FJOTS April 2020 PDF

FATIMA JINNAH ONLINE
TEACHING SYSTEM
Fatima Jinnah Women University

Rawalpindi
Preamble
In the wake of COVID-19 pandemic Fatima Jinnah Women University has established its
Online Teaching System aligned to HEC guidelines. It is based on its initial online teaching
pilot testing. FJWU conducted a rigorous process of internal consultations with its
stakeholders (students, faculty and staff) to devise a strategy for an effective Fatima Jinnah
Online Teaching System (FJOTS). This document has been prepared by a core team and
approved by senior management. It includes standard operating procedures (SOPs),
instruments, guidelines etc for effective implementation of online teaching.
This is a dynamic document and will be updated periodically based on FJWU’s online
teaching experience.
Disclaimer
For the preparation of this document we have consulted various resource materials from different online
national and international documents, HEC and PHEC guidelines. This document is being used for
educational purposes only and to guide FJWU management in delivering effective online teaching.
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FJOTS Committees
Online Teaching Team
Chair
Dr. Saima Hamid, Vice Chancellor
Senior Management for Online Teaching

• Prof. Dr. Uzaira Rafique Dean, Faculty of Science & Technology
• Prof. Dr. Azra Yasmin Dean, Faculty of Law, Commerce, Management & Administrative Sciences
• Dr. Bushra Yasmin Advisor, Faculty of Arts & Social Sciences
• Dr. Sarwet Rasul Advisor, Faculty of Social Sciences/Islamic & Oriental Learning/Education
• Dr. Zainab Jehan Additional Director, QEC
• Prof. Humayun Iqbal Additional Registrar
• Ms. Javaria Iftikhar Deputy Registrar (Academics)
Core Online Teaching Team 1 (OCTT)

• Dr. Shoaib Akhtar Director ORIC
• Dr. Shaheryar Naveed Assistant Professor, Public Administration
• Mr. Imran Ijaz Additional Director ITC
Online Teaching Capacity Development & Facilitation Team

• Dr. Shoaib Akhtar Director ORIC
• Dr. Shaheryar Naveed Assistant Professor, Public Administration
• Mr. Imran Ijaz Additional Director ITC
• Dr. Marium Jalal Assistant Professor, Electronic Engineering
• Dr. Nargis Bibi Assistant Professor, Computer Science
• Dr. Waqar Mahmood Assistant Professor, Physics
• Dr. Ammad Uddin Manager Industrial Linkages, ORIC
• Mr. Faisal Shehzad Network Administrator
• Mr. Farhan Zameer Assistant Network Admin
• Mr. M. Mohib Ullah Khan Assistant Web Administrator
Three Tier Committee (equivalent to Online Academic Council as per HEC guidelines)
• Respective Dean /Faculty Advisor
• Representative of QEC
• Co-opted Expert (if required)
• Respective Department Head
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Head of the Departments and Department Coordinators
S. No. Department HOD DC/Assistant

1. Chemistry Prof. Dr. Uzaira Rafique Ms. Fauzia Zafar
2. Bio Technology Ms. Mehwish Farooq
Prof. Dr. Azra Yasmin
3. Business Administration Ms. Navera Khan / Ms. Misbah Sadiq
4. Economics Dr. Tahir Mukhtar Ms. Saima Bibi
5. English Dr. Sarwet Rasul Ms. Zahida Aziz
6. Environmental Sciences Dr. Rohama Gill Ms. Marium Raza
7. Mathematical Sciences Dr. Sadia Hina Ms. Shakeela Bibi
8. Defence and Diplomatic
Dr. Saima Ashraf Kiyani Ms. Rimsha Kabeer
Studies
9. Department of Islamic Studies Dr. Shehzadi Pakeeza Ms. Tabassum Ali
10. Fine Arts Dr. Suriyya Chaudhry Ms. Ambreen Raza
11. Gender Studies Ms. Shahla Tabassum Ms. Uzma Shaheen
12. Computer Sciences Dr. Nargis Bibi Ms. Sadia Mushtaq
13. Education Dr. Ghulam Behlol Ms. Maria Khan
14. Computer Arts Ms. Tahmeena Javaid Ms. Nuzhat Bashir
15. Behavioral Sciences Dr. Aneela Maqsood Ms. Nausheen Naseer
16. Anthropology Dr. Muhammad Bilal Ms. Wardah Razzaq
17. Sociology Dr. Adeela Rehman Ms. Neelum Noreen
18. Urdu Dr. Farhat Jabeen Virk Ms. Nayab Razzaq
19. Physics Dr. Waqar Mahmood Ms. Adeela Kanwal
Communication & Media
20. Mr. Muhammad Ali Ms. Shehzadi Muntaha-ul-Hussain Syed
Studies
21. Public Administration Dr. Asma Khalid Ms. Shama Kazmi
22. Software Engineering Ms. Mehreen Sirshar Ms. Asfia Kanwal
23. Electronic Engineering Dr. Marium Jalal Ms. Beenish Irum
24. Law Dr. Nadia Khadam Ms. Hafsa Qureshi
25. Commerce Mr. Nauman Waheed Ms. Zahra Batool
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List of abbreviations
• CMS Campus Management System
• COVID 19 Coronavirus Disease of 2019
• CR Class Representative
• CWC Counselling & Wellness Center
• DC Department Coordinator
• FA Faculty Advisor
• FJOTS Fatima Jinnah Online Teaching System
• FJWU Fatima Jinnah Women University
• HEC Higher Education Commission of Pakistan
• HOD Head of Department
• ITC Information Technology Center
• LMS Learning Management System
• OCQC Online Quality Control Checklist
• OSGAC Online Student Grievance Addressal Committee
• QEC Quality Enhancement Cell
• SOPs Standard Operating Procedures
• SMC Senior Management Committee
• TTC Three Tier Committee
• OCTT Core Online Teaching Team
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Contents
1. SOPs for Online Teaching Course........................................................................................... 6

1.1 Course Outline Template ................................................................................................... 15
1.2 Online Course Quality Checklist (OCQC) ..................................................................... 20
1.3 Roles and Responsibilities ............................................................................................. 23
1.4 Inter Office Memorandum ............................................................................................. 25
1.5 SOPs for Students’ Counselling & Orientation Sessions for Online Teaching ............. 26
1.6 Accessibility to Online Learning Resources .................................................................. 27
1.7 Tool for Monitoring Status of Courses .......................................................................... 28
2. Guidelines for the Students …………………………………………………………….. 30
3. Guidelines for Online Grievance Redressal System…………………………….…… 34
3.1 Weekly Grievance Report ................................................................................................... 37
4. Online Counseling Services................................................................................................... 38
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1. SOPs for Online Teaching Course1
1For preparation of these SOPs help has been taken from Colorado State University, USA; University of
Florida, USA
These are the standard operating procedures to be undertaken by faculty members for developing
and delivering online courses at FJWU. Amendments to the document will follow as the semester
progresses and based on online teaching feedback/experiential learning of faculty members.
1. Existing course outlines (used for face-to-face teaching) will be modified as per online teaching
requirements (further details under section 1.1 course outline template).
2. The instructor will develop course material such as power point slides, handouts, audio/video
lectures of the slides (where applicable) etc.
3. Once the course outline is finalized, a request from course instructor to three tier Committee
will be sent.
4. The course outline along with relevant course material (books/articles and web links etc. where
applicable) and OCQC checklist (further details under section 1.2 OCQC) has to be approved
by the Three Tier Committee (TTC) comprising of HOD, Dean/FA and QEC; co-opted expert
may be added as required. e.g. if the course instructor is Dean/FA or HOD, their course outline
including material will be reviewed by senior faculty member of their respective departments
or an external expert.
5. The process will be deemed complete on approval of TTC followed by certification by ITC
that faculty member has the capacity to offer online courses.
6. Upon the satisfaction of TTC, and verification by ITC, course material will be sent through
Deputy Registrar Academics to Vice Chancellor for information (further details under section
1.4 IOM).
7. Next instructors will upload their course outlines and web links to their respective Google
Classrooms and share with students and commence online teaching.
8. Faculty members are obligated to use a variety of technological tools (such as Google-
Meet/Hangout, ZOOM, LOOM, Whatsapp etc.) in delivering their lectures and discussion. The
same are to be made available to students. Proactive measures to be undertaken to reach out to
students with special needs.
9. Faculty members are to facilitate and support students in using different technological tools
for ease of use and access to support interactive sessions. However, the main CMS (for the
time being) will be Google Classroom for uploading of course material and for submission of
assignments and quizzes. In case trainings for students need to be arranged, a request to be sent
through proper channel to ITC.
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10. It is mandatory to include following liability statement on home page of CMS / Google
Classroom:
“The course material listed here is developed through a rigorous and quality-controlled process,
and we are careful to ensure that all material is prudently reviewed prior to posting. However, we
cannot be responsible for any errors or inaccuracies that may remain. Further, the material or
links provided in the course outline or external links made available through uploaded course
material is from other websites or content belonging to or originating from third parties or links
to websites. Such external links are not investigated, monitored, or checked for accuracy,
adequacy, validity, reliability, availability or completeness by us.
We do not warrant, endorse, guarantee, or assume responsibility for the accuracy or reliability of
any information offered by third-party websites linked through the Google classroom. Under no
circumstances shall we have any liability to you for any loss or damage of any kind incurred as a
result of the use of third-party sites or reliance on any information provided on third party sites.
Your use of the third party sites and your reliance on any information on those sites is solely at
your own risk.
Student uploading their assignments to Google classroom having copyrighted materials will not
be the responsibility of the instructor or the institution. It is the responsibility of the student to take
permission for using any copy righted material extracted from different sources (websites, articles,
books etc”.
11. Technical support to faculty members will be available by ITC during official working days.
12. Faculty members will provide orientation/counseling to their respective students regarding
online teaching and the need of it in current times (further details under section 1.5 SOPs for
students).
13. Disclaimer/copyrights notice for online teaching

a. It is mandatory for all instructors to insert disclaimer notice on the course materials
they are using (if it is not your own development). This is important to safeguard against
any copyright infringements/violations. Sample disclaimer statement is as under:
“ In preparation of these slides, materials have been taken from different online sources
in the shape of books, websites, research papers and presentations etc. However, the
author does not have any intention to take any benefit of these in her/his own name.
This lecture (audio, video, slides etc) is prepared and delivered only for educational
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purposes and is not intended to infringe upon the copyrighted material. Sources have
been acknowledged where applicable. The views expressed are presenter’s alone and
do not necessarily represent actual author(s) or the institution.”
b. The disclaimer statement should be inserted on title slides of your presentations and
read out loudly if you are recording your online lecture (audio and video both). This
disclaimer statement has to be embedded in each of your lecture presentations.
c. If the material for making presentation slides is taken from book, articles, pictures etc.
kindly acknowledge the source in your presentation slides.
d. Whenever or wherever copyrighted material is incorporated, it is the faculty member’s
responsibility to secure permission to use the copyrighted work. For example, some
journals and book publishers require specific permissions to use the material even for
educational purposes.
e. If faculty members are providing books, articles etc to their students as course material,
it is strongly suggested that the web links to sites where these materials are available
should be communicated to students either through Google classroom or through
email/Whatsapp group, instead of placing the books/articles or any other material
directly in your classroom that may infringe upon copyrights.
f. This is for faculty member and institutional safety against copyrights
infringements/violations and which may constitute plagiarism case.
g. Following points need to be kept in mind while producing online material for your
course:
i. Books and articles explicitly in the public domain may be freely used (material
having Creative Commons Attribution International License) but with due
acknowledgement.
ii. Material under copyright requires permissions. It is strongly suggested to
provide web links to materials rather than posting on your Google classroom.
iii. Links to other websites: You do not violate any copyrights by linking to articles
and sources on other websites. You may, for instance, link to freely available
content from newspapers. Be careful, however, not to provide multiple links to
a single publication for one course. Many publications allow only a limited
number of free accesses per individual IP per month. If you only have a few
links to a particular publication, it will probably be fine, but with multiples, the
students might eventually hit a pay wall. Also be mindful that the links might
not be durable or that the content might be withdrawn without notice.
iv. When considering including images in an open, online course, please keep the
following distinctions in mind:
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1. Fair use—images that are directly analyzed or used for active
demonstration or illustration are usually considered fair use.
2. Permissively licensed material—material that have Creative Commons
Attributions.
3. Images in licensed digital collections and databases (for which license
has been acquired through payment) can be used for
classroom/educational purposes but may not be used in publications or
for any commercial purpose. If in doubt, look for a link to “terms of
use,” “license terms,” or something similar. (Some of the universities
have purchased licenses for renowned databases and publishers such as
Emerald, EBSCO etc.).
4. If you are using any kind of image do acknowledge it by providing full
reference and link to where it is taken from.
v. The use of the following materials may involve license fees, which may or may
not be prohibitive:
1. Popular movies, television shows, and songs (sometimes available on
Youtube but may violate copyrights of the maker as they are made
available by individuals and not necessary by the makers of them).
2. Cartoons
3. Trademarks
4. Images distributed by commercial agencies.
5. High resolution, whole images to be shown full screen or in presentation
slides available for download.
In the above scenarios it is up to the best judgment of instructor to use

or not to use them.
14. Policy Awareness

a. The course outline should incorporate a section on Student Support and Accessibility.
This means that faculty member has to provide support to students who are in need of
assistance or refer them to respective technical person for assistance.
b. Course outline should have email and whatsapp number of the instructor. The email
response time should also be provided by the faculty member. For example, emails by
students will be responded within 24 hours on working days. Other expectations of
the faculty from the students should be addressed in a separate section in the course
outline.
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15. Google Classroom Structure and Design
a. The classroom should be managed in such a way so as the components are logical,
consistent and efficient to locate. For example, follow the logical sequencing of your
course outline while uploading your course material.
b. Each lecture/topic posted on Google Classroom should have detailed descriptions
attached to it. For example, in description column of the topic/lecture, topic
objectives, activities related to the topic, assignments and resources should be
mentioned. Content related to topic (power point slides, audio/video aides, etc need to
be uploaded). Also clearly explain, from the student perspective, how to meet the
outcomes.
c. If the topic of the week has any quizzes or assignments attached to it, separate
assignment/quiz task is to be separately created. These quizzes and assignments should
have rubrics attached to it, which is embedded within the created assignment tool of
Google Classroom.
d. Clear course instructions should be provided to the students explaining the purpose of
course material and how they are to be used.
e. The access to Google classroom should be provided to students registered in the course
only. However, access can be given to QEC for monitoring purposes only.
f. For the current semester, material indicated in course outline before the closure of
University or mid-term will be considered delivered in face to face teaching.
16. Instructional/Teaching design

a. It is strongly recommended that different media in multiple formats, relevant to course
content learning outcomes may be provided to students for ease of use and access in
order to address diverse student needs especially undergraduate level (BS/MSc). For
example, lectures should have power point slides (where applicable). Lectures can be
video and audio recorded and uploaded for students or kept for ready reference for
monitoring purposes by QEC. Topic related relevant links to websites, YouTube
meet.google.com/avb-ivrt-amd videos, etc should be shared with students under each
topic/lecture on Google Classroom (even if they are provided in the course outline).
b. Instructors are advised to keep in touch with their research students either through
Google classroom or through any medium for ease of use and accessibility. However,
recording of meetings with research students/class has to be maintained for monitoring
by QEC.
c. DO NOT use your name, department name and institution affiliation in your material
(slides, etc) shared with students.
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d. For interactive sessions, it is recommended that use of Google-Meet/Hangout should
be used (as it has no time bar). Other interactive tools can be used such as Zoom, Loom,
MS Team etc (as per instructor and student ease).
e. All interactive sessions are to be recorded and uploaded on Google Classroom or kept
for ready reference and monitoring by QEC.
f. All assignments/quizzes/projects etc. should have assessment rubrics. These
assessment rubrics are to be shared with students so that they have an understanding of
how marks are to be allocated within each assignment. The assessment rubric should
include the penalty for late submissions or plagiarism as well.
g. The assessment rubrics should be appropriate to the assigned student work and aligned
with the course learning outcomes and resources provided.
h. Time frame for grading and giving feedback on assignment should be clearly stated.
For example, grading and feedback on Assignment 1 will be provided within xx days
of close of submission of assignment. (Google Classroom has the option of scheduling
the assignment as well as submission deadline. After which assignment will be
considered late submission).
i. In case of quiz, use of Google forms is recommended. The quiz can be scheduled for a
particular date and time after which the quiz will not be available to students. Students
have to complete the quiz within stipulated time period. Exceptional cases (in case of
quiz, assignment or projects) can be treated individually by the instructor her/himself
(relaxation is provided to instructor to use her/his best judgment to allow or disallow
special cases).
j. It is suggested that online Grade Book (feature of Google Classroom) should be visible
to students so that they can see their learning progress. It is similar to traditional
teaching when quiz and assignment marks are shared with students. However, in Grade
Book students can see a score card for each quiz and assignment graded by instructor.
k. Whatsapp group of course (if required) can be made by faculty members. However, the
group will be used solely for the course related issues only. It is strictly prohibited to
share any personal pictures/videos or posting of any irrelevant material either by the
faculty member or by the student. It is the responsibility of the instructor to make sure
that relevant course related queries are posted and entertained on course Whatsapp
group.
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The following policies will be added to each course for students’ ready reference.
17. Attendance Policy for Online Course

a. The success of course depends on student active participation and engagement. As
such, students are required to complete all assignments by the due date, and to actively
participate in class discussions. Students are expected to:
i. Create email address in Gmail. Once email is created on Gmail, join their
respective classes. Gmail account is easy to create and lets you join the class
easily.
ii. Log on to Google Classroom at least three times a week for a particular course
on different days in order to complete weekly assignments, assessments,
discussions and/or other weekly deliverables as directed by the instructor and
outlined in the course outline.
iii. Students need to turn their notifications ON for their respective classes. This
will ensure that students get alerts in their emails.
iv. Participate in the weekly threaded discussions, this means that, in addition to
posting a response to the thread topic presented, students are expected to
respond to each other, comment on and post questions from the instructor
and/or other students.
v. If a student finds that she cannot meet the class' minimum discussion
requirements due to such a circumstance, she is to contact the instructor as soon
as possible.
vi. Students will not be marked present for the course in a particular week if they
have not posted on the discussion forum and/or submitted assignment/essay or
completed assessment if administered in that week.
vii. Simply logging into Google Classroom for downloading the course material
will not constitute attendance.
viii. For interactive sessions, student attendance will be marked using Google forms.
ix. For Course related Whatsapp groups, it is strongly recommended that the group
should be used for course related queries or questions. No irrelevant material
should be posted on course Whatsapp group.
18. Students with Special Needs

a. Special considerations have to be given to students with special needs.
i. Test – if you have a student with special needs in your course it is recommended
that the duration of the quiz/assignment/test could be extended.
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ii. Tutorial – special tutorials can be made (audio in case of blind students) for
each student.
19. Student Privacy
a. Online student privacy must be maintained at all times.
b. Grades should be secure and must not be viewable to other students of the course. No
student grades or information may be posted outside of secured systems any time
during or after the semester.
c. If external tools (whatsapp, zoom, loom, blogs, etc.) are used, the faculty member must
ensure that students should not be required to post personal information or share their
video/photograph in their chat boxes or during video lecture recordings.
d. Faculty cannot require students to reveal private information to the class and should
respect students’ requests to not post information for class viewing.
e. If a student requests to not share a personal photo or reveal one’s identity, for example,
faculty should not insist on it and respect the privacy of the student.
f. Student should sign a declaration of confidentiality and respect for privacy (form
attached) of other students and faculty when joining the class.
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Declaration of Confidentiality and Privacy
(Faculty, Staff, Students)

All administrative staff, teaching staff and students are bound by professional secrecy and
confidentiality concerning information and personal data (such as email ids of students, mobile
numbers of students) available online through the CMS / Google Classroom for a specific course
either directly or indirectly during their engagement with the FJWU online course delivery and
CMS / Google Classroom or in connection with it.
I, the undersigned: ________________________, holder of CNIC ___________________, having

the status of (student/faculty/staff)_____________________ confirm that I remain bound by the
obligations incumbent upon administrative/teaching staff/students and in particular the duty of
integrity and discretion. Therefore, I will refrain from any use or disclosure of confidential
information obtained during my engagement at the FJWU online course interaction or in
connection with it. I will also fully respect the obligations of protection of personal information of
other students/faculty/staff as provided for by the applicable rules on data protection of FJWU.
I understand that a breach of confidentiality or misuse of personal information of

students/faculty/staff could result in disciplinary action against me up to and including cancellation
of my student registration or termination of my employment with the university.
Date: Signature:
Witness Name: _________________________________
Witness CNIC: _________________________________
Witness Signature: ______________________________ Date:_____________
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1.1 Course Outline Template
[Department Name]
[Program Name]
Instructor: Instructor Email:

Course Title: Course Code:
Credit Hours: Status: Foundation/core/elective etc.
Semester/Session: Google Class Code:
Whatsapp
Prerequisite: (A prerequisite means a course or other requirement that a student must have
taken prior to enrolling in a specific course or program).
Course Description:
Course Objectives:
1
2
3
Learning Outcomes:
1
2
3
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Module-wise Breakdown of Course Contents
Semester Module Content Objectives Online Resources Assignment

Week1 of Module Activity
1
2nd
…
8th
Mid Term Evaluation
4 10th e.g. Google
Classroom for
material/Google-
meet for
interactive lecture
5 …
17th
Final Term Evaluation
1 Subject to change as per the particular course requirement.
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Softcopy of course folder maintained and submitted in the dept. by course instructor (ppt
presentations, video lectures, handouts, assignments, evaluation rubric etc). Please make folders
as per example
Interactive Session Schedule (real time)
Session Title Mode of delivery /Feedback Date & Time*

from Students
Zoom and whats app group for
Q&A
*After the course is completed all the interactive sessions and students Q&A platforms links to be
saved for record for at least a year.
Teaching Methodology
• Instructor will specify the teaching methods e.g. pedagogical skills adopted. 2
Assessment Methods (Note: This can be given on the Google classroom)
• The Instructor will include precise Topic and scope of each Assignment, Project
(Research / Practical), Presentation, Field Trip/study tour (if inevitable).
• Assessment tools must be in-line with the Course/session Objectives.
• The Instructor may conduct time to time reflection sessions with the students to gain
an insight on online course learning outcomes.
2 Different teaching methods may be adopted by different Instructors for specific course requirements.
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Outcome & Learning Grid
S.no Learning outcome Assessment

1. for example, Assignment 1, 2, Project
2.
3.
4.
Evaluation Criteria
Sr. No. Evaluation Break-up Marks Percentage3

1 Assignments
2 Quiz
3 Mid course evaluation 20 %
4 Projects (Research / Practical)
5 Class Participation
6 Final evaluation 40 %
Total 100
Apart from mid and final evaluation marks/percentage will be as per requirement of the course
Recommended Readings: (Latest available editions)

• Subject to Course requirements a list of books and other reading material may be recommended with
proper references. APA/MLA Format may please be followed for referencing.
Course Instructions
It is expected that the students will

• register themselves on Google Classroom and download Google Meet/Hangout for interactive
class lectures and discussions.
• go through and download the material provided on Google Classroom beforehand.
• come prepared to class for meaningful discussion.
• complete their assignments and submit through Google Classroom on due dates.
• present their work through Google Meet/Hangout and interact with other students.
• follow the norms of Google classroom. If during lectures or presentations they will raise hand
to ask their questions or comments.
3 Will be based on the Learning and outcome grid which each department will develop depending upon their program requirements.
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General
• Attendance: A minimum of 75% attendance is required for successful completion of course.

• Plagiarism: Strict action may be taken against any student found guilty of submitting copied
content without proper referencing.
• On-Time Submission: Students are instructed to strictly follow submission deadlines as
communicated by the Instructor.
• Student Technical Support: If students have difficulty in accessing Google Classroom, they
may contact the instructor through email or class whatsapp group.
• Class Whatsapp group with the title of the course will be created prior to commencement of
online classes. Any queries/questions by the students may be posted on the whatsapp group as
well as Google classroom.
Specific
• An instructor may enlist instructions for students as per course requirements (Studio-based /
practical).
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1.2 Online Course Quality Checklist (OCQC)
V 2.3 Ɩ
Course Name:
Instructor: Course Code:
Reviewer: Review Date:
Criteria Notes*
A. Overview and Orientation (Syllabus)

A1. Is there an introduction that tells students how the
course will work, how to navigate the course, and
how to get started with the course?
A2. Is there a self-introduction by the instructor?
A3. Is there a course syllabus (or syllabus module) that
includes the following:
A3.1 Instructor contact information and expectations
A3.2 Expectations for student participation in the

course
A3.3 Student-centered learning outcomes
A3.4 A list of required materials
A3.5 The course grading policy
B. Organization and Navigation
B1. Is there an overall course schedule that shows main

activities and deliverables?
B2. Are there clear instructions describing what learners
should do each week/module?
B3. Are content and activities organized logically (by
topic, module, week, or type)?
B4. Does each module state which course learning
outcomes it addresses?
B5. Are there clear instructions for every learning activity
or assignment?
C. Assessment and Feedback
C1. Does each module include at least one timely and
authentic formative assessment (whether graded or
ungraded) that allows students to track their own
learning progress?
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Criteria Notes*
C2. Does the course include summative assessments?

C3. Are rubrics provided to define assessment criteria, if
applicable?
C4. Does the gradebook reflect the expectations in the
syllabus, and is the gradebook accessible to
students?
D. Communication and Interaction
D1. Does the course include a way to communicate

class news and answer questions?
D2. Does each module have at least one opportunity for
student/instructor interaction?
D3. Does each module have at least one opportunity for
student/student interaction?
D4. Are social expectations for online discussions and
other forms of communication clearly stated?
E. Accessibility and Usability
E1. Are a variety of instructional materials and

assignments used in the course, reflecting Universal
Design for Learning principles?
E2. Are all video/audio files captioned?
E3. Do images have tags and/or descriptions, with the
exception of decorative images?
E4. Are all documents (PDF, Word, PPT) ADA compliant
and accessible via screen readers? This includes
tables, graphs and math symbols.
E5. Is the content easy to comprehend (modules and
topics are named appropriately and informatively,
text pages follow a header structure, etc.)?
F. Student Support Stated in the Syllabus
F1. Is information about technical support clearly stated?
F2. Are the institution's accessibility policies clearly

stated?
F3. Is an explanation of the benefits of academic support
services and a description of how students can
access them clearly stated?
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Criteria Notes*
G. Accreditation Requirements
G1. Course includes Student Identity Verification

Checklist?
*Notes =detailed justification/remarks
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1.3 Roles and Responsibilities
Following are the roles and responsibilities of the Course Instructors, HODs and ITC.
1. Course Instructor
i. Provide orientation/counseling to their respective students regarding online

teaching and its need in current times.
ii. Prepare the course package as per given instructions.
iii. Be prepared for the lecture
iv. During the lecture speak slowly and clearly
v. Avoid using slangs and use simple language
vi. Follow the course package uploaded on the google classroom.
vii. Ask for students’ feedback at the end of every class.
viii. Encourage discussion/questions
2. Heads of Departments
i. To provide weekly report on the status of courses prior to the commencement of

classes
ii. To ensure the faculty members prepare themselves for the online delivery of the
courses by updating themselves (e.g. online resources available on NAHE, HEC
website).
iii. To devise mechanism to monitor the quality of synchronous and asynchronous
teaching at the departmental level.
iv. To ensure that course packages are prepared as per the instructions given by the
university management.
v. To arrange and attend orientation/counseling session for students.
vi. To ensure that all the course materials are timely uploaded on the Google
classroom.
vii. To keep a check on students’ attendance in each course with the help of the
viii. course
monitor instructor
To randomly
quality ofand
attend Department
lectures
the courseand Coordinator.
visit
delivery.Google classrooms for each course to
viii To identify the visiting faculty members who need additional help/facilitation in
online teaching and facilitate them with the help of core team.
ix. To ensure that student’s queries and complaints, if any, be timely entertained.
x HODs & Department Coordinators will coordinate with teachers and students and
monitor the overall process.
xi To submit a weekly report on online teaching activities / performance of
all teachers to their respective Deans/Advisors.
Page 23 of 38
3. Information Technology Center (ITC)
i. Training of faculty members for using Google Classroom for online teaching
ii. Training of faculty members on preparing lectures wit audio visual support
iii. Training of administrative staff (department coordinators) for facilitation to
instructors
iv. Training of students on Google classroom
Page 24 of 38
1.4 INTER-OFFICE MEMORANDUM
Ref: FJWU/Reg/2020/ Dated:

To: Dr. Saima Hamid Designation: Vice Chancellor
From: ___________ Designation: ___________
Copy to: Registrar’s office
QEC
Urgent Confidential Please reply For Information
Subject: Course Content Approval Certificate

It is submitted that the following course has been reviewed for the quality of the content:
Course title Credit hour Department Course Instructor
Details of Course Package4 (Soft copy submitted to HoD inclusive of but not limited to course outline, session
objectives, ppt presentations/ video lectures/ handouts/ assignments and evaluation rubric etc where applicable) were
reviewed and approved during the online meeting held on (date) from (time) am/pm to (time) am/pm).
Please provide Google classroom link in your course outline.
Verified that the subject course meets quality standards to be offered as the online course 5
HOD ___________________
Co-opted Expert (if required) ___________________
QEC ___________________
Dean/Faculty Advisor ___________________
Verified by ITC team that the course Instructor has completed training and has the capacity
to offer the online course.
Additional Director ITC _____________________
Submitted for kind information.
_____________
Deputy Registrar (Academics)
Vice Chancellor
4 As per course outline template

5 Please attach OCQC checklist
Page 25 of 38
1.5 SOPs for Students’ Counselling & Orientation Sessions for Online Teaching
The counselling & orientation session for the students is to ease their transition from face to
face teaching to the new mode of online learning.
Instructions for the Moderator (instructor/representative):

● This session has to be conducted before the commencement of the online classes.
● Technical assistance on accessing Google Classroom from IT Center to be arranged
before the orientation session.
● Small departments may be grouped together for this session.
● It is mandatory for HoD/In Charges to attend orientation sessions with the students
of their departments.
● Schedule of the orientation sessions to be shared with the respective Deans/Faculty
advisor for information/record.
● Each instructor may run a tutorial separately for each class prior to commencement
of every course and seek support from ITC if needed.
● The students with special needs to be identified and feasible options finalized with
them.
During the orientation session the instructor/representative will ensure that the following
points have been discussed with the students:
● Stay positive and embrace the new mode of learning.

● The students have university’s support.
● Inform of ITC support for any problems the students encounter.
● Inform students to contact departmental coordinators or course instructors for their
problems so that these may be addressed timely.
● For assessments, students to keep pace with assignments as HEC policy is awaited.
● Peer support is encouraged. We have to learn and explore new ways of learning.
Page 26 of 38
1.6 Accessibility to Online Learning Resources
Students and faculty has been given access to the Free Online Journals and E-Books through
HEC digital library and other resources from time to time
Page 27 of 38
1.7 Tool for Monitoring Status of Courses
1.7 (a) Courses Details
All the Departments are required to submit a weekly report regarding the status of course on the
following format:
Date of
Date of Course Status Submission
Submission to (approved/under to ITC
Course TTC (where review/under (where
Department Program Instructor Course Title applicable) preparation) applicable)
Bachelors
Masters
Mphil
PhD
1.7 (b) Summary on Status of Courses
Department Total No. of Courses No. of Approved No. of Courses No. of Remaining
Courses Under Review Courses
Page 28 of 38
2. Guidelines for the Students6
These are the draft guidelines of online learning for students. These are to be adhered to by students
while enrolling/registering for their respective online courses. Amendments to the document may
follow as the semester progresses and based on students learning experiences. You as a student
should keep in mind that online classroom is in fact a classroom, that demands certain decorum
and discipline while communicating with your fellow students and your instructor.
1. LMS/Google Classroom Registration

a. Create email address in Gmail. Once email is created on Gmail, join your respective
classes. Gmail account is easy to create and lets you join the class easily.
b. While registering for Gmail, kindly use either of the following (full name)/(reg
number)/(dep name) to create email address. Instructors do not want to see email ids
such as sweety tweety, etc. Your email id should reflect professionalism.
c. You are expected to register yourself in your respective courses by opening the Google
classroom link and entering the class code provided by your course instructor.
d. Once registered the notification for that particular course should be turned ON. This
will ensure that you receive emails about the class, whenever your instructor posts
something new on Google classroom.
2. Security and Privacy
a. Security and privacy is of utmost important in online setting. It is expected that you
would adhere to following guidelines:
i. Do not share your email/Google classroom password with anyone outside your
classroom and outside university.
ii. Change your password if you think someone else might know it.
iii. Always log out when you have finished uploading your assignments, discussion
or lectures.
iv. Be careful about your as well other’s personal information.
v. Avoid sharing confidential information in Google classroom/Whatsapp group
or email.
vi. Google classroom for a specific course is meant only for officially enrolled
students in that particular course. It is unethical to allow non-registered
students/persons into the class without the explicit permission (written
approval) of the instructor. If caught may result in disciplinary action against
you. This is to safeguard the privacy of other students as well as of your own.
6For preparation of these SOPs help has been taken from Colorado State University, USA; University of Florida,
USA
Page 29 of 38
vii. It is mandatory for all students to sign undertaking form.
3. Online Attendance
a. The success of course depends on your (student) active participation and engagement.
As such, it is your responsibility to complete all assignments by the due date, and
to actively participate in class discussions. You as a student are expected to:
i. Log on to Google Classroom at least three times a week for a particular course
on different days in order to complete weekly assignments, assessments,
discussions and/or other weekly deliverables as directed by the instructor and
outlined in the course outline.
ii. Participate in the weekly threaded discussions, this means that, in addition to
posting a response to the thread topic presented, you are expected to respond
to each other, comment on and post questions from the instructor and/or other
students.
iii. If you think it is difficult to manage/participate in class's minimum discussion
requirements due to such a circumstance, contact your course instructor as soon
as possible.
iv. You will not be marked present for the course in a particular week if you have
not posted on the discussion forum and/or submitted assignment/essay or
completed assessment if administered in that week.
v. Simply logging into Google Classroom for downloading the course material
will not constitute attendance. Your attendance will be reflected through
discussions, completed assignments, participation in interactive sessions.
vi. For interactive sessions (online lectures through zoom, loom, Google
meet/hangout etc.), your attendance will be marked using Google forms.
4. Whatsapp Group Policy
a. Each course will have a Whatsapp group. It can be created either by your course
instructor or by class CR. It is for ease and accessibility of you and your fellow student
colleagues.
b. You can post your query or questions related to your assignments/lectures etc. on the
group.
c. It is strongly suggested that the group should be used for course related queries or
questions ONLY. No irrelevant material should be posted on course Whatsapp group.
d. Avoid using emoticons while sending messages in the group.
Page 30 of 38
e. Be polite and respectable while having conversations with your fellow students and
instructor.
5. Online Classes
a. Each week you will be engaged in several learning activities. These activities may
include interactive lecture delivery, assignments, discussions, quizzes, etc. All such
activities will be available to you through Google classroom.
b. Instructors will share with you resources required to complete a particular topic (power
point slides, web link of resources etc.)
c. You should frequently log on to your Google classroom (at least 3 times a week).
d. If class is scheduled, personally attend it. If you have any problem while accessing the
class, immediately communicate it to your instructor.
e. If audio/video lecture is uploaded, listen to it in case you have missed the session or if
you do not understand anything in the lecture.
f. Download and read material, given by the instructor.
g. Complete your assignments on time and upload your assignments through Google
classroom.
h. If you have any query regarding lecture or assignment/quiz/project etc. post your query
in Google classroom under respective topics.
i. While attempting assignments, if assignment rubric is provided carefully check what
that assignment/project etc demands and try to attempt them as per the instructions or
rubrics.
j. Try to complete your weekly work, and don’t keep it pending till the last moment.
6. Copyrights/Plagiarism
a. It is the responsibility of the student to ensure that due credit is given to sources used
for completing assignments/projects/presentations/etc.
b. University has a strict plagiarism policy. All students should follow it and ensure
academic integrity of their work.
c. The work submitted should be your own and should reflect your own understanding. If
you have taken material from different sources, you need to acknowledge it by
providing proper reference to it.
d. Your work will be tested for plagiarism. If found plagiarized, you may be penalized by
your instructor.
Page 31 of 38
7. Ground Rules for Online Discussions
a. It is expected that each student will participate in online discussions. A shared learning
environment requires that each student participates without fear of reprisal. It is
important to share your ideas and thoughts in classroom discussions and not just for the
grades.
b. Students having prior experience of online discussions/blogs are encouraged to take
lead in discussions and are expected to act as facilitators in helping each other to learn.
c. A virtual classroom is a professional environment. It is expected that students will
adhere to logical arguments using correct spellings, grammar and style while
responding to instructor or each other during online discussions.
d. It is expected that students will adhere to using English as a medium of
correspondence and would not resort to Roman Urdu while responding to online
discussion threads.
e. Criticism for the sake of criticism would not be tolerated. Critique is encourage as it is
a positive way and does not offend other students. Critique is constructive, meaningful
and well articulated, conveys your point of view.
f. When engaged in discussion, you learn more by reflecting on the subject more. During
online discussions, keep three things in mind:
i. Take time to think about how to respond to a discussion thread.
ii. Prepare a thorough response.
iii. Reflect and edit before posting your response.
g. If you think you have a resource that is related to the topic under discussion, you are
strongly encouraged to share only the link on Google classroom or on course Whatsapp
group.
h. Take you posts seriously, especially when responding to discussion or commenting on
lectures/assignments etc.
i. Always give proper credit when referencing or quoting another source during
discussions.
j. Be sure to read all replies before making your comment.
k. Avoid short generic replies such as ‘I agree’ ‘done’ etc. You should include why you
agree or disagree or add to previous point if discussion thread is long.
8. General Rules
a. If you are having either technical problems or other issues, you should immediately
contact your course instructor.
b. If you have some special needs that instructor should know about, instructor and
departmental coordinator including your department Head of Department/Chairperson
Page 32 of 38
should be notified immediately either through Whatsapp group, email or phone,
whichever is easily accessible to you.
c. General queries related to course should either be posted on Google classroom or
communicated to instructor through Whatsapp group.
d. When you are sending email to your instructor always use a descriptive subject line.
i. Always sign your message with your name. Anonymous emails will not be
responded by the instructor.
Note
It is mandatory for all the students to attend the training session regarding google class
room. Contact your department coordinator for training details i.e date and time.
Page 33 of 38
3. Guidelines for Online Grievance Redressal System
Student grievance redressal is a critical element in online teaching system. The present guidelines
provide comprehensive steps that are to be followed by both student and concerned authorities to
redress any complaints received by the student or the instructor.
The system will be embedded in the FJWU website for lodging complaints. This complaint portal
will connect both student and the action-taking authorities directly through web based online
platform. This will ensure timely and effectively addressing the complaints as soon as they are
launched. The web based system is not only cost effective but also maintains ease of use at the
student end.
Confidentiality will be the key aspect of this grievance redressal system. The personal details of
the complainant will not be disclosed to anyone for security purposes. However, to address the
complaints effectively details around the course, class, instructor etc will be asked for. Opportunity
will be given to persons against whom the complaint will be lodged, to clarify or respond to
complaint in a stipulated time period.
Following are the process steps that are to be followed:
1. There shall be an Online Student Grievance Addressal Committee (OSGAC). Following will
be the members of the committee:
a. QEC
b. ITC
c. Departmental Head/ Co-opted member
d. Concerned Dean / Faculty advisor
2. A student can lodge a complaint through the system.
3. Following information has to be submitted in the online form:
a. Name of Student
b. Registration number of student
c. Department of student
d. Semester in which student is enrolled
e. Session of the student (year in which student was enrolled for the first time. For
example, 2019-21, or 2019-23 etc.)
f. Registered email address of student (on which correspondence will be directed or if
action taken the details will be provided. The registered email address will be the one
through which student has registered in the courses on Google classroom).
g. Course name for which complaint is lodged (in case the complaint is not against any
instructor then the office name against which complaint is lodged should be written)
Page 34 of 38
h. Google class code for which complaint is lodged
i. Course instructor name
j. Complaint details
4. Role of ITC in Redressal Process
a. Once the complaint is lodged, it will be checked for authenticity details by the ITC.
The authenticity may include verification of email address, name and registration
number of the student FJWU database.
b. If the verification is unsuccessful, the complaint will be closed with no further action.
The comments of the ITC will be mandatory if complaint is closed due to unsuccessful
verification. An email to this effect will be sent to the email id of complainant stating
the reason for closure of the complaint. If verification is successful, ITC will sent an
email to complainant that her complaint has been received and forwarded to concerned
authorities for further necessary action.
c. Upon verification, the ITC is bound to forward the complaint within 24 hours to QEC
for necessary action.
d. Once the complaint is closed by QEC, ITC is bound to send an email to complainant
regarding closure and the action taken.
5. Role of QEC in Redressal Process
a. The QEC upon receipt of the complaint will examine the complaint and submit relevant
information to Online Student Grievance Addressal Committee.
b. QEC is bound to submit information within the 48 hours of receiving the complaint.
c. Student information will not be disclosed to the HOD.
d. QEC shall provide the course activities including any video/audio or interactive
sessions available on Google classroom to OSGAC on request. In case course material
including audio/video lectures and interactive sessions are not available on Google
classroom, QEC will ask concerned instructor to make available the recordings to QEC
and concerned HOD/ coopted faculty member (in case the complaint is against the
HOD), so that the complaint can be examined at the departmental level prior to the
OSGAC meeting.
6. Online Student Grievance Addressal Committee.
a. After going through the course material available on Google classroom including
audio/video lectures/interactive sessions of course, the Committee will prepare its
response against each complain and actions taken.
b. The final response will be communicated to ITC after approval from SMC for onward
transmission to the complainant.
Page 35 of 38
7. Role of SMC in Redressal Process
a. If needed the OSGAC may call the concerned instructor to present her/his view point
regarding the complaint in front of SMC.
b. If explanation to complaint by the instructor is found satisfactory, she/he may be
warned to avoid any mistakes in future and corrective actions to be taken into account.
As needed these observations may be incorporated in the response to the complainant.
c. If complaints against specific instructor continue, the matter may be addressed as per
FJWU’s existing policy.
d. If complainant is found to lodge baseless complaints repeatedly, the matter may be
addressed as per FJWU’s existing policy.
e. No anonymous emails/complaints will be entertained.
Page 36 of 38
3.1 Weekly Grievance Report
No. of Actions taken by

Department Program Course Instructor Course Title Complaints OSGAC
Bachelors
Masters
Mphil
PhD
Page 37 of 38
4. Online Counseling Services
Counseling and Wellness Centre (CWC) at FJWU has started online counselling services for
psychological wellbeing of not only the FJWU students, faculty and staff but also for the general
public. This service is free for students, faculty and staff of FJWU, however; a nominal fee is being
charged for the general public. During this time of Covid-19 crisis where life has come to a halt,
dealing with daily stressors associated with quarantine such as social isolation, work from home,
academic issues, extreme uncertainty, psychological distress, and health concerns can become
overwhelming. Students have to adopt to the new mode of learning with its inherent technical
glitches. Our counselors would provide online counseling to anyone who maybe struggling with
emotional, psychological and social stressors during this pandemic.
An appointment can be scheduled through FJWU website (http://fjwu.edu.pk/counseling-and-

wellness-centre/)
Page 38 of 38

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FATIMA JINNAH ONLINE

Fatima Jinnah Women University

Senior Management for Online Teaching

Core Online Teaching Team 1 (OCTT)

Online Teaching Capacity Development & Facilitation Team

S. No. Department HOD DC/Assistant

1. SOPs for Online Teaching Course........................................................................................... 6

13. Disclaimer/copyrights notice for online teaching

In the above scenarios it is up to the best judgment of instructor to use

14. Policy Awareness

16. Instructional/Teaching design

17. Attendance Policy for Online Course

18. Students with Special Needs

(Faculty, Staff, Students)

I, the undersigned: ________________________, holder of CNIC ___________________, having

I understand that a breach of confidentiality or misuse of personal information of

Witness Name: _________________________________

Witness CNIC: _________________________________

Witness Signature: ______________________________ Date:_____________

Instructor: Instructor Email:

Module-wise Breakdown of Course Contents

Semester Module Content Objectives Online Resources Assignment

1 Subject to change as per the particular course requirement.

Interactive Session Schedule (real time)

Session Title Mode of delivery /Feedback Date & Time*

Assessment Methods (Note: This can be given on the Google classroom)

Outcome & Learning Grid

S.no Learning outcome Assessment

Sr. No. Evaluation Break-up Marks Percentage3

Recommended Readings: (Latest available editions)

It is expected that the students will

• Attendance: A minimum of 75% attendance is required for successful completion of course.

A. Overview and Orientation (Syllabus)

A3.2 Expectations for student participation in the

A3.4 A list of required materials

A3.5 The course grading policy

B. Organization and Navigation

B1. Is there an overall course schedule that shows main

C2. Does the course include summative assessments?

D. Communication and Interaction

D1. Does the course include a way to communicate

E. Accessibility and Usability

E1. Are a variety of instructional materials and

F. Student Support Stated in the Syllabus

F1. Is information about technical support clearly stated?

F2. Are the institution's accessibility policies clearly

G1. Course includes Student Identity Verification

*Notes =detailed justification/remarks

i. Provide orientation/counseling to their respective students regarding online

i. To provide weekly report on the status of courses prior to the commencement of

3. Information Technology Center (ITC)

Ref: FJWU/Reg/2020/ Dated:

Urgent Confidential Please reply For Information

Subject: Course Content Approval Certificate

Course title Credit hour Department Course Instructor

Additional Director ITC _____________________

Submitted for kind information.

4 As per course outline template

Instructions for the Moderator (instructor/representative):

● Stay positive and embrace the new mode of learning.

1.7 (b) Summary on Status of Courses

1. LMS/Google Classroom Registration

4. Whatsapp Group Policy

I, the undersigned: ______, holder of CNIC _, having

Witness Signature: __________________ Date:_