E-Learning Newsletter – October 2017 Edition


E-Learning Newsletter – September 2017 Edition

Welcome to the October edition of our newsletter, which summarises the latest news on technology enhanced learning provision across the University.

To navigate through the contents below, you will need to open up the Google Doc for the hyperlinks to work. Otherwise, you can just scroll through the blog post.

You can stay up to date with us by visiting our website: https://elearningyork.wordpress.com/ or following us on Twitter: @UoY_Yorkshare.

In this edition:

  • Info: New Member of Staff Joining the ELDT
  • Info: Job Vacancy within the ELDT
  • Info: The VLE Instructor Self-Service Dashboard
  • Info: Preparing for the start of term
  • Info: Reading List ‘Ilegal Institution’ Error
  • Info: New “Getting Started with the VLE” One Pager Guide Available for Students
  • Info: Booking the ELDT for Timetabled Activities
  • Recap: Implementing Lecture Capture: What Are We Learning?
  • Info: Turning Point Software Upgrade
  • Training: Development Opportunities and Bespoke Training


We would like to give a warm welcome to Lilian Soon, who joins the ELDT on 2nd October in the role of Educational Adviser (E-Learning).

Lilian is an experienced e-learning practitioner, having supported learning technology developments in various FE and HE institutions and also within the private sector. She brings with her specialist knowledge of e-accessibility standards and best practice as an accredited Jisc TechDis trainer.

Lilian will provide professional advice and support to academic departments in the development of their degree programmes, with a particular focus on the effective incorporation of e-learning as part of the overall programme design.

A vacancy has arisen within the University’s E-Learning Development Team for the position of Online Learning Application Support Officer.

This new post has been created to support the development of the University’s online distance learning provision. The role offers an opportunity for personal development in acquiring skills and experience in delivering application management support services to staff and students across the University.

It is an open-ended, part-time post (0.5 FTE).

Further details are available at: http://tinyurl.com/OnlineSupportOfficer and any queries about the role may be directed to Richard Walker ([email protected])

The closing date for applications is Wednesday 11th October (midnight).

As mentioned at the VLE Coordinators meeting earlier this year, we are now in a position to release an initial offering of the Yorkshare VLE Self-Service Dashboard to staff.

This initial release has basic functionality which is targeted at assisting your department with checking the readiness state of your VLE module sites for the start of term.

The dashboard is intended to be used by administrators and/or Instructors depending upon how your department uses and manages VLE modules sites.

Please pass on this message to those in your department responsible for VLE module site readiness.

See the following guide for information on how to access and use the dashboard. Yorkshare VLE Self Service Guide [Google Doc]

The start of term is now upon us and it is essential that your module sites are up to date and ready to be released to students. From updating your content to checking that your students have been enrolled – our ‘baseline use of Yorkshare’ section of the York TEL Handbook provides more information about the steps required.  Also, see our quick-reference ‘term readiness’ checklist. [Online PDF] and our online video for Making your Module Available to Students, which answers the most common support request we receive.

We have now released the Yorkshare VLE Self Service tool to assist departments in checking the readiness state of their set of VLE modules. You can easily observe the state of all module in your department and apply corrective action where necessary. The tool presents two real time views, one of all modules in your department and another which shows modules from your department without a SITS group user deployed. For those modules the tool contains direct links to your module sites in the VLE, the user management control panel page and a view of the module properties, enrolment statistics and detailed enrolment view. This tool should be used by those responsible for checking that the appropriate group users are in place to enrol the correct set of students on the module and whether the module is available to students. The Self Service tool will be developed further to include additional features to assist departments in the management of their VLE users, enrolments, submissions, module sites etc.

We have also created a Getting Started with Yorkshare VLE –  Student One Pager which you can share with your new students to ensure they have four pieces of basic information with which to orient themselves with respect to their usage of the VLE. Feel free to share this one pager with your students so they can help themselves with the basics and find further help should they need to.

Should you, your colleagues or students require assistance with the VLE, please do not hesitate to contact us by submitting a request via email to [email protected] or if the matter is urgent please call on 01904 32 1131.

If you experience problems viewing your reading lists and see an ‘Illegal Institution’ error message, please know that this is a known issue which the Library is working to resolve as soon as possible.

In the meantime, following these instructions [Google Doc] will help you to resolve the problem. If you have further issues please contact [email protected] for assistance.

The Library apologises for any inconvenience caused.

We now have a “Getting Started with Yorkshare VLE for Students – One Pager” guide available that covers four key things students should know to get started with using Yorkshare VLE:

  1. Which web browsers to use for the best VLE experience
  2. How to spot when you’ve been automatically logged out due to inactivity
  3. What to do if you cannot see the sites you expect on your VLE homepage
  4. Where to go to find further VLE help.

These areas cover the main queries that our team receive from students.

This document is available to students on the “Help & Support” tab within the VLE, but feel free to disseminate it yourselves however you choose.

If you have any feedback about this one pager please contact [email protected]

If you would like an E-Learning Development Team member to deliver an induction to your students then please get in touch with us directly as soon as possible.

We are already becoming heavily subscribed for the Autumn Term, so be sure to tell us as soon as feasibly possible if you are likely to need our attendance.

Please note that for any student face-to-face activity that you want us to be involved with, you will need to talk to us directly to specifically arrange our attendance.

As a staff-facing support unit, our time is not governed by the academic timetable and we don’t (and, indeed, cannot) use it to manage our time. Timetabling us for a session without pre-arranging or notifying us directly that you require our presence will not result in our attendance.  This also applies to any kind of induction or special training that you may want us to do with your students directly.

As always, the best way to contact us directly with requests of this nature is to email us at: [email protected].

On Monday September 11, on behalf of the University of York, James Youdale attended a conference at the University of Leicester entitled: ‘Lecture Capture: What are we learning?’

Having recently implemented an institution-wide service, the University of Leicester’s Learning Institute invited Service Managers, Learning Technologists, Audio Visual Technicians and Information Technology Specialists to reflect on, and share in, each other’s approaches to Lecture Capture. Across the day, discussions thus were framed to cover Policy, Pedagogy and Deployment.

You can read James’ summary of the day’s proceedings on our E-Learning Blog. [Web Link]

FAO Turning Point 5 Users

With the ongoing move from Windows 7/Office 2013 to Windows 10/Office 2016 on lectern PCs across campus, compatibility issues have arisen with an older version of the software (Turning Point 5 ) which has caused disruption when using presentation slides created using this version of the software.

Having consulted with the Desktop Team in IT Services and with the software vendor, Turning Technologies, our advice to staff who wish to use Turning Point functionality within their lecture slides, regardless of the previous version used, is to start using the new version of the software, Turning Point

Turning Technologies is no longer supporting Turning Point 5 on Windows 10. As such, going forward, any changes to hardware or software on University PCs may cause further issues with this old version which the product vendor will not provide us with support for.

What do I need to do?

As computers across campus upgrade to newer versions of Windows and Powerpoint, you will need to use a newer version of the software. As a result of this, some of your older presentations may fail to initially work as expected or take a very long time to load. In order to prevent this, you will need to:

  1. Stop using Turning Point 5 to create new presentations. Install and use Turning Point going forward.
  2. Re-save and optimise your old presentations within the new version of the software.

How do I do this?

  • On a Managed Windows PC on Campus, you can install the software via the Software Centre.
    • Alternatively, with the assistance of your DCO, you can install the software directly by downloading it here.
    • Mac users can download the .DMG file from here.
  • When installed, set your region to ‘Europe/Africa/Middle East/Russia’
  • If you have not created an account, select ‘Create Account’ and use your University (@york.ac.uk or @hyms.ac.uk) email address.
  • Open your old presentation slides with the new version of Turning Point
    Note: it may take some time to pre-load old graphs the first time a presentation is opened.
  • Important: Press file > Save As to save a new version of your slides. Once converted, your old slides will no longer be compatible with old versions of Turning Point.

When do I need to do this by?

To limit disruption to your teaching, users should look to update to the new version and update their slides before the start of teaching the 2017 Autumn Academic Term.

Who can I contact if I have questions about this?

Please direct any queries to [email protected]

Development Opportunities and Bespoke Training

VLE Induction – Getting Started with Yorkshare and Baseline Approaches
This can be tailored to an academic or support staff context, specific to your use of the VLE in your role – ideal for those who are new to using Yorkshare or who may need a refresher on certain tools and functionality. Section 1 of the York TEL Handbook also covers recommended good practice for baseline use of Yorkshare. As well as 1:1 consultations at the modular level, we can tailor this session to programme teams for a more holistic overview.

VLE Induction – Yorkshare Administration
Yorkshare Administration training is for departmental administrators who need to create and manage Yorkshare module sites and content system privileges.

VLE Induction – Self-paced Getting Started Tutorial
Additionally, you can self-enrol on a tutorial VLE site that you can work through (or use as a reference source) for your basic VLE site development and maintenance needs. The Tutorial comprises of short narrated walk-through videos (hosted on YouTube) contextualised into a logical tutorial framework that you can follow at your own pace. To self-enrol on this VLE site, log-in to the VLE and then hit the following link: Self-paced Yorkshare (VLE) Getting Started Tutorial (click the ‘+Enrol’ button at the bottom of the left menu).

All the videos from the Getting Started VLE site are also publicly available and can be accessed via our website: Getting Started with Yorkshare – New Online Support Resources.

You can view a more comprehensive list of the professional development opportunities that we offer on our E-Learning Blog.

To request a session for either yourself or to make a booking for your department, please contact us at the earliest possible convenience at: [email protected]

As always, we welcome any feedback and suggestions on how we can support e-learning and use of the VLE and other technologies within your departments. Please don’t hesitate to get in touch at [email protected]



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