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Learning Management System Use Policy

The University of North Carolina at Greensboro

  • (Approved by the Chancellor, May 15, 2010)

Purpose

The University of North Carolina at Greensboro's (hereinafter "University") computing and telecommunication networks, computing equipment and computing resources are owned by the University and are provided to support the academic and administrative functions of the University. Federal and state law and University policies and procedures govern the use of this equipment and technologies.

To assist the University in maintaining compliance with applicable policy, procedures, and law, this policy addresses important considerations in the use of Learning Management Systems at the University.

This policy is intended to cover any LMS for which a separate, approved LMS policy does not exist. All LMS-specific use policies must be consistent with this Learning Management System Use Policy. Additional rules and regulations may be adopted by academic and administrative units to meet specific administrative or academic needs. Such additional requirements must be in compliance with applicable federal and state laws, any contractual agreement with the University and vendors and this policy.

Scope

This policy applies to all faculty, staff, students, and others who use an LMS. For the purposes of this policy, an LMS is defined as:

  1. software for delivering, tracking, and managing UNCG course instruction that
  2. contains personal student data (e.g., name, ID number, email address), regardless of how these data are populated in the LMS.

The "managing unit" is defined as the university academic or administrative representative, department or division vested with the day-to-day operations of the LMS.

This policy does not cover use of any LMS for which a separately approved use policy exists (e.g., the Blackboard Use Policy is found at http://provost.uncg.edu/documents/academic/Blackboard%20Use%20Policy.pdf).

Policy

Data Governance

  1. Managing units must receive the approval of the Administrative Systems Security Committee (ASSC) for use of LMS prior to implementation. ASSC has a Data Security Questionnaire to be completed by the managing unit and reviewed by the ASSC; a security assessment by UNCG ITS is often warranted.
  2. Stewardship and custodianship of data brought into or created within the LMS application will be the responsibility of steward(s) and custodian(s) defined under UNCG's emerging Data Governance Program.

LMS Use, Operations and Security

  1. All users of LMS must authenticate with unique user credentials. To the extent possible, authentication should leverage UNCG provided authentication services; otherwise, authentication should be in adherence with UNCG standards for separate and secure login and password data.
  2. All users of LMS must adhere to the Acceptable Use of Computing and Electronic Resources Policy.
  3. All users of LMS must not use the system for purposes other than University-affiliated activities.
  4. The University is not responsible for the accuracy, integrity, and/or legality of the content uploaded to LMS.

User management and access

  1. All users of LMS must access the system through a designated account.
  2. The managing unit(s) of the system shall disable access or remove users for inappropriate behavior, per the University's Acceptable Use of Computing and Electronic Resources policy and other policies that define appropriate conduct for University employees and students.

Access to LMS

  1. LMS managing unit shall restrict course accounts and individual file uploads to a size that permits archiving.
  2. Courses shall be retained on LMS for two academic years.
  3. The managing unit does not have responsibility for reviewing course content.
  4. The managing unit shall remove illegal content or content that is in violation of University policies or contractual agreements from a course account if requested by the instructor of record or other appropriate University official.
  5. Banner is the sole repository of official course grades and rosters. While roster and gradebook information in LMS is confidential, LMS is not the official record of course grades and rosters.

Organization management and access

  1. University faculty, academic and administrative units, and student organizations may request organization accounts.
  2. Organization accounts must be related to official University business or activities.
  3. Organization accounts for students must be approved by the Division of Student Affairs.
  4. The total number of organization accounts shall be restricted to allow for the adequate functioning of the system.
  5. The managing unit(s) shall remove illegal content or content that is in violation of University policies or contractual agreements from an organizational account by request of the organization leader or other appropriate University official.

Content management and access

  1. Delivery and access to copyright materials in LMS must adhere to guidelines set forth in the University's Copyright Ownership and Use Policy.
  2. The University is not responsible for content linked from LMS to external web sites.

Support and Training

  1. The managing unit shall designate technical support to assist with LMS support and training for faculty and students.
  2. The managing unit(s) shall support leaders of organization accounts.

System Maintenance, Outages, Upgrades

  1. The managing unit(s) shall notify users of any planned outages of LMS. Notification of any unplanned outages shall be at the discretion of the managing unit(s). The level of notice for planned outages will be determined by the estimated downtime of the system.
  2. Faculty should consider planned outages when scheduling assignments and tests, and unplanned outages when such outages interfere with the timely completion of student coursework.
  3. The managing unit(s) shall be responsible for deploying new features to LMS.

Enforcement

The managing unit will enforce and establish standards, procedures, and protocols in support of the policy.

ITS will enforce the Acceptable Use of Computing and Electronic Resources Policy and establish standards, procedures, and protocols in support of the policy. Users shall be notified of the Acceptable Use of Computing and Electronic Resources Policy upon initial request for University computing accounts.

Violations of this Acceptable Use of Computing and Electronic Resources Policy may result in suspension or termination of access to computing accounts, the network and networked resources, and/or other University-owned technology devices.

  1. Any violation of this policy by a University student is subject to the Student Code of Conduct in the student handbook.
  2. Any violation of this policy by faculty and staff is "misconduct" under EPA policies (faculty and EPA non-faculty) and "unacceptable personal conduct" under SPA policies, including any appeal rights stated therein.
  3. Violations of law may also be referred for criminal or civil prosecution.

The managing unit has the authority to remove or disable access to LMS without notification in the event of law violation or systems compromise involving restricted data as defined by the Data Classification Policy.

Review

The Provost's Office will periodically review this policy.

Exceptions

Exceptions to this policy may be requested in writing, summarizing the nature and the reason for the exception.

Such requests will be directed to the Provost’s Office.

Related University Policies and Web Sites

Contact

Comments or questions? Email the Policy Administrator.