Laurentian University School of Nursing Collaborative BScN Program Data Collection Policy and Procedure

Policy Introduction and Rationale The purpose of this document is to introduce data collection policy and procedures, and the rationale for implementation. The changes outlined in this document affect faculty and staff members of the Laurentian University, English BScN Collaborative Nursing Program. Effective December 2013, BScN Collaborative partners are eligible for permanent pseudoemployee accounts. Each account includes a static Laurentian University user name and number. These enable access to account services, the creation of Desire2Learn (D2L) accounts, and access to library data systems. Account services include Laurentian University's HelpDesk (as supplementary technical support) and Self-Service Password Reset (SSPR). In the past, contact information and account updates for Collaborative members were performed via individual e-mails. This process was adequate in the past, however Information Technology department procedures required to create permanent accounts necessitated a change of process; therefore the following policies and procedures were introduced and approved by the School of Nursing administration. The purpose of this policy is to ensure accuracy of contact information, improve efficiency of data collection, and to eliminate duplication of employee effort. The procedure for data collection relies upon updates from each site coordinator via a preformatted Excel file. Collaborative member data is used to create pseudo-employee accounts and subsequent D2L accounts. Additionally, member data is used for the creation and maintenance of GroupWise Address Books, and contact lists. With the exception of pseudoemployee account creation, personal member data is removed when used for any other purpose. For contact list, supplementary data will be manually collected by the Collaborative Secretary, as per role description.

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Section 1.

Account Creation Guidelines (Members who should have an account).

a. As per the MOA, access to Laurentian Universitys data systems is automatically granted to instructors of any Collaborative BScN course. b. Upon request and subsequent administrative approval, accounts can be created for members such as Deans, Directors, and Lab Technicians. i. Request may be submitted to the Educational Technology Coordinator. Section 2. The Account Creation Process: Pseudo-Accounts and D2L Accounts a. For an account to be created, limited personal information is required. b. It is the responsibility of each coordinator at the respective partner site, to collect and forward the information to the Educational Technology Coordinator. i. Upon request, Site Coordinators may assign an alternate individual for data collection and updating purposes. c. Information must be submitted in the provided pre-formatted Excel file. i. Upon request, Site Coordinators may request the most recent file. d. The Excel file format is set by the Educational Technology Coordinator. The file is sent via email to the respective coordinator of each partner site, on a regularly scheduled basis. Refer to the Yearly Calendar of Important Dates for Site Coordinators in the M.O.A. e. Site Coordinators are provided an Excel file for the respective Collaborative site, containing only the information of the members at the site. f. Member data is strictly confidential and is only available to the Coordinator(s) or the assigned alternate individual for the respective site. g. The Excel file contains the following required fields: First name Middle initial Last name Date of birth Title (example: Coordinator, Dean, Director, Faculty, Lab Technician) Phone number with extension Email address LU user name (if applicable) LU user number (if applicable) Status (Active or inactive)

h. The name of the Excel file includes the site name (abbr.) and the most recent revision date.

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i. Access to D2L is a two-step process: i. For members without pseudo-employee accounts, the Educational Technology Coordinator is responsible for sending the member data received in the Excel file to the Laurentian University Information Technology department (Systems-Communications), Mario Gingras. o Completion time for account creation varies and may take up to two weeks. o The pseudo-employee number that is created begins with the letter N followed by six numbers. For example: N000456. ii. Once the pseudo-employee accounts are created the data is sent to the Educational Technology Coordinator. Upon receipt of the account data, the Educational Technology Coordinator must then submit the updated member data for D2L account creation. Accounts are then created by Daniel Giroux, Multimedia Specialist Instructional Media department. o Completion time for account creation varies and may take up to one week. o The pseudo-employee number is used as Org Defined ID in D2L. Section 3. D2L Enrollment a. When new D2L accounts are created, the Educational Technology Coordinator can use the compiled data to create an enrollment file that is sent to the D2L server. The enrollment file completes the enrollment process and allows newly created members to have access to course materials. b. The Educational Technology Coordinator edits each D2L account manually, so that email sent to a Collaborative members D2L account will be forwarded to their sites professional email address. c. When the formatted Excel file is updated and submitted, the Educational Technology Coordinator can remove access to course materials on D2L, for Collaborative members who no longer require access. Section 4. Required Data Submission Dates a. To ensure that all Collaborative members receive the appropriate communications related to the May Meeting, submissions should be no later than April 1st, of each year. b. To ensure that all accounts are created prior to the beginning of each semester, submissions should be no later than two weeks before semester start. c. Data provided after the required due date will be accepted, however timely creation of account(s) and subsequent access to LUs data systems cannot be guaranteed.
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Section 5. Account Information Reminder d. Account information, including LU username and user number, will be sent out by email from the Educational Technology Coordinator, each semester. e. When new D2L accounts are created, LU username and user number will be sent out by email from the Educational Technology Coordinator. Section 6. Supplementary Data Collection f. Updates that remain the responsibility of the Collaborative Secretary are only those pertaining to members who do not require access to Laurentian University data systems. These persons include members such as administrative staff, Lab Technicians, Deans, and Directors of the Collaborative partner sites. g. As it is part of the formal role description, should the Educational Technology Coordinator be unavailable to complete any of these processes, the responsibility of receiving the updated Excel files from the Site Coordinators is deferred to the Collaborative Secretary for compilation until the primary respondent returns. i. The Collaborative Secretary is not responsible for facilitating the creation of accounts for access to D2L. Section 7. Posting Course Material to D2L h. With respect to the posting and organization of data on D2L, the role descriptions of the Collaborative Secretary and Educational Technology Coordinator overlap. For the purpose of this policy and procedure it is understood that the Collaborative Secretary collect the required course materials and forward them to the Educational Technology Coordinator. i. The Educational Technology Coordinator will then organize and post the course material on D2L. i. Single files, such as syllabi, will be posted individually. If more than one course document exists they will be provided in a compressed folder. ii. This process facilitates an organized back-up of course material on the D2L server. iii. In the event that members cannot access D2L, course material can be requested from the Educational Technology Coordinator. Section 8. Updating GroupWise Email Address Books

a. As per Section 4 of this document, updates to contact lists are required at the
beginning of each semester following the receipt of April 1st updates.
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