Distance Education Policy : 2:05:00:00

Responsible Executive: Executive Vice President for Academic Affairs

I. PURPOSE

The purpose of this policy is to describe the procedures and guidelines for implementing, maintaining, and evaluating distance education courses at Motlow State Community College (Motlow State).

II. DEFINITIONS

Distance Education
1. As defined by Tennessee Board of Regents (TBR) Policy 2.05.00.00, “distance education describes a multimedia method of instructional delivery that can include a mix of online (web-based) instruction, streaming video conferencing, face-to-face classroom time, television, telephone, radio, computers or interactive video, or other combinations of electronic and traditional educational models using present and future/or electronic and telecommunication technology.”
2. For purposes of this policy, Motlow State embraces the TBR definition of distance education (Policy 2.05.00.00), as well as that of the Southern Association of Colleges and Schools, Commission on Colleges (SACSCOC), “distance education is a formal education process in which the majority of the instruction (interaction between students and instructors and among students) in a course occurs when students and instructors are not in the same place. Instruction may be synchronous or asynchronous. A distance education course may use the internet; one-way and two-way transmissions through open broadcast, closed circuit, cable, microwave, broadband lines, fiber optics, satellite, or wireless communications devices; audio conferencing; or other digital media if used as part of the distance education course or program.”
3. Synchronous instruction shall be defined as instruction requiring the simultaneous participation of all students and instructors. It is referred to as “real-time instruction,” (i.e., it provides for direct and immediate interaction between students and teachers). Such instruction may use online resources like chat rooms, web conferencing, etc. that can eliminate certain place-bound classroom constraints, but such instruction does not eliminate time-bound constraints.
4. Asynchronous instruction shall be defined as instruction that does not require the simultaneous participation of all students and instructors. It is based on student self-paced study combined with online resources such as threaded discussions, streaming video, individual email and listservs, voice boards, etc., to facilitate information sharing between students and instructors. Asynchronous instruction is not constrained by place or time.
Types of Courses
1. Online Course: An asynchronous course conducted online via the internet; no on-ground instruction, no on-ground classroom time (labs conducted online or in person); may utilize online or in-person proctored testing.
2. Hybrid Course: A course that combines synchronous and/or asynchronous online instruction with traditional on-ground face-to-face instruction. For purposes of additional compensation to develop, the course must be deemed a substantive change by the Executive Vice President for Academic Affairs (EVPAA). To be considered for a hybrid designation, the course content must be at least 50% online.
3. TN eCampus Course: A course conducted online via the internet; no on-ground instruction, no on-ground classroom time (labs conducted online or in person); courses are identified with a prefix of RXX in the class schedule; may utilize online or proctored testing.
4. Interactive Television (ITV) Course: Students attend class in classroom or off-campus classroom location. Students communicate with each other and the instructor in a fully interactive, real-time classroom through both the internet or television monitors, video cameras, microphones, and or supplemental technology; may utilize online, in-person or proctored testing.
5. Desktop Videoconferencing Course (DVC): A synchronous course conducted online via desktop videoconferencing, no on-ground classroom time (labs conducted online or in person); may utilize online or proctored testing.
Distance Education and Intellectual Property
1. Ownership of course materials will reflect Federal Law 17 U.S.C. and TBR Policy 2.05.00.00.
2. As outlined in TBR Policy 5.01.06.00:
  1. “Intellectual property developed by persons to whom this policy applies shall be the sole and exclusive property of the TBR Institution with which the person is associated if the subject intellectual property is;
    1. Developed within the person’s scope of employment with the institution;
    2. Developed in the course of a project sponsored by the institution;
    3. Developed with the significant use of the institution’s facilities, services, or equipment (personal office space, libraries, and the hereafter, the author’s personal computer provided by the Institution excluded); or
    4. Developed in the course of a project arranged, administered, or controlled by the institution and sponsored by persons, agencies, or organizations external to the Institution, absent prior written agreement to the contrary.
      
      (a) With respect to students, use of resources or facilities typically available to students in their educational activities shall not be considered ‘significant’.”

III. GUIDELINES FOR COURSE DELIVERY, STRUCTURE, AND SCHEDULING

Policy Alignment for Online Instruction
1. Motlow State Community College does not develop new online courses for the Motlow inventory; rather, the college offers existing, approved courses through online modalities in alignment with curricular standards and governance processes overseen by the Academic Affairs Committee. See the “Course Development and/or Curriculum Change Policy” (2:10:02:00).
2. The purpose of the Distance Education Policy is not to duplicate or override the institution's established course development and approval procedures. Rather, it provides a complementary framework of guidelines and expectations to support the effective and consistent delivery of online instruction across all departments.
3. In addition to the expectations outlined below, master course shells should align with all relevant academic policies including Motlow State Policies 2:10:01:00, 2:10:02:00, the “Motlow State Course Guidelines” and other applicable policies and guidelines.
Purpose and Design of Master Shells
1. Online instruction at Motlow is designed to expand access for students and faculty who may not be able to participate in on-campus learning due to scheduling, geographic, or personal constraints. To support this mission, the College maintains master course shells that ensure instructional quality, consistency, and readiness across multiple sections of online courses.
2. Master shells should present course content, assessments, and instructional materials in a clear and consistent format that is easily understood by faculty credentialed and approved to teach the course. Shells should be designed so that any credentialed faculty member approved by the department dean can assume instructional responsibilities with minimal onboarding or the need for extensive independent review. This approach supports instructional continuity in the event of last-minute assignments or unexpected staffing changes and supports the needs of adjunct faculty who are hired on short notice, as well as full-time faculty reassigned unexpectedly.
Expectations and Guidelines for Online Course Delivery and Cloning

1. With department dean guidance, each department may determine if deviation from the master shell is permitted. Departments may allow full-time faculty to modify master course shells at their discretion, provided that all approved Student Learning Outcomes (SLOs) are preserved and that departmental norms regarding textbooks, assessments, and the breadth and depth of course content are upheld. Instructors deviating from the master copy are responsible for updating the syllabus, schedule, materials, assessments, and related components accordingly. They also assume full responsibility for ensuring compliance with accessibility and copyright standards. Master shells will be automatically loaded for part-time faculty.
2. Master course shells should be fully prepared and available for cloning 14 calendar days prior to the course start date, though department deans may determine an earlier deadline at their discretion. Authors should notify their department dean or designee once the shell is complete and ready for cloning.
3. Full-time faculty members requiring cloning of the master shell should notify their department dean or designee no later than 10 calendar days before the course start date.
4. Department deans or designees should submit a list of Course Reference Numbers (CRNs) requiring master shell cloning to the Office of Academic Technology no later than 10 calendar days prior to the course start date.
5. All master shells should follow the Motlow Common Course Design framework, ensuring consistency, usability, and alignment with departmental standards (See Appendix 3)

D. Faculty Load and Online Course Assignments

1. The teaching load for all Motlow State full-time faculty is 15 semester credit hours per term or 30 semester credit hours per academic year, as described in Motlow State 5:10:00:00.
2. Motlow State distance education courses calculate the same as all other college courses when determining faculty load and teaching assignments (Note: At the discretion of the appropriate dean, TN eCampus courses may be utilized in establishing a faculty member’s required load and teaching assignment.)

E. Scheduling and Staffing of Distance Education Courses

1. When scheduling distance education courses, the academic deans, in consultation with department leads, shall determine faculty assignments after considering the WMHAs and current course author load. Remaining courses that are not assigned an instructor are then assigned using the following criteria: completion of necessary training courses/materials, department lead/dean recommendation, seniority, rank, online teaching experience, evaluations, and administrative responsibilities.
2. In addition to providing the required Online Teaching, Developer, and Refresher training, the Executive Director of Academic Technology shall also serve as the “online teaching resource center,” assisting faculty with developing and teaching online courses. Additionally, the Office of Academic Technology shall also provide the training and assistance as is necessary to ensure that course authors and instructors can effectively utilize all system tools and capabilities.
3. Enrollment limits are established by the EVPAA, after consulting with the course author and department lead/dean.
4. The criteria used to determine class size/limits shall be the same as that used for a comparable non-distance education course. However, special concern should be given to those considerations’ peculiar to an online course, i.e., available technical support, amount of time required to communicate with students, testing procedures and support, etc.
5. The class size/limits for an online course shall be reviewed as part of the routine curriculum review process of the appropriate discipline group and division.

F. Purchasing a Distance Education Course from an External Course

1. Definition: “Purchasing a Distance Education Course from an External Source” is to purchase from an individual or business a personally or commercially produced Distance Education course, and/or parts of portions thereof, to be offered and included within the institution’s existing Inventory of Courses. (“Purchasing from an External Source” may include purchasing a copyrighted course, and/or parts or portions thereof, from a Motlow State faculty/staff member as defined under Federal Law 17 U.S.C. and TBR Policy 5.01.06.00.)
2. A request to purchase a Distance Education Course from an external source for a course not currently existing in the college’s inventory of Courses, shall be submitted in accordance with the procedures outlined in outlined in Motlow Policy 2:10:01:00.
3. A request to purchase a Distance Education course from an external source for a course that currently exists in the college’s Inventory of Courses, shall be submitted in accordance with the procedures in Motlow Policy XXXXXXXXX.
4. A Distance Education Course purchased from an external source shall be in accordance with TBR Guideline G-030 and Policy 4.02.10.00, and applicable Motlow State purchasing and contracting procedures/policies.

a. Predicated on the final approval to use an externally produced Distance Education Course, the appropriate division shall submit the necessary requisition to the Business Office.

b. Once the requisition is approved, the division will coordinate with the Business Office to ensure that the appropriate contract is completed.

5. In those instances where an individual or a business solicits to sell copyrighted Distance Education Courses (and/or parts or portions thereof) to the institution, the EVPAA shall serve as the institutional “Authorized Officer” point-of-contact.

a. The EVPAA shall receive the copyrighted material and present the material to the department lead/dean for review.

b. The department lead/dean shall investigate the validity and need for the course within their department.

c. In the event that the department decides to utilize the provided distance education material, a request will be initiated in accordance with Motlow Policy XXXXXXXXX.

G. TN eCampus Online Degree Program – Information pertaining to the TN eCampus Degree Program of the Regents Online Campus Collaborative is provided here: https://tnecampus.org/

IV. FACULTY ROLES, QUALIFICATIONS, TRAINING, AND RESPONSIBILITIES

Faculty Roles and Qualifications for Online Instruction
1. Faculty at Motlow State assume primary responsibility for and exercise oversight over distance education instruction, ensuring the rigor of courses, curriculum and the quality of instruction. Instructional design for distance learning classes should utilize best practices, reflect quality standards, and provide for an accessible and navigable environment and learning experience for students.
2. Faculty teaching online courses shall possess the same academic or teaching credentials/qualifications as those prescribed by the SACSCOC Faculty Credentialing Manual, and Motlow State Policy 5:02:02:30.
Training Requirements for Online Instruction
1. The Office of Academic Technology will ensure the proper and adequate training of distance education faculty. The Office of Academic Technology is responsible for developing, scheduling, and conducting all required Online Teaching, Developer, and Refresher training. Training sessions may be offered on ground and/or online.
2. The author must complete the required Developer or Refresher training or have the training waived by the department dean—before payment for a WMHA is initiated. Completion of training is confirmed and tracked through the Quality Assurance Review rubric (Appendix 4), which also initiates payment.
3. All faculty assigned to teach an online course—including those who have completed Developer or Refresher training, will complete regular Online Teacher Training. This training should ideally be completed prior to a course start date but may be completed within a reasonable amount of time after the start date with approval of the department dean.
4. The Office of Academic Technology is responsible for developing, administering, and maintaining records of training. The office will notify both department deans and faculty members when training is due.
5. New or renewed Work Made for Hire (WMHA) contracts include either Developer or Refresher training along with satisfactory completion of the Quality Assurance Review process outlined in V. B. below (also see Appendix 4). Completion of the Quality Assurance Review process serves to initiate payment under Development and Redevelopment agreements and for the initial installment of payment under Maintenance agreements.
6. The department dean may require or waive training requirements in cases of special circumstances or when equivalent training was completed within the past two years of a WMHA start date.
Response Time and Other General Guidelines
1. Each distance education course must provide for interaction and timely feedback between students and faculty member(s) teaching the class. Faculty are required to respond to student inquiries in a timely fashion (48 hours, excluding weekends and holidays).
2. Other general guidelines related to course design and delivery are provided in the “Guidelines for Online and Hybrid Courses” (Appendix 2).

V. WMHA PROCESSES, APPROVALS, AND COMPENSATION FOR DEVELOPMENT, REDEVELOPMENT, AND MAINTENENCE

WMHA Proposal and Initial Approval Process
1. Prior to applying for a WMHA to develop or redevelop a master shell for a course, the author must first obtain approval to proceed from the department dean and the EVPAA
2. The author, department lead, and department dean shall discuss the need for and feasibility of the proposed WMHA.
3. If the dean approves, the author submits a formal rationale for the WMHA to the department dean and department lead.
4. The department lead forwards the justification to the department faculty seeking approval.
5. If approved, the department lead helps the author submit the dynamic Approval Request form (See Appendix 7). The Approval Request submission includes the author’s rationale for the course and the documented support of the department faculty. The request moves from the department dean to the VPAA to the EVPAA for approval.
6. If approved, the Office of Academic Technology initiates the Course Development or Redevelopment WMHA.
7. If the course is not fully developed before the WMHA expires, the agreement may be renewed after expiration.
8. The author retains the first right of refusal for the associated Course Maintenance WMHA.
Quality Assurance Review Process
1. Once the course is ready for review, the author notifies the department dean and the department lead, who assist the author with the Quality Assurance Review and Approval Workflow Form (Appendix 4). The review then proceeds sequentially through the designated reviewers: the Executive Director of Academic Technology, the department lead, and the department dean. Each reviewer must complete their section using the rubric checklist, providing constructive feedback where needed.
2. During the review process, the Executive Director of Academic Technology or the department dean may select “Not Approved” to end the review when items in Sections 2-4 need attention, returning the form to the author for revisions. Completed sections remain locked, and once revisions are made, the review resumes with the same reviewer without repeating prior approvals.
3. The department lead reviews the course on behalf of the department faculty. Before completing the rubric, the lead will gather input from faculty who have also reviewed the course using the same rubric.
4. When completing their section, the department dean will consider any “No” responses from section 3 when determining final approval.
5. Upon successful completion of all required sections and approvals, the form will route to the Office of Academic Affairs to initiate payment.
6. Master copies should be reviewed once per associated Work Made for Hire Agreement (WMHA). If the course has already undergone review using this rubric within the past two years—or if other special circumstances apply—the department dean may waive the review. If waived, the dean will notify the author, the department lead, and the Executive Director of Academic Technology before the review process begins. Once the department dean selects the "Waived" option in Section 4, the form will route to the Office of Academic Affairs for payment processing.
7. Whether waived or fully approved, completion of this Quality Assurance Review confirms that the course meets all applicable institutional standards and has satisfied the review requirements associated with the current WMHA.
WMHA Responsibilities and Compensation
1. Once a faculty member has developed or redeveloped and delivered a distance education course shell to the institution and successfully completed the Quality Assurance Review, the faculty member shall be compensated for such work at the rate of $700 per credit hour.
2. Because WMHAs for course development or redevelopment are fulfilled upon delivery of the completed course shell and issuance of payment, there is neither a requirement to maintain the course shell nor to teach the course associated with a WMHA for Development or Redevelopment.
3. Authors under WMHAs for course maintenance have the right to teach at least one (1) section of the course when it is offered for three (3) years. The maintainer is required to revise the course if needed to maintain academic standards for three (3) years and to have the master shell ready for use each semester the course is offered at the rate of $100 per year.
4. The Executive Director of Academic Technology shall be responsible for ensuring the appropriate development, redevelopment and/or maintenance WMHA is prepared as prescribed in Appendix 1. Additionally, the Office of Academic Technology will notify the author and department dean when a WMHA nears expiration.
5. The Executive Director of Academic Technology is also responsible for ensuring that the faculty member(s) involved receives the appropriate fiscal compensation as prescribed in the applicable WMHA.
Faculty Compensation for Interactive Television Courses
1. No redistributed time or financial compensation will be provided for the development of ITV courses. However, since faculty have the option to periodically conduct an ITV course from any one of the individual teaching locations to which the course is being transmitted, compensation to cover travel expenses may be requested (Requests for travel pay should be submitted in accordance with current TBR and Motlow State policies).
2. Enrollment limits are determined by the EVPAA after consulting with the appropriate department lead/dean.
3. Ownership of course materials will reflect Federal Law 17 U.S.C. and TBR Policy 2:05:00:00.
Hybrid Courses
1. The process for obtaining initial approval for course development or redevelopment of a hybrid course is the same for that of an online course as described in V. A. above.
2. Authors under WMHAs for development or redevelopment of a hybrid course are not required to maintain or teach the course while under the WMHA.
3. Authors under WMHAs for course maintenance of a hybrid course have the right to teach at least one (1) section of the course when it is offered for three (3) years. The maintainer is required to revise the course if needed to maintain academic standards for three (3) years and to have the master shell ready for each semester the course is offered at the rate of $100 per year.
4. The Executive Director of Academic Technology shall be responsible for ensuring the appropriate development and/or maintenance WMHA is prepared as prescribed in Appendix 1.
5. The Executive Director of Academic Technology is also responsible for ensuring that the faculty member(s) involved receives the appropriate fiscal compensation as prescribed in the applicable WMHA.
6. Enrollment limits are established by the EVPAA, after consulting with the course developer and the appropriate department lead/dean.
7. Ownership of course materials will reflect Federal Law 17 U.S.C. and TBR Policy 2.05.00.00.
Accelerated Courses
1. Faculty members developing accelerated online course from an existing online course shall be compensated at the flat rate of $700 per course.
2. Faculty members developing a new accelerated online course shall be compensated at the rate of $700 per credit hour.

VI. FACULTY AND COURSE EVALUATION

Faculty Evaluations – Faculty teaching distance education courses shall be evaluated in accordance with the existing Motlow State faculty evaluation system.
Course Assessment and Evaluation
1. Online Courses – For purposes of this section, online courses are to be interpreted as either online or hybrid.
  1. The content of a distance education course is the responsibility of the applicable department lead/dean and the faculty member(s) directly associated with developing, maintaining and/or teaching the course(s). Assessing the quality and effectiveness of a distance education course is a joint responsibility of the appropriate department faculty, lead, dean, and the Executive Director of Academic Technology.
  2. Courses undergo Quality Assurance Reviews once per WMHA unless waived by the department dean for special circumstances or because the course has been reviewed via the Quality Assurance rubric (Appendix 4) within the past two years of the WMHA starting date.
2. Courses shall be assessed in accordance with the standards and best practices described in Appendix 2 and 4.
3. Course Syllabus – The course syllabus contained within each online course, shall serve as both the course syllabus and course outline, as required by Motlow State Policy 2:10:01:00.
  1. As required by the policy, each online course syllabus shall be reviewed annually by the course author and corrected/updated as required.
4. Student Online Course Evaluation
  1. Every online course offered by the institution will undergo a student online course evaluation each time it is conducted during the regular fall and spring semesters.
  2. The Executive Director of Academic Technology shall be responsible for the student course evaluation instrument.
  3. The results of each evaluation shall be tabulated and made available to the appropriate course author, department lead, and appropriate dean.
  4. As required, the appropriate department lead and/or dean shall ensure that any corrective actions and/or course improvements are completed as necessary.
  5. If substantive changes are made to a course as the result of student course evaluations, then the course author, shall complete and submit to the department lead/dean and the Executive Director of Academic Technology, a Motlow State Quality Assurance Survey for Online Courses, noting under remarks and and/or all changes implemented.
5. Interactive Television (ITV) Courses
  1. The content, quality, and effectiveness of each ITV course shall be the primary responsibility of the applicable department lead/dean and the faculty member(s) directly associated with developing and/or teaching the course(s).
  2. Online Program Assessment and Evaluation – For purposes of this policy, an online program shall be defined as a two-year Associate of Science/Art degree, a two-year Associate of Applied Science degree and/or a certificate program that is expressly identified and marketed by the college as being “online,” and includes a curriculum that consists primarily of online courses. The programs of study will incorporate the same structure and composition of regular on-ground programs and shall satisfy all TBR and Motlow State semester credit hour requirements for the appropriate general education core and area of emphasis/concentration.
    1. The educational quality, adequacy, and effectiveness of each online program shall be the primary responsibility of the faculty, as directed by the appropriate department lead/dean, and as approved by the Executive Director of Academic Technology and the EVPAA.
    2. Each online program will be developed and implemented in accordance with this policy and TBR Policies 2.01.01.00, 2.01.00.00, 2.05.00.00, and TBR Guideline A-010.
      1. In addition to the normal documentation required to approve and develop an academic program of study, the appropriate department lead/dean will be required to complete a Motlow State Quality Assurance Survey for Online Programs as shown in Appendix 6. When completed, the survey form shall be sent to the Executive Director of Academic Technology and the EVPAA for review and approval. The form shall also accompany the documentation that is required to be submitted to the Academic Affairs Committee and the President for final program approval.
      2. The initial Motlow State Quality Assurance Survey for Online Programs shall then be retained on file by the Executive Director of Academic Technology for an indefinite period, or until such time as the program is terminated.
  3. As a minimum, each online program will be reviewed every three (3) years by the appropriate department faculty, and as directed by the applicable department lead/dean, to ensure the program’s adequacy in meeting the identified objectives, goals, and student outcomes.
  4. As part of the review process, the department lead/dean will complete a new Motlow State Quality Assurance Survey for Online Programs (Appendix 6).
  5. When completed, the survey form shall be sent to the Executive Director of Academic Technology and the EVPAA for review.
  6. The Motlow State Quality Assurance Survey for Online Programs shall be retained on file by the appropriate Executive Director of Academic Technology for an indefinite period, or until such time as the program is terminated.

Appendix

Appendix 1 Developer/Redeveloper WMHA

Appendix 2 Guidelines for Motlow Online and Hybrid Courses

Appendix 3 Motlow Common Course Design for General Education Master Course Shells

Appendix 4 Quality Assurance Review and Approval Workflow Form

Appendix 5 Approval Request for WMHA

Sources

TBR Policy 2.05.00.00, 4.02.10.00, 2.01.01.00, 2.01.00.00; 5.01.06.00; TBR Guideline A-010; TN eCampus Course Developer Manual; Motlow State Policy 2:10:02:00, 5:02:02:30, 5:10:00:00, 2:10:01:00.

Corresponding Policies

TBR Policies 5:01:02:00, 6:01:00:00, 6:02:00:00, and 6:03:00:00; TBR Guidelines P-080, P-110, P-111 and G-125.

History

Revised: October 1, 2014; editorial update July 14, 2016; August 12, 2020; editorial updates February 17, 2025; April 15, 2026

TBR Approval: TBD (Under Review)

Institutional Oversight Committee: April 17, 2026; May 15, 2026

President’s Cabinet Approved: editorial updates: August 12, 2025; June 2, 2026

Effective Date/Approved: August 14, 2020; August 12, 2025; June 2, 2026