Virtual Teaching Assistants

Instructional Connections, LLC is an integrated provider of high-quality instructional support services to colleges and universities which offer online courses and degree programs. Universities work with Instructional Connections to scale the delivery of online courses and degree programs at a substantially more affordable cost.

Instructional Connections employs Academic Coaches (also known as “Virtual Assistants” here at YSU), who directly support the Faculty of Record in online environments. These VAs are highly qualified, experienced practitioners in their field of study and have earned a Master’s degree or higher from an accredited university.

VAs grade assignments, manage discussion threads, handle announcements, and manage the day to day issues as directed by the faculty. This enables the faculty of record to focus more on the delivery of course curriculum.

A course qualifies for a Virtual Assistant once the enrollment reaches 25% over the typical course cap. This is based on the maximum enrollment cap listed in Banner. For example, a course with a cap of 20 students will qualify for a VA once it reaches 25 enrolled students (20*1.25). Keep in mind that the course must have an eligible number of enrollments at the start of the term to qualify. Fluctuations in course enrollment after the start of the term will not affect eligibility. You can reach out to the Department of Cyberlearning if you are unsure if your course qualifies.

Faculty:

• Faculty Member of Record
• Subject matter and curriculum expert
• Provide direction to Virtual Assistants
• Evaluate Virtual Assistant performance
• Responsible for all course content and course design

Virtual Assistant:

• Grade assignments per Faculty direction
• Lead discussion threads per direction
• Assist with and direct student support issues
• Respond to questions and emails within 24 hours

If you qualify for a Virtual Assistant and would like to use a VA in your course, you should start the process by following the directions below. Please note that the request form will have to be submitted prior to each term in which you would like to use a Virtual Assistant, regardless of whether you will be requesting a new or current VA. Please keep in mind that the Lead Coach at Instructional Connections will make the final determination on the number of VAs to be placed in each course based on the needs of the course. Requests can be canceled at any time, so it is recommended that the request be submitted ASAP if there is any chance of needing a VA for an upcoming term.

Virtual Assistant Request Process:

1. The first step is submitting the online Academic Coach Request Form.
   1. Requests for new Virtual Assistants should be submitted at least 8 weeks prior to the start of the term.
   2. Requests for current Virtual Assistants should be submitted at least 4 weeks prior to the start of the term.
2. Once a VA request is received, the form will automatically be sent to Instructional Connections, the Department of Cyberlearning, The Provost’s Office, and the Dean or Chair of the Department.
3. The instructor will receive an introduction email from the Lead Coach at Instruction Connections.
4. The instructor will then be provided with candidates that fit the required qualifications submitted through the request form.
5. After a VA is chosen for the course, the Lead Coach will work with the instructor to set up a pre-course conference call.
6. The Lead Coach will also work with the Department of Cyberlearning to make sure the VAs are assigned/given access to their courses in Blackboard as well as a new YSU email account.

Please contact the Department of Cyberlearning to determine the best way to set up your Blackboard course if you have more than one Virtual Assistant. We typically recommend that all sections for a VA be merged into one parent course within Blackboard. This merge can be requested by contacting iddc@ysu.edu. Keep in mind that when utilizing multiple VAs in one course that they are paid per student. So, each VA should be assigned a specific group of students, then only interact with those students. There should never be overlap where one student is graded by multiple VAs. To ensure that this is done correctly, we would highly recommend setting up completely separate parent courses for each VA.

Courses should be set up with the Registrar’s Office using additional sections/CRNs after each course enrollment cap has been met. Please keep in mind that setting this up incorrectly could affect the accuracy of payment, as enrollment caps are determined by looking at the maximum enrollment cap listed in Banner.

See the below example for a course with a typical enrollment cap of 25 students and a total enrollment of 75 students.

Correct:
Section 1 = 25 students
Section 2 = 25 students
Section 3 = 25 students

Incorrect:
Section 1 = 75 students

For Non-OMBA Courses:

Faculty supplemental payments for the use of a Virtual Assistant can vary depending on enrollment cap, total enrollments, and number of workload hours. For simplification, calculations for specific payment can be viewed through the VA Payment Calculator spreadsheet. The total enrollment used for payment calculations is determined at the census date, or 14 days into the term. Please note that if enrollment drops below eligibility by the census date, no compensation will be made, but the Virtual Assistant will be able to remain in the course.

Breakdown of Payment:
$250 = 125%-175% of cap
$500 = 176%-200% of cap
$750 = 201%-275% of cap
$1,000 = 276%-300% of cap
$1,250 = 301%-375% of cap
$1,500 = 376%-400% of cap
*The pattern repeats above and beyond this point.

Example:
WL Hours= 3
Enrollment Cap = 25 students
Total Enrollments = 45 students
% of Cap = 180%
Payment to Faculty = $500

For OMBA Courses Only:

The payment amount for large-enrolled OMBA courses is $50/student over 50 students and up to 300 students. This means that the process resets after the course hits 300 enrollments. Once you hit 300 enrollments, the payment amount won’t go up again until an additional 51 students is reached.

OMBA Compensation Examples:

300 Enrolled Students:
First section (up to 300): (300-50)*50 = $12,500
Total: = $12,500

310 Enrolled Students:
First section (up to 300): (300-50)*50 = $12,500
Second section (301 to 600): + (10-50)*50 = $0
Total for both: = $12,500

351 Enrolled Students:
First section (up to 300): (300-50)*50 = $12,500
Second section (301 to 600): + (51-50)*50 = $50
Total for both: = $12,550

Supplemental payment requests will be submitted by the Department of Cyberlearning for approval to the Office of the Provost and Human Resources. Approvals will then be sent to Payroll for final processing and will be paid through a typical paycheck or direct deposit, depending on the setup that the instructor currently has with Payroll.

Payment will be split up throughout the term in which the VA is being used for full-term courses, starting around week seven. Payment processing dates can vary depending on the processing time needed by the several departments involved, so the initial payment may vary. 7-week courses will be paid in full at the end of the 7-week term.

Can I use someone currently or previously employed at YSU as a Virtual Assistant?
There are several current and former YSU employees and students currently working a VAs. To do this, the individual will need to go through the hiring and training process with Instructional Connections. The individual will then need to be requested when completing the Academic Coach Request Form. Please contact the Lead Coach at Instructional Connections or the Department of Cyberlearning for more information on this process.

When should I request a Virtual Assistant?
It is recommended that you submit your VA request as soon as possible. If there is a chance that you will have a need for a Virtual Assistant then you should submit the request. There is no penalty for canceling at the last minute.

Can I cancel my request for a Virtual Assistant?
Yes, you can cancel your request for a VA at any time. Whether the cancelation is due to insufficient enrollment or dissatisfaction, there will be no penalties to the University for canceling a request.

Is there a Virtual Assistant available in my field?
Instructional Connections employs VAs from many disciplines and specializations. Submitting your request early will give you a greater chance of finding a qualified candidate. You will work closely with the Leach Coach from Instructional Connections to determine if there is a good match for you.

What if I am not satisfied with my VA?
Dissatisfaction of a Virtual Assistant’s performance can be handled multiple ways.

Suggested Pathways:

1. Talk directly with the VA about course and grading expectations that are not being met.
2. Work with the Lead Coach to discuss the issue you are having with the VA.
3. Ask the Lead Coach to remove the VA from the course and request a new one. (Note: Cancelations can occur mid-term or a new VA can be requested for future terms.)

What if I want to request the same Virtual Assistant I used in prior terms?
Using the same Virtual Assistant from term to term is common and recommended. If you are satisfied with the VA you have and the VA is willing, you can input their name on future requests using the Academic Coach Request Form.

Has a Virtual Assistant already been utilized in the course I am teaching?
Instructional Connections keeps track of the VAs used in prior terms, so they will try to suggest VAs that have worked for YSU in the past. These VAs could have worked in the same course in a prior term or could have similar qualifications that meet your requirements for the course.

What happens if I need multiple Virtual Assistants?
In courses with very high enrollments, it is common to have multiple VAs assigned. In very large courses, a Coordinating Coach may be assigned. The Coordinating Coach will work directly with the Faculty and will act as a supervisor for the other Virtual Assistants. Please keep in mind that the Lead Coach at Instructional Connections will make the final determination on the number of VAs to be placed in each course based on the needs of the course.

How do I get a textbook for my Virtual Assistant?
Access to course textbooks should be requested through your department Academic Op Specialist or Chair, depedning on your typical textbook process. This is similar to the way Teaching Assistants gain access to textbooks in any other courses. Sometimes complimentary copies can be acquired by reaching out directly to the textbook publisher.

How do I gain additional access to YSU software or services for my VA?
Please contact the Department of Cyberlearning if additional services such as Maag Library resources or App Cloud access is needed for your VA. VAs gain minimal access to campus services with their account, including Blackboard and Email access. Any services beyond this will likely require additional requests.

When there are multiple VAs assigned for my course, can they be placed in the same course and share grading for all students?
No, VAs are paid per student, so they should be assigned a specific group of students, then only interact with those students. There should never be overlap where one student is graded by multiple VAs. To ensure that this does not happen, we would highly recommend setting up completely separate parent courses for each VA. You also have the option to create one parent course and assign the students alphabetically (Ex: VA1 grades for students A-L and VA2 grades M-Z). Keep in mind that assigning students alphabetically can cause issues with large-enrolled courses and courses that utilize discussions or groups.