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 staff, 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 a Non-credit Course Development Box folder in UW-Madison Box. There is a suggested standard folder structure to use within each PD's non-credit 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 non-credit administration folder in Box. For more information about setting up the course administration folder, see LDT. 
Each instance folder contains two standard subfolders: Course Design & Development Folder and Course Planning & Instructor Resources Folder. It can also contain a bookmark link to the instance's course Administration Box folder.

Course Design & Development Folder

The Course Design & Development Folder contains specialized locations for the development of course materials and recorded videos. A description of how each subfolder can be used is below.

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

 EPD [InstanceNum] [Course Title Acronym] Development Folder

  • This folder is used for collaboration between the PD, Instructor(s), and LDT staff on the development of the upcoming instance's course files (For example: course overview, topic overview, PowerPoints, and/or supplemental resources).
    • An example folder name is: EPD S074 5S Online Development Folder
      • This is typically the folder level the instructor is added to (as an editor), therefore more context is added to the folder name.
The subfolder structure is organized as follows:
  •  Course Development Information Folder
    • This folder often contains: the course design map, a link to meeting notes, a link to the tracking spreadsheet, and a copy of the contract for a custom course.
    • This folder can be omitted if an instructor is added at the CurriculumNum-InstanceNum 2-Course Development folder level instead, as everything linked to is saved within the Course Planning & Resources folder.

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

  • Module Recorded Lecture Video Files Folder
    • 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.

 InstanceNum 1-Final Course Files Folder
  • 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.

 InstanceNum 2-Final Course Videos Folder

  • 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.

 InstanceNum 3-LDT Recorded Video Processing Folder

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

Course Planning & Resources Folder

The Course Planning & Resources Folder contains course planning materials, after-course reflections and evaluations, as well as a link to the EPD Course Development Toolbox

 Planning, Review, & Reflection Folder
  • This folder is used to prepare for the upcoming course. Planning documents and development schedules and meeting agendas and notes are saved in this folder. 
A few of the key items in this folder include:

  • Meeting Notes Folder sometimes can contain a series of subfolders: EPD Meeting Notes and Instructor Meeting Notes.
    • The EPD Meeting Notes folder usually consists of word documents or box notes of internal planning meetings between the PD and LDT team members.
    • For the Instructor Meeting Notes folder, it's possible there's a folder for each individual instructor which then consists of word documents or box notes of planning and development meetings between the PD, instructor(s), and/or LDT team members. A link to this folder can be found in the Course Development Information Folder.

  • 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. 

  • 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.

  • 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.

    • Other items included in this folder may include:
      • Any mid-course and post-course reflection notes
      • Student evaluation results
      • The Course Design Map, if it's not saved within the Course Development Information Folder
      • Notes on copyright acquisition on any core or supplemental resource materials

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:Johnnie W.Group:Engineering Professional Development - Department Resources
Created:2015-07-08 14:05 CSTUpdated:2017-09-27 16:22 CST
Sites:Engineering Professional Development - Department Resources
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