Online Learning & Digital Delivery
DAIS-POL-024
Online Learning and Digital Delivery Policy
Data and AI School of London, NCFE Approved Centre
Policy Owner: Head of Centre / IT Lead
Version: 1.0 | Date: April 2026 | Review: April 2027
NCFE Risk Level: High
Mode of Delivery: Fully Online
24.1 Purpose and Scope
This policy governs the Data and AI School of London's entirely online delivery model. It sets out the standards, procedures, responsibilities, and quality expectations for all aspects of online teaching, learning, and assessment, ensuring that the quality of provision is equivalent to, or exceeds, that of a face-to-face centre.
24.2 Platform and Technology Standards
The school's primary delivery platform is the Virtual Learning Environment (VLE) / Learning Management System (LMS), which serves as the single point of access for all course content, assessment submission and feedback, staff-learner communications, policy documents, and progress tracking.
Minimum technical requirements communicated to all learners before enrolment:
| Requirement | Minimum Specification |
|---|---|
| Device | Laptop or desktop computer |
| Operating System | Windows 10 / macOS 10.15 or later |
| Browser | Google Chrome (latest) or Mozilla Firefox (latest) |
| Internet Speed | 10 Mbps download / 5 Mbps upload |
| Webcam | Required for live sessions and identity verification |
| Microphone | Required for live sessions |
24.3 Online Induction
All learners must complete a structured online induction before beginning any assessed unit. The induction covers:
How to navigate and use the VLE
Communication tools and response time expectations
Assessment submission procedures and deadlines
The online learner code of conduct
Key policies: malpractice, AI use, safeguarding, data protection, and appeals
Technical support, who to contact and how
Wellbeing and learner support resources
Completion of each induction section is recorded on the learner's VLE profile. Learners who have not completed induction within 5 working days of enrolment will be contacted by the Learner Support Lead.
24.4 Communication Standards
| Communication Type | Channel | Response Time |
|---|---|---|
| Learner queries (general) | VLE messaging | Within 2 working days |
| Assessment feedback | VLE / e-portfolio | Within 10 working days of submission |
| Urgent welfare concerns | Email to DSL | Within 1 working day |
| Technical issues | Technical support email | Within 1 working day |
| Emergency communications | Emergency email list | Within 4 hours |
All staff-to-learner communications must be conducted through approved institutional channels. Use of personal email, WhatsApp, or any non-institutional platform is prohibited.
24.5 Live Online Sessions
Scheduled in advance and published on the VLE course calendar.
Conducted using the school's approved video conferencing platform.
Recorded and uploaded to the VLE within 2 working days, for learners who could not attend.
Facilitated in accordance with the online code of conduct.
Non-attendance at a compulsory live session triggers a follow-up from the tutor within 2 working days.
24.6 Learner Engagement Monitoring
Engagement is monitored weekly through VLE analytics, including: last login date; content completion rates; submission history (on time / late / outstanding); and assessment outcome trends. Non-engagement escalation follows the thresholds set out in Policy 9 and forms a key part of evidence at NCFE AMR reviews.
24.7 Online Assessment Environment
Learners receive a pre-assessment technical checklist at least 5 working days before any controlled assessment.
Platform stability is confirmed by the IT Lead on the day of the assessment.
Technical failure procedures are documented and communicated to learners in advance.
Where remote proctoring is used, learners are notified in writing at least 10 working days in advance.
24.8 Digital Accessibility
All written materials on the VLE must be in WCAG 2.1 AA compliant formats.
All video content must include closed captions (auto-captions must be reviewed and corrected before publication).
Documents must use accessible fonts, sufficient colour contrast, and be compatible with screen-reading software.
An annual accessibility audit of the VLE is conducted by the IT Lead; failures are remediated within 30 days.
24.9 Technology Changes
Any significant change to the school's technology platform must be:
1. Approved by the Head of Centre in advance.
2. Subject to a DPIA under Policy 6 before adoption.
3. Communicated to all affected learners at least 4 weeks in advance.
4. Reflected in an update to this policy and any other affected policies within 4 weeks of going live.
5. Notified to NCFE where required by the Centre Agreement.
This policy is reviewed annually. Next review: April 2027. Approved by: Head of Centre. © Data and AI School of London, April 2026. NCFE Approved Centre.