Online Course Quality Assurance Standards and Review

Policy 1.22

Related Policies

I. Reason for Policy

This policy clarifies University expectations and procedures to meet the requirements of SDBOR Policy 2.3.8 Distance Education, AAC Guideline 2.3.8.B Online Course Quality Guidelines, and AAC Guideline 2.3.8.B(1) Online Course Quality Assurance Rubric. Standards-based assurance reviews for online courses are intended to ensure the quality of course design and structure (online, hybrid, Hyflex) as measured by the SDBOR Online Quality Assurance Standards. While many factors contribute to student success in online courses, course design and structure are standardized and objective components for review based on research-based criteria.

II. Definitions

1. CTL. Center for Teaching and Learning.
2. Distance Education Course. As defined by federal regulations in 34 CFR 600.2, distance education courses use one or more of the technologies listed below to deliver instruction to students who are separated from the instructor or instructors and to support regular and substantive interaction between the students and the instructor or instructors, either synchronously or asynchronously online. As further defined by SARA policy, distance education also includes interactive video and correspondence courses or programs. Additionally, refer to AAC Guideline 2.4.3.B – Delivery Method Code Guidelines.
3. LMS. Learning management system platform that organizes the delivery of student learning experiences (e.g., planning, implementation, and assessment).
4. Online Learning. Learning that is offered entirely online without any face-to-face meetings. Online courses have the same learning outcomes and substantive components of a standard course with an alternative delivery method.
5. QA. Quality assurance.
6. Quality Assurance Reviewers. Any faculty or staff in the CTL who have gone through CTL training to conduct reviews, typically members of the Online Advisory Committee.

III. Statement of Policy

1. Online Courses Included in Review.
   
   1. New Online Courses. The University shall complete the assurance review process for any course not previously offered online prior to its offering.
   2. Existing Online Course with Instructor Who Has Not Previously Taught Online. When an instructor who has not previously taught online for a BOR institution is assigned to an existing online course, the University shall complete the online assurance review for the course prior to its offering.
   3. Online Course New to Existing Instructor. An online course new to an existing instructor shall be subject to the quality assurance review process.
   4. Existing Online Course. A significantly redesigned online course or an online course that has not been reviewed may be subject to the quality assurance review process at the request of the Dean.
2. Online Course Review Management. The Center for Teaching and Learning (CTL) shall track and coordinate assurance review through, but not limited to, the following responsibilities:
   1. Communicates the University’s annual plan (who, what, when, how) for online course quality assurance review, at a minimum, to the stakeholders involved.
   2. Provides training for deans and faculty in the online quality assurance review content and process.
   3. Maintains a record of the quality assurance review status of every online course.
   4. Monitors completion of annual quality assurance reviews.
   5. Maintains a record of the adjustments faculty have made in their online courses based upon suggested improvements from quality assurance reviews.
   6. Reports online quality assurance review results to the University.
   7. Retains the history of online course quality assurance review reports through an online retention repository.
   8. Assesses the effectiveness of University’s online quality assurance process.
   9. Establishes an online course cycle review process as needed.
   10. Distributes annual online quality assurance results to, at a minimum, the following offices:
       1. Provost and Senior VP for Academic Affairs and Student Affairs
       2. Deans of each college
       3. Institutional Effectiveness, Assessment, and Policy
3. Online Course Preparation. Faculty teaching online courses shall have, but are not limited to, the following responsibilities:
   1. Produce an online course that has met the quality assurance standards before the course is offered.
   2. Participate in the quality assurance process.
   3. Submit online courses for quality assurance review by the scheduled deadline.
   4. Make any course adjustments needed to meet the quality assurance standards identified in the review process.
4. Online Quality Assurance Standards. The University shall evaluate the design and structure of every online course using, but not limited to, the following required SDBOR standards:
   1. Course Overview and Introduction
      1. Navigational instructions make the organization of the course easy to understand.
      2. A statement introduces the student to the course and to the structure of the student learning, as well as how the student will be successful in the course.
      3. The instructor facilitates and participates in an interactive introduction activity with students during the first week of the course.
   2. Learning Outcomes
      1. The types of assessments selected measure the stated learning outcomes and are aligned with course outcomes, activities, and resources.
      2. The grading policy is transparent and easy to understand.
      3. Assessment and measurement strategies provide timely and detailed feedback to the student.
   3. Resources and Materials
      1. The instructional materials support the stated learning outcomes, and have sufficient breadth, depth, and currency for the student to learn the subject.
      2. Instructional materials are presented in a format appropriate to the online environment, are easily accessible to and usable by the student, and are consistent in organization.
   4. Learner Interaction
      1. Learning activities foster regular and substantive instructor-student interaction, as well as content-student—and if appropriate—student interaction.
      2. The expectations of the instructor are clearly defined, including how, when, and where the instructor will interact with students.
   5. Course Technology
      1. The tools and media support the learning outcomes of the course and are integrated with texts and lesson assignments.
   6. Learner Support
      1. Course instructions articulate or link to clear descriptions of academic, student, and technical support services offered.
   7. Accessibility
      1. The course acknowledges the importance of ADA requirements.
      2. If any third-party tools and/or content are utilized by the course, they are compliant with accessibility standards, or equally effective accessible alternatives are provided.
      3. The course is compliant with current accessibility standards.
5. Online Quality Assurance Course Approval
   1. Deans shall not assign a specific online course that was not quality-assurance approved to the same faculty member in the future until that specific course meets quality assurance standards.
   2. The Provost and Senior VP for Academic and Student Affairs shall make final approvals for online courses meeting the quality assurance review standards.

Exclusions

1. Online quality assurance review does not apply to the following kinds of courses (e.g., undergrad and grad research/scholarship, practicums, dissertations, student teaching, internships, externally-funded, topics courses, and independent study).
2. Online quality assurance review does not apply to face-to-face course sections.

Exceptions

1. The Provost and Vice President of Student and Academic Affairs may require the quality assurance review completed for any online course at any time subsequent to need identified by institutional monitoring.
2. When the University makes an online course assignment without sufficient time to allow for a completed quality assurance approval prior to the start of a term, the faculty member shall work with the CTL during the semester to complete the quality assurance process for that course.

IV. Procedures (Major)

1. Course Identification. The CTL identifies online courses for QA review through the CTL’s Cognos Report for online courses. Priority is given to:
   
   1. Online courses being offered online for the first time.
   2. Instructors new to teaching online at DSU.
   3. Online courses flagged for follow-up based on prior QA review recommendations.
2. Faculty Outreach. CTL outreach begins once a faculty member’s name appears on the Cognos Report or notification is received from the Dean, typically four(4) to six(6) weeks before the course start date. Instructors are asked to notify the CTL once they have completed their SDBOR requirements and have developed at least one full week of module content. The course must be reviewed no later than one week prior to the start date. If a faculty members are added later, the CTL communicates and works with them they come in, knowing that for newer or just added faculty this process will include working closely with the CTL. Initial outreach includes, but is not limited to, the following:
   
   1. Purpose and expectations of the QA review.
   2. Key readiness components (Welcome Message, Intro Activity, Learning Outcomes, etc.).
   3. Review format options (in-person meeting, virtual meeting, or course walkthrough video).
   4. CTL Bookings link for scheduling.
   5. Assurance of CTL support for both SDBOR requirements and course design.
3. Ongoing Outreach Timeline. For courses pending review, the CTL implements the following faculty outreach schedule before the course section start date. All communications shall emphasize the CTL’s commitment to supporting successful course design and meeting SDBOR expectations.
   1. Four(4) weeks before start date. Initial reminder encouraging instructors to schedule a review and seek support as needed.
   2. Two(2) weeks before start date. Second reminder requesting scheduling of the QA review.
   3. One(1) week before start date. Request for confirmation that Week One(1) requirements are in place; if needed, CTL schedules a meeting
   4. Several Days prior to start date. Final email. If no contact is made, the Dean may be copied.
4. Review Submission Options.
   1. Faculty shall complete online course quality assurance review no later than one week prior to the course start date. Instructors may choose from the following options:
      1. Live review meeting (in-person or virtual).
      2. Video walkthrough using CTL’s course review checklist.
   2. If a faculty member does not complete the review by the deadline, the CTL shall follow up to verify that Week 1 materials are in place and schedule a review as needed.
5. Review Focus Areas. Online Quality Assurance reviewers shall assess online course readiness in the following areas:
   1. Welcome message/news post that introduces course structure and tips for success.
   2. Completed homepage contact information.
   3. Syllabus with clear, course-specific learning outcomes uploaded and linked in the Getting Started widget.
   4. Introduction activity encouraging peer interaction.
   5. One(1) to two(2) weeks of accessible, available content prior to course start.
   6. Consistent module structure and weekly/unit-level learning objectives.
   7. Accessibility goal is 100% or nearing score via the University’s established accessibility rating platform.
6. Review Documentation and Follow-Up
   1. The CTL logs all review activity and communication.
   2. If contact with a faculty member whose online course is up for QA review is not established after multiple reminders, the CTL shall schedule a meeting with Dean notification.
   3. After the QA review, the CTL shall share feedback with the faculty member and the Dean.
   4. The CTL offers additional support to address online course revisions.
   5. The CTL documents QA review completion in its CTL tracking system.
   6. Long-term recommendations are noted for future course offerings.

V. Related Documents, Forms, and Tools

SDBOR Quality Assurance Editable Rubric

VI. Policy History

Adopted: 08/01/2017

Revised: 10/20/2025