in academic services a planning exercise to develop a clear vision for its integration. Educators would like to see post- secondary institutions adopt more contemporary models...while those in distance education institutions AierratdeAtillig recognise the need to provide feed- back to students and to enhance teacher-student interactivity. 0 0 rOVuiii611 REACTING TO THE PRESSURE Some Institutions immediately accepted the need for electronic Post-secondary educational institutions are under increasing pressure networking and began to develop and implement technology plans, for change. Some governments want institutions to produce increased mostly focussed on hardware and installation. Many campuses were numbers of science and technology graduates for the knowledge *wired* before a use for the technology was clearly envisaged. management economy. Potential students are anxious to obtain post- Continuing advances in telecommunications increased the pressure secondary education in a world where credentials are considered the to keep up with competitors. initial step to career success. Some pressure is for flexibility as well As post-secondary funding continued to diminish, the advantages as access, as students find themselves unable to afford full-time school of electronic systems for admissions, registration, record-keeping, fi- and meet additional family or professional commitments. The nancial management and administration became evident Libraries, pressures from the corporate world are to do more with less, and to faced with the escalating price of print materials, began to reinvent . Indicate increasing effectiveness and efficiency through benchmarking, themselves as multi media centres where learners could check performance Indicators and outcome measures. Employers would like databases of holdings, do web searches, and read materials online. more continuing professional education opportunities for their The first wave of IT adaptation took place In the administrative and employees, to keep their knowledge current Educators would like to support functions of post-secondary institutions. It gave large distance see post-secondary institutions adopt more contemporary models education institutions improved access to decision-making informa-. based on the premise of active, social and experiential learning, while tion, such as warehouse Inventory, the number of marked assignments those in distance education institutions recognise the need to provide and whether the grades were above or below the course average. An feedback to students and to enhance teacher-student interactivity. institution could add a bar code to every assignment and track the Underlying all these is the expectation that information technology progress of each. However, wider Implementation of electronic net- (IT), while the source of many of these pressures, holds the answer. working in academic services requires a planning exercise to develop a cl r vision for its integration. ELECTRONIC NETWORKING IT involves the use of electronic networking, which refers to ING A PLAN communications strategies that depend on the Internet or on local 2- electronic networks. This includes: Most organise ions form a planning committee. Both Daniel (1999) messages sent through e-mail to an individual or to a group and Bates (2000) outline the dangers of employing a plan that does of people not involve the faculty in Its design, based on the belief that the using computer conferencing software for group discussions organisation is dependent on faculty for implementation. Bates even suggests that discussion take place in individual departments. using the web to retrieve and to post information It is Important to know what you are planning for. using audio and video streaming to send Information Is there a need for increased access? electronically Are students demanding greater flexibility, more interaction, Besides oroviding opportunities for people to communicate across or faster turnaround times? space, electronic networking allows for time manipulation. People can correspond in real time (synchronous conferencing), or at their con- Are faculty demanding to use electronic networking, or do they want to reduce teaching commitments? venience (asynchronous activity). Electronic technology depends on an infrastnicture of communications devices from the desktop com- Are students leaving for competitors with such systems? puter to phone lines and microwave towers, satellite dishes and un- If not, is such a competitor likely in the next three years? derwater cables. Recent developments in wireless networking are Is the government demanding efficiencies you believe can likely to accelerate infrastructure development, making electronic net- be met through economies of scale using electronic working a reality for more of the world's population. 3 networking? requires services to faculty in the process of integrating electronic networking Into Do you believe you are in danger of being left behind in the their teaching. Some long term planning will help when you are comparing implementation of electronic networking technologies? The post-secondary sector has changed to include very large distance implementation strategies: education institutions with student populations in excess of 50,000, and What do we want to be? private providers targeting niche markets. Employers now provide continu- How good are we? ing professional education training programmes (Including degrees, usually What do we need to do to improve? in cooperation with a recognised Institution) to employees. The communi- Visioning helps establish the first. The second calls for an internal audit to cations industry produces not only online texts, but also electronic support identify present benchmarks and people who have already begun to imple- materials, test banks, suggested assignments, and web sites where stu- ment the vision, especially those able to put ideas into practice. dents can read responses to frequently asked questions. Some authors suggest it is essential to use a planning model that recog- You need to question your position within the post-secondary sector: nises the importance of the academic, administrative, and student cultures Are you a major research institution, a multiversity, or a smaller and tries to work within their constraints. Implementation of electronic institution with designated strengths? networking affects the institution's core work, so much depends on the char- Is your institution distributed, that is, with a number of campuses acteristics of the academic culture: in different locations? Is it confrontational? Are you 'purely a distance education institution? Is it concerned about working conditions, or interested in improving The convergence of distance education and classroom instruction is teaching and learning? now evident on many traditional campuses (Tait & Mills, 1998). In the Is decision-making centralised, or decentralised? increasingly differentiated post-secondary sector it is important to choose Many planning activities falter and disappear once the major priority of your niche, as it is impossible to have sufficient resources to serve every- the institution changes, because senior management are unable to sustain one equally well. and integrate pilot projects into the institution's working life. Their commit- Review the context of your institution: ment was strategic and political, rather than real and sustained. Are partners adopting electronic networking? WHAT ABOUT DISTANCE EDUCATION? What is the level of IT infrastructure in the distribution area of student intakes? What percentage of students own computers? Electronic networking can be a useful tool to distance education operations, Do they have other access to equipment, for example at work or at but many of them need to develop administrative systems that reflect the Internet cafes? realities of distance education rather than those of the conventional system. For example, there is still a tendency to use the traditional two-term academic Ultimately, the senior administration must commit to implementing elec- year despite the fact that distance education students find the traditional tronic networking. They have to agree on the purpose and on the pro- start of term to be their busiest time. posed outcome; they need to be seen to actively operate within the elec- Institutions with investment in distance education need to reassess their tronic networking system. A president who uses chalk and a blackboard is next steps: letting actions speak louder than words. If faculty already use electronic communications, they may find such diffidence frustrating and look for Should they move to integrate distance education into the positions elsewhere. mainstream of the organisation through using electronic It is essential to do your budget homework. It may be possible to obtain communications technologies? efficiencies through the use of electronic networking, but this is likely to take How difficult will it be to transfer a print-based system to an time and to be incremental rather than obvious. Elates (2000) warns about electronic one? the need to know the costs and benefits of the present system before un- What are the risks if they do not integrate electronic networking? dertaking changes. In particular, hardware, often viewed as a major cost, The worlds of distance and conventional education are converging. The should be considered part of the process rather than an object to be pur- market is no longer local, but global. The fear for many is that delays in chased. He warns the heaviest costs are likely to be in providing support moving to electronic networking will result in challenges to the institution's survival. Most organisations have therefore begun to plan for, or to imple- ment, some form of electronic networking. MANAGING THE PLAN Managing a distance education organisation requires policies and procedures that reflect students' realities, and which encourage staff creativity. Distance education units are either stand-alone or are part of a dual-unit organisation, most often as a division of continuing studies or of lifelong learning. Where the unit is part of a larger Institution, the unit's relationship with senior management has to be direct and must involve strong financial com- mitment. Without the support of the executive, policies can be approved that benefit one unit but which marginalise the other. If the reporting structure and F budget approval process Is handled by a middle manager, there is where flexibility can be maintained, and how to incorporate techno- more of a chance that the different requirements of the distance edu- logical growth. Efficiencies can be realised; electronic networking cation unit will not be accepted and nurtured. To be creative and to systems allow remote people access to the same database, which grow, the policies and procedures of the distance education unit need reduces duplication and increases accuracy. However, if technology to be aligned with the reward structures of the institution. is to be more than a short-term fix, senior management must identify Distance education units need well developed instructional, admin- a vision for the institution and show how electronic networking tech- istrative and student support systems to be effective. In a dual-unit nologies will achieve this vision. organisation, the main administrative structure should have sub-sys- Implementation could begin with setting a general level of expected tems of recruitment, admission, registration, reporting, and accredita- computer use for faculty, staff and students, such as Internet search tion for the distance education unit that integrate both with the finance features, e-mail, and word processing. This allows for web-based system (fee payments), and the instructional support system (ensuring course materials, receiving and returning assignments electronically, that students receive course materials soon after they register). Delays and online access to institutional services. Beginning with adminis- and inefficiencies can have a very negative effect on students' percep- trative services gives the staff time to become proficient and to con- tion of the interest of the Institution in their learning. vert all administrative materials to electronic systems. Students must Distance education institutions also require a heavy investment be given access to computers and help with developing technical in course and programme development and support. Unlike tradi- skills. Tutors must be proficient themselves and must have access to tional universities, where individual faculty members develop their computers at local centres to provide online services. The issue of own courses within minimal guidelines, distance education courses whether to set up an internal Internet provider or go with a private have to be developed through a team process. The original writer company will also have to be decided. may not be the course instructor, and repetition of content across Many organisations are restrained by the costs, and will have to courses is more obvious. gradually introduce technology in areas with the most potential for Institutions dependent on contract writers (often faculty at con- efficiencies. For example, information technologies have changed ventional universities) face a number of issues. The priority for the libraries from merely physical places where books are stored to also writer is usually their regular work, even after approval from the de- being virtual learning centres. partment chair. its therefore difficult to require the writer to meet their For institutions that have decided to use electronic networking deadlines. Many faculty are not used to working with instructional technologies in course development and student learning processes, and media designers, and may consider the involvement a challenge decisions have to be made about the sophistication and range of to their expertise. multi media Involved. The more complex the media, the more likely Much hinges on a timely course development process. Delays in that course development will involve a costly production process. The course development can cause delays throughout the system. How- issue of cost of return on investment is raised. Continued financing is ever, many distance education institutions employ their own faculty, also important; courses developed using electronic networking and who over time become sufficiently proficient in Instructional design other technologies need support for some time. and play a bigger role in designing courses. While the most frequent model used in traditional distance edu- While the course development process resembles that of tradi- cation institutions was the centralisation of development and produc- tional universities, the student support system is in many ways unique. tion to capitalise on economies of scale and expertise, the likely ef- Tutors are assigned to groups of registered learners to help with dif- fect of using electronic networking technologies is that faculty and ficulties, mark assignments, facilitate learning and record contacts design support will be decentralised. There are few reasons for re- and grades. The role may be the task of a single person at one insti- taining a centralised production unit, since there are no longer likely tution and of several people at another, for example, marking could to be large print runs or duplications of material best accomplished be assigned to people other than those providing ongoing support. through one location. Some use telephone operators for administrative questions, trans- Decisions on which courses to develop online requires informa- ferring only content-specific queries to tutors. It is essential to have a tion about: clear and timely response structure for student queries. If students dass size have to wait some time for a response, they may give up. projected enrolments Even students with ready access to a telephone may have clifffa stability of course content culty calling for assistance, especially in cultures where this Is not student computer access and availability accepted behaviour. In the case of study centres, personnel must be qualified to provide correct information. These people are the local whether a whole programme of courses should be face of the institution; they must be responsible for providing appro- developed priate academic counselling and support to local students. Bates suggests that a multi-disciplinary faculty council make de- Faced with the Introduction of electronic networking, most dis- cisions based on a detailed plan and budget submissions. tance education organisations focus on technology. Yet, it's not pos- Some institutions just add a computer oonferendng component sible to purchase a system and be confident of its adequacy in five to an existing course. The danger is that this becomes an aggrava- years. The institution must consider the types of infrastructure needed, tion to students and tutors rather than an enhancement. Distance knowledge databases. The latter are small, complex pieces of media- education institutions should remember the lessons learned by those based software that others can access and use in their courses, but who added classroom sessions to already developed individual study they are at a level of media sophistication often too costly for many courses; students had to complete the tutor's course work as well as distance education organisations to develop. satisfy the classroom instructor, who often re-taught materials with a Another ongoing issue is professional development for staff. Since different emphasis and required additional assignments. In other in- we can access others' materials, In the long run there may be less stances, students complained that.they didn't need the group interac- differentiation in the product and more In the service. General issues tion because they were at different parts of the course and resented about appropriate protocols for conferencing, for example, are likely this use of their valuable study time. to be replaced by more sophisticated concerns about specific learn- Developing materials electronically allows faculty to have more ing options and communications strategies. 0 ownership of course material. It provides opportunity for others, from tutors to media producers and instructional designers, to provide ear- Go'r_NZ;DQtisil)k.10 lier input. One of the most talked about advantages of electronic net- working In distance education is that it facilitates constructivIsm, the In introducing electronic networking systems, institutions must develop construction of meaning through discussion with others. A tightly appropriate quality control measures. It's not so long ago that distance scripted and pre-packaged course would not support this form of learn- education was denigrated as second best, and it Is all too likely that ing. Many designers are using strategies like problem-based learning, after their first Involvement with electronic networking students may experiential learning and group projects to help develop learning com- have similar complaints. The institution must ensure that courses are munities as part of their courses. A ratio of learner autonomy to course well designed, and that the use of networked technologies adds value structure needs to be decided. and is integral to learning. The old system of extended discussion is Just as distance education systems are different from those in con- still important to identify core values and goals, but institutions need ventional post secondary institutions, so also are systems based on to make strategic directional changes within tighter time periods than electronic networking from those using other technologies. Some Is- before. sues are temporary; for example, initial levels of student support are It Is essential that institutions understand change as a process, likely to be unnecessary as information technologies become more not an event. The organisation will have to balance its need for stand- widespread and students no longer need to be taught technical skills. ardisation and for tight fiscal controls with the flexibility and risk-taking Other Issues, especially those associated with continued change in that innovation and creativity demand. It will need to continue to make the area of electronic networking technologies, will remain. decisions which keep the Institution current, but not on the bleeding As Daniel points out, decentralisation of media production is not edge; having access to accurate Information increases the likelihood likely to bring large economies of scale immediately. However, there that such decisions can be managed correctly. Planning as an ongo- is increasing online production of additional learning materials by ing process is essential if institutions are to make the most of what the commercial book publishers as well as the development of electronic new century can provide. If r , / Series Niedye e s K e rie()Wedge Series rea cnoA e / Knowledge Se ips .1 w ri r K .1 . (7:3 REFERENCES Bates, A.W. (2000). Managing lechnolog.4,:al c.h,ange: Strategies for college and university leaders. San Francisco, CA: Jossey-Bass Essential reference. Uses the University of British Columbia. his own organisation, as an example. Brown, S., (Ed.). (1997). Open and distance learning: Case studies from industry and education. London. UK: Kogan Page. Some interesting options from different cultural perspectives. Daniel, J. S. (1999). Mega-universities & knowledge media: Technologies strategies for higher education (Revised edition). London. UK: Kogan Page. Excellent reference, using the Open University of the UK as a base but with lots of references to other institutions. Harry, K.. (Ed.). Higher education throuch open and distance learning. London. UK: Routledge & The Commonwealth of Learning. Good introductory chapters. and a strong representation of distance education from various parts of the world. Hudson, R.. Maslin-Prothero. S. and Oa:es, L. fEcs.). (1997). Flexible learning in action: Case studies in higher education. London. UK: Kogan Page. Examples from practice in UK institutions, many of them predominantly conventional or dual-unit. Jakupec, V. & Garrick. J.. (Eds.). (2000). Flexible teaming. Human resource and organizational development: Putting theory to work. London. UK: Routledge. Discussions of the impact of globalisation and internationalisation on distance learning. Kezar.A. J. (2000). Higher education !re.n.-.'s :,297-1999) Administration. ERIC Clearing house on higher education. www.eriche.org! trends/administration.html (obtaire,i 4111/00). An indicator of hot topics in post secondary institutions. Lockwood. F., (Ed.). (1995). Open anc distance learning today. London. UK: Routledge. Strong comment on the present status and practices of distance learning. Peterson, M., Dill, D., filets. L. & associates, (Eds.). (1997). Planning and management fora changing environment: A handbook on redesigning postsecondary institu::ons. San Francisco, CA: Jossey-Bass. Academic discussions on issues affecting post . secondary education in the US. Scott, P. (Ed.). (2000). Higher education re-formed. New Millenium Series. London, UK: Falmer. Contemporary issues facing institutions. Tait. A. and Mills, R., (Eds.). (1999). The corlF,T,ence of distance and conventional education: Patterns of flexibility for the individual learner. London, UK: Routledge. One of the earliest texts to raise the impact of convergence; thoughtful discussion on the learner. Van Dusen, G.C. (1997). The Virtual Campus: Technology and Reform in Higher Education. ASHE-ERIC Higher Education Report Vol. 25, No. 5. Washington D.C.: The George Washington University, Graduate School of Education and Human Development. An overview of American thinking in the areas of technology and higher education. Watson, D. (2000). Managing Strategy Buckingham, UK: Open University. Excellent reference for those undertaking any institutional planning. WEB REFERENCES www.cirpa-acpri.ca: Canadian Institutional Research and Planning Association. www.fsu.edu/-air: The Association for Institutional Research for Management Research, Policy Analysis and Planning. cause-www.colorado.edu/pub/pubs.html: EDUCAUSE Publications. www.nctp.com: National Centre for Technology Planning. www.educause.edunr/library/html/cem9814.nr: Cause/Effect: A practitioner's journal about managing and using information resources on college and university campuses. is Strategic Planning for Technology an Oxymoron?" www.leamer.org/edtech/rscheval/rightouestion.html: AnneberglCPB Learner.org. Site for how to use media and telecommunications in American schools. `Asking the right question: What does research tell us about technology and higher learning?" http:/Avww1.umn.edu/oitIplanning: Office of Learning Technology, University of Minnesota. Examples of strategic and operational plans. www.curtin.edu.au/curtin/dept/planstats: Curtin University of Technology. Policy and planning. www.uncg.edu/cha/upc_rep/tech98.htrn: University of North Carolina. Greensboro, report of the Technology Committee. www.col.orglirc: The Commonwealth of Learning Information Resource Centre. Note: Technology plans for almost every major US university are accessible on the web. Search under 'technology plans". . . - . - - - Series editor Grace Ch Series designer: Alex Hennig © The Commonwealth cf Learnirg. 200J. Thu publication may be reproduced for non- commercial purposes. Acknowledgement to The Commonwealth of Learning and the author must be retained. COL is an intergovernmental organisation created by Commonwealth Heads of Government to encourage the development and sharing of open leami-g and distance education knowledge. resources and technologies. The Commonwealth of Learning Suite 600 - 1285 Wes: Broadway. 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