eportfolio 1.1 and 2.0

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1 User Guide Second Edition, April 14, by Desire2Learn, Inc. All rights reserved

2 2009 by Desire2Learn, Inc. All rights reserved. 305 King Street West, Suite 200 Kitchener, Ontario N2G 1B9 Canada Please send feedback on Desire2Learn documentation to:

3 Contents About this guide... 6 Audience... 6 Organization... 6 Related guides... 7 What is Desire2Learn eportfolio?... 8 Accessing eportfolio... 8 Adding artifacts... 9 Uploading an existing file... 9 Creating an HTML file Referencing a web address Including course work as an artifact Filling out a form Adding reflections Associating reflections with artifacts, collections, or presentations Organizing items using tags and collections Adding tags Using collections Creating collections Adding items manually from the Edit Collection page Adding items manually from the main Artifacts, Presentations or Reflections page Adding items manually using an item s dropdown menu Creating tag lists to automatically populate a collection Creating presentations Creating a new presentation by Desire2Learn, Inc. All rights reserved iii

4 Adding items to a presentation and modifying page layouts Adding items to a presentation Adding pages to a presentation Changing a page layout Changing where the navigation area appears on pages Modifying a banner Selecting and modifying a theme Previewing a presentation Copying a presentation Allowing comments Allowing rubric assessments Sharing items Permission options Sharing items with internal users Sharing items with external users Setting up permission profiles Setting a default permission profile Sending invites Removing permissions (unsharing items) Viewing feedback Making revisions Personalizing your Dashboard and other settings Changing your settings Changing your profile Checking your invites Subscribing to an RSS feed Searching for items from the Dashboard by Desire2Learn, Inc. All rights reserved iv

5 Viewing others shared items Using forms Parts of a form Creating a form Setting up org unit permission profiles Integrating with the Learning Environment Enabling Learning Environment artifacts Creating eportfolio QuickLinks in the Learning Environment Assessing eportfolio items Leaving comments Editing or annotating work Setting up rubrics for assessments Creating a rubric Making a rubric available in eportfolio Assessing and grading items through a Dropbox folder Submitting items to a Dropbox folder Appendix A: Addendum eportfolio MR Tag lists Org unit permission profiles URL artifacts/links Appendix B: Addendum eportfolio Import/Export Export rules Exporting portfolio items Importing portfolio items Tag vocabulary management by Desire2Learn, Inc. All rights reserved v

6 About this guide About this guide This guide provides an overview of the major functionality in Desire2Learn eportfolio v It provides information on how eportfolio can be used to showcase personal and educational achievements, as well as instructions for using portfolios in course work. Audience This guide is intended for beginner and intermediate eportfolio users who want to learn how to: Encourage users to create a personal portfolio that showcases their learning achievements and interests. Create and organize artifacts, collections, reflections, and presentations. Share artifacts, collections, reflections, and presentations with others. Create forms to structure portfolio items. Assess users portfolio items with comments, rubrics, edits, and grades (via the Dropbox tool). Important Depending on your permissions, you may not have access to all of the features described in this guide. Access to features that are integrated with the Learning Environment, such as rubrics and dropbox submissions, is only available to clients who have also purchased a compatible version of the Learning Environment. Organization This guide mimics a standard workflow that users might follow when using eportfolio, followed by information on setting up forms, org unit permission profiles, Learning Environment artifacts, and assessment at the course level. It also contains examples of how eportfolio can be used as part of course work to aid learning by Desire2Learn, Inc. All rights reserved 6

7 About this guide Related guides Desire2Learn documentation is available in the Documentation Library on the Desire2Learn Community website: (Enrollment in the Desire2Learn Community is required to access this site. Information about enrollment can be found on the Community login page.) 2009 by Desire2Learn, Inc. All rights reserved 7

8 What is Desire2Learn eportfolio? What is Desire2Learn eportfolio? Desire2Learn eportfolio is a user-focused online portfolio tool that empowers users to take an active role in their learning. Users upload, organize, reflect on, revise, and present digital learning artifacts that demonstrate their learning and achievements. eportfolio empowers users to showcase successes in all areas of their lives, rather than restricting them to work from a particular course, institution, area of study, or period of time. It also encourages open assessment practices by allowing users to reflect on their work, update submissions over time, and seek feedback from peers, mentors, and members of the community through both comments and rubric evaluations. At the same time, eportfolio is fully integrated with the Desire2Learn elearning Suite, allowing institutions to use it for course assignments and accreditation tracking. The ability to submit portfolio items to Dropbox folders in the Desire2Learn Learning Environment allows eportfolio to utilize formal assessment tools, such as Grades and Competencies. Accessing eportfolio Click the eportfolio link in the navigation bar or My Settings widget on My Home. Tip You can access externally shared eportfolio items by entering the URL for the item in a web browser or by following the link in an invitation by Desire2Learn, Inc. All rights reserved 8

9 Adding artifacts Adding artifacts eportfolio is a repository for users work. Users can upload or create digital artifacts that exemplify their learning. They can upload or create files on any number of topics, and at any stage of completion. For example, they can upload audio files that show them mastering a song or a collection of photography that shows them experimenting with light. Artifacts can be tagged and organized; shared and commented on; and associated with reflections to illustrate their significance. Another type of artifact is a form. Course designers or institutions create forms to help users explain or comment on their work. Users can fill out a form once, intermittently, or every time they complete a specific task. To access the Artifacts area Click Artifacts in the eportfolio Areas left tool menu. Uploading an existing file Users can upload files from their computer or personal storage device that demonstrate their improvement or mastery in a particular area of interest. Files may be documents, images, videos, presentations, etc. Tip Encourage users to compress media files before uploading them. Graphics, videos, audio files, etc. can take up a lot of space, and full resolution or quality is not usually necessary for presentation on the web. The amount of storage space available to users is determined by your organization on a role by role basis. To upload a file 1 Click Add Artifact on the main Artifacts page. 2 Click Upload a File. 3 Click Add a File. 4 Browse for the file you want to add. 5 Click Upload. 6 Confirm the correct file was selected, and click Next. 7 Give the file a Name and Description. 8 Add any Tags you want the artifact to have. 9 Click Add by Desire2Learn, Inc. All rights reserved 9

10 Adding artifacts Creating an HTML file Instead of uploading a pre-existing file, users can also create a new HTML file. HTML files can contain formatted text, images, videos, audio files, and links to content in the Learning Environment. See the HTML Editor document or a third-party HTML editing tool for more information on creating HTML content. To create an HTML file 1 Click Add Artifact on the main Artifacts page. 2 Select Create a File. 3 Enter the File name you want the file to be stored as. 4 Use the HTML Editor to add your content. 5 Click Next. 6 Enter the Name you want the file to be displayed as and a Description. 7 Add any Tags you want the artifact to have. 8 Click Add. Referencing a web address If a user wants to include an existing website as an artifact in their portfolio, they can reference the address (URL) for the site rather than uploading files. To reference a web address 1 Click Add Artifact on the main Artifacts page. 2 Select Create an Internet Reference. 3 Enter the Name you want the URL to be stored as and a Description. 4 Enter the URL (web address). 5 Add any Tags you want the artifact to have. 6 Click Add. Including course work as an artifact Users can add dropbox submissions, quizzes, competency results and grades from a course in the Learning Environment as artifacts in their portfolio. This is a great way for users to keep track of their work over multiple courses and see how they are progressing by Desire2Learn, Inc. All rights reserved 10

11 Adding artifacts See Integrating with the Learning Environment, p. 44 for information on how to set up tools in the Learning Environment so users can upload items to their portfolios. To include a course item as an artifact 1 Click Add Artifacts on the main Artifacts page. 2 Select Import Results from a Course. 3 If you have more than one role in the system, select the role you want to import results for from the Enrolled As dropdown. 4 Click the name of the course you want to import results from. 5 Select the items you want to import, and click Next. 6 Enter a Name and Description for each item. 7 Add any Tags you want the artifacts to have. Tip Click the Apply Tags to All Artifacts button to add a set of tags to all items on the page. 8 Click Create. Note In addition to the name, description and tags entered by a user, the system also stores the course, course description, course dates, department, semester, and date the item was added as artifact details. Filling out a form Forms are artifact templates created by institutions or course designers that users can fill out. Forms are a great way to provide scaffolding (to structure and guide users content) because you can create forms that gather specific information about users learning. For example, you can create a form that provides a standard way for users to introduce presentations or reflect on artifacts. Forms encourage all users to reflect on what value they hope to get from a task or a portfolio in general. For more information on setting up forms, see Using forms, p. 37. To fill out a form 1 Click Add Artifacts on the main Artifacts page. 2 Select Fill Out a Form. 3 Click the name of the form you want to fill out. 4 Fill out the form. 5 In the Artifact Details area, provide a Name and Description that is unique to this form entry. 6 Add any Tags you want the artifact to have. 7 Click Create by Desire2Learn, Inc. All rights reserved 11

12 Adding reflections Adding reflections Reflections are used to discuss portfolio items, set goals, and deliberate on topics of interest. Reflections are an excellent way for users to reflect on their learning and to realize their potential and goals. Reflections foster life long learning and continual improvement. Use scenarios You are teaching a graphics design course that contains users at various skill levels. At the end of the first week of class you have each user write a reflection that outlines their goals for the course. The reflection states what design skills they hope to learn and what type of portfolio pieces they hope to create. You also have them create a collection named after your course and share it with you. As users complete work for the course you have them add it to their portfolio as artifacts. You also have them add periodic reflections that discuss their achievements and revise their goals. You have them add all of the items to the collection so you can review them. You are teaching a language arts course in which you ask users to write a poem, short story, newspaper article, and formal letter. As part of the assignment you ask them to post their work to their portfolio and associate a reflection with each item explaining why the length, organization, tone, and voice they used is appropriate for the genre of writing. When they have completed an assignment you have them submit it to a dropbox folder for formal assessment. To access the reflections area Click Reflections in the eportfolio Areas left tool menu. To add a reflection 1 Click New Reflection on the main Reflections page. 2 Give you reflection a Title. 3 Enter your reflection in the Reflection field. 4 Tag the item with descriptive labels, if desired. 5 Click Save. Associating reflections with artifacts, collections, or presentations Reflections can be independent portfolio items or associated with artifacts, collections, or presentations in a portfolio. Associating a reflection with another item helps others see 2009 by Desire2Learn, Inc. All rights reserved 12

13 Adding reflections the relationship between the items and makes it easier for users to revisit their goals and assumptions about an item at a later date. For example, a user could have a number of reflections for a photography collection that discuss the techniques they have learned as well as their changing interests. When a user associates a reflection with an artifact or collection, the reflection is visible to other users who have access to the item and when a user gives others permission to view a reflection, they can also view any artifacts or collections associated with it. When a user associates a reflection with a presentation the reflection is visible in the Review Presentation area for the presentation, it is not displayed inside the presentation itself. To display the reflection inside a presentation, users must add it to a specific page when creating or editing the presentation. (For more information on adding items to a presentation see Adding items to a presentation, p.18.) To associate a reflection with an artifact, collection, or presentation 1 Create and save a reflection or edit an existing reflection. 2 Click the Add button in the Associated Items area that appears. 3 Select whether you want to associate the reflection with An Artifact, A Collection, or A Presentation. 4 Select the appropriate item from the list of items that appears, and click Add. 5 Click Save on the Edit Reflection page by Desire2Learn, Inc. All rights reserved 13

14 Organizing items using tags and collections Organizing items using tags and collections Tags and collections are two different ways of organizing the content in a portfolio. They are designed to help users manage innumerable portfolio items by keyword, subject, purpose, stage, or any other classification. Adding tags Tags are keywords or descriptive labels that can be attached to items to help categorize them. For example, users can tag items with course codes, topics, years, or status. Users can search both their own portfolio and others by tags. When a user creates a tag, an auto-complete dropdown displays other tags created at your organization. The most popular or frequently used tags are displayed first, which encourages users to use the same tags for similar items. If a user enters a new word or phrase it is added to the list of options. To add a tag 1 Go to the edit page for an artifact, presentation, collection or reflection. 2 Enter the tag in the New Tags field, and click Add Tag. Tips Use double quotes to create multi-word tags, e.g. winter project Use symbol in front of a tag to make it a private tag only you can see, 3 Click Save. Using collections Collections are groups of artifacts, reflections and presentations. They are like folders, except an item can belong to multiple collections at the same time. For example, a user could add a short story they wrote to a collection called Fiction as well as a collection called Creative Writing 101. Items can be added to a collection manually or a list of tags can be set up to specify items to automatically include in the collection based on tags associated with items. Use scenario 2009 by Desire2Learn, Inc. All rights reserved 14

15 Organizing items using tags and collections You create a collection called Clean Energy that includes your research and presentation materials for the Clean Energy project you are working on for your Introduction to Science and Technology course. You create a tag list with the tags Clean Energy and ScAT 100. Any portfolio items you tag with both of these phrases are automatically included in your Clean Energy collection. To access the Collections area Click Collections in the eportfolio Areas left tool menu. Creating collections 1 Click New Collection on the main Collections page. 2 Give the collection a Name and Description. 3 Tag the collection with keywords, if desired. 4 Select whether you want to allow Comments or Assessments from others. 5 Click Save. Adding items manually from the Edit Collection page 1 Click the Add to Collection button. 2 Select the Artifacts, Presentations or Reflections link. 3 Select the items you want to add. 4 Click Add. Adding items manually from the main Artifacts, Presentations or Reflections page 1 Select Artifacts, Presentations or Reflections in the eportfolio Areas left tool menu. 2 Select the items you want to add to the collection in the list of items. 3 Select the Add to Collection multi-action icon at the top of the list. 4 Select the collection you want to add the items to. 5 Click Add. Adding items manually using an item s dropdown menu 1 Open the dropdown menu options for an item. 2 Select Add to Collection. 3 Select a collection. 4 Click Add by Desire2Learn, Inc. All rights reserved 15

16 Organizing items using tags and collections Creating tag lists to automatically populate a collection Tag lists allow you to automatically populate a collection with portfolio items that use specific tags. Warning All of the items that use the tags that you specify in the tag list are automatically added to the collection, if you share the collection with other users you automatically share all of those items. To create a tag list 1 Click the Add to Collection button on the Edit Collection page. 2 Select the A list of tags link. 3 Give your tag list a Name. 4 Enter the tags you want to be included in the tag list. 5 Click Save. Tip If you want to create an OR condition, where items tagged with either "x" or "y" are added to a collection, you can create multiple tag lists. For example, if you want all items tagged with the phrase "Science and Technology" and either "Green Energy" or "Solar Energy" to be added to a collection, you should create two tag lists. The first tag list should contain the phrases "Science and Technology" and "Green Energy" and the second tag list should contain "Science and Technology" and "Solar Energy." 2009 by Desire2Learn, Inc. All rights reserved 16

17 Creating presentations Creating presentations Presentations allow users to add portfolio items to a web project that showcases their achievements. Presentations may consist of numerous pages and utilize different layouts and themes. They provide a polished, professional medium for users to demonstrate their learning and accomplishments. Users can create many different presentations that are directed at different audiences, use different layouts, and include different items. Use scenarios Require users working on a thesis or other major project to record all of their work in their eportfolio. Have them create and share a collection for the project and upload all of their research, hypotheses, test plans, observations, reflections, feedback, and results. This will help you monitor their progress throughout the project and help the user stay organized. At the end of the project have them create a presentation that demonstrates the entire process. It encourages users to reflect on their learning, demonstrate the skills they ve developed to potential employers and other academics, and act as a guide for future users. To help users prepare for employment opportunities, have them create a presentation that is a portfolio of their exemplary work. Have them include an introduction at the beginning of the presentation that discusses their career objectives and skill set, similar to a cover letter. Also have them include a reflection on each artifact they include in the portfolio discussing why they believe it demonstrates their abilities and potential. Encourage users to make the portfolio publically available and to share it with potential employers. Suggest that users may want to create additional presentations tailored to different employment opportunities. To access the Presentations area Select Presentations in the eportfolio Areas left tool menu. Creating a new presentation The first step in creating a new presentation is similar to creating an artifact or reflection. Users give the presentation a name and description, apply tags to it, and set whether others are allowed to add comments or assessments. After the presentation s properties have been filled in, users can add content to it and modify its appearance. To create a presentation 1 Select New Presentation at the top of the main Presentations page. 2 Give the presentation a Name and Description by Desire2Learn, Inc. All rights reserved 17

18 Creating presentations 3 Tag the presentation with keywords, if desired. 4 Select whether you want to allow Comments or Assessments from others. 5 Click Save. Adding items to a presentation and modifying page layouts The Content/Layout tab is where users add items to their presentation. They can add items on a single page or create multiple pages. They can also change where the navigation area is on pages and where content appears. The page layout can be different for each page. Adding items to a presentation 1 Select the Content/Layout tab on the Edit Presentation page. 2 Click the Add Component button for the area of the page you want to add an item to. 3 Select the type of item you want to add. 4 Select the item you want to add. 5 Click Add. Editing display options for artifacts in a presentation 1 Open the dropdown menu for the item. 2 Select Edit Display Options. 3 Change the Title or Description of the item, if desired. Note This will only change the title or description within the presentation. 4 Select whether you want the artifact to display in-place or as a link. 5 Select whether you want to auto-fit the artifact to the content area it is displayed in or maintain its original size. 6 Select which reflections associated with the artifact to display in the presentation. 7 Select whether users can add comments or assessments on the artifact from within the presentation if they have the appropriate permissions; whether comments and assessments added outside the presentation should be displayed; whether comments and assessments should display in-place; and the number of comments and assessments to display. 8 Click Save by Desire2Learn, Inc. All rights reserved 18

19 Creating presentations Editing display options for reflections in a presentation 1 Open the dropdown menu for the item. 2 Select Edit Display Options. 3 Select whether users can add comments on the reflection from within the presentation if they have the appropriate permissions; whether comments added outside the presentation should be displayed; whether comments should display inplace; and the number of comments to display. 4 Click Save. Changing the order of items in a content area 1 Open the dropdown menu for the item. 2 Select either Move Up or Move Down. Moving items to a new content area 1 Open the dropdown menu for the item. 2 Select Move To. 3 Select the content area you want to move the item to. Removing items from a presentation 1 Open the dropdown menu for the item. 2 Select Remove from Layout. Adding pages to a presentation 1 Click the New Page icon in the Pages section of the Content/Layout tab. 2 Enter a Page Name. 3 Select whether you want to Hide Name from users. 4 Select whether you want to Hide Page from users. Tip Users can still access hidden pages if you link to them in a presentation. You may want to use this option if you have work in progress that you want to get feedback on, but don t want to publish to the main presentation pages yet. 5 Click Save. To change the order of pages in a presentation 1 Click the Reorder Pages icon in the Pages section. 2 Select a new position for a page using the Sort Order dropdown list beside its name. The positions of other pages adjust accordingly by Desire2Learn, Inc. All rights reserved 19

20 Creating presentations 3 Click Save. Changing a page layout 1 Select the Edit Page Layout link on the Content/Layout tab of the Edit Presentation page. 2 Select one of the following: 2 Content Areas 1 Content Area 3 Click Save. Changing where the navigation area appears on pages 1 Select the Edit Presentation Navigation link on the Content/Layout tab of the Edit Presentation page. 2 Select one of the following: Left Navigation Right Navigation Top Navigation 3 Click Save. Note The navigation area must appear in the same area on every page. Modifying a banner A banner appears at the top of every page in a presentation. The presentation title appears in the banner, much like a header in a book. Additional text may also be included in the banner as a description. To create or modify a banner 1 Select the Banner tab on the Edit Presentation page. 2 Enter a Banner Title. 3 Enter a Banner Description, if desired. 4 Click Save. Note The theme of the presentation controls the style of the banner, including the background and fonts used. Use the Theme tab to modify banner styles by Desire2Learn, Inc. All rights reserved 20

21 Creating presentations Selecting and modifying a theme Themes are default styles that control the look of a presentation. They help provide consistency and continuity. Themes are divided into styles which control one aspect of the design. For example, there are separate styles for titles, links, dates, and images. Users can use the themes provided by your organization or modify themes to suit their needs. Your organization can choose to lock certain aspects of a theme from being edited in order to brand users presentations. To choose a theme 1 Select the Theme tab on the Edit Presentation page. 2 Click the Select button beside the theme you want to apply to your presentation. To modify a theme 1 Select the Edit Styles icon beside the theme you want to modify. 2 Select the style, or component, you want to modify in the list of styles. Tip Use the Filter drop-down menu to view only certain styles. 3 Use the options that appear on the right to edit the style. 4 Click Save. To restore a theme to the default styles Click the Restore default styles icon for the theme. Previewing a presentation Do one of the following to preview a presentation: Click the name of the presentation on the main Presentations page. Click View Presentation in the action bar when creating or editing a presentation. Copying a presentation To copy a presentation, click the Copy icon beside its name. The following information is copied: The presentation s description, tags, and comments and assessment properties. The theme. The banner title, description, and appearance by Desire2Learn, Inc. All rights reserved 21

22 Creating presentations All pages, page layouts, page content, display options, and display orders. The following information is not copied: Permissions. Comments or assessments for the presentation. Reflections associated with the presentation. Note You can only copy presentations from your own portfolio by Desire2Learn, Inc. All rights reserved 22

23 Allowing comments Allowing comments Enabling comments on an artifact, collection, reflection, or presentation allows users who are viewing the item to leave feedback. Users can use this feature to congratulate each other, provide constructive criticism, or point out additional resources. Use Scenario Require that users leave constructive feedback for each other as part of an assignment. Users create better work when they know others will see it, and they learn the importance of collaboration and revision. To enable comments 1 Open the edit page for the artifact, collection, reflection or presentation you want to enable comments for. 2 Select the Comments checkbox. 3 Click Save. Notes Selecting the Comments check box allows users with the appropriate permissions to leave comments on the item. Use the Permissions area to assign permissions to a user. See Sharing items, p.25 for more information. Users must enable comments on their own work; you cannot do it for them. To set your preferences so comments are enabled by default 1 Click Dashboard in the eportfolio Areas left tool menu. 2 Click Settings in the top tool menu. 3 Select Allow comments on Reflections, Artifacts, Collections, and Presentations by default. 4 Click Save. To leave a comment 1 Open the item you want to leave a comment on from the Explore area. 2 Click Add Comment. 3 Enter your comment. 4 Click Add by Desire2Learn, Inc. All rights reserved 23

24 Allowing rubric assessments Allowing rubric assessments Enabling assessments for an artifact, collection, reflection, or presentation allows users with the appropriate permissions to evaluate the item using a rubric. Users must select which rubrics can be used to evaluate their work from a list of options. Note Rubrics must be created beforehand and shared with users. Rubrics can be shared at the organization level (with all users) or at the course or department level (with specific users). For more information, see Setting up rubrics for assessments, p.46. Use scenario Have users create presentations in which they teach other members of the class about a specific subject. Create a rubric that users can use to evaluate the quality of their classmates work. Have users enable Assessments for their presentations and give classmates permission to View and Add assessments. To enable assessments 1 Open the edit page for the artifact, collection, reflection or presentation you want to enable assessments for. 2 Select the Assessments checkbox. 3 Click Add Rubrics. 4 Select the rubric you want to attach, and click Add Selected. Notes Selecting the Assessments check box allows users with the appropriate permissions to leave assessments on the item. Use the Permissions area to assign permissions to a user. See Sharing items, p. 25 for more information. To set your preferences so assessments are enabled by default 1 Click Dashboard in the eportfolio Areas left tool menu. 2 Click Settings in the top tool menu. 3 Select Allow assessments on Artifacts, Collections, and Presentations by default. 4 Click Save. To leave an assessment 1 Open the item you want to evaluate from the Explore area or externally through the item s URL. 2 Click Add Assessment. 3 Select the rubric you want to use to evaluate the item, and click Add. 4 Select the appropriate rubric level. 5 Click Add by Desire2Learn, Inc. All rights reserved 24

25 Sharing items Sharing items eportfolio is a user-focused tool that empowers individuals to share their learning experiences and showcase work that is important to them. For example, instead of focusing on submitting assignments, eportfolio provides an easy way for users to seek feedback from their peers, faculty, and members of the broader community. eportfolio items are shared with other users through Permissions. Separate permissions options exist for each artifact, collection, reflection, and presentation so users can pick and choose what content others see. Users can grant permission to see an item to individual users, groups of users based on course or department enrolment, or the general public through a URL. Users choose whether others can see the item, see comments, see assessments, add comments, add assessments, and edit the item. Use scenarios Individuals involved in extra-curricular groups such as debate teams, cultural organizations, or academic competitions can share a collection of their ideas and accomplishments with users who have similar interests. Encourage users to create presentations at the end of major projects that discuss how the project was completed, what the major accomplishments were, what lessons were learned, and advice for future projects. Have them share the presentation with other users at your organization as a way of sharing knowledge and supporting future work. To access the Permissions area for an item 1 Open the edit page for the item. 2 Select Permissions on the top tool menu. Permission options Permission options Permission Description Available for View See comments from other users Allows selected users to see your portfolio item in their Explore areas. Allows selected users to see the comments other users have left on your portfolio item. Note You must enable comments for the item. Anyone Internal users External user with personal invite 2009 by Desire2Learn, Inc. All rights reserved 25

26 Sharing items Permission Description Available for Add comments See assessments from others Add assessments Edit Allows selected users to add comments on your portfolio item. Note You must enable comments for the item. Allows selected users to see rubric assessments other users have left on your portfolio item. Note You must enable assessments for the item and select a rubric. Allows selected users to evaluate your portfolio item using a rubric. Note You must enable assessments for the item and select a rubric. Allows selected users to make changes to your portfolio item. Notes Changes are tracked in the item s Change Log. This permission is not cascading. For example, if you apply the Edit permission to a collection, it does not automatically apply to objects within that collection. Internal users External user with personal invite Internal users External user with personal invite Internal users External user with personal invite Internal users Sharing items with internal users To assign new permissions to users at your organization 1 Select when you want users to be able to see the item on the General Availability tab of the Permissions page. 2 Select the Users tab. 3 Select Add Users. 4 Select the course or org unit the users you want to add belong to. 5 Select the users you want to assign permissions for, and click Next. 6 Select the permissions you want the users to have, and click either Add or Save and Send Invite. 7 If you selected Save and Send Invite, fill in the invite and Send it. See the topic Sending invites, p. 30 for more information on invites. To assign permissions to a previously saved permission profile 1 Select when you want users to be able to see the item on the General Availability tab of the Permissions page by Desire2Learn, Inc. All rights reserved 26

27 Sharing items 2 Select the Users tab. 3 Select Add Profiles. 4 Select the profiles you want to add, and click either Add or Save and Send Invite. 5 If you selected Save and Send Invite, fill in the invite and Send it. Warning If you send an invite to a permission profile that includes all users at your organization or all users in a particular course or department, all of the users in the profile will receive the invite. This could be bothersome to users who do not know you. For information on permission profiles see Setting up permission profiles, p. 28. To change permissions 1 Select the Edit Permissions icon for the user or profile on the Permissions page. 2 Select the new permissions. 3 Click Save. Sharing items with external users eportfolio presentations can also be shared with people who are not a part of your organization through a URL. For example, users can share presentations with friends, parents, or potential employers. Users can share presentations with external users in one of two ways: They can make the presentation publically available through a stable URL. When a user shares a presentation this way, people can only view the presentation, they cannot see or add comments or assessments, or edit the presentation. They can send a personal invite to view a presentation via an and the recipient can follow the attached link to set up a username and password. When a user shares a presentation this way, people can see and add comments and assessments based on their permissions. They cannot edit the presentation. To make a presentation publically available through a URL 1 Select when you want users to be able to see the item on the General Availability tab of the Permissions page. 2 Select the External Users tab. 3 Select the Allow presentation to be viewed publicly without a username or password option. 4 Click Save by Desire2Learn, Inc. All rights reserved 27

28 Sharing items To make a presentation externally available to specific people and assign them permissions 1 Select when you want users to be able to see the item on the General Availability tab of the Permissions page. 2 Select the External Users tab. 3 Click Add Users. a) Enter the address of the external user you want to send an invite to. b) Select the permissions you want the external user to have. c) Click Add and Send Invite. 4 Click Save. Notes The recipient must follow the link in the invite and set up a username and password to view the presentation. Invites to set up an account can expire. The expiration time is set by your institution. Setting up permission profiles Permission profiles let users save the permissions they want a user or group of users to have so they can reuse them with other items. Users can create permission profiles for individuals or for all users in a particular course, group, department or organization. They can have multiple permission profiles for the same users that they apply in different situations. An organization, department, or course may also set up permission profiles that they share with users in that org unit. Permission profiles that are shared with users may be visible or hidden, and they may be forced (users have to use them) or optional (users can choose to apply them to specific items). Information on setting up org unit permission profiles is provided in the section Setting up org unit permission profiles, p. 41. Use scenarios Create a permission profile for a group of colleagues that you normally share work with. Include permissions to View, See comments from other users, Add comments and Edit. Add the profile to any item you want to share and you can use eportfolio to manage changes to and feedback on the item. Have your course participants create a permission profile that gives all users in the course permission to View an item. Have them assign separate permissions for course leaders that give them permission to View, See comments from other users, Add comments, See assessments from others, and Add assessments. Encourage users to make the profile their default permission profile so they don t have to add it to each item in their portfolio by Desire2Learn, Inc. All rights reserved 28

29 Sharing items To access the Permission Profiles area for your portfolio Select Permission Profiles in the eportfolio Areas left tool menu. To create a new permission profile 1 Select New Profile on the Permissions Profile page. 2 Give the profile a Name and Description. 3 Click Save. 4 Select the Users tab. 5 Select permissions in the Permissions for All Users section if you want to set permissions for all users at your organization. 6 Click the Add Users button if you want to set permissions for specific users or groups of user. 7 Select one of the following options for adding users: All users in a course or group Individual users 8 Select the appropriate users or org units. 9 Select the permissions you want users to have. 10 Click Save. To change permissions 1 Select the Edit Permissions icon for the user, course, or organization on the Edit Profile page. 2 Select the new permissions. 3 Click Save. Setting a default permission profile 1 Select Dashboard in the eportfolio Areas left tool menu. 2 Select Settings in the top tool menu. 3 Select a Default Profile in the Default Permission Profile section. 4 Use the Type Filter checkboxes to specify which item types to automatically apply the default profile to. 5 Use the Tag Filter to restrict which items the default profile applies to by tags. 6 Click Save. Caution If you specify a default permission profile it is applied to all new items that meet your filter criteria. Only use this option when you have a group of users that you consistently share items with by Desire2Learn, Inc. All rights reserved 29

30 Sharing items Sending invites When a user sends an invite to another internal users they are sharing content with, they have the opportunity to leave them a message about why they are sharing the item and what they want the other user to do. Depending on how the other users preferences are set up the message is delivered to their , the Invites area of their portfolio, or an RSS Reader. To send an invite Click the Save and Send Invite button when setting up permissions for an item. To view your invites Click Invites in the top tool menu of the Dashboard area. Removing permissions (unsharing items) To permanently remove permissions for a user or profile Click the the item. Remove icon beside the user s or profile s name on the Permissions page for To temporarily hide an item from all users Change the Visibility options for the item on the General Availability tab of the Permissions page for the item. Tip Temporarily hide an item when: You want to make changes to it and don t want others to see it in draft stages. You want it to be available on a specific, predetermined date and want to set up permissions in advance by Desire2Learn, Inc. All rights reserved 30

31 Viewing feedback Viewing feedback If a user allows others to comment on, assess, or edit items in their portfolio, the feedback becomes a part of the item. The user can see it below the item's details when viewing the item. Tip Encourage users to set their dashboard display options to notify them when others post comments or assessments on their work by Desire2Learn, Inc. All rights reserved 31

32 Making revisions Making revisions A key purpose of online portfolios is to encourage users to continuously reflect on their learning and improve their work. Remind users to review and update their items on a regular basis as they develop new skills and understandings. To revise an item 1 Click Artifacts, Reflections, Presentations or Collections in the eportfolio Areas left tool menu depending on what type of item you want to revise. 2 Click the Edit icon beside the item s name. 3 Make your changes. 4 Click Save by Desire2Learn, Inc. All rights reserved 32

33 Personalizing your Dashboard and other settings Personalizing your Dashboard and other settings The Dashboard is a central area for managing your eportfolio preferences, getting updates, and searching for items. Most users make the Dashboard their default page so they can quickly review changes to their portfolio when they log in. To access your Dashboard Click Dashboard in the eportfolio Areas left tool menu. Changing your settings The Settings area of the Dashboard lets users change their display options and preferences for their portfolio. To access the Settings area Click Settings on the top tool menu of your Dashboard. Setting options Setting Recent Comments Recent Invites Recently Modified Items Recent Reflections Items Recently Edited by Others Allow comments on Reflections, Collections, and Presentations by default Description Select how many recently added comments display on your Dashboard, if any. Select how many recent invitations to view others portfolio items display on your Dashboard, if any. Select how many recently modified items to display on your Dashboard, if any. Select how many of your reflections to display on your dashboard, if any. Select how many items that have recently been edited by others to display on your dashboard, if any. Select whether the option to allow comments is selected by default when creating new items. This setting enables commenting, you still need to set permissions around who can add comments by Desire2Learn, Inc. All rights reserved 33

34 eportfolio v1.1.0 Personalizing your Dashboard and other settings Setting Allow assessments on Artifacts, Collections, and Presentations by default Invite Delivery Method Description Select whether the option to allow assessments is selected by default when creating new items. This setting enables assessments, you still need to set permissions around who can add assessments. Select the Invitation option if you want to receive an when others invite you to view their portfolio. Note A copy of the invite is always added to your Invites page. Default Area Select which page you want to be the default page when you log into eportfolio. Tip Most people select the Dashboard. Default Profile Type Filter Tag Filter Select a default permission profile to apply to new items in your portfolio. Select which types of items use the default profile. Restrict use of the default profile to items that use specific tags. Changing your profile Have users update their profile with personal information they feel comfortable sharing with others. They can then add the profile to their presentations to share a little bit about themselves with people viewing their work. Note The Profile area is the same Profile area used in the Learning Environment. Any changes made to a user s profile will appear in the Learning Environment and vice versa. To update your profile 1 Click My Profile in the top tool menu of your Dashboard. 2 Update your information. 3 Click Save. Tip Click the information. Visible icon beside a field if you don t want other users to see the Checking your invites When a user receives an invite to view a portfolio item, it is stored in the Invites area. The Invites area lets users know who shared items with them, when the items were shared, and details about the item. The sender can also include a personalized message letting the user know why they shared the item by Desire2Learn, Inc. All rights reserved 34

35 eportfolio v1.1.0 Personalizing your Dashboard and other settings Note Users can also have invites ed to them (Dashboard Setting) and sent to an RSS Reader. To access the Invites area Click Invites in the top tool menu of your Dashboard. To read the contents of an invite Click the subject of the invite. Tip You can open an item from the invite by clicking its name. Subscribing to an RSS feed The Feedback and Invite RSS feeds lets users receive external notifications when other users provide feedback on one of their items or invites them to view an item. To use the RSS feeds users must subscribe to an external RSS Reader. There are many free RSS readers available on the internet. To subscribe to the Feedback or Invite RSS feed 1 Click either the Subscribe to Feedback RSS or Subscribe to Invite RSS button in the Dashboard area. 2 Follow the appropriate steps for adding a feed to the reader of your choice. Searching for items from the Dashboard When a user searches for items from the Dashboard, they can search for all item types at the same time. They can also edit, tag, and delete multiple items at once. To search for items from the Dashboard 1 Click Search in the top tool menu of the Dashboard area. 2 Enter your search criteria, and click Search by Desire2Learn, Inc. All rights reserved 35

36 Viewing others' shared items Viewing others shared items The Explore area of eportfolio manages the items shared by other users. The Users tab lets users search for items by the First Name or Last Name. The Items tab lets users search for items by Name, Description, Tag, Type of item, when the item was Last Modified, or when the item was Last Accessed. Tip Have users set their dashboard display options to notify them when others send them an invite. To access the Explore area Click Explore in the eportfolio Areas left tool menu. To open an item Click on the item s name. To leave feedback on an item Click one of the following buttons depending on which options are enable and which type of item you are reviewing: Add Comments Add Assessment Review Presentation To edit an item 1 Click the Edit option in the top tool menu when viewing an item. 2 Make your changes. 3 Click Save. Notes Use the Change Log to see what changes have been made to the file. If you make changes to an item that another user is sharing with you, your changes will affect how much disk space the owner of the file is using by Desire2Learn, Inc. All rights reserved 36

37 Using forms Using forms Forms are pages created by an institution, department, or course designer for collecting information from users. When you create a form you specify what fields it includes, what type of information each field collects, and whether a field is required. When users fill out a form it becomes an artifact in their portfolio which they can share, edit, and add to collections and presentations. Users can fill out a form multiple times and they can allow others to comment on or evaluate their entry. Because forms are structured, they provide scaffolding and guidance. Use scenarios Create a form for users working on long-term research projects. Include fields such as, Project Name, Project Description, Project Duration, Requirements, and Project Plan. Require users to submit the form to the Dropbox folder for a course on Longterm Research Projects that all users involved in graduate studies are enrolled in. Create a form where users can record work history information for future resumes. Include fields such as Employer Name, Supervisor, Contact Information, Period of Employment, Job Description, Accreditations, and Skills Development. Also include areas to attach Work Samples, Employment Evaluations, and Letters of Reference. Create a form for self evaluating an artifact or presentation. Include areas to reflect on learning and personal goals, and a rubric to ensure consistent assessment. End the form with an area to associate the appropriate item. Forms are created in the Learning Environment, not in the eportfolio tool. Organizationwide forms are created in the eportfolio area of the My Admin Tools widget (see the eportfolio Administration Guide for more information). Course forms are created inside a specific course and then shared with users in that course and other courses as desired. To access the area for managing forms 1 Open a course. 2 Click Edit Course on the navbar. 3 Select Forms. Parts of a form There are two areas to complete when creating a form: form details and form content. The details area contains the name and description of the form and which courses have access to it. The content area contains the actual fields that users fill out by Desire2Learn, Inc. All rights reserved 37