E-Learning Newsletter – September 2020 Edition

E-Learning Newsletter – September 2020 Edition

Welcome to the September edition of our newsletter, which summarises the latest news on technology enhanced learning provision across the University.

To navigate through the contents below, you will need to open up the Google Doc for the hyperlinks to work. Otherwise, you can just scroll through the email.

You can stay up to date with us by visiting our website: https://elearningyork.wordpress.com/ or following us on Twitter: @UoY_Yorkshare (Service) & UoY_TEL (Pedagogy)

In this edition:

  • Staffing
    • Job openings within the PDLT
    • Staff changes in the PDLT
  • Info: New Policy Document for Video Captioning
  • Info: Advanced Notice of VLE Mini Upgrade, December 2020
  • Info: Replay Service Level for Autumn 2020/21
  • Resource: Preparing for Dual Delivery VLE Site Resource For Staff
  • Resource: Start of Term Readiness – Technical checks for teaching and admin’ staff to ensure their VLE sites are ready for use
  • Resource: Start of Term Induction Materials for 20/21
  • Training: ASO webinar series recordings and resources; facilitated workshops in September
  • Training: Replay Room Briefing 24 September 
  • Info: COVID Contingency Materials for Staff and Students
  • Info: Collaborate Original: End of Life
  • New Blogs: Two new research papers from the Department of Chemistry
  • Call for chapters: Designing Courses with Digital Technologies: Evidence and Examples by and for Higher Education Instructors
  • E-Accessibility News:
  • Training: Creating Accessible Documents •, Online
  • Info: Digital Accessibility Tutorial
  • Info: Blackboard Ally Update
  • Future Teacher Webinars
  • Community: Blackboard User Groups
  • Educational Development: Departmental teaching and learning sessions
  • Standing Item: MathType Software Licences
  • Standing Item: Development Opportunities and Bespoke Technical Training

Job Openings Within the PDLT

Secondment opportunity: E-Learning Support Officer

A secondment opportunity has arisen within the PDLT for the position of E-Learning Support Officer. This post offers an opportunity for personal development in acquiring experience in delivering learning technology training and support services to staff and students across the University.  The postholder will contribute to the work of the PDLT in helping teaching departments to prepare for the next academic year and during the autumn term. Applications are invited by the deadline of 6th September, with further details on this opportunity available on the UoY jobs board (internal applicants only).

Educational Adviser

We are also recruiting for an Educational Adviser within the PDLT Team. This is an open-ended post to provide professional advice and support to academic departments in the development of their degree programmes, with a particular focus on working with departments in one of the University’s three Faculties. The successful applicant will provide guidance, training and strategic planning support to departments, highlighting opportunities to enhance student learning and the provision of engaging teaching and classroom activities, including the effective incorporation of learning technologies as part of the overall programme design. Applications are invited by the deadline of 8th September, with further details on this opportunity available on the UoY jobs board (open to all applicants).

For inquiries on either of these roles, please contact richard.walker@york.ac.uk


James Youdale

Connected to the job vacancy item above, we announce the departure of James Youdale, who will be leaving the PDLT at the end of September to take on a senior learning technology role at Durham University.

James joined the E-Learning Development Team as we were known then –  way back in 2016 –  as an E-Learning Support Officer, providing assistance with the management of our Replay lecture recording service, as well as contributing to all other areas of learning technology support. He quickly took on more responsibilities, assuming a new role as Educational Adviser for the Science Faculty, whilst also becoming the Replay service manager. James has subsequently played a big part in providing consultation and training services to teaching staff across science departments in relation to programme design and the effective use of learning technology, leading on the delivery of training and development of guidance resources. Of his many achievements, James has coordinated support for ‘at desk’ and scheduled lecture recording, ensuring that recording provision was in place to match the institutional ‘opt out’ policy for the automated recording of timetabled lectures in 2018. He has led on other service areas too, such as interactive lecturing supported through our use of ResponseWare.

In all contexts, he has been thoughtful, attentive to teaching requirements and an effective communicator in highlighting how and why the technologies in question can be used by staff to enhance the student learning experience. We will miss him very much – but wish him all the best in his new role at Durham.  (Richard Walker – Head of PDLT)

Closed Captions for Video Policy

It is a legal requirement for all pre-recorded video to meet the requirements of the 2018 Digital Accessibility Regulations. A new staff policy sets out the requirements that all staff should address in their handling of video to comply with the regulations. In summary:

  • All staff who are engaged in the creation of pre-recorded video content must ensure that accurate closed captions are included as part of that resource. Pre-recorded video may not be published to end-users without closed captioning in place.
  • Staff are required to review the captions for the pre-recorded video to check that they provide an accurate reflection of the audio content (e.g. presenting technical and discipline-specific language correctly). They are also required to respond to requests for corrections to captions from end-users, if errors come to light after the publication of the video resource. Requests for captioning corrections to be made may be communicated to staff directly or through the reporting channel that a teaching department has established and highlighted through its accessibility statement to students.
  • Videos hosted within Panopto (the University’s centrally supported service for delivering video for teaching and learning applications) will automatically receive system-generated closed captions – but these will need to be reviewed by the content author to ensure that they are accurate/intelligible

We encourage colleagues to share the full policy document within their Departments.

Advanced Notice of VLE Mini-Upgrade, December 2020

Colleagues should also be advised that we will also be carrying out further necessary system maintenance in December of 2020. This Winter ‘Mini-Upgrade’ will take place over a two day period, requiring Tuesday the 8th and Wednesday the 9th of December inclusive. As with the Summer upgrade, the VLE and Replay Lecture Capture will be unavailable to all users. This work is to ensure that the service continues to be robust and stable for the busy assessment periods in the Spring term. We do not plan to introduce any new functionality during the mini-upgrade.

Please ensure that these dates are shared widely within your respective Department. If you are aware of any planned teaching and learning activities that are running during these upgrade periods, please contact the Programme Design and Learning Technology Team as early as possible at vle-support@york.ac.uk and we will endeavour to find a solution for you.

Replay Service Level for Autumn 2020/21

With no face-to-face lectures taking place on campus in the Autumn Term, the Replay service will be available on an opt-in basis only. Colleagues wishing to schedule a face-to-face ‘non-lecture’ type activity for recording will need to articulate their requirements (for either a single session or a sequence of sessions in one of our supported rooms) to timetabling@york.ac.uk, providing notice of three working days.

For colleagues wishing to make use of the service, we have composed some guidance that outlines the limitations of the facilities for ‘non-didactic’ delivery and how to approach some of the practical issues that emerge from this.

When it is deemed suitable for normal face-to-face lecturing to recommence on campus, the recording of lectures, as stipulated by the University Policy for the Recording of Lectures (2018) will also resume.

Preparing for Dual Delivery VLE Site Resource For Staff

The VLE training site – ‘Preparing for Dual Delivery 2020-21’ – has been made available to all staff to review.  This resource aims to support departments with their planning and preparation for teaching as we move towards the next academic year (2020-2021). 

The VLE site models and explains different approaches to teaching online, and indicating how these methods might be adapted into blended/dual delivery. We will also be updating the site to include guidance materials on socially distanced teaching on campus in the next few days  – so please revisit the site if you have worked through it already to review the new materials that have been prepared by ASO’s Academic Practice team.

To access the site, please log into the University virtual learning environment (Yorkshare) by going to https://vle.york.ac.uk/ and entering your username and computing password into the boxes, which will enable you to authenticate. From there you will arrive on your VLE home page. You can then search in your list of modules for ‘Preparing for Dual Delivery 2020-21’. 

Alternatively, once you have successfully logged into the VLE, you can click on this direct link to the site.

Start of Term Readiness – Technical checks for teaching and admin’ staff to ensure their VLE sites are ready for use

A reminder that we have a central guidance document available for both teaching and admin’ staff on how to help ensure VLE sites are ready for the start of term: VLE Start of Term Site Readiness. This guidance is not COVID-specific (for COVID help, see our central COVID page), but rather general housekeeping guidance covering how to get ready for a new term.

Please note that the VLE Group User rollover process has begun and we hope to complete this process in the next two weeks, depending upon feedback and return of data from departments. Departments have been contacted with data to check so that they can request a full, partial or special group user rollovers for their new 2020/21 module sites, please ensure that these requests are responded to so that group users are deployed for as many of your sites as possible. Further updates will be communicated to colleagues via the VLE Coordinators email group and/or direct emails.

Start of Term Induction Materials for Students

Several cross-team webinars were held w/c August 24th around what induction materials are available at the University for new and returning students:

Student Support:

Take a look at our new “Introduction to learning technologies” area. This area covers what types of online tasks you may be given as a student, as well as technical guidance on how to use many of the common tools used to facilitate these tasks (such as the VLE, Replay, Collaborate and more). The Library have also provided a Skills Guide around studying online, which cover areas such as being digitally organised, researching effectively online, and how to communicate with others over the internet.

For day to day technical support, students can look at the “Help & Support” tab in the top right of every VLE page, or use our Student Help & Support Page.

ASO webinar series recordings and resources; facilitated workshops in September

The Summer webinar series has recently come to a close and we have made the recordings and resources from this available in the following VLE site.  The webinars are organised by the following themes:

  • Designing and planning for active and inclusive learning
  • Developing resources, tasks and explicit VLE sites
  • Interaction and engagement in dual delivery 
  • Assessment and feedback approaches
  • Evaluation and well-being

We hope that this will be a useful resource to draw on alongside the preparing for dual delivery site and the PDLT guidance on the use of the VLE and related tools when you are developing plans for the 20-21 academic year.

If you have attended any of the webinars, or if you have accessed any of the recordings and resources, we would welcome your feedback via the following feedback form.

In September, we plan to offer further support / Q&A for those who have accessed the recordings and resources so that you can come along and share your plans in a facilitated workshop format.  This will provide opportunities to discuss work in development and seek input on any unresolved issues.  If you’d be interested in attending one of those events, please get in touch with us at vle-support@york.ac.uk or see the webinars site for further information.

Replay Briefing: 24 September

Prior to the start of term, the Programme Design and Learning Technology Team will deliver a briefing remotely for staff on 24 September between 13:00 – 14:00 to those who wish to use rooms equipped for Replay Lecture Capture when teaching resumes on campus. The session is highly recommended for those who will be using Replay for the first time – but will also chart updates to the service and provide a refresher for previous users.

Please confirm your attendance and ask any questions you may have via our 2020-21 Replay Room Briefings form by 11 September.

COVID Contingency Materials for Staff and Students

We are working on better centralising all the numerous help resources that we have generated relating to COVID since March this year. Due to the quantity and type of materials this will take us some time to finish completely, however we have split this work into two phases and the first is already complete:

  1. Phase One – Ensure that there is a central page on our WordPress site that summarises all the core COVID materials for both staff and students and ensure that this page can be accessible from most areas of the site – COMPLETE.
    1. Here’s the central COVID page
    2. It’s “stickied” on our site’s homepage, and an orange “COVID Support” box has been added to the left hand pane of the vast majority of our WP pages that also links back to this same page.

  2. Phase Two – Ensure that all our new individual Google Doc help guides are added into the “VLE Help” search area for staff. Currently many of them are missing from that area – UNDERWAY
    1. It’s a manual task to get them all added, but we’re working on this already alongside a summer intern
    2. For now, if you cannot find specific materials please contact us or navigate through our GDoc Guides Folder.

If you have any suggestions as to how we can better publicise and share help materials, contact Amy at amy.eyre@york.ac.uk

Collaborate Original: Webinar Platform End of Life

We have been advised by Blackboard that the Collaborate Original (aka “Collaborate Classic”) webinar tool will be hitting “End of Life” in Europe on December 31st 2020, and as such will no longer be supported or usable after that point. 

The Collaborate Ultra webinar platform that is currently in wide usage will not be impacted by this change. Collaborate Ultra will continue to be usable here at York in 2020 and beyond, it’s just the older Original/Classic version of the Collaborate platform that is now facing end of life.

Help: Distinguishing “Collaborate Original” (aka “Classic”) from “Collaborate Ultra”.

Are you aware of anyone within your department still using Collaborate Original (rather than Collaborate Ultra) for webinar-type activity? We have run reports recently that have shown a spike in Collaborate Original activity since the beginning of COVID, as well as the much-expected increase in the use of Collaborate Ultra. 

We are keen to scope out who might be using Original rather than Ultra. We’re also keen to speak to anyone that has old Collaborate Original recordings that they’re wanting to keep beyond 2020.

Please forward this information on to relevant contacts within your department. If anyone is using Collaborate Original, or has any questions about this, please contact us at vle-support@york.ac.uk  

Call for chapters: Designing Courses with Digital Technologies: Evidence and Examples by and for Higher Education Instructors

Higher education is currently undergoing a digital transformation. As most higher education institutions are integrating digital technologies, instructors need guidance. In this book, to be published by Routledge, instructors from around the world, representing different subject disciplines, will write short chapters with concrete examples of how they use digital technologies to support teaching and learning informed by evidence. The book will be written by and for instructors.

Info: E-Accessibility News


Training: Creating Accessible Documents • Online using Collaborate Ultra • 10am-12pm • 8th September

A workshop demonstrating how ‘universal design’ can help everyone, and not just those with an accessibility need. Practise creating accessible documents using your own documents or using sample documents. Find out more and sign up (HR LMS). You’ll have to login to the HR LMS and search for ‘accessibility’ to view the events. Or sign up for those who cannot access the HR LMS. You will be sent a Collaborate Ultra link to join the online training room.

Find other events at http://bit.ly/eaccess-wiki.


Digital Accessibility Tutorial

Our Digital Accessibility Tutorial introduces you to the 2018 regulations and why it’s important to reach certain standards in digital accessibility. Find out how you can create accessible documents and create your action plan today! Login to the HR LMS and search for ‘accessibility’ to find the online tutorial.


Blackboard Ally News

All departments except for three are now running Blackboard Ally. We’ve set up a site: http://ytel-BBAlly that has monthly department statistics for your courses to help you track your site accessibility progress. Do pass any feedback or contribute any stories you or your students have on how you’re using Blackboard Ally.

Students are invited to complete our survey on student use of Ally. Please do pass this survey link on to any students you are currently in touch with.


Mathtype licences, Mathjax, Latex documents

See standing items for MathType licences and Mathjax and latex documents.

We are pleased to announce that the University will also be acquiring a site licence for Equatio, which is mentioned in our equations guidance.

Webinar: Future Teacher 3.0 Webinars 25 Sep 2020 1pm

The June Future Teacher webinar was on the topic Self assessment and mastery learning and featured Stefan Wytwyckyj from the IPC. View the recording on the Future Teacher website.

We’re looking for presenters willing to share their experiences on using Social Media for learning for our next webinar in September 2020. Or if you’ve not got experiences but enjoy researching and presenting you could review the content from the previous webinar and provide a fresh literature review!

This series of webinars has been running for over two years. We are re-running the topics from the beginning, adding fresh input by guest speakers and updating resources as we go, to ensure that these open source materials continue to benefit everyone.

If you have a minute to give us some feedback (feedback form), just let us know what you’ve gained from the FutureTeacher sessions or how they’ve influenced your teaching.  

If you are interested in presenting your work on any of the topics below, please do get in touch with lilian.soon@york.ac.uk.

Also see our standing item Future Teacher Webinars.

Community: Blackboard User Groups

Blackboard (the company that provides the platform that the Yorkshare VLE is built on, as well as Collaborate webinars and the Ally accessibility tool) have a number of User Groups which any Blackboard customers from across the globe are welcome to join. The user groups meet regularly online to discuss best practices, user cases, updates and more. As the University of York is a Blackboard customer, any interested staff (technical, academic or otherwise) are welcome to join user groups  if the area is of interest.

The following User Groups may be of particular interest:

Standing item: E-accessibility

Several initiatives are happening across the university as a result of the 2018 regulations. Find out more by reading our blog post and visiting our e-accessibility project wiki (UoY login required). The latest items on the wiki relate to:

Workshop dates, guides and links are available on the wiki. If you’d like to be involved with any of the working groups, please do get in touch.

Mathtype licences and latex documents

For anyone who types Maths equations or formulas into Microsoft Office Word or PowerPoint using the Maths Editor, you can improve the accessibility of these equations or formulas by using Mathtype

You can sign up for Mathtype licences (which are limited this year) if you regularly type maths in Microsoft Office. If you have any issues with getting your licence on your PC, please email itsupport@york.ac.uk.

Mathtype licences have been installed on student campus machines.You can also use Mathtype via Unidesktop.

We ran a Mathtype forum in December 2019 attended by IPC, Economics, TYMS and the Maths Skills Centre. We all learned something from each other and look forward to welcoming more people who are interested in creating accessible maths to the next forum. Get in touch if you have any questions: vle-support@york.ac.uk

If you create documents using Latex, you can improve the accessibility of the documents (pdf or web pages) that you generate from Latex by reviewing the university’s document about Making equations accessible at the University of York


At our last VLE coordinators meeting, we shared the good news that we now have Mathjax on the VLE following the upgrade in December. 

View the recording from the VLE Coordinators meeting (UoY login required)

About Blackboard Ally

Ally is a tool that works seamlessly on Blackboard to provide tips and step-by-step guidance to help you improve your content accessibility. In addition to providing you with an accessibility report, Ally automatically creates alternative versions of your files. This allows students to choose the type of file they want that best suits their needs. While you’re in the process of improving files, students can still access alternative copies. 

TYMS have successfully piloted Ally, with more detailed feedback on their experience available from end of May. 

Our institution score has risen from 55% before summer to 75% after summer, and is now at 79.7%. Well done everyone! Let’s keep going and making our learning resources more accessible for everyone. 

A new feature since April available to all is the Bee Line Reader. The Ally Instructor guide and Ally student guide have been updated. Anyone can also use Ally outside of the VLE for the next few months at https://ally.ac/covid19/.

Ally user group at UoY

Join the discussion about Ally on Google Groups. The welcome message has links to the instructor guide, student guide, message to departments and messages that can be shared with staff.

Standing item: Future Teacher Webinars

Future Teacher webinars have been running once a month at lunch time for over two years.  Previous sessions have featured various University of York staff or resources and covered:

  • Online learning – what works?
  • The Flipped Classroom
  • Knowing what they know – getting feedback from students (Alex Reid, Psychology)
  • Collaborative teaching and learning – inside and outside the classroom
  • Strategies to support reading
  • Strategies to support writing (Lou Stringer, Learning Enhancement, Jenny Threlfall, SPSW)
  • Self-assessment and mastery learning (Stefan Wytwyckyj, IPC)
  • Using Social Media in Teaching and Learning (Glenn Hurst, Chemistry)
  • Inclusive Practice (Emily Brunsden, Physics)
  • Working with Rich Media – Images (Sandrine Devlin, LFA)
  • Working with Rich Media – Audio (David Beer, Sociology)
  • Working with Rich Media – Video (features our Replay guides)
  • Getting Savvy with digital tools and resources
  • Designing appropriate assessments
  • Designing for technology enhanced programmes
  • Designing and Creating Online Learning Activities and Resources (Sociology’s resource ‘The Bureau of Applied History’ was added to the inspiration board)
  • The wonderful world of webinars (Amy Eyre, PDLT)
  • Future Proofing Future Teacher – including sharing and reusing our Journeys
  • Learning Analytics (Jess Wardman, TYMS and James Youdale, PDLT)

Access previously recorded webinars and the interactive learning resources from our Future Teacher WordPress page or directly from the Future Teacher web site.

Standing Item: Departmental teaching and learning sessions

As part of our remit to provide advice and support to academic Departments, we can work with you to design and deliver sessions focused on a range of programme design and learning technology matters.  

You may be planning some specific programme developments or looking to explore the potential benefits of different approaches or tools within your learning, teaching and assessment within and across modules.  Or you may want to address some particular learning, teaching and assessment challenges or opportunities within your Department. Themes that we have helped to address recently include:

  • Facilitating interactivity and engagement within large lectures using Electronic Voting Systems and synchronous discussion tools
  • Enhancing student engagement with learning outside class contact time and between scheduled sessions using the VLE

We can provide bespoke input informed by case studies on subjects such as: 

  • Learning and teaching in large groups or in small groups
  • Supporting independent study
  • Maximising the benefits of live learning and teaching activities through activities carried out in between sessions (front-loading, flipped learning, ‘blended’ learning)
  • Enhancing formative assessment
  • Enhancing feedback processes
  • Developing assessments to maximise learning (e.g. assessing process elements as well as end products; incorporating collaborative working; integrating skills)
  • Approaches to ‘engagement’ in assessment: Active learning and assessment; ‘real-world’ / authentic assessments; integrating transferable skills

We can also offer Department-specific versions of any of the workshops detailed on our blog.

If you would like to discuss this further please do not hesitate to contact us at vle-support@york.ac.uk.

Standing Item: Development Opportunities and Bespoke Technical Training

VLE Induction – Getting Started with Yorkshare and Baseline Approaches

This can be tailored to an academic or support staff context, specific to your use of the VLE in your role – ideal for those who are new to using Yorkshare or who may need a refresher on certain tools and functionality. Section 1 of the York TEL Handbook also covers recommended good practice for baseline use of Yorkshare. As well as 1:1 consultations at the modular level, we can tailor this session to programme teams for a more holistic overview.

VLE Induction – Yorkshare Administration

Yorkshare Administration training is for departmental administrators who need to create and manage Yorkshare module sites and content system privileges.

VLE Induction – Self-paced Getting Started Materials

We’ve developed a series of short help videos (hosted on YouTube) covering the most common tasks you might need to undertake when developing, preparing or managing your Yorkshare (VLE) site.

This blog post provides a table listing (and individually linking to) all of the short ‘getting started’ help videos we’ve produced.  The table also includes links to equivalent written guides where available too.

The blog post also provides links to three online Prezi files that further contextualise the help videos:

Basics of using Yorkshare (Prezi)

Prezi contextualising the videos relating to advanced use of Yorkshare’s Content Items

Prezi contextualising the videos relating to Tools and Control Panels

You can view a more comprehensive list of the professional development opportunities that we offer on our E-Learning Blog. To request a session for either yourself or to make a booking for your department, please contact us at the earliest possible convenience at: vle-support@york.ac.uk

As always, we welcome any feedback and suggestions on how we can support e-learning and use of the VLE and other technologies within your departments. Please don’t hesitate to get in touch at vle-support@york.ac.uk.

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