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Overview
If the Learning Management System (LMS) is unavailable, use the steps below to maintain communication and instructional continuity with students until service is restored.
Table of Contents
Step 1: Communicate with Students Immediately
Use Banner email to contact students as soon as possible. Refer to these instructions if needed: Banner Faculty Self-Service - How do I Email my class? What if I have a Problem/Question?
Your message should include:
- How course updates will be communicated and how students can contact you (e.g., via UIC email)
- How assignments should be submitted during the outage (e.g., via email, Box, Google Drive, etc.)
- Revised deadlines or temporary expectations for course participation
- Whether assessments or course activities are changing
- Whether your class will be meeting during the disruption, either in person or via an emailed Zoom link
Keep an eye on your UIC email and maintain simple, direct, and consistent communication throughout the disruption.
Step 2: Provide Temporary Access to Course Materials
If students are temporarily unable to access course materials through the LMS during a service disruption, instructors can use approved university-supported tools to provide access to essential course content and maintain instructional continuity.
Approved alternatives may include:
- Box for sharing files or folders containing course materials
- OneDrive for providing access to documents stored through your university Microsoft account
- Google Drive for sharing collaborative documents, slides, spreadsheets, or folders
- Email to communicate urgent instructions, updates, or time-sensitive materials directly to students
- Publisher Platforms for courses that use a specific platform for textbooks or course materials, students may be able to continue accessing assigned materials
- Panopto for sharing recorded lectures and videos which can be shared outside of the LMS using direct links
Examples of materials that may be appropriate to share temporarily include:
- Required readings
- Lecture slides or presentation materials
- Assignment instructions
- Recorded lectures or video content
- Upcoming deadlines or schedule changes
- Supplemental files, templates, or handouts
- Discussion prompts or participation instructions, if needed
Step 3: Collect Assignments Using Alternative Methods
If LMS assignment submission tools are unavailable, temporarily collect student work through:
Considerations for Choosing an Alternative Submission Method
When using one of the above methods for assignment submissions, ensure that:
- Access permissions are upload-only.
- Submissions are kept in a dedicated folder.
- Students cannot view or download other students’ submissions.
- You can share the upload link with students through Banner email or another communication method.
- You clearly communicate the following:
- what students should submit
- acceptable file formats
- submission deadlines
- where students should upload or send their work
Step 4: Adjust Assessments if Necessary
If quizzes or exams cannot be administered through the LMS, instructors may need to adjust the assessment plan temporarily. The goal is to preserve instructional continuity while maintaining fairness, accessibility, and academic integrity.
Recommended Options
Depending on the course, assessment type, and length of the disruption, instructors may consider:
- Delaying the quiz or exam until LMS access is restored
- Extending the assessment window if students were unable to access or complete the assessment
- Using a take-home assessment when appropriate
- Replacing the assessment with an alternative assessment or project
- Holding an in-person assessment, if feasible
- Using a computer lab or approved campus testing space
- Using oral presentations, discussions, or brief conferences as an alternative format (i.e. Zoom exams)
Additional Considerations
If an assessment is affected by the disruption, instructors may also need to:
- Adjust due dates or availability windows (i.e. extend deadlines)
- Modify the assessment format
- Provide alternate arrangements for impacted students
- Communicate updated expectations clearly through the approved backup communication method - we advise using UIC email
- Document any changes made during the disruption
- Issue incompletes only when appropriate and consistent with academic policy
Suggested Faculty Guidance
Faculty should avoid creating rushed or inconsistent workarounds for major assignments or exams. In most cases, the preferred approach is to pause, delay, or extend the assessment rather than move quickly to a process unfamiliar to students.
Step 5: Store Grades and Backup Data
If faculty cannot access the LMS, grades may be temporarily stored outside the system. Ensure that all grade data is accessible only to faculty and TAs.
During an LMS disruption, maintain temporary records of:
- assignment submissions
- grades
- feedback
- attendance or participation
- assessment completion
Consider temporarily tracking grades using:
- Excel spreadsheets
- Box
- OneDrive
- Google Drive
Save copies of:
- submitted assignments
- grading notes
- emailed submissions
- assessment results
Once LMS access is restored, transfer grades and records back into the LMS as appropriate.
See Also: