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Guidelines for Staff about Preparation of Web-Based Materials

See also the Access to Monash Courseware Policy and Procedures

Monash is committed to providing life long learning through ‘Flexible delivery options extending beyond the campuses into the workplaces and homes of Monash students around the globe’ Leading the Way Monash 2020. To effectively offer this life long learning there is an increasing use of the World Wide Web (WWW) to both provide information on courses to prospective students and course materials to current students.

The increased use of the WWW by staff in providing flexible learning opportunities has led to a need to provide guidelines on the issues of copyright, software licensing and Intellectual Property as they relate to development and presentation of materials on student websites.

The purpose of the guidelines is to provide a broad framework designed to assist in the development and storage of web materials so that they provide information for both prospective and current students while complying with legal constraints on the use of information and resources.

Members of faculties are required to implement a default level of access to materials provided on the web. Faculties will report to the Education Committee in the first instance by the end of 2003 and then annually to Education Committee on compliance.

Care must be taken to ensure that Monash course materials do not infringe third party copyright or rights in other intellectual property such as trademarks or logos.

Copyright will subsist in all in-puts such as text, computer programs, photographs, music, drawings, diagrams and maps.

No material should be made available unless Monash owns the copyright or has a licence to use a Work for the purpose. The licence to educational institutions contained in PartsV A and V B in the Australian Copyright Act (Screenrights and CAL) may be used for level 3 access only. Material reproduced under these licences should be password protected, including digitised copies of journal articles.

Refer to the university's information about Intellectual Property and Copyright.

Electronic journals are copyright and may only be accessed by current staff and students in accordance with the terms of the licence purchased by the University. Level 1 access is not permitted.

Privacy

Personal information should never be disclosed on a website without prior consent in writing from the individuals concerned.

Personal information from a website may be used for research purposes in certain circumstances and provided that published outcomes do not identify an individual. Proposed arrangements for such research should be discussed with the Solicitor’s Office.

Software licences

There are different levels of licensing for software used within Monash. Any access granted to internal/external users must be in accordance with the terms of the relevant licence.

For further information see the Software Catalogue

Web Design Policy

Material must be compliant with the Monash University Web Style Guide.

Access to web based course materials be designed using the following framework:

  • Level 1 Public Access. Material that Monash owns, and is for public access, or has a licence to use in the public domain.

  • Level 2 Monash staff and Monash students only. Material that Monash owns or has a licence to use for these groups and access is limited by membership of the staff or student body.

  • Level 3 Students currently enrolled in and staff teaching specific units – Must be material that Monash owns or has a licence to use for these groups and is password protected.

  • Level 4 Nominated individuals or groups requiring access to the teaching and learning resources/sites or materials for the purposes of collaboration, research, or other joint activities under approved contractual arrangements.

Level One - public access

  • The faculty will develop a template for materials provided at this level.

  • All units should have at least one page at level 1 to enable potential students to make an informed choice on unit selection and scheduling.

  • Information will focus on assisting potential students to access all the opportunities available through the flexible delivery of learning on and of campus provided within the context of the unit/course.

  • The key to the use of this level of access is that material on the sites must be owned or licensed to Monash University for use in the public domain.

  • Examples of content include but are not limited to:

    • Title of course

    • Title of subject

    • Co ordinator of Program/Course

    • Contact for the subject – co ordinator, lecturer

    • Scheduled student contact - where and when (where possible)

    • Statement of assessment

    • Time commitment required

    • Statement of lecture titles week by week

    • Titles of associated pre reading

    • Titles of prescribed texts and detail of other study materials

    • Pre requisite subjects

    • My Monash Portal

    • Link to Handbook

    • On line campus map

    • Prerequisite knowledge

Level Two Monash Student and Staff Access

  • Information will focus on

    • assisting current students to access course information across course, across faculty, and off shore.

    • assisting members of the Monash University staff to access course information across course and faculty and off shore e.g. assist in the development of faculty and school assessment schedules.

  • The key to the use of this level of access is that material on the sites be owned or licensed to Monash University for use in the student and staff domain.

  • Examples of content include but are not limited to:

    • Connection to the information contained at Level one

    • Specific detail on time and dates of learning contact

    • Specific detail of on and off campus options for learning

    • A brief abstract of each lecture

    • Tutorial/practicum titles and associated activities

    • Detail of assessment activities including previous titles

    • Detail of week to week reading for all learning activities

    • Information on where to enrol, and gain ID cards, defer, discontinue

    • Information on how to book teaching spaces and technical support

    • Electronic Journal web addresses where site licenses are for members of the Monash University student body.

    • Link to Handbook

Level Three – 

A. Student enrolled in course/program/subject or,

B. a member of Monash University staff teaching into, or administering a course/program/subject. Access to each of these levels will be appropriately password protected.

  • Information will focus on:

    •  assisting members of the student body currently enrolled in the unit to be fully informed on how to access all the opportunities available through the flexible delivery of learning, on and of campus, provided within the context of the unit/course in which they are currently enrolled.

    • assisting members of staff involved in the teaching or administration of the unit/course to communicate with students including provide feedback on work and assessment, study schedules and time changes.

    • assisting members of staff involved in teaching or administration of the unit/course/program to communicate with each other on matters directly related to the unit/course/program.

    • assisting students currently enrolled at Monash University and who may be looking to further studies cross course or cross faculty.

  • The key to the use of this level of access is that material on the sites must be owned or licensed to Monash University for use by students currently enrolled in the course/program and Monash University staff teaching or administering the program.

  • Examples of content include but are not limited to:

    • Connection to the information contained at Level one and two

    • News groups/discussion groups email or web addresses

    • Provision for electronic submission of assessment

    • Lecturers, Tutors contact details including telephone numbers, email addresses, office hours office location.

    • Mechanisms for allocating class places e.g. tutorials, laboratory work

    • Class times and locations

    • Preparation for, and assistance with, assessment tasks

    • Access to the student news groups and discussion groups email and web addresses

    • Link to handbook site

    • Link to sites faculty information of immediate interest to students enrolled in a course/program e.g. submission of late assessment, plagiarism, change address,

    • Links to Language and Learning faculty representative and Language and Learning Unit and CeLTS.

    • Ongoing information on student assessment and attendance semester by semester (for longer than a semester Callista is the repository of assessment information).

    • Connection to the information contained at Level one, two and three

    • Information on how off shore IT elements are being developed, managed, and updated.

    • Archived materials as complete as possible

  • Previous teaching – materials, assessment titles, exam questions, lecture notes, practicals, tutorials, attendances, data sets generated from assignments, etc.

  • Records of ethics submissions and clearances.

  • Records of negotiations of licensing agreements, licences, etc.

  • Information on tools used to develop courseware and elements of programs.

  • Archive of tools used to create elements of programs e.g. version of software, etc.

    • Information previously provided to members of the student body to keep them fully informed on how to access all the learning opportunities available and their individual progress.

  • Information that will assist members of staff involved in teaching or administration of the course/program to communicate with each other on matters directly related to stored/archived materials relating to the unit/course/program.

  • The key to the use of this level of access was that material on the sites must be, or have been previously, owned or licensed to Monash University staff teaching or administering the program.

Level four – Records and archived materials for use of Monash University staff and research purposes.

An external party must not be given access to course materials or materials created by students and/or personal information except under a written agreement approved by the solicitor’s office and signed by the relevant Dean. Projects which involve the granting of access to Level 3 materials or student work will raise serious legal issues of copyright and privacy which must be dealt with on a case by case basis prior to the commencement of the research .

Access arrangements for internal researchers may generate privacy and ethics concerns therefore, these must also be discussed with the solicitors office and consideration given to the need to obtain approval from the Standing Committee on Ethics in Research on Humans (SCERH).

  • Information will allow the provision of reporting on quality through the use of archived data (this function will be progressively developed across time and Education Committee will assume compliance by 2005).

Approval

  • Academic Board Meeting 6/2002, item 7.3