EPD - Box Folder Structure for Non-Credit Course Development

EPD’s Learning Design and Technologies unit (LDT) maintains a multi-folder structure within UW-Box for Program Directors, instructors, Program Support, and support staff to use collaboratively during course design, development, and delivery. This document describes the suggested Box folder structure for EPD non-credit courses.

Each Program Director (PD) has an EPD Professional Development - Course Development Box folder in UW-Madison Box. There is a suggested standard folder structure to use within each PD's course development folder, which is described in further detail below. 

Within each PD's folder, there is a subfolder for each curriculum. The folder's naming convention is Curriculum ID Course Development. For example: RA01465 Course Development.
  • To help identify the subfolders, the course title can be added within the description field of the folder. For example, the description for the RA01465 Course Development folder is "Folder for collaborative course development of 5S Visual Workplace".

Within each curriculum folder there is a subfolder for each instance of the course, which uses the following naming convention: Curriculum ID-Instance Number 2-Course Development. For example: RA01465-S074 2-Course Development.
  • To help identify the subfolders, the course dates can be added within the description field of the folder. For example, the description for the RA01465-S074 2-Course Development folder is "September 7 to November 9, 2016".

  • Note: the "2" in the folder structure is used in order to align it with the suggested folder structure of the PD's EPD Professional Development Administration folder in Box. For more information about setting up the course administration folder, see LDT. 
Each instance folder contains six standard subfolders: Course Planning, Original Course Files, Original Video Files, Final Course Files, Final Video Files, and LDT Video Processing. It can also contain a bookmark link to the instance's course Administration Box folder.

box fldr ncpd instance

1 - [InstanceNum] - Course Planning

This folder contains course planning materials, to include the course design map, the online professional development course questionnaire, meeting notes, development schedules, notes on copyright acquisition on any core or supplemental resource materials, after-course reflections and evaluation results, as well as a link to the EPD Course Design & Development Toolbox and a copy of the contract for a custom course. It may also include several standard planning documents (see details below). 

2 - [InstanceNum] - Original Course Files

This folder houses all the in-development files, such as the module and topic overviews, the powerpoint files, and any supplemental material. It is often is organized with subfolders for each topic.

3 - [InstanceNum] - Original Video Files

A PD and/or instructor(s) use this folder for uploading recorded lectures or presentations (e.g. Camtasia project files) which will then be processed by LDT. This folder is often organized with subfolders for each topic.

4 - [InstanceNum] - Final Course Files

This folder is used for the finalized versions of course materials. Typically NPG or LDT will do the final processing of the files and then save them into these folders. This folder is often organized with subfolders for each topic. Everything in this folder is linked to from the online course site and accessible to students.

5 - [InstanceNum] - Final Video Files

This folder is used to store a back-up copy of the final course videos. The version of each video which is made accessible to students via the online course site is saved in a Google Drive folder that LDT manages.

6 - [InstanceNum] - LDT Video Processing

This folder is used by the LDT team to manage the final processing of any videos produced by the PD or instructor(s).

Note: The video folders may be omitted if the course being developed doesn't include pre-recorded videos.

Note: Within the 1 [InstanceNum] Course Planning folder, you may find the following course planning documents: 

1. The Non-credit Course Development Timeline & Instructor Checklist is a helpful reference to see an overview of the course design and development process, suggested timeline, and key milestones during each phase.

Note: this timeline and checklist is tailored to blended and online courses, however it could easily be applied to face-to-face courses as well. 

2. The
Statement of EPD Professional Development Course Design, Development, and Delivery Standards and Expectations document is a good resource to share with all who will be involved in the design, development, and delivery of the course. It sets a good baseline understanding for future collaboration.

3. The
[InstanceNum] Course Development Planning Spreadsheet can be used to to track key milestones in course development.

Historically, the non-credit Instructional Coordinator has assumed responsibility for managing this spreadsheet and works with the PD and other LDT team members to set target dates based on the course launch date, workload capacity, and any other miscellaneous factors.

This spreadsheet is often used as a starting point and then further customized based on the specific components of the course and the final delivery method of the course.


For any questions related to this box folder structure, related resources, or generally how to get started please contact LDT.

For more information on using UW-Madison Box see UW-Madison Box - Support Overview.

Keywords:EPD Box Credit Distance Degrees DD MEES MEPP MEM METJ "Curriculum ID" "Clone ID" "Instance Number"   Doc ID:53774
Owner:Paul M.Group:Engineering Professional Development - Department Resources
Created:2015-07-08 15:05 CDTUpdated:2019-08-12 11:29 CDT
Sites:Engineering Professional Development - Department Resources
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