Okefenokee Technical College

Okefenokee Technical College 2013-2014 Catalog

Distance Education

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Okefenokee Technical College 2013-2014 Catalog

The purpose of distance education at Okefenokee Technical College (OTC) is to provide students the opportunity to access quality instruction anytime, anywhere. Distance education is defined as providing access to learning when students are not physically present in a traditional classroom setting. Okefenokee Technical College desires to create and provide access to learning when the source of information and the learners are separated by time and/or distance.

Student Privacy

Okefenokee Technical College (OTC) is committed to respecting and protecting the privacy of students. OTC abides by the Family Educational Rights and Privacy Act (FERPA) of 1974, as outlined in the OTC Student Handbook and the OTC Catalog, to protect the confidentiality of all student records, including those for distance learning.

Students who attend distance learning courses via online technologies access the learning environment through the learning management system (LMS) environment. The Georgia Virtual Technical Connection (GVTC) is the portal for online learning for the colleges in the Technical College System of Georgia. The learning management system utilizes a secure and unique nine digit student identification number login and password. Students are enrolled in their distance education course and campus courses through integration with the Banner student information system therefore guaranteeing synchronization of information. Access to the LMS is gained through a secure portal using a personal student login and password. Upon initial login to the LMS, students are required to change their password for an added level of security.

An additional method of verifying identity is the requirement of students, participating in online courses, to have at least one proctored event (a major exam or assignment) during the course. The college provides exam proctoring or assignment proctoring, at no charge, on the main campus for any student, regardless of their college, at the end of each term during the examination period.

All users of the college’s learning management system are responsible for maintaining the security of usernames, passwords and any other access credentials assigned. LMS access credentials may not be shared or given to anyone, for any reason, other than the user to whom they were assigned. Users are responsible for any and all uses of their account.

Privacy Violations

The Vice President for Student Affairs serves as the contact person for reports of privacy violations and may be contacted at (912) 287-6584 or toll-free at (877) 332-8682; any concerns will be addressed immediately.


In order to comply with accreditation requirements for the validation of student identity for all online courses, all students enrolled in online courses are required to have at least one proctored event (a major exam or assignment). This procedure is intended to follow the Okefenokee Technical College (OTC) Proctoring Policy.

The Okefenokee Technical College (OTC) Distance Education Department will provide end of term exam proctoring services for students who are taking online courses during the examination period. OTC will proctor exams or other assignments, at no charge, on the OTC main campus for any student of any Technical College System of Georgia (TCSG) college at the end of each term during the examination period.

Students choosing to utilize an alternative proctoring solution are responsible for finding a qualified proctor to administer each event, and for submitting the required approval form for each event. Qualified proctors must meet with the requirements of Okefenokee Technical College.

Students must complete the proctoring event no later than the date specified by the instructor in the course syllabus or provided by the instructor in a subsequent communication. Students who do not complete the proctored event as scheduled must comply with the specifications as explained in the course syllabus.

Proctoring Fee

Okefenokee Technical College does not charge a fee to proctor examinations to students. Also, Technical College System of Georgia (TCSG) Colleges do not charge a proctoring fee to administer examinations to students of other TCSG colleges. However, students who choose to have an examination proctored outside of the TCSG system are responsible for any fees that could be incurred by the proctoring institution.

Proctoring Approval Form Submission

It is the student’s responsibility to find a qualified proctor with whom they can arrange a date, time, and location to complete their proctored event requirement. Once a proctor is selected, the student must complete and submit a Proctored Examination Request Form for each event. Completed forms must be submitted via email to the Coordinator of Distance Education. Forms must be submitted no later than 14 days prior to the requested event date. Students who do not submit the required forms within the time period will be subject to the Instructor’s make-up examination policy as described in the course syllabus. Students, instructors, and proctors will receive an e-mail confirmation upon receipt of the form. If confirmation is not received within two business days, students should send e-mail to the Coordinator of Distance Education for assistance.

Proctoring Methods

On Campus

Students who live within reasonable commute distance (50 miles) of an OTC campus must attend the scheduled end of term proctoring event announced in the course syllabus or must contact the instructor to schedule an end of term proctoring appointment.

Off Campus

Students who live outside of reasonable commute distance (more than 50 miles) from an OTC campus and do not wish to attend the on-campus proctored event must submit a Proctored Examination Request Form to schedule an end of term proctored event with a qualified proctor. The Coordinator of Distance Education will contact the requested proctor as well as the course instructor. The instructor in turn will then supply the required detailed instructions via college

e-mail to the e-mail address on file for the facility per the Proctored event communication below.

The Coordinator of Distance Education will verify the validity of the proctor as well as the requested location. Notification will be e-mailed to the instructor and the student regarding the validity of the proctor. If the proctor is not a valid proctor, the student will be asked to select a new proctor. Once the proctor is approved, the course instructor is required to send proctored event communication via e-mail to the address provided on the approval form for the proctor.

Qualified Proctors

Qualified proctors will meet the following criteria:

Be employed full-time as a:

  • Teacher
  • Professor
  • Librarian
  • Administrator at a public secondary school, university, library or testing center
  • Commissioned officer whose rank is higher than the student’s own. (approved for students in the military only)

Proctored Event Communication

The course instructor is required to provide the following information to the event proctor:

1. OTC Proctor Event Information Sheet

2. Student name

3. Student ID number

4. Course number (CRN)

5. Instructor’s name

6. Requested event date and time

7. Student OTC (college) e-mail address

8. Student’s primary phone number

9. Detailed Proctor Instructions will include the following:

a. a link to the online materials

b. login instructions

c. whether or not the event is to be timed, and if so, the amount of time to be allotted

d. whether or not the student is allowed to use any notes or other reference materials during the event, and if so, a list of what materials are allowed

e. any additional detailed instructions the instructor deems appropriate for the event