Open and Distance Learning Policy 2020

BACKGROUND

The outbreak of COVID-19 pandemic and its exponential spread across the globe ignited concerns
regarding the future of work which has been a hot topic of discussion for management scientists
over the past few years. Unexpectedly, this outbreak has brought the future way too soon for
industries and organizations that are bound to re-think and re-shape their policies, processes,
and working mechanisms. The field of education has been equally affected by the outbreak and
universities and colleges, globally and in Pakistan, are highly concerned about the delivery of their
courses to students. A key concern for Pakistan is the issue around internet connectivity since a
large part of the country still remains unconnected with networks that are needed to connect
universities to their students.

Being the largest public sector university of the province and with a student base of 16K+, the
University of Balochistan is seriously concerned about the future of its students and
consequently, the delivery of its curriculum to students in this unprecedented times of COVID-19
pandemic, which has been estimated to last a few months at least which means the suspension
of traditional learning and teaching activities at the university. Therefore, in the pursuit of
continuing the regular educational activities of the university, and in obedience of the guidelines
of the Hon’ble Governor Balochistan / Chancellor UoB, the Hon’ble Vice Chancellor has
constituted a committee to devise a robust policy and operational plan for the delivery of online
classes by the university. The committee has been tasked to devise a detailed Open and Distance
Learning (ODL) policy document along with operational mechanism for the delivery of online
education at the university.

SCOPE OF POLICY

The scope of this document is to provide policy provisions for the delivery of ODL programs to
the students of University of Balochistan, its campuses, and affiliated colleges across the province
of Balochistan. The policy will guide the university into the future of blended learning and digital
education by extending its current delivery mode to distance and online education. Although the
policy is being developed to address the current need of continuing educational activities during
the COVID-19 pandemic, however it is expected that this policy will continue to guide the
university into its future of becoming a leading institution of online and distance learning in
Pakistan. This is essential in an age driven by technology where staff and students expect
flexibility in teaching/learning and engage in life-long education which wasn’t previously possible
in the absence of technology. Since the University of Balochistan has an excellent Department of
IT (DIT) possessing rich resources and human capital to convert the university’s vision into reality,
this policy has been developed.

VISION AND MISSION

To provide students with the opportunity of accessing and engaging in quality education via
distance and online learning. The university’s core aim is to extend its revenue stream by
expanding into different modes of education i.e. online and distance learning which will assist
the university in becoming financially independent in the future. Being a geographically scattered
province, the opportunities of online and distance learning are immense.

GOALS OF ONLINE EDUCATION AND DISTANCE LEARNING

The university aims to engage in online education with the following goals:

(i) To help the university in continuing to offer its education online during the COVID-19
pandemic.

(ii) To provide access to education to students who are physically out-with the
geographical jurisdiction of the university and are unable to attend the university itself
or any of its campuses spread across the province.
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(iii) To expand its income stream to become financially independent.

(iv) To tap into new student markets where the university is physically not present.

(v) To attract more students to the university by providing greater flexibility in learning
and giving access to programs via the use of technology.

(vi) To provide greater flexibility to staff for working and delivering their courses from out-
with the university. This shall provide work-from-home opportunities to teaching staff
to enable them to operate effectively from distant locations and conducting their
classes and engaging students from a distance.

(vii) To develop the intellectual capabilities of our students by promoting the independent
learning aspect of education. The ODL mode shall allow students to be more self-
reliant and get in the habit of self-learning.

(viii) To introduce staff and students to various technologies and learning platforms to
better equip them in moving into the technological future.

(ix) To be prepared and well-equipped for any future pandemics or disasters that
may halt the traditional educational system yet again.

Goals - Online Education & Distance Learning

for

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CURRICULUM AND INSTRUCTIONAL DESIGN

(i) The ODL curriculum developed at UoB shall conform to the guidelines of the HEC. All
Deans of Faculties and Chairpersons of teaching departments will bear responsibility
of this.

(ii) Departments will ensure that formality and flexibility of the programs are
wellbalanced. The credit schemes will be formally developed whereas the duration of
the ODL programs can be flexible.

(iii) The online courses will have the same objectives and learning outcomes as traditional
courses.

(iv) The university will develop an online teaching framework/instructional design

consistent across all faculties and departments which shall include the following:

i. development of the program plan

ii. a breakdown of the teaching plan and schedule
iii. elaboration of the course delivery components such as online interaction
and face-to-face components, and instructional materials
iv. Self-test questionnaires

(v) Instructional design will include digital material, tutorial support system, and use of
audio/visual technology.

(vi) Online and e-learning designs must be infused within the credit schemes already
approved without compromising the pre-requisites of the courses/programs.

(vii) As an alternative to the face-to-face interaction, particularly for laboratory

component of the teaching, simulations and online classroom environments can be
established.

(viii) The curriculum and instructional designs must be approved by the relevant statutory
bodies of the university and the faculty/department concerned.

TEACHING CONTENT/MATERIAL DEVELOPMENT

(i) Teaching content/material must be developed as per the need of the program/course.
It is absolutely fine for different programs and courses within a faculty/department to
have different material for online delivery. This can vary from the content of the
traditional course.

(ii) The content chosen for online delivery must clearly align with the objectives of the
course. E.g. when teaching the concept of teamwork, the content must reflect this in
online delivery by engaging students in teams.

(iii) The content for distance education must be engaging, enabling, progressive, and
transformational.

(iv) Credit hours shall be distributed in: self-study material; self-assessment activities;
multiple media content; face-to-face/online tutorials; and workshops (can be digital
or physical).

(v) The use of Open Education Resources (OER) under Creative Common Licenses shall be
adopted in the existing course materials.

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COURSE MATERIAL PREPARATION AND COMMUNICATION

(i) All information shall be shared with students using multiple communication methods.
E.g. Email and Post.

(ii) Transparency and secrecy shall be maintained by the university in collaboration with
DIT.

(iii) A range of contemporary digital methods and tools must be used for online delivery.
This shall be done to facilitate communication between students and their teaching
departments. The concept of Virtual Classrooms can be used to facilitate interaction
between teacher and students. This can be done using the simplest software such as
WhatsApp where teachers can create groups (as classrooms) being the Group
Administrator and students added as participants. Teaching and learning activities be
encouraged in these groups where students can ask questions from their teachers for
quick response. Dedicated email accounts can also be used for this purpose.

(iv) Availability of staff beyond the normal university timings must be to facilitate ODL
students.

(v) Training and teaching manuals must be prepared by each department to facilitate staff
and students.

(vi) The Department of Information Technology (DIT) shall take the lead in developing
virtual learning platform for all faculties and teaching departments. DIT will ensure all
teaching material received from departments complies with the ODL policy of the
university and is in deliverable state.

(vii) DIT will ensure the availability of online delivery material to teaching staff and
students and shall provide training to them for the use of such systems and platforms.
DIT may use any relevant platforms for such use including Zoom, Skype, Dropbox,
Google Drive, Emails, any other portals commonly used for ODL.

(viii) Dean Faculty shall act as the Head of ODL Programs (focal person) of their relevant
faculties and ensure effective communication between their teaching departments
and DIT.

(ix) In collaboration with the Chairpersons, the Dean Faculty shall nominate a number of
Subject Experts (SE) for each teaching department who will be the key persons
responsible for development of online material for the different courses within the
department. The SEs will transform traditional teaching material into online teaching
material. Therefore, it is essential for the SEs to be proficient in IT and contemporary
software and learning platforms.

(x) The SEs must be spared off their existing teaching load to dedicate their time towards
the preparation of ODL study material. The Vice Chancellor may approve additional
remuneration for SEs if need be.

COURSE DELIVERY MECHANISM

(i) All degree programs including B.S. (MPhil/PhD in future) using ODL route must be
offered on Self-Study basis with limited synchronous component (if needed). All
teaching material will be made available to the students at the start of the course and
student will have to complete the course within a set time frame.

(ii) The teaching material must be made available online to the student as well as mailed
out (in printed form) in case the student has issues accessing the online material due
to poor connectivity issue or unavailability of a computer.

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 (iii) For courses where the entire teaching content can be delivered using selfstudy or
asynchronous mode, there shall be no need for live teacher-student interaction using
live video calls, video or in-camera lectures. However, if synchronous medium is
needed for delivering a course of part of course effectively, they should be made
available.

(iv) Programs and courses where student engagement is essential, such as MBA programs,
additional arrangements must be made e.g. using Discussion Boards or any other
means to facilitate student engagement and discussion.

EVALUATION AND ASSESSMENT MECHANISM

(i) Multiple assessment components must be used for student evaluation at multiple
delivery points.

(ii) The assessments and evaluations must include, and not be limited to, course
assignments, quizzes, face-to-face/online activities, participations and presentations,
group discussions, simulations, and examinations (mid and end of term exams).

(iii) The conduct of examinations for ODL programs must strictly comply with the general
examination policy and rules of the university and Semester Examination policy.

(iv) All assessment, evaluation, and exam related procedures must be communicated to
students at the time of registration for the ODL program.

QUALITY ASSURANCE

(i) The ODL programs shall undergo and fulfill all the quality assurance requirements as
the traditional programs.

(ii) The QAAD office shall provide assistance in quality assurance.

(iii) All ODL programs must be approved by the relevant statutory bodies and must meet
HEC guidelines.

(iv) The entire responsibility of quality assurance must rest with the relevant Dean Faculty
who shall act as the Head of ODL Programs.

(v) The University of Balochistan shall comply with Policy and Regulations for Open and
Distance Learning (ODL) developed by the HEC.

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Fundamental Processes with Key Attributes

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Curriculum & Instructional Design Content / Material Development

Important Attributes Important Attributes

• HEC Guidelines • As per need of programs / courses

• Formality & flexibility of Programs • Online delivery aligned with objectives
• Uniform objectives & outcomes • ODL (Engaging, enabling, progressive &
• Online Teaching framework Transforaminal)
• Instructional design (Synchronies and / or • Distributed credit hours
Asynchronies) • Use of Open Educational Resources (OER)
• Online & E-Learning Design • Self testing Questioners
• Approval by Statutory Forums

3 4
Course Material Preparation & Course delivering Mechanism
Communication

Important Attributes Important Attributes

• Multiple Mediums (E-Mail, Post, Web Etc.) • Route to Self Study

• Contemporary Online Digital Methods & • Deployment of teaching material online & in
Tools hard form
• Training & Teaching Manuals • Where Applicable: synchronies Teaching
• Virtual Learning Platforms mode
• Intime online delivery of Materials • Must: Asynchronies Teaching mode
• Dean as head of ODL Program
• Nomination of Subject Experts

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Evaluation & Assessments Quality Assurance

Important Attributes Important Attributes

• Multiple Assessment Components • Adhering of All Quality Assurance

• Incompliance with University and semester Requirements
rules • QAAD Assistance
• communication of Rules & procedure to all • Compliance of Policy & Regulation
stakeholders including students

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OPERATIONAL PLAN

Online Academic Council (OAC)

The purpose of Online Academic Council (OAC), as prescribed by the HEC, is to approve online
courses and faculty and to rule upon disputes and complaints. The council is also responsible for
ensuring smooth operations of the online and distance education at the university. Keeping in
view the guidelines of the HEC and its recommendation, the committee constituted by the
worthy Vice Chancellor may be notified as University of Balochistan’s OAC for the approval of
online courses during the current pandemic. The worthy Vice Chancellor may grant prior approval
to the recommendations of the committee with pending final approval from the university’s
Academic Council once the COVID-19 is over. The OAC will work as governing body for
impartment of online education during the COVID-19 pandemic.

Technological Readiness

1. In accordance with the HEC Covid-19 Guidance No.3 - TSC- Final Approved Working
Paper, University of Balochistan has in-house adopted and deployed the Moodle
Learning Management System (LMS) along with integration of video conference
solution, with all such useful features as recommended by the TSC, thereby the LMS
is ready for Synchronous as well as Asynchronous mode of online lecture delivery. This
LMS will prove beneficial not only during the current pandemic situation but also
become a useful tool for promoting future blended and distance learning approaches
in the long-term. Furthermore, the UoB IT infrastructure that is connected directly
with PERN, already facilitates and provides a number of services including Access to
Digital Library resources through VPN and open access of online books catalogue of
UoB central library, as deemed essential during the lockdown under Covid-19
pandemic.

2. A series of recurring online trainings on LMS have already been initiated for faculty
members. Additionally, training resource materials are being provided to faculty
members in the form of tutorial documents, videos etc. Furthermore, an LMS
demonstrative course has been setup on UoB Moodle, populated with training
materials to initially facilitate the faculty members.

3. The Process of faculty/teacher registration is already in process and expected to

complete by 30th April 2020.

4. Course design process is also in progress and expected to be completed within the
given timelines.

5. The student registration process will begin and complete in phases, as planned.
Subsequently, tutorial documents and demonstration videos on using LMS will be
floated online for students through various electronic means.

Quality Assurance

The Quality Assurance and Accreditation Directorate (QAAD) shall be responsible for monitoring
and maintaining the quality of ODL programs at UoB. QAAD will be involved throughout the policy
design, development and implementation process to avoid any concerns around the quality of
online teaching and learning at the university. The QAAD will play the following roles in the design
and implementation of ODL programs:

1. Ensure implementation of policy guidelines in line with the prescribed policy by the HEC.

2. Monitor internal evaluation of standards and procedures for ODL programs.

3. Enhancement of quality assurance processes at institutional and program levels in the

University.

4. Recognize quality tier with the help of common rubrics that distinguishes between
"Basic", "Effective", and "Exemplary" standards, as per guidelines.

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 5. Ensure the slight variations in quality standards and requirements of conventional courses
in general and online courses in particular. The quality parameters will ensure that courses
are appropriately designed and organized, relevant support and resources are provided
to students, instructional design and instructor quality meet the required standards,
assessment and evaluation are in line with the policy guidelines, innovative use of
technology is in place, course learning outcomes are being met, and student feedback is
received and well taken care of.

6. Capacity building mechanisms are in place to enhance the standards of quality assurance
at UoB.

Curriculum Readiness

The ODL curriculum developed at UoB shall conform to the guidelines of the HEC. All Deans of
Faculties and Chairpersons of teaching departments will bear responsibility of this. The OAC shall
only approve those courses that are strictly in line with the flowing guidelines/SOPs:

1. Course: All courses developed for ODL programs must include:

i. introduction
ii. learning objectives
iii. grading policy
iv. course pre-requisites (if any)
v. textbooks
vi. lesson plans along with reading materials for each lecture
vii. assignments
viii. Power Point slides and other handouts

A key task of the OAC will be to ensure that all the above conditions are met prior to
approving any course for online delivery.

2. Faculty: Since online teaching is different to the traditional face-to-face teaching,

special attention needs to be paid to certain of its attributes including its unique
challenges, techniques and supportive resources. A faculty member offering an online
course must take relevant training courses which may enable him/her to
appropriately address these challenges and situation. The OAC must ensure that
faculty members delivering online courses have undergone the relevant training
programs offered by the Faculty Training and Development Centre (FTDC), in
conjunction with the Directorate of Information Technology (DIT) at UoB.

3. Evaluation & Assessments: The evaluation and assessment methods of online

education are different from traditional methods. The assessment methods in online
education should be explicit and include assignments, group activities and
engagements, discussion boards, self-assessments and quizzes, which are built in the
structural design of the course. In this regard, HEC will issue a set of guidelines to all
universities in the near future, which will be followed by UoB. However, in the
meantime, the following evaluation and assessment structure must be followed by all
online courses to ensure consistency in methods across the university:

Quizzes (LMS) 10%

Assignments/Reports (LMS) 15%
Attendance + LMS Log 10%
Discussion Forum/Video/Audio 15%
Engagement
Mid Term Examination (Oral Exams 20%
and Presentations)

Final Examination (Oral Exams and 30%

Presentations)

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 4. Laboratory & Practical Instructions: The laboratory work, research projects, or
internships require physical presence of the student and direct supervision. Such
courses may be avoided and be ruled out during the lockdown phase. HEC will issue
detailed guidelines and subsequently be placed before the OAC for implementation.

5. Course Formality & Flexibility: Departments will ensure that formality and flexibility
of the course are well-balanced. The credit schemes and grading policy will be formally
developed which would be explicit throughout university.

Each course shall have 15 week lecture plan as per the following proforma:

Week Topics SLO Knowledge Understanding Application

Each lecture shall preferably include:

a. One hour/credit hour pre-recorded video with lecture slides for each week
b. Audio-video interactive learning material
c. Two graded assignments/credit hour
d. Weekly reading materials of 1 hour/credit including additional videos
(if any)
e. At least one discussion topic/credit hour
f. Two graded quizzes /credit hour

6. Responsibility: The Chairpersons of teaching departments, with the consultation of

respective Deans, shall nominate faculty members and assign specific courses for
online delivery which are strictly in accordance with the above parameters and
guidelines. The developed courses will be placed before the OAC by the relevant
Deans for formal approval.

7. Training: Upon the formal approval of the courses by OAC, the responsible faculty
members will be offered training courses by FTDC and DIT.

Implementation/Practical Issues

1. Students who are unable to register for/attend online courses during the COVID-19
due to any reason, will be allowed to complete their missed courses through LMS in
parallel to their normal on-going semester once pandemic is over. Such students will
carry credit hours for online semester as if semester is frozen and will not affect their
CGPA if result of other students who attended the online semester is declared.

2. Students who do not register for offered online courses will have to provide
reasonable justification as to why they are unable to register. Such students will have
to seek formal approval from the OAC for continuing their missed online courses in
parallel to the regular semester after returning back to the university.

3. For attendance monitoring purposes, students will have to login to the LMS (Learning
Management System) or in combination participate through other widely used
mediums such as WhatsApp, Email etc. subject to the confirmation by the concerned
teacher.

4. Students can drop course/courses before mid term, after mid term, they will not be
allowed.

5. In areas and districts where Internet accessibility is an issue, UoB will sort out a
mechanism in its campuses and other local universities to provide technological
access to the students for downloading or accessing the online materials. Moreover,
the Colleges, Higher and Technical Education Department of Government of
Balochistan has established more than one government facility (such as College or
School) in different districts as Cluster head which has the facility of Computer Lab. In

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 negotiation with the Education Department, proper engagement plan may be
designed to enhance students’ access to internet in marginalized areas/population.

6. All other semester issues will be dealt with in accordance with the existing semester
rules of the university.

7. The policy of online education duly approved by the OAC of UoB will be implemented
in its campuses, constituent colleges and affiliated colleges accordingly.

8. The ODL policy is subject to change from time to time and only after the formal
approval from OAC. Any approved changes to this policy shall be communicated to
the stakeholders from time to time.

ROLES AND RESPONSIBILITIES

Department of Information Technology (DIT)

(i) DIT will acquire support from Technology Support Committee (TSC) of HEC for:
(a) preparing a connectivity map to identify problem areas
(b) collaborate with service providers to find solutions to connectivity
challenges in remote areas
(c) collaborate with service providers to arrange preferential access to
educational websites and materials
(ii) DIT will try to get access National Knowledge Bank (NKB), which will include databanks of
curriculums, online materials (textual as well as audiovisual), and questions and problems.
These materials will be later provided to faculty
(iii) DIT can approach the TSC at covid19-tsc@hec.gov.pk for acquiring the LMS. Technical
Support Committee (TSC), HEC issued the "COVID-19 Technology Support document",
identifying requirements and process for the establishment of LMS

Teaching Faculty
(i) Faculty members will select online tutorials from the recommended list provided by
NAHE
(ii) Submit their own materials (syllabuses, PPTs, video lectures, and exam questions and
quizzes) for incorporation into the National Knowledge Bank (NKB)

FTDC
(i) FTDC in collaboration with NAHE will identify and recommend online tutorials for
faculty members on online teaching and evaluation.

QAAD
(i) QAAD will utilize the Monitoring Framework which HEC has directed HEMIS to establish
on syllabus, teaching, and evaluation, in order to identify and trouble shoot quality
challenges in online delivery.
(ii) QAAD in collaboration with DIT will submit real time data on the online portal on courses
as well as exams and quizzes, in order to obtain assistance on emerging challenges.
(iii) QAAD, UoB in collaboration with QAA, HEC will arrange regular performance evaluations
to assess quality of curriculums, instruction, and evaluation in various institutions in order
to protect students' interests.
(iv) QAAD in collaboration with other relevant offices (Especially GSO & UGSO) will provide
data needed on faculty and students registered on LMS, faculty trained on online teaching
and assessment practices, and other requirements prescribed by HEC to safeguard the
quality of learning.
(v) QAAD to implement HEC provided standard guidelines for assessment/ evaluation of
quality of online teaching and for the said purpose standards and rubrics are drafted.

University Administration

(i) Universities must exempt faculty members from attendance except for essential tasks

*A detailed diagram explaining the overall design of ODL program of University of

Balochistan is provided on the next page:

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