WebLearn Virtual Learning Environment
Title of Service: WebLearn
Status of Document: This document describes the service provision of WebLearn for the period 20 July 2010 - 31 August 2011. This document is occasionally updated, for a list of changes please see the change log at the end of this document.
1. Introduction
1.1 WebLearn is the centrally-hosted Virtual Learning Environment (VLE) for Oxford University. For the period covered by this document the service consists of two systems: one powered by the Bodington software (which has been read-only since September 2011) and one powered by Sakai. For the purposes of this document the system based on Bodington will be referred to as the 'old system', conversely the system based on Sakai will be termed the 'new system'. 'WebLearn' will be used when referring to the general dual service.
1.2 This transitional SLD is aimed at outlining what will be provided by the host (Oxford University Computing Services, known as OUCS,) to any department, college, institution, or individual within Oxford University (the client) who wishes to use the system, and what is the responsibility of the client. OUCS has certain restrictions in terms of the amount of support and service it can offer (i.e. it is not funded to offer 24/7 cover). Furthermore, in keeping with the devolved nature of IT support within the University, this SLD emphasises that OUCS’s main role is the support of the central system, not the individual spaces allocated to individuals, faculties, colleges, and institutions.
1.3 The primary purpose of WebLearn is as a shared academic resource with tools focused on teaching and learning. All reasonable efforts will be undertaken to accommodate requests for usage; however, OUCS reserve the right to require the user to use another service where it is felt that these requests are outside the centrally funded facility.
1.4 The objective of the service, therefore, is to offer departments, colleges, and institutions a centrally-supported robust VLE.
1.1. IT Support
1.5 As with many services provided by OUCS, support is often provided through a combination of OUCS and local IT support (ITSS). As the overall WebLearn service provider, OUCS may always be contacted by users about any aspect of the service. The eLearning support SLD is a useful companion to this document.
1.6 This SLD indicates the primary support path for any given aspect of the WebLearn service. Primary support is generally provided by either OUCS or local IT support.
1.7 Where primary support is not expected to be provided by OUCS, and is, for example, the user's local ITSS then in many cases ITSS are able to instruct OUCS on behalf of the user. Users will generally be referred to OUCS for secondary support where primary support is provided by local IT support. In all cases, users may contact OUCS in the first instance about any aspect of the WebLearn service if they so choose. This may, for example, be the most efficient route to resolve most basic problems. In more complex cases OUCS may refer the user to their primary IT support or require the involvement of local IT support in order to resolve the issue.
2. Summary of OUCS’s responsibilities
The host’s responsibilities fall into six main areas:
- hosting and system administration;
- maintenance of the WebLearn service;
- development of the new WebLearn system;
- general training for the WebLearn service;
- providing tools to help with the migration of material from the old WebLearn system;
- user support for the WebLearn service;
2.1. Hours of Service
2.1 The service will endeavour to operate at all times.
2.2 Operator cover only runs from 9.00-5.00 on working days. If a serious fault is reported during these hours OUCS will commence investigation within one hour provided that no similar fault is already being handled by the same team.
2.2. Serviceability Targets
2.3 If a serious fault is reported outside of these hours, it will be investigated at the beginning of the next working day (no funding is allocated to cover outside of working hours). It is intended so far as possible to maintain the service of all components at all times.
2.3. Facilities
2.4 A free 'space' for any department, faculty, college, or institution will be provided in the form of an 'Administration Site' in the new WebLearn system. Members of an 'Administration Site' are able to create new sites. N.B. Requests from individuals for ‘spaces’ will not currently be accommodated unless:
- it is made through a department, college, or institution
- it is a cross-department course or activity (e.g. interdisciplinary modules or committees)
2.5 Space is not expected to be a delimiter on non-personal usage of WebLearn. The new system provides a default quota of 1GB which can be increased upon request providing system performance is not impacted; however, usage which is considered to be beyond 'fair use' (in light of the primary purpose of WebLearn, see: 1.3 and 1.4,) may be restricted and may result in the user being directed to an alternative service which is more suitable. In particular, WebLearn is not the place to store large research data sets, nor should it be used to store large documents or media files that are intended for public consumption or that will be restricted to a handful of users. (Large is considered to be of size greater than 250MB.)
2.6 All users have a personal ‘space’ known as 'My Workspace' (in the new WebLearn system). This is currently limited to 100MB.
2.7 Users are able to upload files of up to 60MB in size into the new system.
2.8 OUCS will maintain of the WebLearn user accounts (user-names and passwords), for those included in the Oxford Single Sign-On (SSO) service.
2.9 OUCS will maintain user affiliations based on data from OUCS, UAS and other sources.
2.10 OUCS will remove redundant external (ie non-Oxford SSO WebLearn) accounts when requested and when appropriate.
2.11 OUCS will maintain the WebLearn service at the top two hierarchical levels, ie, the front page and Divisional (or equivalent) sites / buildings.
2.12 All tools within the new WebLearn system are classified as either Primary or Secondary Tools, (see 2.21).
- Home
- Announcements
- Email Archive
- Forums
- Mailtool
- News
- Resources
- Schedule
- Search
- Site Info
- Site Members (nee Roster)
- Site Stats
- Web Content
- Assignments
- Polls
- Markbook (nee Gradebook)
- Drop Box
- Tests (formerly Tests, Tasks and Surveys)
- Tutorial Sign-up
- Profile
- Membership
- Worksite setup
- Preferences
- Account
The following are secondary tools that will only be made available upon request if there is a very good reason.
2.13 WebLearn relies upon a number of other OUCS services, the main ones are: IT Learning Programme, Message Submission (smtp.ox.ac.uk), Maintaining Security, Oak LDAP service, HFS, Registration Service and WebAuth Authentication System. Please refer to the individual SLDs for further information. WebLearn also relies upon a number of external services as part of its day to day operation, the main ones are Turnitin, Google Scholar and various Bodleian Library systems (such as SOLO, OLIS, OxLIP+ and OU e-Journals). We cannot guarantee the service level for these systems; please refer to the individual SLDs / SLAs for further information.
2.4. Resilience and Backup
2.14 A daily back-up of the systems, plus an archiving of it at regular intervals (1st and 10th week in term) on the HFS. Where practical to do so, we will attempt to retrieve deleted information to the best of our endeavours but cannot guarantee full recovery. Acting upon guidance supplied by the Proctors Office, back-ups and archives will be kept for a period of five years from the date of creation.
2.5. Migration of Content from Old System
2.15 Tools and training will be provided to users to enable content to be migrated from the old WebLearn system into the new system. OUCS advises users to take this opportunity to rationalise all their materials before migration. Guidance is available regarding how material should be organised within the new system. Facilities are provided to allow content from the following tools to be written to a ZIP file which can then be downloaded, modified and uploaded into the new system: Uploaded Files; EasyWriter; Structured Document; Web Document; Questionnaires; MCQs. In addition, Introduction and Description fields are stored within an HTML file and added to the ZIP file.
Content from the following will NOT be migrated: Peer Marker; Logbooks; Discussion Rooms; News-feeds; Pigeon Holes; Short Answer Papers; student responses, marks and feedback within Assessment Tools.
2.6. Hardware and Software Maintenance
2.16 Bug-fixing of the new system takes place wherever possible; certain bugs may need to await the application of patches sourced from the Sakai Foundation (http://sakaiproject.org). OUCS will only modify the old system if significant security or serviceability issues arise. Any scheduled down-time for maintenance or upgrade will be notified at least 24 hours in advance. It should be noted that UKERNA advertise an ‘at risk’ time for JANET from 7.00-9.00 am on Tuesdays, and BT have set an at risk time for JANET as 2.30-4.00 am on Sundays. All WebLearn upgrades take place between 7.00-9.00 am on Tuesdays.
2.7. System Development
2.17 in-house development of the functionality of the new system in so far as resources allow;
2.18 co-ordination of the development of the new system with other parties both internal (e.g. UAS), and external institutions;
2.19 co-ordination of the development of the hardware used to house the systems;
2.20 incorporating new services into WebLearn; however, we reserve the right to incorporate such additions only if resources are available and the additions do not detract from the overall performance of the service.
2.21 The development of the system will, at times, include both expansion and deprecation of certain tools. When a Primary Tool (see: 2.12) is deprecated, OUCS will endeavour to provide instructions on how to move the content of the tool to a suitable alternative. Users make use of Secondary Tool on a basis that they may be withdrawn with no support for the transfer of content. A minimum of one year's notice will be given regarding tool withdrawal.
2.8. Administration and Support
2.22 OUCS will provide basic support detailing the use of the system (including general documentation, registration, and help desk advice). Due to budgetary restrictions we cannot offer a 24/7 support service, but will be available to offer support 9:00-5:00 during working days. We will also endeavour to provide a response within one working day on all requests addressed to weblearn@oucs.ox.ac.uk.
2.23 Any person responsible for the administration of the system, or otherwise having access to data, shall comply with the provisions of the 'Statement of IT Security and Privacy Policy' (http://www.ict.ox.ac.uk/oxford/secpriv/policy.xml), as published by the ICT Committee from time to time.
2.24 Fault reporting. Faults should be reported to the Help Centre team at (01865)(2)73200 or by email to weblearn@oucs.ox.ac.uk
2.9. Education and Training
2.25 provide face-to-face group training on how to use the new system (either at OUCS or remotely). No training will be provided for the old system.
2.26 provide written documentation for all Primary Tools in a variety of formats, this will include the 'Step-by-step' and 'Least You Need To Know' series. No new documentation will be provided for the old service with the exception that which is related to the migration of content; however, all existing documentation will still be available.
2.27 design templates within the new system for reuse.
2.28 offer advice and support pertaining to effective practice.
2.29 offer advice to consultants for any specialised development work on the new system.
3. Summary of client's responsibilities
3.1 Users are expected use the service for its intended purpose as recommended in published documentation (see: 1.3 and 1.4), and in accordance with any supplementary advice provided by OUCS. OUCS reserves the right to remove a user's account if they are found to be abusing the service.
3.2 The client’s responsibilities (i.e. Departments, Faculties, Schools and Colleges or the individual user) fall into three main areas:
- maintenance, content creation, and resource creation of their 'space', and controlling access to that space
- providing resources for any specialised requirements relating to their specific 'space'
- adherence to any relevant legislation and guidelines, including accessibility, copyright and security.
3.3 The client will specifically provide:
- A signed agreement by a senior member of the faculty, college, or institution stating a contact name, a person who will administer the 'space', and an agreed name and location (within the University infrastructure) for the 'space'. The form is available for download via the WebLearn Guidance site.
3.4 Local support and administration of the client's 'space', including:
- uploading and management of all content (i.e. it will not be the responsibility of the host to upload files, or manage them; but the host may assist in file recovery when necessary);
- specialised site membership lists;
- specialised 'external' account creation together with regulation of any external users to whom the client may grant such an account - if the account is no longer needed then OUCS should be informed immediately (the account will be deactivated by OUCS);
- relaying appropriate information regarding observance of the Data Protection Act and Terms of Use to all external users who the client creates prior to their use of the system;
- reporting any irregularities in account usage or compromised accounts to OUCS (the account will be deactivated by OUCS);
- access rights management for their 'spaces', including ensuring that sensitive material is accessible only to appropriate parties and that security is not compromised;
- specialised documentation;
- creation of content (e.g. new 'spaces', tools, etc.);
- ensuring that all uploaded material is optimised for on-line delivery (this means compressing audio and visual files as much as possible);
- design of pages within the client's ‘space';
- responsibility for ensuring no unauthorised access to material contained within 'spaces' under their administration;
- responsibility for ensuring compliance with all relevant legislation regarding content (e.g. accessibility [SENDA: Special Educational Needs and Disability Act 2001], Copyright, Intellectual Property Rights) and compliance with University Computing Regulations;
3.6 All clients will be expected to provide feedback on the system and input into future development plans.
4. Premium services
4.1 Additional features or development which is outside of the planned development path may be undertaken at the client's expense, either internally or using consultants to provide additional functionality; however, OUCS reserves the right to incorporate additions only if sufficient resources are available and the additions do not detract from the overall performance of WebLearn and meet with adequate quality control procedures.
4.2 Members of OUCS are available on request to give presentations to groups about WebLearn and meet with programme or departmental teams to discuss any aspect of using the software.
4.3 If a unit would like to use their own custom 'skin' then there will be a set up charge and yearly charge to cover maintenance. (The reason for this is that the skin will need to be validated, deployed and will require updating every time a new major version of WebLearn is released; it may also need updating when moving between minor versions.)
(The design and implementation of a custom skin is a complex process and it recommended that it be outsourced - the WebLearn team do not have the necessary skills; other sections within OUCS may be able to help here.)
