Migrating Stanford Medicine to a new Learning Management System with a Secure Test Taking Environment Britt Carr, Pauline Becker, Michael McAuliffe, Mark Trenchard Stanford University School of Medicine WGEA 2017, Sheraton Hotel, Salt Lake City, UT Sunday 2/26/17, 11:00am, Brighton Room Add names of accepted presenters

Discussion: What LMS is your school currently using Discussion: What LMS is your school currently using? Are you planning a migration to a new LMS? Have you recently completed a migration, if so what from?

Objectives Describe how Stanford Medicine migrated from Sakai/CourseWork to Canvas in 5 quarters, focusing on communication and project tracking strategies. Discuss typical challenges to projects of this scale. Discover what strategies audience participants have taken.

Discussion: What are the typical challenges in an LMS migration?

Stanford Medicine LMS Migration Goals Move all relevant course material to Canvas before Sakai end-of-life on December 21, 2016. Train interested faculty and teaching staff on Canvas features and processes. Provide technical support for faculty and teaching staff during their course setup and delivery. Provide current medical students a method of retrieving course materials from courses taken on the Sakai system during their time as a School of Medicine student at Stanford. Provide a secure test taking environment for high-stakes exams.

Stanford Medicine Environment Relatively small medical school (~95 students/class) + Large graduate population = 558 courses to migrate

Stanford Medicine Environment (cont.) Stanford Medicine does not administer our instance of Canvas.

Discussion: How long does an LMS migration take Discussion: How long does an LMS migration take? What are some important steps?

Timeline – 1.5 Years Summer 2015 Ramp-up Identification of pilot courses Fall 2015 Pilot 3 courses Develop short training videos Required courses ramp-up Project tracking set-up Winter 2016 Required Courses First Mass Communication Spring 2016 All courses Summer 2016 Floor decals LockDown Browser pilot Fall 2016 Second Mass Communication Reminders to all courses Sakai shuts down 12/21/16 Three pilot courses: Biochemistry (preclinical required course) Critical Care Clerkship (required clerkship) Nutrition thread (video-based multi-quarter thread)

Communication Strategies Two mass communications from the Deans of Education at the beginning and end of the project Individual reminders to each course prior to the quarter offered Individual reminders to all courses with no response in Fall 2016

Communication Strategies (cont.) Floor decals Monthly meetings with faculty leadership

Training Support e-mail address 6 hours/week (two hours each on M/T/W) of drop-in “Canvas Office Hours” 1:1 trainings as requested Short tutorial videos

Discussion: How would you track a project of this scale?

Tracking - Excel

Tracking - Podio

Tracking - Podio

Tracking - Globiflow

A Course’s Migration Journey Request form submitted Request triaged Migration completed Faculty notified and offered training

Canvas Support E-mail address One primary support staff Two back-up support staff

Timeline – 1.5 Years Summer 2015 Ramp-up Identification of pilot courses Fall 2015 Pilot 3 courses Develop short training videos Required courses ramp-up Project tracking set-up Winter 2016 Required Courses First Mass Communication Spring 2016 All courses Summer 2016 Floor decals LockDown Browser pilot Fall 2016 Second Mass Communication Sakai shuts down 12/21/16 Over Winter Closure we had 2 support requests – both of them easily dealt with The first two weeks of classes we had a handful of migration requests

Feedback from Students

Feedback from Students (cont.)

Discussion: How does your school support secure online exams?

From CourseWork to Canvas Using mKiosk for “secure” browser during online exams Student work-arounds Buggy No baked-in solution available with Canvas Considered mKiosk, ExamSoft and Respondus LockDown Browser

Respondus LockDown Browser Pilot in Summer 2016

Respondus LockDown Browser Use Fall 2016 - 3 of 7 online exams used LDB (2 were open book, 1 used external library resources) Winter 2016 - 7 of 7 online exams used LDB Spring 2016 - No online finals delivered Winter 2017 - Coordinating now, expecting 6 of 6 online finals to use LDB

Lessons Learned Understand the scale of your project from the beginning and plan your tracking strategies Communicate frequently but not too frequently, and from all levels Plan beyond basic training – think about how to ensure consistency in the student experience between courses Expect late requests You can do it! There will be people who don’t read the emails, floor signs, or anything else you put in front of them. Expect late requests and reserve some bandwidth for them.

Project Wrap-up

Project Wrap-up

Thank you! Questions? Pauline Becker Senior Project Manager Educational Technology paulinebecker@stanford.edu