2015.03 Creating E-Learning Products for the TB/HIV/STD Section

Procedure Number  2015.03
Effective Date  March 1, 2015
Revision Date  March 1, 2015
Subject Matter Expert Health Communication and Community Engagement Group
Approval Authority  TB/HIV/STD Section Director
Signed by  Felipe Rocha, M.S.S.W.

1.0 Purpose

DSHS contracts with outside vendors to create e-learning products as an alternative to classroom learning. Easy-to-use software is available for subject matter experts to create e-learning products. However, careful consideration must be taken in designing courses. Courses must be designed with accessibility, usability and adult learning principles in mind.

2.0 Procedure for Creating an E-Learning Project

  1. The designated Subject Matter Expert (SME) meets with management and program staff to determine the need for developing an e-learning course, including completion of a needs assessment if deemed necessary.

  2. SME secures managerial approval and funding to pay for the course and course maintenance.

  3. SME works with budget staff to encumber funds for the course before any work begins.

  4. SME becomes familiar with accessibility standards. The Texas Administrative Code, Title 1 chapter 206 provides minimum standards for accessibility.

  5. SME meets with the E-Learning Coordinator (ELC) to discuss accessibility, usability, continuing education credits and DSHS resources (such as server space, learning management system, software support) before course development begins. If a learning management system other than TRAIN Texas is used, the alternate system must have the ability to interface with the HHS learning management system.

  6. SME works with the ELC to obtain continuing education credits through the DSHS office.

  7. ELC and SME attend an initial meeting with the vendor to address questions about current capabilities and accessibility.

  8. Before production begins, vendor provides SME and ELC with a storyboard that includes learning objectives and instructional methods.

  9. SME and ELC provide written feedback to vendor with specific changes identified in storyboard.

  10. Vendor works with ELC to launch the course for beta-testing.

  11. ELC and SME identify appropriate testers for both content and functionality.

  12. Vendor provides source files to DSHS upon completion of the project.

  13. Both SME and ELC retain copies of the source files.

3.0 Responsibilities

3.1 SME and ELC Responsibilities

Each e-learning product will have a SME to work with the ELC and the vendor. Multiple SMEs may be used, but one should serve as a point of contact. The SME is responsible for product content and providing information to the ELC to facilitate continuing education credits and deployment of the course and to ensure that the course meets accessibility standards.

3.2 SME Responsibilities

  • Meet with the ELC before meeting with a vendor to discuss accessibility standards, continuing education credits and capabilities of DSHS resources

  • Facilitate communication between the ELC and the vendor

  • Provide needed information for the ELC to complete the DSHS continuing education application

  • Keep the ELC informed of course completion, beta-testing and final posting of the course

3.3 ELC Responsibilities

  • Provide information to the SME and the vendor about DSHS resources

  • Review the vendor storyboard for usability and accessibility before production begins

  • Complete the continuing education application and maintain correspondence with DSHS continuing education office

  • Enter assessments and/or evaluations into the DSHS learning management system

  • Provide on-going support of the course to the DSHS continuing education office and the SME

  • Sign off on contracts and deliverables documents, in conjunction with the SME

3.4 E-learning Course Requirements

  • Conform to DSHS accessibility standards

  • Utilize the DSHS continuing education office for CEs, unless an exemption is given by the Section Director 

4.0 Resources

4.1 Accessibility

Texas Administrative Code, Title 1, chapter 206 provides standards for creating accessible materials. DSHS has an accessibility policy specific to web materials. HHS provides specific guidance regarding accessibility.

4.2 Server Space

The TB/HIV/STD Section currently has limited server space to house courses. If you are contracting with a vendor to create materials, consider having the vendor house the course.

4.3 Learning Management System

TRAIN Texas learning management system is supported by the ELC, with access provided by the Preparedness Section. Courses deployed through learning management systems other than agency systems should have the ability to send learner information to DSHS and AccessHR (for HHSC enterprise employees) and must be able to supply needed information for the CE office.

5.0 Revision History

Date Action Section
9/1/2017 Changed "TB/HIV/STD Unit" to "TB/HIV/STD Section" to reflect new program designation -
3/1/2015 New policy  All