Table of Contents

OD Updates Process

Jason Carroll Updated by Jason Carroll

Introduction

This document describes the process for updating the OD lessons of courses that have been updated.

For the OD update process, depending on the extent of the updates, you will either make your updates directly in the current -M and Live OD lessons (minimal updates), or, for extensive updates, you will create new OD “skeleton” lesson shells based on the updated course content in a new, dev shell with the naming convention: ABC101OD#-2024. No SISID should be entered.

In both scenarios of extensive or minimal updates, you will update the -M and Live lessons with new content on the date of the OD launch - date will be provided by the OD Admin, Kim Smith.

Initial Steps

For ALL updates, IDs should follow these initial steps:

Schedule a meeting with Michelle Wescott to discuss the updates.
  1. Bring the following answers to that meeting (Indicate which of the following updates occurred in the Parent course):
    1. New videos created with new Kaltura codes
    2. Videos updated - Kaltura codes remain the same
    3. Quiz questions changing
    4. BLG content changing
    5. Canvas text updated
    6. Course or module titles changed
    7. Current modules split/divided to create entirely new module(s)
    8. Content added to existing pages
    9. Content removed from existing pages
    10. Pages added in Canvas
    11. Pages removed in Canvas
    12. Other changes not listed above
    Based on the information provided in this meeting, Michelle will determine whether you have extensive or minimal edits and how you should proceed. There is no way for you to determine this on your own, so DO NOT skip this step.
  2. After the meeting, Michelle will direct the OD Administrator (Kim Smith) to add your lessons to the OD Updates tracking spreadsheet.
  3. Once your lessons are added to the OD Updates tracking spreadsheet (Kim will notify you), go into the spreadsheet and do the following:
    1. Review the current parent course title, lesson (child) title, lesson description, lesson objectives and duration - if any of these have changed, strike through the current content and add the updated content in the affected field. 
    2. Indicate via checkbox any changes to quiz, video, and canvas text (beyond fixing typos)
    3. Indicate what date your content will be ready to launch. Readiness is determined by when the updated Parent content will be through QA AND all new OD content has been written (Quizzes and BLG content if that is a planned update)
  4. Access the original OD conversion notes tab or worksheet (DO NOT skip this step) - or create a new tab or worksheet - and indicate the following:
    1. Indicate any changes to parent course and/or lesson title, objectives, and duration.
    2. List each page upon which a change will be made and what the change is (this should be in general, such as “animations updated” or “Canvas video text updated”)
    3. Indicate any changes to the existing OD quiz questions.
    NOTE: If quizzes need to be updated, you must retain the original question format and structure. 

    1. For example, if the original Question 1 is a multiple choice question with answer A as the correct answer and answers B-E as incorrect answers, your new question must also be multiple choice with the correct answer as A and the incorrect answers as B-E.

    2. If the original Question 1 is a multiple response question with answers A and C as the correct answers and answers B, D and E as incorrect answers, your new question must also be a multiple response question with answers A and C as the correct answers and answers B, D and E as incorrect answers.
    1. Download and indicate the need for updating the existing BLG:
      1. BLG can be downloaded using this link structure: https://ecornell.s3.amazonaws.com/content/On-Demand/BLGs/COURSECODEODX.pdf, where you replace the bolded COURSECODE with the actual course code and the bolded X with the OD number as in this example: https://ecornell.s3.amazonaws.com/content/On-Demand/BLGs/CTECH101OD1.pdf
      2. You will need to update the existing BLG if:
        1. BLG is NOT in the current BLG style (if you are not aware of what BLG currently look like, ask your IDA or Kim Smith)
        2. You have changes to the content of the current BLG - indicate your updates in the OD conversion notes tab or document just as you would when writing original OD BLG content.

If Changes are Minimal

If Michelle has indicated that your changes are minimal and the ID has completed the steps above, AND the Parent (short course -M) content is through QA, the IDA should complete the following steps:

  1. Ask Kim Smith for the launch date to add to your calendar.
  2. If your BLG needs to be updated, use InCopy and work with CSG to generate new BLG PDFs - these CANNOT be uploaded to S3 until the date provided by Kim Smith (see Step 7).
  3. On the date provided by Kim Smith, update the current -M OD lesson(s) as directed in the Conversion spreadsheet or document completed by the ID.
  4. If there have been text changes beyond minimal corrections of typos, you will need new transcripts. Connect with Kim Smith to create a new transcript.
  5. Once you have a new transcript, update the current Live OD lesson(s) as directed in the Conversion spreadsheet or document completed by the ID.
  6. Via Wrike, notify Kim Smith that updates are complete.
  7. If your BLG was updated, on the date provided by Kim Smith, notify CSG to upload the new BLG to S3, overwriting the current BLG.

If Changes are Extensive

If Michelle has indicated that your changes are extensive and the ID has completed the ID steps above AND the Parent (short course -M) content is through QA, the IDA should complete the following steps:

1. Update BLG PDFs with InCopy

If your BLG needs to be updated, use InCopy and work with CSG to generate new BLG PDFs - these CANNOT be uploaded to S3 until the date provided by Kim Smith (see Step 8).

2. Follow the Dev OD Lesson Naming Convention

Create Dev OD Lessons with the only outlier being the naming convention (a) below:

  1. In the Course Code field, enter the original course code and add ODxDEV20YY to the end.
    1. The x will become the module number from the parent course.
    2. The YY will become the year the lesson is being created.
3. Import Content from Updated Course Modules
  1. Return to the first OD lesson. Click Settings in the left navigation bar.
  2. Click Import Course Content from the right navigation bar
  3. Under Import Content, click the arrow for the dropdown menu.
  4. Select Copy a Canvas Course.
  5. In the Search for a Course field, enter the course name or course code for the original master course that you are working on. For example, if you are working on SLN574OD1DEV2024, you will search for SLN574-M.
  6. Select the master course from the search results.
  7. Select the radio button for Select specific content.
  8. Click Import.
  9. Under Current Jobs, click Select Content. In the pop up window, click the dropdown arrow next to Modules.
  10. From the dropdown, click the checkbox next to the module that corresponds to the lesson you are in. For example, if you are in SLN574OD1, click the checkbox for Module 1. Click Select Content.
  11. Once the processing runs and returns a status of Completed, click Modules in the left navigation menu to view all of the modules in the course. Verify that the correct content has been imported (the title of the module and the title of the lesson should match).
  12. Repeat a-k above for every lesson you’ve been assigned.
4. Update lessons
  1. While in Modules view, click the ellipses next to the module name.
  2. Select Edit.
  3. Remove the “Module #: “ from the module name. Click Update Module.
NOTE: If you're bringing in a module from a course with the new course project format, you may also need to remove any existing requirements from the module.
  1. Click Assignments in the left navigation bar.
  2. Move any assignments and/or Discussions from the "Imported Assignments" group to the standard "Assignments" group above. Once everything is moved, delete the empty "Imported Assignments" group.
Note: Leave SIS ID field blank. Do not Publish the lesson as it is just the OD update dev shell.
  1. Remove the following unnecessary pages:
    1. Module Introduction
    2. Course Exit Survey
    3. Thank You and Farewell pages
    4. Stay Connected pages
    5. Discussion pages
    6. Course Project pages
      NOTE: Ensure that you remove the pages entirely from Pages view. If you remove a page from Modules view, it will remove the page from the module list, but not from the lesson itself.
  2. Remove the OD lesson quiz template, as you will be using/modifying the quiz in the existing OD lessons.
    1. Click Quizzes.
    2. Unpublish the Lesson Quiz. 
    3. Click on the three dots menu, and click Delete.
5. Populate Homepage Content
  1. Open the OD update conversion notes.
  2. In another tab, open the lesson you created. Begin filling in the homepage content as follows.
  3. If the ID has indicated that the Lesson objectives have changed, populate the lesson objectives in the dev lesson:
    1. Copy and paste the Learning Objectives (LOs) from the OD conversion notes. If there are more than two learning objectives, press Enter to create a new bullet.
  4. Populate "Includes" section:
    1. Open the Modules view in a different window.
    2. Count each different page type.
    3. For video pages, check each video page to identify any multi-video pages. Each video should be counted, not just each page. For example, there may be 4 video pages listed in the Modules view, but two pages have two videos each, so you would identify 6 videos in the Home Page list.
    4. Add the appropriate number of each page/video to the appropriate tag.
    5. Remove the tags for any page types that are not included in the lesson.
    6. Click Save.
  5. Embed the Banner Image: You will reuse the banner image from the existing OD lesson in your updated OD lesson.
    1. While on the Homepage, click Edit.
    2. Edit the template banner image S3 link to point to the banner image of the existing course. 
      For example, if you are building SLN574OD1DEV2024, then edit the banner image S3 link to read: https://s3.amazonaws.com/ecornell/content/On-Demand/Homepages/Banners/SLN574OD1_homepage-banner_v1.jpg
6. Configure Lesson Duration, Author Information, and Headshot Section
  1. On the lesson homepage, click Edit. From the dropdown menu, select < / > HTML view.
  2. Navigate to the <div class="length"> code block. Enter the appropriate lesson duration inside of this div in the following format, using an example of a lesson that is 60 minutes in duration.
  3. Navigate to the <div class="author"> code block. Enter the appropriate faculty information in the placeholder texts within the code. 
    This information can be pulled from the -M version of the course, or the code can be copied directly from the existing OD lesson shell. Confirm that there have been no changes to the author's information or headshot before doing so.
  4. Set Start Button URL per regular process.
  5. Reformat Wrap-up per regular process.
7. Send Lesson to QA
  1. Prepare the lesson for QA by adding the Test Student per regular process.
  2. Assign to Lucienne Tompkins for CE/QA per regular process.
  3. When CE/QA is complete, assign it to Kimberlee Smith. to organize the creation of new lesson transcripts, which can be added into the updated OD lesson dev shell per regular process.
8. Prepare for Launch
  1. Ask Kim Smith for the launch date to add to your calendar.
  2. If your BLG was updated, on the date provided by Kim Smith, notify CSG to upload the new BLG to S3, overwriting the current BLG.
9. No Action Needed for Existing -M Lesson
You will do nothing to the existing -M lesson. Your new DEV OD lesson will become the new -M and the existing will be archived during the OD launch QA process. You need to take NO ACTION.
10. Update the current Live OD lesson
THIS CAN ONLY BE DONE ON THE DATE PROVIDED BY KIM SMITH
  1. Update pages:
    1. Navigate to the ABC123ODx live lesson via the Canvas Search Page
    2. Live lessons will have fully numeric SIS IDs. You will know you have the correct Live lesson if its title matches the title of your new Dev or of the existing -M (if you’ve changed the Dev lesson title).
    3. Click Pages > View All Pages.
    4. Unpublish and delete all pages in the course EXCEPT THE QUIZ. You will not be able to delete the Homepage, so leave that for now.
    5. Click Settings > Import Course Content.
    6. Under the Content Type menu, select Copy a Canvas Course.
    7. In Search for a course, enter ABC123ODxDEV20YY to find your OD update dev shell.
    8. Under Content, click the Select specific content radio button.
    9. Click Import.
    10. Scroll down to Current Jobs, and click the Select Content button.
    11. Click the arrow beside Modules, and click the check box beside the updated OD module you wish to import.
    12. Click the arrow beside Pages, and click the check box beside the Homepage.
      NOTE: If the course has ATEs with the most recent build, also click the box beside Meet the Experts page.
    13. Click Modules and confirm that your new module imported, and delete any extra modules (but not the files under them…)
  2. Update Assignments:
    1. Click Assignments and clear out any extra assignments modules besides the one that says Assignments and has the existing Lesson Quiz in it.
    2. Check Quizzes and delete any imported quiz but NOT the existing Lesson Quiz (you will know it is the quiz that has already been taken because the option to Unpublish it will be grayed-out.)
    3. Add the existing Lesson Quiz into your imported module. Click + > Quiz > Lesson Quiz. Drag the Lesson Quiz to be right above the Lesson Wrap-Up.
    4. Click Assignments and clear out any extra assignments modules besides the one that says Assignments and has the existing Lesson Quiz in it.
  3. Update Home Page:
    1. Click Pages > View All Pages.
    2. You will now see there are two Homepages. (1) Make the updated Homepage you imported the official Front Page. Click the three dot menu on its row, and click Use as Front Page. (2) Unpublish and then delete the old Homepage.
    3. Click Files. Delete any existing lesson transcript files.
    4. Navigate to the ABC123ODxDEV20YY lesson, and download the updated lesson transcript files. Upload them in the Files section of the ABC123ODx-M shell.
    5. In Files view, right-click on the PDF version of the updated lesson transcript and click Copy Link Address. 
    6. Go to the lesson Home Page. Click Edit. From the editing view, click on the course transcript link and select Link Options. Replace the existing link with the link you copied from Files view in the previous step.
    7. Click Modules > + > and select File from the Add menu. Click the PDF version of the updated lesson transcript and then click Add Item.
    8. Rename the item you just added to the module to Lesson Transcript.
  4. Update Lesson title, if necessary:
    1. Check Conversion notes to see if  the lesson title has changed.
    2. If the lesson title has changed, click Settings, and revise the Name of the lesson.
  5. Update current quiz:
    When writing the new quiz questions, the ID should have adhered to the current quiz structure and format in the conversion notes. If the ID did not, connect with the ID or IDD and DO NOT MAKE ANY CHANGES TO THE QUIZ.
    If the ID adhered to the current quiz structure, edit each quiz question individually:
    1. Multiple choice question → Multiple choice question
      1. Change the text of the current question to the text of the new question.
      2. Change the text in the current Correct Answer to the text of the new Correct Answer
      3. Change the text in the current Possible Answers to the text of the new Possible Answers
      4. Change text of all feedback to the new feedback
      5. Click Update Question
    2. Multiple response question → Multiple response question
      1. Change the text of the current question to the text of the new question.
      2. Change the text in the current Correct Answers to the text of the new Correct Answers
      3. Change the text in the current Possible Answers to the text of the new Possible Answers
      4. Change text of all feedback to the new feedback
      5. Click Update Question
    3. If a Regrade Options box appears, select Update question without regrading.
    4. Click Save.
11. Tag OD Team in Wrike for Live Lesson Updates
  1. In Wrike, tag the OD team (Kim Smith and Lucienne Tompkins) and indicate that you have updated the Live lessons.

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5. On-Demand Conversion - Wrike Task Definitions

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