Executive Policy 5.204 Executive Policy 5.204

Title

I.  Introduction

II.  Definitions

1. Distance Education
   
   1. Distance Education is defined by the US Department of Education as instruction in which the student is separated from the instructor and instruction is delivered through one or more technologies that support regular and substantive interactions between the student and the instructor, either synchronously or asynchronously.
   
   
   2. Regular and Substantive Interactions
   
   Regular and Substantive Interactions (RSI) is a key requirement under the U.S. Department of Education's definition of Distance Education. Regular and Substantive Interaction is engaging students in teaching, learning, and assessment, consistent with the content under discussion, and also includes at least two of the following:
   
   1. Providing direct instruction;
   
   
   2. Assessing or providing feedback on a studentʻs coursework;
   
   
   3. Providing information or responding to questions about the content of a course or competency;
   
   
   4. Facilitating a group discussion regarding the content of a course or competency.
   
   Regular interaction Criteria: Regular interaction between a student and an instructor or instructors is ensured, prior to the student's completion of a course or competency by:
   
   1. Providing the opportunity for substantive interactions with the student on a predictable and scheduled basis commensurate with the length of time and the amount of content in the course or competency
   
   
   2. Monitoring the student's academic engagement and success, and ensuring that an instructor is responsible for promptly and proactively engaging with the student when needed, based on such monitoring or upon the student's request.
   
   
2. Online Education


1. Online education refers to instruction delivered primarily over the internet (online), making it a specific and common modality for Distance Education.


2. An asynchronous online course is a type of Distance Education delivered primarily over the internet in which instruction and required interactions between the student and the instructor do not occur at the same time (flexible time), but must still be regular and substantive.


3. A synchronous online course is a type of Distance Education delivered primarily over the internet in which instruction and required interactions between the student and the instructor occur in real time (live).


4. Fully Online programs - An approved program of study in which all courses and instructional activities are offered online. There are no on-campus or in-person requirements.


5. Blended Learning Program - An approved program of study consisting of a mix of credit-bearing program requirements that include both online and in-person activities. In-person activities may take place on a UH campus or a designated location.



3. State Authorization
   
   1. State Authorization refers to the legal and regulatory compliance process that a postsecondary institution must undergo to offer its programs to students residing in states or territories other than its own, as well as to international students.
   
   
4. Learning Management System
   
   1. A Learning Management System (LMS) is a software application or web-based technology used to plan, implement, and assess a specific learning process, with a primary function of facilitating and managing all aspects of an online or distance course. Online and hybrid courses must use a Learning Management System in compliance with EP 5.301 Learning Management System Use.


5. Learning Centers
   A term used in the UH Strategic Plan 2023-2029 and on the UH website, referring to the University Centers and Education Centers of the University of Hawaiʻi. The University Centers assess the communities they serve on education and workforce development needs and share that information with UH system officers to inform online programming needs across the state of Hawaiʻi.


6. Collaborating Unit
   A University of Hawaiʻi (UH) campus that provides services to UH students enrolled in online programs offered by another UH campus.


7. Originating Campus
   The UH campus offering an online program of study.

III.  Distance and Online Programs: Roles and Responsibilities

1. High-Quality Instruction: Online learning is first and foremost an academic endeavor. The quality and standards of online instruction, whether synchronous or asynchronous, must be comparable to those of traditional instructional program activities, including comparable assessment practices. Regardless of any collaborative arrangements, the responsibility for quality assurance rests firmly with the campus that confers the credit and/or credential.
   Each campus establishes its own internal processes to ensure the quality and integrity of all online learning curricula.


2. Accreditation: The responsibility for meeting accreditation standards for online programs rests firmly with the campus that bestows the degree or certificate. Responsibility for supporting in-state online learning students may be shared among an originating campus and other supporting sites, i.e., campuses and education centers (collaborating units) where students may participate in synchronous interactive sessions and/or receive assistance and support.


3. Tuition and Fees: According to BOR Policy 5.210 Section III.D, online education is offered at a cost to the student that is similar to the charges for regular on-campus instruction. Applicable nonresident tuition applies unless superseded or supplemented by a special credit course or other fees approved by the president. Online students are part of the campus student body and have access to co-curricular and fee-based services. However, students enrolled in online programs may have those fees waived or pay substitute fees to support their needs (BOR Policy 6.203 Section II.ci). Executive Policy EP 6.208 also considers fee adjustments for students enrolled in online programs.


4. State Authorization: All campuses must comply with any applicable State Authorization and/or international requirements when enrolling students located outside of the state of Hawaiʻi into online classes and/or into online programs


5. Marketing online programs: Campuses commit to providing accurate, complete, publicly available information about online courses and programs on the campus website. They must also include any disclosures mandated by federal, state, and/or University regulations.


6. Online modality commitment: Commitment to offering all necessary courses in an online modality, along with all necessary support for a period sufficient to enable current students to complete their degrees/certificates.


7. Learning Management System: Deliver online courses in accordance with the Executive Policy on Use of the Learning Management System (LMS) EP 5.301


8. Copyright: Software and digital content used in online and web-enhanced courses must comply with copyright laws.


9. Cross-institution Coordination: Coordinate with collaborating sites and supporting units regarding program plans, support needs, and requirements.

1. Shared Responsibility: online education, along with the necessary support services, is essential to the University’s mission. Each campus and support unit across the UH System shares responsibility for online education. Online students receive the same care, attention, and resources as campus-based students, fostering a cohesive and supportive learning environment across the UH System.


2. Common Standard of Care: All University of Hawaiʻi (UH) students, regardless of their primary campus or degree program, are supported by the entire UH System. Campuses and learning centers are responsible for providing a consistent common standard of care for all UH online students, including those matriculating at other campuses. This includes addressing academic support needs, such as access to common study spaces, student computer labs, or UH testing centers, even when students are physically located at a different UH campus from the one conferring their degree or certificate. When online programs are a collaborative effort among campuses, the supporting sites must ensure students have access to essential services to foster a cohesive, seamless learning experience across the UH system.


3. Collaboration: Online education within the UH System is a collaborative enterprise that includes program planning, curriculum development and delivery, student services, and other support services (such as testing centers) to enable students to complete degrees/certificates in a timely manner. If needed, memoranda of agreement detail the responsibilities of collaborating units, including addressing specific cases in which financial support may be required from originating campuses. Collaboration with external providers may be considered when internal resources are unavailable to address demonstrated in-state needs.


4. Communication: Collaborating units shall provide interested and qualified students with information about online programs and courses, in coordination with the campuses that offer those programs.


5. Assess community needs: Learning Centers regularly assess community needs within their areas of responsibility and communicate the results to the UH System.


6. Accessibility: In accordance with applicable statutes and regulations, reasonable accommodations will be made to facilitate access to UH online programs and services for all qualified students with disabilities. Although online education often breaks down traditional barriers of time and space, technological advances may also place new and unforeseen demands on educational services and support. Originating and supporting sites, along with their respective disability service programs, will cooperate to provide appropriate auxiliary aids and services to those with documented disabilities.

1. Coordination: UH System Officers supporting online education shall facilitate coordination among campuses and units that support online education, including the creation and convening of standing and ad hoc working groups and advisory councils.


2. Systemwide Integrated Technologies: When deploying technologies to support online learning, the University strives to select and invest in technologies that integrate services and digital learning environments consistently across all UH campuses


3. Technology Infrastructure: UH System Information Technology Services shall manage the UH System's technology infrastructure and services to support the technical aspects of online education.


4. Compliance: Disseminate information on applicable federal and state regulations and laws, as well as best practices in distance and online education.


5. Collate Online Course and Program Information: Display course, program, enrollment, and related information regarding online education to communicate opportunities and activities within UH and externally.


6. Professional Development: Provide opportunities for system-wide faculty and staff development in high-quality, evidence-based online teaching and learning practices.


7. Resource Allocation: UH System administration shall assist in acquiring resources for the development of online programs.

IV.  Contact Information

V.  Approved: