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Extenion On-Line (EXTol)

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Usage Guidelines

The University of Tennessee Extension Service and the extOL Learning Management System (extOL LMS)-specific policies are relevant to extOL LMS users because they speak to:

  1. Possible abuse of the system that could affect privacy and access
  2. Rights of the authors of materials placed on the extOL LMS
  3. Retention and safeguarding of information placed on the system

No user or administrator of the extOL LMS should use it in any way that a reasonable person would interpret as:

  • Doing damage to normal access to, materials placed on, or the performance of the system
  • Infringing on the privacy of any user in the system
  • Infringing on the ownership and intellectual property rights of anyone who has placed materials on the system

The administrators of the extOL LMS, the University of Tennessee Extension Service and Office of Information Technology (OIT), will make every effort to:

  • Safeguard the privacy of individuals using the system and
  • Limit access to materials placed on the system to the individuals specified by the confirmation of valid payment and/or enrollment processes

There will be no unauthorized reuse, copying, or modification (i.e., removal from the system) of materials posted by any users of the extOL LMS unless those materials are part of a policy violation.


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Acceptable Use Statement

Acceptable use of the extOL LMS is governed by the general policies for acceptable use of computing facilities and other university-wide policies at the University of Tennessee, Knoxville. Relevant links include:

  1. Information Technology Policies
  2. Office of the General Counsel: Copyright Information
  3. Information System Security
  4. Copyright Law of the USA

REFUND POLICY:  Purchase of any online program on extOL is non-refundable unless it is verified by the Payment Manager on the web site that the refund requestor has either a) never accessed the online program for which the refund is being requested or b) has spent less than five minutes in the online program for which the refund is being requested.

All refund and registration cancellation requests must be made in writing to the Payments Manager at Credit card refunds are credited back to the card used to register for the online program on extOL.  Money order and check registrations will be refunded via a check mailed 4-6 weeks after the request for cancelled registration is received by the Payment Manager on the web site if the above conditions are met.


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Intellectual Property

All materials placed on the extOL LMS by end users are governed by the general intellectual property policy of UT Knoxville. Relevant links include:

  • No use will be made of any materials posted by online program sponsors within the extOL LMS other than those intended by the online program sponsor.
  • The online program sponsor is responsible for informing participants about the use he or she will make of materials or information that participants post on the system.
  • If a participant produces work for an online program, the sponsor of that program may ask for permission to use this work as an example with another program. However, the sponsor should take all precautions and initiative to protect the participant's privacy by removing identifying information (Name, Email Address, etc.) from the work, discussion posting, etc.
  • If an online program sponsor wishes to use content from a course for research or publication, they MUST obtain permission from the participants prior to releasing any data. This use falls into the realm of the UT Office of Research and as such is governed by their policies and procedures.

NOTE:  This intellectual property information is not official policy of the University of Tennessee. It does not constitute legal advice. Specific questions about how intellectual property applies to individual situations should be referred to the Faculty Senate,, or click here for more information.


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Terms of Use

By using the extOL LMS websites, a service of the University of Tennessee Extension Service, ("extOL"), you and the users of this service are agreeing to be bound by the following terms and conditions ("Terms of Use"). extOL reserves the right to update and change the Terms of Use from time to time without notice. Any new features that augment or enhance the current Service, including the release of new tools and resources, shall be subject to the Terms of Use. Continued use of the Service after any such changes shall constitute your consent to such changes. You can review the most current version of the Terms of Use at any time at this web page.

Violation of any of these agreements will result in the termination of your account. You agree to use the Service at your own risk and understand that extOL cannot and is not responsible for any information or data posted by users ("Content") posted on the Service and you nonetheless may be exposed to such materials.

This Service provides users with online access to information published by The University of Tennessee Extension and affiliated organizations and persons, as well as acting as a communications medium to facilitate interaction between Extension educators, external partners, fee-based program participants, Extension professionals outside of Tennessee and Extension volunteers. The Extension educator who sponsors the online content and the extOL LMS Site Administrator determine the scope and nature of the information to make available to these audiences through the Service.


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Privacy Statement

We know that your privacy is very important to you. When you place orders on our site, all of your order information, including your card number and delivery address, is transmitted through the Internet using Secure Sockets Layer (SSL) technology. SSL technology causes your browser to encrypt your order information before transmitting it to our secure server. SSL technology, an industry standard, is designed to prevent someone other than operators of our Sites from capturing and viewing your personal information.

We collect only the domain name, but not the e-mail address of visitors to the extOL LMS. We will collect the e-mail addresses of those who communicate with us via e-mail or those who create accounts on the extOL LMS. We also collect aggregate information on what pages users access or visit, information volunteered by the user, such as survey information and/or site registrations.

The administrators of the extOL LMS are making every effort to minimize and safeguard the personal information associated with each user account that resides on the system. Only the user's Name, City/Town, State and Country will be displayed to other users.

Those using the system should be careful to do nothing that might compromise the privacy of users. All information posted within the extOL LMS should conform to the University of Tennessee's Privacy of Student Records Policy at:


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By using the extOL LMS, a participant has the option to submit personal demographic information (such as race/ethnicity, age group, gender) at the time of account creation OR to the sponsor of the online program in which he/she is participating. This is done on a voluntary basis, and this information will be used for UT Extension program improvement and research. We will not provide personal demographic information to third parties for commercial purposes.

The information we collect is used to improve the content of our extOL LMS and the quality of our Extension service, and is not shared with or sold to other organizations for commercial purposes, except to provide products or services you've requested, when we have your permission, or if it is necessary to share information in order to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of Terms of Use, or as otherwise required by law.

A cookie is a small amount of data, which often includes an anonymous unique identifier, that is sent to your browser from a website's computers and stored on your computer's hard drive. Cookies are required to use the extOL LMS service. We use cookies to record current session information, but do not use permanent cookies. You are required to log in to your extOL LMS account after a certain period of time has elapsed to protect you against others accidentally accessing your account contents. You can reset your browser to refuse all cookies. Be aware, however, that some parts of the extOL LMS may not function properly if you do so.


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Content Retention

The University of Tennessee Extension Service began its Application Service Provider (ASP) relationship in January 2009. At that time we contracted 500 gigabytes of storage space for the extOL LMS sites.

To save UT Extension money, increase operational speed, and ease system recovery, the extOL LMS site administrators have developed the following plan for removing old data from the ASP system, while ensuring maximum retention and availability of all necessary course materials. The Content Retention Plan can be found below.

You are solely responsible for properly canceling your account on the extOL LMS. An email or phone request to cancel your account is considered an appropriate means of cancellation. Once the cancellation request is approved by the site administrator, all of your Content and personal information will be immediately deleted from the extOL LMS upon cancellation.

In accordance with the legislation on privacy protection related to the use and the handling of your personal information you are entitled to have access to, to correct and to have deleted (part of) your personal data, upon sending us your request to: The University of Tennessee Extension, Attn: extOL Administrator, 2640 Morgan Circle, Room 105, Knoxville, TN 37996-1341. Proof of your identity may be requested. You may also edit your personal information by logging into your online account on the extOL LMS.

Section 1. Overview

1.1 Purpose, Scope, and Objectives

The purpose of this standard is to define the duration of online program retention on the extOL LMS sites. This standard refers to online programs as well as user accounts in the extOL LMS System, and also outlines the availability of student enrollments. Online Program Sponsors will be notified multiple times well in advance and given explicit instructions for archiving their online program content before any data is permanently purged from the system.

1.2 Assumptions and Constraints

The extOL LMS system is hosted by, LLC on hardware located in their Virginia central machine room.

To provide optimal performance, it is important to limit the amount of information stored within the extOL LMS database. Purging course sites that have been inactive for more than one year will help maintain a reasonable database size and provide consistent performance and download speeds.

Because most courses are taught at least once every two years, this policy will allow instructors to copy content from inactive to current online programs and to archive/export online program content to their own local or network storage. Students who have successfully completed an online program no longer need access to the program's extOL LMS site and its content.

Section 2. Description

2.1 Guidelines/Procedures

Courses will be available to instructors the entire year before the course is deleted from the system. Instructors have the option to request the deletion of an online program site one month after the end of calendar year in which the online program was offered.

Automatic course deletions will occur once a year in January and will affect courses that are then more than one year old. For example, online programs published in the calendar year of 2008 will be due for deletion in January 2009.

Instructors will be contacted via email notification at two months, one month, and one week prior to the online program site being deleted. Notifications will remind instructors that courses are being deleted on the designated date and time and will provide explicit instructions for archiving courses and course content.

User accounts in the extOL LMS will be deleted from the system after two years of inactivity, which is defined as all of the following being true: 1) not being in the recurring nightly feed from LDAP; 2) not having logged into the system in two years; 3) and not being enrolled in any online program or curriculum on the system. These accounts will be deleted once a year concurrent with the online program deletions. Because these accounts by definition will not have valid email addresses at the time of their removal, no attempt will be made to contact their owners.

Note: The above defines criteria for user account removal only. Accounts will not be deleted but may be unavailable from time to time for other reasons (e.g. a user account when the user is not registered in LDAP).


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Contact Us

Any comments regarding our privacy statement, terms of service, acceptable use and general use guidelines, and any other policy referenced in these Regulations and its implementation, may be submitted via email to:

or by physical mailing to:

The University of Tennessee Extension
Attn: extOL Administrator
105 McCord Hall
2640 Morgan Circle Drive
Knoxville, TN 37996-1341

You may also reach us by fax at (865) 974-8391.


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