Gateways can be thought of as Institutional Space the place where assets can be published from a user s Personal Space for viewing by other users.

Transcription

1 Managing Gateways Gateways can be thought of as Institutional Space the place where assets can be published from a user s Personal Space for viewing by other users. This tipsheet is aimed at administrators and owners who will be creating and managing gateways. Other gateway tipsheets include: About Gateways a general overview for tutors and students Assessment on Gateways a guide for teachers and assessors Advanced User Management a guide for managing large or complex groups Contents Managing Gateways... 1 Creating Gateways... 2 Edit Users/Permissions... 4 Gateway Tools and Functions... 6 Manage Gateway... 8 Manage Assets... 9 Manage Resources Gateway Archive Managing Gateways (v2.5) 1 August 2010

2 Creating Gateways The main gateway is managed by Global Administrators who will normally create the 1 st level of sub-gateways. Gateways that contain sub-gateways may be referred to as parents and their sub-gateways as children. Gateways typically have administrators and owners. Administrators inherit permissions over all gateways below the first gateway they administer though they only appear in the admin group of gateways they create. Administrators do not have access rights to any assets on a gateway unless they are also in the Owner or Tutor groups. Gateways are created and managed using the tools in the Manage Gateway panel. Admins and Owners see the panel but not all of the tools within it. Only Admins can create new gateways and only Global Administrators can move gateways. Add new gateway To create a new gateway click on the add new link in the manage gateway panel of the parent gateway. Add a title and description for the new gateway. The description is limited to 100 characters 1. The statement field is displayed as part of the gateway information and should be used to explain to users how their work will be handled. The default statement can be edited or returned to the default using the Use default statement link. Dates A date can be selected for the gateway to lock or it can be set to Do not lock 2. An extension date can be set allowing new assets to be published between the close date and the extension date 3. Groups Gateways contain four groups by default: admins create new gateways owners manage gateways tutors support the owner in reviewing/assessing submitted work users publish work to the gateway 1 The description appears as a rollover hint within the publishing panel of PebblePad e.g. send to > gateway. 2 Locked gateways will not allow new assets to be published or allow assets on the gateway to be edited after the selected time/date. 3 Assets will be locked at the original deadline or immediately upon publishing. Assets published between the close date and extension date will be marked on the gateway with a warning triangle icon. Managing Gateways (v2.5) 2 August 2010

3 Two additional groups can be added: internal review group - moderate or 2 nd mark submitted work external review group - externally examine or verify the assessment process clicking on a group name expands the field allowing options to be selected Each group inherits default permissions though this can be changed to inherit permissions from the parent gateway. An option can be checked for each new group to automatically populate with the members of the same group in the parent gateway. Owner The gateway creator is automatically set as the gateway owner. This is easily changed by clicking on the [Change] link. If the gateway owner is changed an additional option allows the new owner to be easily added to the admin group. Manage asset types When ticked all types of asset can be published to the gateway. Some tutors have found it easier to limit publishing to a single or small number of asset types e.g. allowing blogs only reduces the risk of users also posting all of their thoughts to the gateway by mistake. Unchecking the box reveals a selectable list of types. Visibility Managing Gateways (v2.5) 3 August 2010

4 To help manage the organisation of gateways it is possible to hide them from view. By default gateways are visible. Date fields also allow visibility dates to be set in advance. Note: Hidden gateways can only be found suing the advanced search function on the gateway. When all of the required steps have been completed click on Create to form the new gateway. Edit Users/Permissions Once the new gateway has been created the screen will refresh to the Edit Users/Permissions page where the default groups will be displayed with the permissions listed below them. If any permission is changed it is immediately saved. Adding Members Access to all groups except the default user group is by subscription. Optionally the user group can be set to Open Access which allows anyone to publish to the gateway 4. On publishing members are automatically added to an open access gateway. To view an open access gateway non-members must click the subscribe button to join. 4 Or view items and resources on the gateway according to the permissions set for the group. Managing Gateways (v2.5) 4 August 2010

5 New members are added to a group by clicking on the [Edit] link alongside the relevant Members title. The [View Details] link opens a panel listing additional details about group members. Individual members can be searched for; selected and added to the group. PebblePad users can be found using one or more of the search terms: > username > forename > surname > > group 5 Manage User List In addition to adding individual users the Manage User List panel provides links to alternative subscription methods. Add a batch of users allows multiple users to be added by listing their usernames. Add users from community allows users to be added directly from a group in [your] PebblePad account. Copy users to community allows users to be added directly from the gateway group to a group in [your] PebblePad account. Add an external user allows a user to be added using their name and address 6. Link group to Student Management System provides a means of adding cohorts by module/subject identifiers 7. User ID list provides a list of current members usernames 8. Checkboxes in the Search Results panel and the Current Group Members panel allow actions such as add or remove to be applied to multiple users at once. Advanced user management information is contained in the tipsheet: Advanced User Management 5 Forename, username and fields accept partial search terms. 6 The external user will be ed access details for the gateway. 7 Requires PebblePad to be linked to the SMS, use LDAP groups, or PebblePad s Student Grouping function. 8 This allows them to be pasted into other groups using add batch. Managing Gateways (v2.5) 5 August 2010

6 Gateway Tools and Functions Up to 5 panels appear on the left side of a gateway screen containing tools according to the viewer s role and permissions. The More Gateways panel lists available gateways. In Tree view clicking on a gateway opens it and lists any child gateways. Click on Go up a level to move in the direction of the main gateway. The red flag indicates that you are subscribed to one or more groups in this gateway. A blue plus icon indicates that this is a parent gateway. In I belong to mode you only see gateways where you are in one or more associated groups. This is a flat list which is ordered alphabetically not hierarchically. The Manage Gateway panel lists more or less options depending on the user s permissions. All groups except users can add new users to their own group and below. Global and Administrators can Add New or Duplicate Gateways. Only Global Administrators can Move Gateways. Global, Administrators and Owners can Remove Gateways. Owners and Tutors can view the Gateway History. Owners can send messages to the group using or SMS (if available). The Manage Assets panel provides tools for the gateway Owner to manage users assets including Releasing Feedback, Confirming and releasing grades and Locking/Unlocking a Gateway. Selected assets can be removed or Moved/Copied to other gateways. Selected assets can be exported as HTML Grades added to marked work can be exported as a CSV file. Managing Gateways (v2.5) 6 August 2010

7 Owners and Tutors can add assets, files or URLs to the gateway resources. They are displayed in a separate panel above the published assets panel from where they can be viewed or copied by users. Feedback Proformas can be added by Owners or Tutors where they are also Proforma Authors 9. The Resource admin link navigates to a page where linked resources can be managed. The comment bank allows feedback comments to be stored for use on assets published to the gateway. A gateway blog can be accessed by any member of a gateway and is useful for functions like FAQs and supporting assessment processes. Owners can archive assets and Owners and Tutors can view archives. Key functions associated with each panel are described in detail in the next section. 9 Permission set in the main PebblePad admin pages. Managing Gateways (v2.5) 7 August 2010

8 Manage Gateway Duplicate Gateway This function allows an Administrator to duplicate an existing gateway. The options available are shown in the image below: Move Gateway This Global Administrator permission allows a gateway to be moved from its current position to within any other gateway. The move is actioned by selecting a new parent gateway from the tree and confirming the new location. Remove Gateway Only gateway Owners > 10 can delete them and confirmation is required before the gateway is deleted. If the deleted gateway contains sub-gateways they will also be deleted. Up to 50 deleted gateways are suspended in the gateway trash and whilst here can be reinstated by global administrators. 10 > indicates or above. Whilst not strictly hierarchical Admin is above Owner is above Tutor Managing Gateways (v2.5) 8 August 2010

9 Gateway History Viewable with Tutor > permissions the gateway history records significant gateway events including asset publishing and deleting as well as changes of membership. Send a Message This is a very basic tool designed to send simple text messages as or SMS messages to groups. Discrete groups can be targeted and a checklist allows individual members within selected groups to be included or excluded. Manage Assets Release Feedback (and validation) On an unlocked gateways comments and feedback that has been added to assets is instantly viewable by the asset owner (and others they may have shared with). On a locked gateway feedback is stored to allow all work to be marked before becoming visible. This function allows an Owner to release feedback and validation for all checked assets. On clicking the Release link a confirmation box opens to allow options to be set and confirmed. Note: Feedback can only be added to work published to a gateway. Unlike comments, feedback cannot be removed from an asset by the asset owner. Confirm / Release Grades When grades are added to work on a gateway they are stored by the gateway and not linked to the asset until the grade has been confirmed. Confirmed grades cannot be seen by the asset owner until the grades have been released. When a grade has been confirmed a lock icon appears alongside the grade. If a new grade is subsequently added a dialogue box opens with the options shown in the adjacent image. Managing Gateways (v2.5) 9 August 2010

10 Lock Gateway This allows the Owner to manually lock or unlock a gateway. An icon towards the top right of the gateway screen indicates whether or not a gateway is locked. Assets cannot be published to a locked gateway (unless an extension period has been added) or edited once on the gateway. Assets published during an extension period are marked with a warning triangle and the rollover message Published during an extension period. When feedback is added to assets on a locked gateway it is only visible to gateway members with a feedback permission and cannot be seen by the asset owner until the feedback is released. Remove Assets This allows the Owner to remove selected assets from a gateway. Export as HTML This allows the Owner to export checked assets from a gateway as HTML in a zip file. The files subsequently extracted from the exported zip can be navigated from the index page contained within the folder. The number and size of the assets will cause exporting times to vary. Export Grades as CSV This allows the Owner to export any grades allocated to work on the gateway as a simple CSV file able to be imported into another system or spreadsheet. Move / Copy Items This allows the Owner to move selected assets from one gateway to another. On clicking the Move/copy link a pop-up window opens. It is possible to move the selected items to an existing gateway or to a new sub-gateway. The items can be moved from one gateway to another or copied (i.e. a version will appear on both gateways) Managing Gateways (v2.5) 10 August 2010

11 This is a useful function where users have published to the wrong gateway or where a selection of work needs to be moved to a sub-gateway for viewing by an external examiner. It is also useful where work is on a locked gateway and needs to be temporarily moved to an unlocked gateway to allow editing to take place. By default the users will automatically be added to the destination gateway. Manage Resources Owners may choose to share items with users through the resources panel. These resources can be set for viewing only or they can be copied. Users are always asked to confirm that they want to copy an item. If they have selected copy and publish they will also be reminded that the asset they are copying to their asset store will automatically be published back to the gateway it has been copied from. This is particularly useful when tutors want to provide students with a template. The student would copy and publish the template which means it is automatically linked back to the gateway for the tutor to add comments and feedback as the template is personalised and developed by the student over time. To avoid needing to visit the gateway to copy an item the owner can set an alert which will notify users when they next log into PebblePad. A small pop-up window provides the same copy or copy and publish permissions to the user within the normal PebblePad environment. In the confirmation window the user can view the asset and the gateway before confirming their choices. Managing Gateways (v2.5) 11 August 2010

12 Resource Admin Clicking on this link opens the Gateway Resources screen where any linked resources will be displayed. The top panel lists all items linked to the gateway. Forms or profiles published to the gateway groups are shown though they do not appear in the resources panel on the gateway (they are simply channelled through the gateway to members PebblePad accounts and can be accessed through the create new menu). Assets added to resources appear with an edit icon allowing changes to their access permissions. The middle panel contains links to add new resources. The bottom panel lists profiles published through the gateway and forms published through or directly to 11 the gateway and for which reports are available. The reports are available for export as CSV files. Comment Bank The comment bank allows any gateway member with feedback permissions (typically Owner and Tutor) to add comments to be used when providing feedback on published assets. The comment bank belongs to the gateway and its contents are available to any user with feedback permissions. When adding feedback the comments can be selected from the drop down list and are added cumulatively to the comment box. They are added as plain text and so can be edited to aid personalisation of the feedback. 11 This does not work for forms which are part of another asset e.g. in a webfolio Managing Gateways (v2.5) 12 August 2010

13 Add Asset or Upload File Assets can be added to the gateway resource area directly from the user s own asset store or uploaded from an external source. On adding an asset or file to the resources it is possible to select whether it should be viewable or copyable. Assets in the resources are linked and so changes made to the original are reflected here until the asset is copied. Add Feedback Form Where the user is also a Form Author they will be able to add any of their Forms to the gateway as a Feedback Form to be used to help structure feedback. When adding feedback to published assets the comment box will open and, in addition to providing written comments, the feedback form can be used. Where more than one feedback form is linked to a gateway it can be selected from the drop-down list. Upon clicking Use form any added comments will be saved and the feedback form will open. Once completed and saved the form will be linked to the assessed asset. Managing Gateways (v2.5) 13 August 2010

14 Alternatively the user can choose to upload an external file containing feedback. It will also be linked to the assessed asset. Feedback can be viewed on a locked gateway by any others with feedback permissions 12. If the asset has also been shared feedback cannot be seen by recipients (once released) unless the asset owner chooses the sharing permission view grade/feedback. Note: If an assessor makes their feedback private it will not be possible for other assessors or reviewers to view the feedback. Add Items to resources Gateway owners can add selected assets from the published area to the resources section. This can be useful if a really good example has been published by a user but cannot be seen by other users (where they have a publish-only permission). On actioning this function a confirmation box reminds the owner that assets should only be shown to others with the permission of the asset owner. It is a copy of the asset that is added to the resources and any changes to the original will not be reflected in the copy. Add URL link to resources When adding a URL you are required to add a title, which forms the link, and a description which displays on rollover. Gateway Archive A gateway and all its linked assets including entries on the tutor blog can be archived; normally once all assessment is complete. Assets in the archive are copies of the originals and cannot be changed. The original assets remain in the user s asset store. Resources are not included in the archive but remain on the current gateway. Each gateway can have multiple archives meaning that the parent gateway can be used multiple times whilst maintaining a record of previous work. Owners can archive assets and Owners and Tutors can view archives. 12 This permission is not available to the user group. Managing Gateways (v2.5) 14 August 2010

15 Archived gateways can be accessed from the drop-down box in the Gateway Archive panel. On viewing an archive it is possible to Restore (selected) items to the current gateway. Restored items will be editable if restored to an unlocked gateway. Migrating Gateways Changes made to Gateways after v2.1 included the addition of a new group called Owner. Gateways created prior to the changes will retain all of their groups, roles, permissions and functions. However, if any group/permission changes are made to old gateways the Migrate Groups page will open. This is a once-only process. Where possible PebblePad will try to match old groups with new groups though naming conventions in very early gateways will not always make this possible. Never-the-less, the author is able to overwrite any changes and select preferred groups. Upon clicking Save Groups the permissions page will refresh to its default design where further editing of permissions within the new group structure can be carried out. Managing Gateways (v2.5) 15 August 2010