Duties and Responsibilities of E-learning Specialist and Coordinators

Accepted by the board of directors of our center, the text describing the duties and responsibilities of the faculty members who have been assigned as the E-learning Specialist, Unit Coordinator and Program Coordinator in the distance education process was put on the agenda at the meeting of the Education Commission of our University  dated 30 November 2020 and numbered 26 and was accepted as follows. 

Gazi University Distance Education Application and Research Center (GUZEM) E-learning Specialist Duties and Responsibilities

E-Learning Specialist: Faculty member who works at GUZEM. The e-learning specialist is responsible for the management of the online GUZEM Learning Management System (LMS) and the technically sound operation of the system. The duties and responsibilities of the e-learning specialist are as follows:

  1. Works in coordination with the unit coordinators of the relevant academic units and ensures that the distance education processes run smoothly.
  2. Evaluates technical problems related to LMS submitted by Unit Coordinators and conducts the solution process by communicating with the solution partner when necessary.
  3. Provides solutions for distance education related training needs identified or requested by the relevant academic unit coordinators.
  4. Provides consultancy to the distance education unit and program coordinators of the relevant academic units on technical issues when needed.
  5. Is responsible for creating and managing the accounts of the unit and program coordinators of the related academic unit on the LMS.

 


Duties, Authorities and Responsibilities of Unit and Program Coordinators

Distance Education Unit Coordinator: Is a full-time associate/lecturer in the relevant academic unit responsible for the healthy operation of the distance education processes of the academic units (faculties, institutes, colleges and vocational schools). The Unit Coordinator is determined by the relevant academic unit management, and is responsible for the execution of all tasks and procedures related to the distance education of the relevant academic units in coordination with GUZEM.


Distance Education Program Coordinator: Is a full-time associate/lecturer in the relevant academic unit responsible for the healthy execution of the distance education processes of the programs (department/science) in the academic units. Program coordinators are determined by the management of the relevant program and work in coordination with the unit coordinator. They monitor the processes of announcing the notifications  and information messages from GUZEM and academic events such as the exam calendar created by the relevant academic programs to the students for distance education. 

A new user account with the "Restricted Administrator" role in the LMS  is opened by GUZEM for the Distance Education Unit and Program Coordinators for the academic units that are under their responsibility.  The user name and password information of the unit and program coordinators are sent directly to the relevant persons in an official confidential letter. Unit and program coordinators use the user account provided to them to carry out the distance education processes related to their units. The user accounts are in the Restricted Administrator role and the coordinators must set a unique password and ensure the security of their accounts at the first login. All responsibility in this regard belongs to the coordinators.

The duties, authorities and responsibilities of the users in the Restricted Administrator role in the GUZEM LMS are as follows:

  1. Can list all the courses belonging to the program assigned to in the LMS, can view and edit the activities (virtual classroom, documents, exams, etc.) in these courses in line with the written request (by e-mail or official letter) made by the relevant instructor.
  2. When necessary, can send announcements and messages to the instructors and students registered in the courses of the program.
  3. Can view and list the branches in the courses of the program.
  4. Can list and edit all users that are assigned to the program with the roles of instructor and student, can view users' profiles, reset their passwords, and simulate their accounts. (*Simulating allows users in the administrator role to directly log into the accounts of users in other roles without knowing their password. For this reason, it is recommended to be careful as all transactions made in the user account during the simulation are reflected in the system and recorded.)