1. 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

2. 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?

3. 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.

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

5. 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.

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

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

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

9. 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)

10. 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

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

12. 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

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

14. Tracking - Excel

15. Tracking - Podio

16. Tracking - Podio

17. Tracking - Globiflow

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

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

20. 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

21. Feedback from Students

22. Feedback from Students (cont.)

23. Discussion: How does your school support secure online exams?

24. 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

25. Respondus LockDown Browser
Pilot in Summer 2016

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

27. 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 s, floor signs, or anything else you put in front of them. Expect late requests and reserve some bandwidth for them.

28. Project Wrap-up

29. Project Wrap-up

30. Thank you! Questions? Pauline Becker Senior Project Manager
Educational Technology