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Center for Online Digital Learning (CODL)
New Employee Checklist, Resources & Tools
DRAFT
Table of Contents
Main Campus Map
Who Are We and What Do We Do?
College of Professional Studies (CPS)
Center for Online & Digital Learning (CODL)
CODL & Human Resources Checklist
Devices and Equipment
Computer Setup
Orientation & Logistics
Orientation
Logistics
Instructional Designer Meetings
Student Workers
U.S. Students:
International Students:
International Temp Employees (F-1 Visas):
Resources:
CODL & Software
Answers
CaptionSync
Kaltura
Teams
Trello
PlayPosit
Rise
Easy Prompter
Blackboard

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College of professional studies (CPS)
What is it? We work for the College of Professional Studies (CPS). It used to be called University College (UC). Note: It may still display as University College on web pages, etc.)
What do we use it for? Eventually, all our internal and external documentation will be renamed Syracuse University College of Professional Studies.
Access it here: https://professionalstudies.syracuse.edu/ https://professionalstudies.syracuse.edu/about/Image Removed
Learn more about it:

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CENTER FOR ONLINE & DIGITAL LEARNING (codl)
What is it? CODL is a department within the College of Professional Studies.
What do we use it for? The Center for Online and Digital Learning provides evaluation, development, and delivery of world-class online programs at Syracuse University.
Access it here: https://professionalstudies.syracuse.edu/about/office-directory/center-for-online-and-digital-learning/
Learn more about it:

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hUMAN rESOURCES

  • Complete I-9 requirements by going to HR
  • Complete W-4 requirements
  • Activate NetID
  • Pay acknowledgment
  • Set up direct deposit
  • Complete tax withholding information
  • Voluntary self-identification of disability
  • Obtain an SU ID card photo
  • Complete compliance training: https://inclusion.syr.edu/training-development/
  1. Preventing Harassment and Discrimination (2 hours) (Email sent within 2 weeks)
  2. Basic Hazard Communication (1 hour) (log into EHSS Training using NetID and password to complete the online training)
  3. Sexual Harassment Prevention (30 min)

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Computer Setup

  • Laptop computer
  • Keyboard & Mouse (If applicable)
  • Wiki Markup
    Monitor(s) \[Depending on CODL role\]
  • Docking station
  • All needed cables
  • Necessary software loaded and licenses procured? Check with your department leader which software you should have on your computer already
  • Access each of the required programs to ensure you have full functionality
  • Any issues? Report any issues to supervisor and/or IT

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orientation

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logistics

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meetings

  • Invite staff/instructors to appropriate group meetings (In Teams, Outlook, and (IDs - Planyway)
  • Attend both an initial meeting and a transfer from temp to live (Both with an instructor)
  • Meet with any key 4th-floor people (they're all key, but especially key for IDs)
  • How to set up meetings with reps for Pearson, etc.

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student workers

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  • Complete the I-9 form for the employment eligibility verification with Student Employment Office (210 Steele Hall) or Human Resources (HR Address: 640 Skytop Rd, Syracuse 13244)
  • Provide original documents for employment authorization (e.g., U.S. passport, social security card).
  • Acknowledge the pay notice in MySlice.
  • Set up direct deposit in MySlice / Pick up checks weekly
  • Record time worked:
    • Access Time Clock Plus to clock in and out throughout the shift.
  • Taxes:
    • Students must submit a W-4 form to the Payroll Office. Payroll will mail a W-2 statement to the student's permanent address as it appears in the Student Records System by Jan. 31 for the previous calendar year.

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  • Original current I-20 or DS-2019
  • Passport
  • Printout of your electronic I-94
  • Your Social Security Card (if you have one).

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  • Access Time Clock Plus to clock in and out throughout the shift.

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  • If the student worker is an SU athlete: Complete the Student-Athlete Employment Clearance Process at the Manley Field House Compliance Office and obtain a copy of your Student-Athlete Employment Clearance Form. You must submit a photocopy of your completed Student-Athlete Compliance Form to Student Employment when you complete your I-9.
  • If the student worker is a J-1 student not sponsored by SU: Obtain a letter from your J Sponsor (e.g., IIE, AMIDEAST, IREX, Fulbright, LASPAU) approving your on-campus employment. You must submit a copy of this letter to Student Employment when completing your I-9.

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Work with Initial OPT (Optional Practical Training) – 12-month duration:

  • Report the employer and supervisor information to USCIS (U.S. Citizenship and Immigration Services) through the SEVP (Student and Exchange Visitor Program) Portal.
  • Complete the I-9 form for the employment eligibility verification with Human Resources
  • Provide the Employment Authorization Document (EAD card) to Human Resources.
  • Acknowledge the pay notice in MySlice>Other Employee Services>View My Pay Notice
  • Set up direct deposit in MySlice / Pick up the checks weekly
  • Recording hours worked:
    • Access Time Clock Plus to clock in and out throughout the shift.
  • Complete the Foreign National Information System Form. Payroll will send the employee a link to the Foreign National Information System Form shortly after the employee is hired.

Work with OPT Extension – 24-month duration:

  • Complete the I-983 form with the employer and supervisor, then send it to USCIS for OPT extension application.
  • Complete the I-9 form for the employment eligibility verification with Human Resources
  • Provide the following documentation to Human Resources:
    • I-765 Application for Employment Authorization receipt
    • STEM Employment Authorization Document (EAD card)
  • Acknowledge the pay notice in MySlice> Other Employee Services>View My Pay Notice
  • Set up direct deposit in MySlice / Pick up the checks weekly (Location?)
  • Recording hours worked:
    • Access Time Clock Plus to clock in and out throughout the shift.
    • OR, enter the working hours in MySlice > Employee Services> Human Resources and Payroll Services> Time
  • Complete the Foreign National Information System Form. Payroll will send the employee a link to the Foreign National Information System Form shortly after the employee is hired.

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  1. USCIS (U.S. Citizenship and Immigration Services) - Form I-9 Acceptable Documents: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
  2. USCIS - I-9, Employment Eligibility Verification: https://www.uscis.gov/i-9
  3. SEVP (Student and Exchange Visitor Program) Portal: https://www.sevp.ice.gov/opt/#/login
  4. USCIS – I-983 form: https://www.ice.gov/doclib/sevis/pdf/i983.pdf

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Answers
What is it? The Answers software is primarily a knowledge base of technical self-help information for SU staff and others: https://answers.syr.edu/
What do we use it for? Content focuses on SU systems and technical services and includes solutions to common problems, FAQs, how-to tips, and configuration advice.
Access it here: https://answers.syr.edu/x/AwAF
Learn more about it:

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Captionsync
What is it? CaptionSync (by Automatic Sync Technologies) is a company that provides accessibility, expertise, and support for transcripts, captions, etc.
What do we use it for? At CODL we use it to "Receive transcripts, captions, subtitles and audio description that deliver on accessibility guidelines and offer in-video search features. AST helps you maximize the value of your video content for effective audience engagement."
Access it here: https://support.automaticsync.com/hc/en-usImage Removed
Learn more about it:

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Kaltura: https://answers.syr.edu/display/whit/Kaltura

    • Review how to export a video that needs closed-captioning
    • Review how to upload a captioned video (including removing the auto-generated version)
    • Discuss how to QA captions
    • Discuss how to disable a video from being downloaded

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Teams
What is it? Teams is the hub for teamwork in Office 365, through chat, meets, calls, and collaboration all in one place. It is also the launching point for each course being run and the location where files are kept. CODL uses it very heavily.
What do we use it for? CODL uses it to chat with other staff members. Teams allows us to quickly contact someone, confirm if they are available, and exchange information. If needed, we ask if they can jump on a quick call. It is also used for individual course file-sharing.
Access it here: https://www.microsoft.com/en-us/microsoft-teams/log-in (verify this)
Learn more about it:

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TRello
What is it? Trello is a web-based, Kanban-style, list-making application, and is a subsidiary of Atlassian. It is "a collaboration tool that organizes your projects into boards". In one glance, Trello tells you what's being worked on, who's working on what, and where something is in a process. Imagine a whiteboard, filled with lists of sticky notes, with each note as a task for you and your team."
What do we use it for? To track CODL online course development.
Access it here: https://trello.com/b/umq8Pr67/codl-dashboard
Learn more about it:

  • Trello: https://answers.syr.edu/display/CODL44/Trello+Training
    • Make sure staff member has access to all applicable dashboards and courses
    • Review how to check the status of a course, assigned teams, and who is responsible for completing the tasks.
    • Demonstrate how to update Trello cards depending on the task

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PlayPosit
What is it? Syracuse University has a university license for Play Posit, a tool for adding rich content and dynamic interactions to video. Play Posit is an interactive video platform. It is currently configured for use through Blackboard for instructors to overlay video content hosted in YouTube, Vimeo, and Ensemble. It includes a variety of tools for understanding viewer engagement and assessing viewer learning.
What do we use it for? CODL uses it to build online course content.
Access it here: Placeholder
Learn more about it:

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  • Wiki Markup
    Rise: Authoring tool. \[TBD\]
    • Make sure staff member has access

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  • Easy Prompter: (IDs and Video/Multimedia)
    • How is it accessed? https://www.easyprompter.com/
    • Upload a script (IDs)
    • Find a specific script
    • Run a script during video shoot (making adjustments, speed of screen reader)
    • Delete a script after it has been used

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Blackboard
What is it? Blackboard is Syracuse University's Learning Management System (LMS)
What do we use it for? CODL online courses are built and accessed by faculty and students in Blackboard.
Access it here: https://blackboard.syracuse.edu/auth-saml/saml/login?apId=_187_1&redirectUrl=https%3A%2F%2Fblackboard.syracuse.edu

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Wiki Markup
\[TBD\] Discuss differences between ultra and regular Blackboard

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