Illinois Community Colleges Online (ILCCO): Teaching (Receiving) Institution

Department: Academic Affairs
Effective Date: 12/11/2024
Revised Date: 
Cabinet Approval Date: 12/11/2024
Next Review Date: 12/11/2027
Policy:
Responsible Cabinet Member: Executive Vice President of Academic Affairs
Approved By: Sheila Quirk-Bailey 

Operational Standard/Purpose

What is ILCCO?

Illinois Community Colleges Online (ILCCO) is a membership organization available to all Illinois community college districts for the purpose of promoting quality online learning and providing additional online learning opportunities for students through course sharing. See Illinois Community Colleges Online (ILCCO) Definitions and Overall Processes SOP. The Definitions and Overall Processes SOP also has the ILCCO policies and information regarding tuition and billing.

The ILCCO Champion designee for the Steering Committee will be the Dean of Curriculum and Scheduling. Member college districts may also designate one alternate member to represent the college district. Alternates may attend the Steering Committee meetings with the Steering Committee member, but each member college district has one vote. ICC’s designated alternate member will also be an ILCCO Champion at ICC. ICC’s Alternate Member for the Steering Committee and additional ILCCO Champion will be the Manager of Teaching and Learning Excellence.

Scope/Applicability 

This SOP applies to Academic Affairs (Academic Departments- Faculty, Administrative Assistants, Deans/Associate Deans, Teaching and Learning Excellence, Curriculum and Scheduling), Student Success (Advising, Student Financials, Financial Aid, Enrollment Services), and the Bookstore.

Since ICC has elected to be a Teaching (Receiving) Institution (receiving students from other institutions to take coursework) processes are mapped out within this SOP.

Processes for ICC to be a Requesting (Sending) Institution (sending students to other institutions to take coursework) processes are mapped out in another SOP. See Illinois Community Colleges Online (ILCCO) Process: Requesting (Sending) Institution SOP.

Procedure(s)

Teaching (Receiving) Institution- receive funds for teaching the students through the ILCCO Course Exchange Rate, a per credit hour rate the home colleges pay. The home college also pays a per credit hour fee in addition for student’s place in teaching college courses to offset the cost of operating the course sharing system.

Example: Heartland CC student takes a course online at ICC.

Benefits: ICC provides non-ICC students with opportunities to complete their coursework online. ICC fills seats in courses with extra seat capacity (note- do not count the enrollment for record-keeping/state reporting)

Process for Course Teaching (Receiving) Institution

Course Selection and Sharing

At ICC, need to determine which courses to share in the OCE (Online Course Exchange) system. It is important to note that OCE (Online Course Exchange) system students (Receiving students from another institution) will remain students at the other institution and should not be counted as an enrollment at ICC.

Course selection- ICC’s Champion and ICC’s Alternate Champion will recommend courses to add to the OCE (Online Course Exchange) system Course Section List. The courses to be recommended for consideration are as follows:

  1. IAI Courses (General Education and Major Courses)
  2. Early Childhood Courses (2023 Illinois Articulation Initiative Amendment Section 25).
    1. ICC Champion can check the box “Course is included in a ECACE program”.
  3. Courses offered at ICC with Instruction Mode: Online Anytime
  4. Courses taught by faculty that have been Online Quality Reviewed and Checked. This is defined at ICC as: completing one of the following: Cougar Quality Teaching Certificate, Quality Matters Teaching Online Certificate, ION- Master of Online Teaching Certificate, Excellent! Online Certificate or another online quality measurement approved by the Executive Vice President of Academic Affairs. Verified documentation required in Coursedog Schedule on the Instructor Profile.
    1. ICC Champion can check the box “This course has been quality checked” when submitting.
  5. Courses that utilize or require the Materials of Instruction:
    1. Courses that have the Class Attribute: TEXT – ZTC (Zero Textbook Costs)
      1. Open Educational Resources
      2. No textbook or materials required
    2. Textbook that is easily obtainable from the home institution for the OCE (Online Course Exchange) system student
    3. No course will be considered that requires “Access Through Digital Materials”
  6. Courses taught by faculty who acknowledge and are accepting of the responsibilities of:
    1. Working and communicating with the ICC Champion and/or ICC Alternate Champion.
    2. Will use the college’s Learning Management System (LMS), Instructure Canvas.
    3. Setting up and logging into the OCE (Online Course Exchange) system to record, 10-Day, Midterm and Final Grades. If no Grades are available at the 10-Day and Midterm than Notes of Attendance are required. * See table below for Descriptions for Midterm Status Options.
      1. Faculty receive an automated email when added to an OCE (Online Course Exchange) system Course Section.
      2. Faculty receive an automated email when students are added to an OCE (Online Course Exchange) system Course Section they are assigned to teach. The ICC Champion and Alternate Champion will also receive the automated email.
      3. If faculty forget their OCE (Online Course Exchange) system password, they are to use the “Reset Password” button on the login screen. If additional problems or questions occur, contact ICC’s Champion and/or Alternate Champion.
    4. OCE (Online Course Exchange) system student will be added to an existing course on the ICC schedule and no further compensation will be awarded. ICC will NOT exceed the Online Course Capacity limits established. 

Midterm Status Options:

*If you have a grade for midterm or a course that is pass/F, please provide if possible.
Attending The student is actively participating and completing assignments.
Not Attending The student is not actively participating and completing assignments and may not be able to successfully complete the course. Follow-up with the student is recommended
A, B, C, D, F Although a midterm* grade may not be required, some institutions require it as a useful indicator of success. It's recommended to follow up with students as necessary to provide additional support. A final grade is required.
Withdrawn The student has withdrawn on their own or an institution has decided to withdraw the student per instructor recommendation.
Pass* Some institutions may require a letter grade and may contact you if needed.
Incomplete Instructor from teaching college communicates with the teaching college's Champion

Adding and Setting Up Semester Calendar

Roles: Champion

  1. Click Calendars in the menu.
  2. Click Add a Calendar.
  3. On the next page that displays, fill out the form with the dates for the semester.
  4. Click Add.

Adding Courses

Roles: Champion

Adding a Single Course

  1. Click Courses in the menu.
  2. Click Add a New Course in the sub menu.
  3. On the next page fill in the basics of each course, (this is the general info about the course, not the specific info about the summer section). These fields include things like the course number, course name, and description from the catalog. More fields are available and optional. Click Add.

Batch Upload Courses

Courses can be uploaded in CSV files in batches of 25 per file. The files are submitted in CSV format and must include the following untitled columns in the order specified.

  • Course Code (ex. BUS-110)
  • Course Name (text)
  • Course URL (text)
  • Course Description (text)
  • Course IAI Code (text)
  • Course CIP Code (text)
  • Course Credits
  • Course Prerequisites (text)
  • Course Materials (text)
  • Course Notes (text)

Follow the steps below to create the CSV file and upload the document.

  1. On the OCE (Online Course Exchange) system website click Courses. 
  2. From the sub-menu select Batch File Upload.
  3. Read the directions on the page on how to format the file.
  4. Create your file in spreadsheet program such as Excel and save in the CSV format.
  5. Click Browse/Choose and locate the CSV file.
  6. Click Upload.
  7. Verify the uploaded data in the course list. 

After the semester schedule production has been produced, the Champion will send out an Excel spreadsheet of suggested courses to add to the OCE (Online Course Exchange) system. Once the Champion has confirmed with the Dean/Associate Dean to Add Sections and Seat Counts to the OCE (Online Course Exchange) system, the following steps
occur:

Add a Section for a Calendar Term

Roles: Champion

  1. On the OCE (Online Course Exchange) system website, click Sections.
  2. From the sub-menu, select Add a Section.
  3. On the page that displays, fill out the form. Please note that Section Name, Calendar, Course, Assigned Faculty, Materials, and Materials link are all required fields.
  4. Click Add.

Roll Over Sections from a Previous Calendar Term

Roles: Champion

  1. Click Sections in the OCE (Online Course Exchange) system menu.
  2. Select Roll Over Sections in the submenu.
  3. In the section list, select the desired sections by placing a checkmark next to the section.
  4. Select the desired calendar from the drop down menu.
  5. Click Rollover Selected Sections.
  6. A page will display that the section(s) successfully roll over.
  7. Click the browser back button to return to the OCE (Online Course Exchange) system website.

Edit Section Information

Roles: Champion

  1. On the OCE (Online Course Exchange) system website, click Sections in the menu.
  2. In the sub-menu, select Edit a Section.
  3. Next to the section in the list, click the Edit button.
  4. When the form displays, make your edits and click Save Changes.

Grant Seat Requests (Once Champion confirms with Dean/Associate Dean’s approval)

Roles: Champion

  1. On the OCE (Online Course Exchange) system website, click Requests.
  2. Select Pending Requests from the sub-menu.
  3. The Pending Request page will display the list of requests. Type in the number of seats you are granting.

Note: If you are limiting the number of seats for a section and you want to increase the number of seats, the champion can edit the section to increase the number of seats. 

To view the OCE (Online Course Exchange) system “roster” of students from other institutions in one of ICC’S courses (including drops and home institutions)

Roles: Champion

  1. On the OCE website, click Students.
  2. From the sub-menu, click Imported Students.
  3. Locate the course in the list and click Manage Students.
  4. The list of enrolled students will display. The requesting institution information will appear in the second column next to the student’s name. Click a student’s name to display a popup window with the student’s contact information. You can enter 10-day, midterm and final grades here.

To locate/email an individual OCE (Online Course Exchange) system student from another institution

Roles: Champion, Faculty, Enrollment Manager

  1. On OCE (Online Course Exchange) system website, click Students from the menu.
  2. In the submenu select Imported Students
  3. Next to the section, select Manage Students.
  4. On the page that displays will display a list of the students. The requesting institution appears to right of the student’s name. To locate an individual student’s email click the student’s name. A popup will display with the student contact information.

To email all OCE (Online Course Exchange) system students from another institution in a section from inside OCE

Roles: Champion, Faculty, Enrollment Manager

  1. On OCE (Online Course Exchange) system website, click Students from the menu.
  2. In the submenu select Imported Students
  3. Next to the section, select Manage Students.
  4. The page will display a list of the students. At the top of the page, click Email Students button.
  5. On the next page enter a subject line and message and click Send Email.

To post grades or progress report on student performance/attendance (10-day, midterm and final)

Roles: Faculty

  1. On OCE (Online Course Exchange) system website, click Students in the menu.
  2. In the submenu select Imported Students
  3. Next to the section, select Manage Students
  4. Using the drop-down menus, report 'Attending', 'Not attending', 'Withdrawn', or grades for the 10-day, midterm or final.

To add student(s) to the Canvas site. Based on the information provided in the ILCCO System, a Canvas User Account will be created.

Roles: Canvas Admin in Teaching and Learning Excellence (TLE)

  • First Name, Last Name, and Email will be taken directly from ILCCO data.
  • Canvas username will be set as the student’s email address provided in the ILCCO data.
  • Canvas password will be set as the student’s date of birth (as provided in the ILCCO data) in this format: 2004-05-12
  • Canvas SIS ID (student ID) – This will begin with ILCCO- followed by the student ID that is provided in the ILCO data.

Example:
First Name: Lisa Last Name: Simpson
Student ID: 1272571 DOB: 2004-05-12
Email: LS321@springfieldcc.edu

Canvas user account:
Name: Lisa Simpson
Email: LS321@springfieldcc.edu
SIS ID: ILCCO-1272571
Username: LS321@springfieldcc.edu
Password: 2004-05-12

Canvas Admin in TLE will enroll Canvas user account into the Canvas course section, through a file upload. The student will be fully enrolled in the Canvas site (It should not say “pending” when viewing the student enrollment in the People area of the course).

See the Illinois Community Colleges Online (ILCCO) Definitions and Overall Processes SOP regarding:

  • Users and Roles
  • Course prerequisites
  • Accessibility policy and responsibilities
  • Placement exams
  • Purchasing Textbooks
  • Faculty qualifications
  • Online course developed using a quality review process
  • College and student disputes
  • Process regarding billing and receiving payment (ILLCO Fiscal Agent- ICCB)
  • List of ILCCO’s member colleges

Additional Provisions/Information

Appendix

  • Example of course and section information entered in OCE (Online Course Exchange) system and welcome letter template to send remote students.
  • Example of course and section information entered in OCE (Online Course Exchange) system

Course Sample

Course Code: BIO-160
Course Name: Intro to Genetics
Course URL: eg. https://lakeland.instructure.com (adjust for your institution)
Description: An introduction to the principles of genetics with emphasis on human heredity. Included are Mendelian genetics, heredity disorders, gene expression, genetic engineering, and agricultural genetics.
Course IAI Code: L1 906 – Heredity and Society
Course CIP Code: If you're not familiar with CIP codes, the field can be left blank, or work with your institution's IAI or transfer people to get the appropriate code. (If completed, this field needs to be accurate!) See https://nces.ed.gov/pubs2002/cip2000/index.asp
Course Credits: 3
Course Prerequisites: State none or the required courses need before taking this course. Include descriptive titles of the required courses.
Course Materials: e.g. course material list can be found at this URL, https://www.lakelandcollege.edu/bookstore/findbooks-by-course-number/ (Adjust for your institution.)
Course Notes: This course requires test proctoring. Information for out of district proctoring: https://www.lakelandcollege.edu/tutoring-and-testing-center/ (Adjust for your institution.)

Section Sample

Section Name: BIO-160-123
Calendar: Spring 2023 (Select the appropriate calendar from drop down menu)
Course: BIO-160 (Select the appropriate course from drop down menu)
Seat Limit: Entering 0 provides for an unlimited seat request that allows the requester to ask for a specific number of seats that meets their needs. If you have a specific number of seats in mind that are available, enter that number instead.
Assigned Faculty: Choose from drop down menu of users. Please note the instructor must be previously added from the Users area for his/her name to appear in this list.
Meeting Info: Proctoring required for some exams. (Adjust for course section.)
Policies: Information for out of district proctoring: https://www.lakelandcollege.edu/tutoring-and-testingcenter/(Adjust for course section)
Materials: e.g. course material list can be found at this URL, https://www.lakelandcollege.edu/bookstore/find-books-bycourse-number/(Adjust for your institution). 

Example Welcome Email for Remote Students

It is recommended to send this email at least twice and copy the Remote Champion where the student attends as well. Once when the student is added to the section in OCE and then right before the semester begins.

Welcome [Student]
Your institution has made arrangements through Illinois Community Colleges Online (ILCCO) to enroll you in Illinois Central College credit course offered through OCE (Online Course Exchange) system. This service was created by a consortium (ILCCO) of 34 community colleges to offer Illinois students greater access to courses needed for graduation. The OCE shared course program offered by ILCCO allows you to work through your local community college to register, pay tuition and get a transcript while taking courses from other colleges.

You have registered for a shared online course [Insert Course Info] with [Instructor Name of instructor and email address] that will be delivered through Canvas. Please note courses do not start until [Semester Start Date and/or link to Semester calendar] and you will not have access to the course until then. On the first day of class, you will receive a notification to accept the course. Once you accept the course, you will gain access to the course materials.

Step 1: How to Login
Your course will be hosted in Canvas at Illinois Central College.

Access your course here:
https://icc.instructure.com/

Your username is: [student’s email address from ILCCO data]

Your password is: your date of birth, in this format: 2004-05-12 (Year first, dash, two-digit month, dash, two-digit day).

Note: Once signed into Canvas, you can reset your password. If you forget your password, use the Forgot Your Password? link to reset.

Canvas is the online learning software used at Illinois Central College. Canvas communication from your course will be sent to this e-mail address that your institution provided us. 

You should be able to use the username and password information above to sign into Canvas now, but your Canvas course will likely not open for you until the day the class is scheduled to begin. While some instructors do choose to open their Canvas courses early, most Canvas courses do not open to students until the first day of the course. If the course is not yet open, you may not see it on your Canvas Dashboard. If you click on All Courses on the Courses menu, you should see the course listed in the Future Enrollments section.

Sign into Canvas on the first day of your course to begin your course work. Watch your email for Canvas notifications and messages from your instructor.

If you do not receive an e-mail from Illinois Central College Canvas, you should check your junk/spam folder or add the @instructure.com domain to your safe senders list.

Step 2: Review the Canvas Guides

If you have never used Canvas before, go to the following URL to review the Canvas Guides.

This is a Canvas-provided Student Guide for tutorials, how-to's, and troubleshooting. This link would be sufficient for getting started in Canvas and answer any questions.

Please contact me with any questions or concerns.

[Insert signature/contact info] Role- Alternate Champion and/or Champion

Print Article