Open Learning

Overview

DIT charges campus units a $10.00 technology fee for each student enrolled in an Open Learning course. This fee covers contractual and operational costs associated with the learning management system and its integrated learning services and tools. DIT pulls a quarterly enrollment report for courses that have not been approved for a fee waiver and sends the report to Extended Studies for processing.

Extended Studies creates and sends invoices to each campus unit. Campus units must review and respond within one week. After this period, the invoice is processed via the account entry provided on the application.

• There is an annual cap of $15,000.00 per fiscal year that applies to any unit for which Open Learning enrollment surpasses 1,500 individuals. Shared and cross-listed courses offered by two or more units are not included.
• For further details, see DIT Knowledge Article-UMD Open Learning Course Approval Process and Free Structure. 

Waiver Request

Prior to submitting the Open Learning application, campus units must request a technology fee waiver by contacting DIT: itsupport@umd.edu. 

• The course must be offered free of charge to current UMD students, faculty, and/or staff only.
• In the request, include the course title and target demographic.

Simply putting in a comment within the application that the course is offered exclusively to UMD students, staff, or faculty does not suffice. Campus units MUST apply for the waiver. Otherwise, campus units are billed.

Overview

Each campus unit offering a course through Open Learning must have an identified administrator. The Open Learning Administrator must be broadly self-sufficient with the setup and running of their unit’s courses. Administrators create course shells, grant ELMS-Canvas access, provide access for course building, design, and management needs, create Open Learning course and/or program listings, manage special case student issues, and more. See UMD Open Learning: ELMS-Canvas Executive.

Training

Prior to submitting the Open Learning application, an identified administrator must complete Open Learning Administrator Training. The course offers training that serves the technical needs of administrators. Successful completion is required before DIT provides administrator access (see immediately below).

Access

Upon notification of application approval, the identified administrator submits DIT’s Request for Administrator Access to Enterprise Instructional Technology Systems. Identified administrators who already have access to the assigned subcatalog do not need to request access again.

• Under Request Details > Options: Select UMD Open Learning
• Under Request Details > Other Notes / Comments: Provide subcatalog information for which access is needed. 
• Upon form submission, your direct supervisor or unit head is notified to approve the request.

Change of Identified Administrator

If there is a change to the identified administrator for an existing, approved course, then the new staff member must submit DIT’s Request for Administrator Access to Enterprise Instructional Technology Systems.

• Under Request Details > Options: Select UMD Open Learning
• Under Request Details > Other Notes / Comments: Provide subcatalog information for which access is needed as well as information about the administrator change.
• Upon form submission, your direct supervisor or unit head is notified to approve the request.
• As a reminder, the new administrator should complete the training.

Subcatalogs are essential to administrative and data management as they determine administrator access, enrollment routing, and revenue routing. Subcatalogs determine enrollment, revenue, and data flow, and are tied to specific accounts. Course listings must be created under the appropriate subcatalog. To provide overall support, Open Learning Administrators are granted access. Such access may be granted to multiple subcatalogs.

Structure

Extended Studies and DIT create and assign subcatalogs into tiers based on the unit’s Open Learning application details and other factors as follows:

• College/ School/ Division
• Department/ Functional Area
• Administrator Access
• Revenue Routing (UMD Financial Accounts)
• Unique Scenarios/ Needs

Function

Administrator Access is granted at the subcatalog level. Administrators have access to the subcatalog where their permission is granted and to any/all subcatalogs and courses existing underneath.

• Enrollment Gateway: Each subcatalog is connected to a matching subaccount in ELMS-Canvas. The enrollment gateway automatically pushes participants into the ELMS-Canvas course space upon enrollment in a-la-carte course listings. Enrollment in a program requires participants to register via their Open Learning Student Dashboard, as program courses may have varying start dates or a required completion order. 
• Payment Gateway: Each subcatalog is connected to one payment gateway. Course revenue is collected and instantly transferred to the associated university account.

Risk Awareness

Administrators create their approved course in the appropriate subcatalog to ensure accurate financial and enrollment routing, reporting, and analytics.

• Do NOT delete, move, or touch courses managed by other administrators in a shared subcatalog.
• Do NOT click on the “create new subcatalog” button. To avoid lost revenue and data, contact EXST with all new subcatalog requests. This will ensure proper payment and enrollment gateway setup.

• For issues related to offering Open Learning courses, contact Extended Studies: openlearning@umd.edu.
• For questions concerning course design within ELMS-Canvas, Administrator Access, or the Technology Fee, contact the Division of Information Technology: itsupport@umd.edu.