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How to fill out the course request form
Academic Media Services uses an interactive, database-driven online form to ensure efficient scheduling of WSU’s videoconference classrooms and network to support distance delivery of academic courses. This online form allows us to:
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get authorization for the course and consensus about course-related issues from
academic leads or proxies at each requested location
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ensure that the videoconference resources—classrooms, staff, and network
connectivity—are available at each location to support the course
Step One: Academic planning
Before requesting that a course be delivered via AMS Videoconference System, the departmental academic leadership should determine the course date and time, the locations where students will be attending, and, if possible, how FTE’s will be dedicated among the various locations.
Step Two: Fill out and submit the online Course Request Form
An academic coordinator or other authorized departmental staff is responsible for originating a request to AMS for videoconference delivery of a course. This form can be completed by staff at the location where the course will originate or at a location where the course will be delivered. The web-based form is internet accessible, no password needed. It can be found on the AMS website at
http://www.ams.wsu.edu/AMS/VideoRequests/CourseRequest.aspx
The following information is needed to complete the form:
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The semester that the course will be offered
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Cross listings, if any
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All possible sites where the course may be delivered and where it will
originate, even if those locations have not been finalized by your department.
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The course title, which should be identical to the title presented in the WSU
catalog
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The first and last class meeting dates, not to include finals week
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If the class meets irregularly--if it meets sporadically, intermittently, or
meets at different times on different days of the week—the date and time of
each class meeting
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The name, telephone number, and email address of the instructor, if one has
been assigned. If the instructor’s contact information is not available when
the Course Request Form is submitted, departmental staff should provide that
information to the Academic Scheduling Coordinator as soon as possible
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If more than one instructor will be involved in the course, their names,
telephone numbers and email addresses should be indicated in the “Remarks”
section
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Any non-standard financial arrangements should be entered in the appropriate
section
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The expected enrollment at each location as well as information about the
assignment of student FTEs
Once the Course Request Form fields have been filled out, the user should choose the “Submit” button on the first page and the “Confirm” button on the second. The Course Request Form will not be submitted until the second, confirmation page has been sent.
Step Three: Negotiation and Sign Off
A department chair, program director or a designated proxy at each location must approve the distance delivery of the requested course, FTE assignments and other issues. Accordingly, a secure version of the online Course Request Form is sent to the appropriate person, who has been granted password access to the AMS intra-network.
The authority designated at each location can vary. The originating site department chair or an approved proxy must sign for the overall course. In the case where a Pullman-based department has requested the course, the AMS Academic Scheduling Coordinator has the authority to approve the Pullman site for the course. An authorized proxy also signs off on courses to or from WSU Spokane, Tri-Cities and Vancouver. The Learning Center Coordinators authorize courses delivered to or from WSU Learning Centers. The AMS Academic Scheduling Coordinator may sign off for other sites if so authorized by Letter of Agreement. Any time an action is taken on the completed Course Request Form, the Academic Scheduling Coordinator is automatically notified and takes the appropriate action.
In addition to approving the course delivery, authorized signers can use the form to negotiate about concerns, such as those related to FTE assignment. In these cases, the Academic Scheduler forwards the form to the appropriate party with a note about the concerns. The Academic Scheduling Coordinator circulates the online form until consensus has been reached on all issues and the course has been approved at all likely course destinations. Please note: Academic Media Services does not conduct, but merely facilitates, negotiations between units.
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