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Last update: 2020/4/2

Introduction

As stated by the Dean’s message the University of Tokyo has decided to introduce online classes to the S semester in 2020 in order to prevent the spread of the new coronavirus COVID-19. It says that “Face-to-face lectures will be minimized and online classes will be encouraged and promoted. “ However, since the message was issued on March 18, the situation has become more serious and it has become necessary to prepare for a full online class scenario.

This is the first time for many faculty members to conduct online classes and the time available for preparation is very limited. Under such circumstances, various efforts have already been made in various places in order to provide students with the same learning environment.

This portal has been created in an attempt to help reduce the burden on faculty and staff when the university promotes online classes. In this portal, we are going to provide the following information that is useful for smoothly bringing online the lessons we have been conducting in-person.

However, it is still not enough. There is a way you could help. Some teachers may have already started classes online; if you are one of them, we would be grateful if you could send a message to utelecon-inquiries@googlegroups.comtelling us what you know, and suggesting methods. In this portal, we would like to share such information with those who need it.

We believe that the knowledge accumulated and shared in this portal will help create a community that achieves our goal of an online system, and will ultimately support maintaining or improving a high-quality learning environment for our students.

A message from all the members editing this Portal  

To use the ICT system for Education at the University of Tokyo

There are several ICT systems for education at the University of Tokyo

ICT Systems for Education

The broad picture is as shown above. The UTokyo Account, which indicates that you are a member of the University of Tokyo, is the basis for using many services. UTAS for syllabus registration, and ITC-LMS for distributing teaching materials and attendance management can be used if you have a UTokyo Account. However, activation is required separately for Office 365 (which gives you access to Word and Excel) and ECCS Cloud Mail (which gives you access to Google services). Also, if you want to use the video conferencing system (Zoom, Webex, Google Hangouts Meet) with your University account, you will need to activate it using ECCS Cloud Mail.

Even if you already have an Office 365 or Google account, if you want to share video files with students only within members of the university, or want to use Google Drive (file storage) without worrying about capacity, please enable each account.

The following is a description of each service and procedures required to use them. If you encounter any problems during the following procedures, notify us atutelecon-inquiries@googlegroups.com Please include (a) in which steps below, (b) what you did, and (c) what was the result. (If you only tell us that it didn’t work, we often cannot figure out what the problem was).

  1. UTokyo Account: This account indicates that “you are a member of the University of Tokyo”, which is the basis for all other services. If you are a new faculty member, you will find your account number (10 digits, common ID) and initial password on the documents that are handed to you after April 1, 2020.
  2. UTAS (Academic Affairs System): A system used to register syllabi and grades. Information regarding online classes will most likely be provided via this system as well. Your UTokyo Account must be set correctly in order to use this.
    • Task: If you can use your UTokyo Account, there is no need to do anything in particular.
  3. ITC-LMS (Learning Management System): Used for posting materials, submitting assignments, and managing attendance for the class in which you are responsible. UTAS is usually used before the course starts (syllabus registration) and after the course ends (grades registration), whereas ITC-LMS is used during the course period. Your UTokyo Account must be set correctly in order to use this system.
    • Task: If you can use your UTokyo Account, there is no need to do anything in particular. (Reference: ITC-LMS teacher page
  4. ECCS Cloud Mail (Google Mail/ G Suite for Education): A Google service that is available to all faculty and staff. A Google account (ECCS cloud mail account) is issued to all faculty and staff. This is required to use the University’s video conferencing system account. Also, because it is a Google account, you can use Google Drive for file storage, Google Docs for document service, Google Spreadsheet for spreadsheet service, YouTube for video distribution service, etc. To use this, you need to have set up UTokyo Account correctly, and activate the system when you start using it.
    • Task: Set an account name from “ECCS Cloud Mail “ and a password from “ECCS Cloud Mail (Change Password) ‘’ in the UTokyo Account user menu to activate G Suite for Education (details).
    • Task: After completing the above, wait up to 1 hour until you can actually use G Suite for Education (log in to Google) (It is updated every hour and will take about 5 minutes until it shows). Go to ECCS Cloud Mailenter the account name (alphanumeric characters that you set) and password, and confirm that you can log in to Gmail.
  5. Office 365 (Microsoft): This will give you access to the Word software, Excel spreadsheet software, and PowerPoint presentation software. In order to use it, you need to set up your UTokyo Account correctly, and you need to activate the system when you start using it.
  6. Video conferencing system: This can be used to stream classes online in real time or to record videos for classes. In our university, ZoomWebex,and GoogleハングアウトMeet are available. If you are not sure which one to use, we recommend Zoom. Please check each page for directions on how to use each system.

Some of you may already be using Google, Microsoft, and Zoom on your own, but it is important for users to be able to use their university accounts. By using your university accounts, services created only for the members of the University will be available to you. For example, users can view files shared only within university members with Google Drive or share files with students only within the university. Also, you can hold video conferences with the maximum participants of 500 people on Zoom with your university account, where it is usually up to 100 people with a normal account.

The procedure for activating ECCS Cloud Email (Google) and Office 365 (Microsoft) has been described above, but to see other information on what you can do with those systems, refer to the “ The University of Tokyo ICT Handbook (Humanities & Sciences) ”2019 version on (The University of Tokyo’s First Year Seminar page) as necessary.

Main forms of online classes

In this section, we will introduce three main forms of online classes, compare them with face-to-face classes, and explain each form and the requirements for online classes (media classes).

Traditional and online classes

 Traditional classes are conducted face-to-face in real time. On the other hand, online classes are broadly divided into: real-time face-to-face and online (synchronous hybrid type), real-time online only (synchronous online type), and students studying online at their own pace (on-demand) (asynchronous online type).  We will introduce each type below.

How to apply each teaching method online (in progress)

How to use specific tools (in progress)

## Practical examples and references (call for more information)

Here, we introduce the materials shared by professors. We greatly appreciate professors who provided us with this information. If you have any useful materials on online conference systems, please contact us at utelecon-inquiries@googlegroups.com.
Alternatively, you can send us pull requests viautelecon の Githubby forking information below. We introduce the information in a bulleted list for now, but we will organize them after we have got more materials.
In addition, we ask for your understanding that there is a possibility that each class method might be introduce separately in the online section.