Thursday, 23 September 2021, 2:30 AM
Site: Flinders Learning Online
Topic: FLO Staff Support (FLO_Staff_Support)
Glossary: How-to glossary
Andrea Rankin

Assignment - upload marked files and grading worksheet

1. Plan  |   2. Build   |  3. Test   |  4. Administer  |  5. Review  ||  Support

assignment iconThis entry relates to the Assignment activity.

To upload feedback files, you will need to compress them into a zip file first AND ensure they have the correct naming convention (all files starting with FAN_ for example demo1234_feedback.docx). The zip file should only contain feedback files that you want returned to students. All feedback files within a zip file will be returned to the student regardless of whether they have been changed since downloading. Therefore, delete any unwanted feedback files from the zip file being returned to FLO.

Any feedback files with the same name will overwrite any existing files. Do not include the grading worksheet in the zip file. Uploading the grading worksheet is a separate process (instructions below).

If uploading a feedback file or marked assignment for a single student, it is not necessary to zip the file first. 



Upload marked assignments/feedback files

To create the zip file:

  1. Select the files you wish to upload

  2. On Windows computer:
    Right-click on one of the files and choose Send to, then Compressed (zipped) folder. The zipped folder will by default use the name of one of the students' files (you can rename this if you wish)
    zip files together

    On Mac computer:
    Right-click on one of the files and choose Compress Items. The zipped folder will be named Archive.zip by default
    zip files together

  3. In FLO, click on the assignment link and then click the View all submissions button

  4. Select Upload marked assignments and feedback files from the Grading action menu (top of the screen)
    upload files

  5. In this screen, you can use either the Choose a file... button to navigate to your zip file or simply drag and drop it into the box. The zip file will appear in the box once it has been added
    zip file

  6. Click the Import feedback file(s) button

  7. You will be provided with a detailed list of the file changes being made. Here you can see the summary of files added. Click the Confirm button
    confirm file upload

  8. You will see a summary of how many users have had feedback updated, how many existing feedback files have been updated and how many files were added
    summary

  9. Click the Continue button to go back to the grading screen where you will see that the feedback files have been added. Note: Any feedback files with the same name will overwrite any existing files
    feedback uploaded
    Important: Even though the marked assignment and feedback files have been uploaded, they will not be released to students until the students have been formally graded.


Upload the grading worksheet

The grading worksheet should not be zipped prior to uploading. It is a separate process.

  1. Click on the assignment link and then click the View all submissions button

  2. Select Upload grading worksheet from the Grading action menu (top of the screen)
    upload grading worksheet

  3. This will take you to the Upload grading worksheet page. The grading worksheet should not be zipped. It should be uploaded in the same format you downloaded it (csv).

    Check that the Separator option is set to Comma.

    You can either use the Choose a file... button or drag and drop your grading worksheet into FLO. The file will then appear in the box:
    uploading grades

    Important: If grades were entered into FLO after the grading worksheet was downloaded and you wish to change them, make sure you click the checkbox Allow updating records that have been modified more recently in FLO than in the spreadsheet. If you do not, then the more recent marks will not be changed. Otherwise, leave as default (unticked).

  4. To commit the changes, click the button 'Upload grading worksheet' button.

  5. FLO will then provide you with a detailed list of the changes to be made:
    confirm changes

  6. Click the Confirm button and FLO will provide a summary of changes
    grading worksheet summary

  7. Click the Continue button to go back to the grading screen where you will see the uploaded marks and feedback

    grading changes


Upload a feedback file for a single student (eg late submission)

Sometimes, primarily in the case of late submissions, it may be necessary to grade a small number of individual assignments. Feedback files and marked assignments are typically uploaded in bulk as a zipped file in the View all submissions display. However, a single feedback file or marked assignment need not be zipped and can instead be uploaded via the individual marking form.

  1. Click the assignment link and then the View all submissions button

  2. Locate the student for whom you would like to upload a feedback file

  3. Click the Grade button beside the student's name

  4. Scroll down to the Feedback files upload area
    feedback files box

  5. Upload your feedback file by dragging and dropping it into the box, or browse for the file by clicking the Add file buttonadd file

  6. Click the Save changes button

Assignment – use a grading worksheet to mark assignments offline

1. Plan  |   2. Build   |  3. Test   |  4. Administer  |  5. Review  ||  Support

assignment iconThis entry relates to the Assignment activity.

Using a grading worksheet is part of the offline marking process

First, you need to download the grading worksheet (Offline grading worksheet will need to be enabled in the Feedback types settings of the assignment).



Steps

  1. Once you have done the steps to download the grading worksheet (see link above), open the file (the file is a CSV file type, the program is Excel). You will see a table containing student data as well as columns for Grade and Feedback comments
    grading worksheet interface

  2. Expand the columns for easier viewing – Click in the top left corner of the sheet, which selects the whole sheet, then put your cursor on the line between any two columns (A|B, C|D etc) and double click – this should automatically expand all columns so data is viewable
    Excel columns

  3. As you mark the student submissions, a mark can be entered in the Grade column and if desired brief feedback can be entered into the Feedback comments column (optional). The Feedback comments column may be left empty if you plan to upload feedback as files. These are the only two columns that should be modified and it is important that other table sections are not modified in any way.

    These two columns provide an alternative to Quick grading directly into FLO
    comparison - worksheet and quick marking 

  4. If you have set up your assignment to use a predefined scale rather than simple grading, enter the name of the level awarded (eg Distinction) into the Grading worksheet. Note that scales must be entered exactly as they appear in FLO and are case sensitive
    scale grade

For assistance with scales, please contact your eLearning support team.

Database - build a database activity (step 2)

1. Plan  |   2. Build   |  3. Test   | 4. Administer   |  5. Review   ||  Support  

database iconThis entry relates to the Database activity.

Once you have created the database activity 'shell', you need to build it (using fields) and create templates. To build the database you can:


Choose a predefined set of fields (preset)

    Once you have created the database, you need to define the field types for the information you wish to collect. You can use a database preset (or predefined set up fields). Optionally, you can then edit the database templates to alter the way in which the database displays entries.

    1. Click the Presets tab
      Presets tab 

    2. On the Presets page, scroll down to the Use a preset section
      Use a present

    3. Select the preset (eg Image gallery) and click Choose. Note that a field for tags will be automatically added, but will not be visible on this page

    4. On the Field mappings page, select the Overwrite current settings check box and click Continue  you will be invited to Add entries
      Field mappings

    5. If you want to edit the preset fields, go to the Fields tab. Click on the cog wheel next to the field under the Action menu. You can also Create a new field in this screen (see instructions below)
      Edit preset fields


    Create your own fields

    You will have thought about the following questions in the database activity planning phase:

    • What fields/questions do I want my students to answer?
    • What format will my students answer in? Text? Uploading images or documents? Links?
    • What fields are required/optional?
    Steps

    1. Click the Fields tab to create a new field section
      Fields tab 

    2. Choose the field type you want to create (Text area, Radio button, URL etc) from the drop-down list. For a description of what the different field types mean (eg Text area vs Text input), see Moodle Docs: Building Database
      Create a new field

    3. Enter the Field name and Field description (note: the Field description is not the instructions to the user, it is for administrator viewing only). If you need to ensure one or several particular fields are always completed, then tick the Required field box. Click Add.
      Field name and description 

    4. Once you have finished adding your fields they will appear listed in the Fields tab
       
    5. Next, you may want to edit the database templates to make the database entries display the way you want them. See Create templates for your database (step 3)


    Customise the database search

    Once you and your students have populated the database beyond a certain size, you'll want it to be (more) searchable. The database is searchable by default, but you can customise the search to suit the database.

    1. On the View list or Search page, deselect the Advanced search check box and click Save settings
      Search

    2. Do one of the following:

      1. Use the fields that now display below the list to conduct a simple search. To search, enter a Search term and either click Save settings or press Enter
        OR
      2. Select the Templates tab, then on the Templates page select the Advanced search template tab, and define the template to suit your and your students' needs

    Database - create a database activity (step 1)

    1. Plan  |   2. Build   |  3. Test   | 4. Administer  |  5. Review   ||  Support  

    database iconThis entry relates to the Database activity.

    First you have to create the activity (steps below). This provides the 'shell' for the activity. Then you will need to build the database (fields and searchability) (step 2) and create templates to aid usability (step 3).

    When setting up the conditions for adding entries, you can decide whether entries need to be approved, and whether/who to give ratings to entries (if ratings are used for marking). 


    Steps

    1. Turn editing on using the green button – this button is available top left of screen on the topic homepage
       Turn editing on
    2. Go to the module where you would like the database to appear
    3. Click the Add an activity or resource link at the bottom of the module
      Add an activity or resource

    4. Select Database from Activities tab
      database icon
       
    5. In the General section enter a Name for the database and some text in the Description field explaining how the database will be used
      general section

    6. Under Entries, select: 
      o whether the topic coordinator/teacher's approval is required before the entry will display to other students in the database
      o whether it is allowed to edit the approved entries (this is disabled if no approval is required)
      o whether you will allow comments on entries
      o the number of entries required for completion per student for the activity to be considered complete
      o the number of entries required before viewing other students’ entries
      o the maximum number of entries any student can contribute to the database
      database entries screen

    7. If necessary, under Availability, enable the date fields and define the periods for which the database will be available for contributions, and in read-only form (Read only from) if applicable
      Timeline block: The 'Available to' date will show to students in the Timeline block.

      database availability

    8. Set up the Ratings system if you want students to rate entries. You must save the activity before the Roles with permission to rate will display – ask your eLearning support team to add students (permissions). You can:
      o tell FLO how to decide on a final rating (Aggregate type)
      o indicate whether to apply a Scale to the ratings
      o Restrict ratings to items with dates in the given date range

      database ratings

    9. You can set up activity completion for your database based on the below conditions 

       
    10. Complete the remainder of the page and click Save and display

    Database - customise the templates (step 3)

    1. Plan  |   2. Build   |  3. Test   | 4. Administer  |  5. Review   ||  Support  

    database iconThis entry relates to the Database activity.

    Templates for the database activity allow you to control the visual layout of information when listing, viewing or editing database entries. A basic level of HTML knowledge may be necessary to edit database templates. If you need help, contact your local eLearning support team

    Before you create a template, you first need to Create a database activity (step 1) and Build a database activity (step 2).

    There are six template types, but the most important ones (for a good user experience) are the Add templateSingle template and List template. You will need to make changes to all three templates. The instructions below are for basic customisations only. For more sophisticated customisations, contact your local eLearning support team

    1. View template options 

    Then create your templates in the following (logical) order:

    1. Add template (how the Add entry looks)
    2. Single template (how a single entry looks)
    3. List template (how a list of entries looks)


    View template options

    These instructions tell you how to bold the field names, and make the table that field names and field types sit in more viewable and usable.

    To view the complete list of templates, and access the View list, View single and Add entry types:

    1. Click on the database activity you have set up

    2. In the next screen, click on the Templates tab. You will see the template options. Select the tab you want to create a template (Add template, Single template, List template)
      Templates tab

     


    1. Create an Add template

    The Add template determines what users see when they click on the Add entry prompt (ie how the fields are displayed). In this template, you can provide more information/instruction to users about what they need to enter into a field (eg instead of just having the field title, have a question and/or examples). Example field name: 'Duration' – the question could be 'How long did this task take? (Please enter in hours, rounded to the nearest full hour)'

    These instructions tell you how to bold the field names, and make the table that the field names and field types sit in more viewable and usable.

    1. As per the steps above (View template options), make sure you are in the Add template tab

    2. To bold field names, highlight the field name and click on the B prompt in the HTML toolbar
      Bold field names

    3. To make the table more user friendly, by creating more space between field names (left column) and responses (right column)you will need to go into the HTML code. To do this, click on the HTML icon in the HTML editor 
      HTML mode

    4. You will now see the HTML code view for the template

    5. Add style="width:100%;" cellpadding="5" align="left" [+ space after "left"/before code that follows] after <table ...> (ie <table style="width:100%;" cellpadding="5" align="left" ). This code means the table will use all space available in the screen (width:100%), the distance between table cell and text will be 5 pixels (cellpadding="5"), and text will be aligned left (you could also align "center" (note American spelling) or "right"
      Add HTML code

    6. To provide instructions to the user adding an entry, put your cursor at the beginning of a right-hand row, and click Enter. Fill in the space above with the instruction
      Provide instructions

    7. Scroll to the bottom of the screen and click Save template

    8. To see what your changes look like, click on the Add entry tab
       


    2. Create a Single template

    The Single template determines how one result looks to the user. This is the template where you can add a user tag so that you know who has contributed.

    These instructions tell you how to bold the field names, and make the table that field names and field types sit in more viewable and usable.

    1. As per the steps above (View template options), make sure you are in the Single template tab (under Templates)

    2. Follow steps 2-6 above (under Create an Add template)

    3. Scroll to the bottom of the screen and click Save template 

    4. To see what your changes look like, click on the View single tab (you need to have added an entry to see what this looks like)

    Add a user tag

    If you add a user tag, you will be able to see who has added an entry, which will be useful for adding comments etc. You can update the template with this tag even after the database is open for adding entries (and entries have been added).

    These instructions assume you have already set up this template (see above).

    1. Under Templates, click on the Single template tab

    2. With your mouse, select the row in the Single template text box that you want to add a user row/column after/before
      Select row in table

    3. Click on the Table icon in the HTML toolbar and select Insert row after or Insert row before (or column)
      Insert row

    4. To add the user tag, place your cursor where you want it to go in the template box, then select User (under Other) in the Available tags box. The ##user## tag should automatically appear in the selected location in your template table
      Add user tag

    5. Scroll down and click Save template

    6. To check, click on the View single tab (add an entry to see how this looks if the database is not yet open to students)



    3. Create a List template

    The List template determines how a list of results (entries) looks to the user. You do not need to include every field (eg as for the Add template), particularly when there are lots of fields. The list can just be some key fields (eg Journal name).

    1. As per the steps above (View template options), make sure you are in the List template tab

    2. Follow steps 2-6 above (under Create an Add template)

    3. To delete a field, select the table row, click on the Table icon in the HTML editor and select Delete row
      Delete row

    4. Scroll to the bottom of the screen and click Save template

    5. To see what your changes look like, click on the View list tab (you need to have added at least one entry to see what this looks like)

    FLO ecosystem

    The tool options section helps you choose tools for use in / with FLO.

    FLO ecosystem (this entry)  |  Tool options (specific purposes)  ||  Support 

    The diagram below depicts the FLO ecosystem, that is, the learning technology suite available at Flinders. You can use this as a guide during your decision-making process when planning activities / assessment using learning technology. For example, if you are planning to use the tool in an assessment item, it is best in most instances not to use third-party (external) tools, unless they integrate with FLO. This article highlights important questions you should answer before using third-party tools in your FLO site: Things to consider if you want to use non-FLO tools in your teaching.

    Tool options - bigger picture


      Training and support

      Troubleshooting

    Support

    Contact your eLearning support team

    Not applicable

      FLO interface - WebPET (Web Presence in Every Topic)

      1. Layout  |  2. Customisation  |  3. Topics  |  4. Logout  ||  Support 

      This entry relates to the FLO interface.

      This information has now been replaced by the digital learning guidelines.

      What is 'WebPET'?

      WebPET (Web Presence in Every Topic) aims to provide:

      • a coherent and flexible student-University interface 
      • students with ready access to information which is timely, current and unambiguous 
      • a base for further use of technology to enhance the quality of teaching and learning 
      • minimum expectations of support - 'As a Flinders student I can expect…..'. 
      • efficiencies for academic and support staff 

      And in addition:

      • a more widespread and consistent use of FLO 
      • increased provision of online lecture recordings 
      • increased use of online assignment submission 

      Students are generally happy with using FLO for their studies but have expressed their desire for more consistency across their topics. 

      What does it look like?

      As a minimum, each FLO site has:

      • a topic links block (including links to topic information, library services, the SET system, a marks/grades tool, an email address lookup tool, and a link to staff and student help services) 
      • a general discussion forum 
      • an announcements forum and latest announcements block 
      • a calendar block 


      Expectations of staff

      All staff are required to:

      •  make all handouts available electronically through FLO (including the Statement of Assessment Methods
      •  post all important topic messages through the announcements forum 
      •  provide lecture recordings to students via FLO
      •  allow electronically-produced assignments to be submitted and returned electronically


      What you can expect from the University

      The University will:

      • automatically set up new FLO sites to contain the minimum tools and links
      • automatically generate the required information within sites
      • automatically insert recorded lectures into FLO sites 
      • provide support for the electronic assignment functionality 

      Forum / Announcements - create a discussion forum

      1. Plan  |   2. Build   |  3. Test   | 4. Administer   |  5. Review   || Support

      forum iconThis entry relates to the Forum activity.

      You can create a discussion forum in any topic module. Note: The Announcements forum is included in all topics (you do not need to create it).



      Set up a forum

      1. Turn editing on

      2. In the module where you want to add the forum, click Add an activity or resource 
        Add an activity or resource

      3. Select Forum and click Add

      4. Give the forum a Name and Description

      5. Select Forum type from the drop-down menu:
        • A single simple discussion – A single discussion topic which everyone can reply to (cannot be used with separate groups)
        • Each person posts one discussion – Each student can post exactly one new discussion topic, which everyone can then reply to
        • Q and A forum – Students must first post their perspectives before viewing other students' posts. For students to be able to post to a Q and A forum, a teacher must first post a question for students to respond to
        • Standard forum displayed in a blog-like format – An open forum where anyone can start a new discussion at any time, and in which discussion topics are displayed on one page with 'Discuss this topic' links
        • Standard forum for general use – An open forum where anyone can start a new discussion at any time

          forum type

      6. Enable Availability (if required). If enabled, students will retain their ability to view the forum outside of the dates supplied, but will be prevented from further posting. Choose the Allow posts from (open) and Due date (close) dates. Note that the Due date will not stop students from posting or replying to discussions. Use the cut-off date to set a hard due date where students will not be able to post or reply to the discussion after the date chosen.

        You can also set a date time for an individual forum to show/hide in the Display period section of a forum post.

      7. availability

        Timeline block: The 'due date' will show to students in the Timeline block.

      8. In the Attachments and word count option, select Yes to enable (if required), and set a maximum number of attachments and the size
        word count

      9. In the Subscription and tracking section, set the subscription mode and the read tracking (optional or off)
        subscription tracking

      10. In the discussion locking section, you can automatically lock a discussion after a specified time has elapsed since the last reply
        discussion locking

      11. If required, students can be blocked from posting more than a given number of posts in a given time period. This restriction can prevent individuals from dominating discussions
        block threshold

      12. Select an Aggregate type for the forum to appear in the Gradebook. If 'No ratings' is selected the activity will not appear in the Gradebook
        rating aggregrate type
        Ratings can be restricted to items within a selected date range, select your aggregate type and tick the Restrict ratings to items with dates in this range: and select the date range.

      13. Group mode can be selected in Common module settings

      14. Click Save and display

       


      Set up marking in a forum

      There are two ways to mark a forum in FLO:

      • Whole forum grading allows you to mark a student’s entire contribution to a forum as a cohesive whole
      • Ratings allow you to rate individual forum posts and choose how those ratings aggregate to a final score

      Whole forum grading
      1. Create or edit a forum and open the Whole forum grading section

      2. Choose Point or Scale from the Grade menu

      3. Choose Checklist, Marking guide or Rubric from the Grading method menu. For more information about these options, view our resource on setting up a feedback template

      4. Click Save and display

      5. Once you have saved your changes, click on the cog icon in the top right corner of the page, and then select Advanced grading


      6.  On the Advanced grading page, select Define a new grading form from scratch

      Rating individual posts

      1. Create or edit a forum and open the Ratings section

      2. Set the Aggregate type
        • Average of ratings (default) – useful if there is more than one post/one marker
        • Count of ratings: The number of rated items becomes the final grade. Note that the total cannot exceed the maximum grade for the activity
        • Maximum rating: The highest rating becomes the final grade;
        • Minimum rating: The lowest rating becomes the final grade
        • Sum of ratings: All ratings are added together. Note that the total cannot exceed the maximum grade for the activity

      3. Set the Scale:
        • if set to Scale, the Scale will automatically be set to Non-graded pass so no Maximum points can be set
        • if set to Point, you can set the Maximum points (default is 100)
          Note: You can leave the default at 100, as if you set the weighting of the final grade for this assessment in Gradebook, the grade will be automatically scaled down

      4. If you tick the box Restrict ratings to items with dates in this range: you will need to set the dates
        • From: The date and time that ratings can begin being submitted – this could be a few days before the forum closes
        • To: The date and time that ratings will no longer be accepted – this could be the forum close date
          forum ratings

      Forum / Announcements - main entry

      Whether you are starting from scratch or working with a discussion forum already created, using the forum activity in a topic ideally consists of 5 stages, in a looped process.

      1. Plan  |  2. Build  |  3. Test  |  4. Administer  |  5. Review  || Support

      forum icon

      Forum and Announcements are the same activity. However, you do not need to add a discussion forum for Announcements as this activity will already be set up in your topic. The difference between Forum and Announcements is that announcements are for teacher use only – students cannot add a discussion post or reply to an announcement. When you set up a forum in your topic, students can interact with you and other students.

      Announcements are a way of generating social presence/active teaching in your FLO topic. You can provide information to all students using the 'Latest announcements' block on the topic homepage. This is handy for important information (eg changes to lecture/tutorial times, assessment reminders). Remind your students to check their emails regularly. 

      Forums enable participants to have asynchronous discussions (ie discussions that take place over an extended period of time). Discussion forums provide opportunities for social presence and can foster a community of practice in your FLO topic. Participation in the forum could contribute to an assessment grade, and could also indicate problem areas. Participants can subscribe to a forum to receive notifications of new forum posts. 

      Good practice guides and tip sheets

      Good practice guides and tip sheets have been developed to support quality in both curriculum design and teaching practice. Good practice guides provide a pedagogical overview and tip sheets provide you with practical strategies and ideas for implementation. Links to fourm-related resources are provided below. 

      Inspirational and engaged teaching | Designing assessmentIncorporating Socratic questions into your FLO siteProviding constructive feedback in FLO | Communication, interaction and collaboration tools in FLO | Facilitating Student-Teacher interaction in FLO

       


      1. Plan

      Announcements

      Announcements are a timely, active element in the topic – use them to post reminders, pose challenging questions, generate curiosity, answer a common FAQ, or respond to 'muddy points'. Announcements are posted to all enrolled students in the topic within 30 minutes of posting (assuming that they have not disabled email notifications in their personal preferences).


      Forum

      Discussion forums can have many uses, formal and informal:

      • a social space for students to get to know each other (eg a 'student lounge')
      • discussing topic content or reading materials
      • preparing for an assessment item, or as an assessment item (this can reduce emails to staff)
      • troubleshooting (a great way to foster a community)
      • continuing online an issue raised in a face-to-face session
      • a 'help centre' where tutors and students can give advice
      • teacher-only discussions (using a hidden forum)
      The forum's purpose will determine the type of forum you set up. For example: 

      Are you going to assess forum participation? | What type of forum will you set up? | Will you set up ratings in the forum?

      Suggestions to help with planning:

      • Talk to teaching peers about issues around forum participation and assessment.
      • Decide what marks to assign to the forum (it could be a non-graded pass or a percentage).
      • Give students a rubric/marking guide that shows them what effective participation means – criteria could include originality, scholarly argument, type of interactions between students and demonstration of critical thinking skills (quality), as well as the number of posts and word length.
      • Decide whether to use peer assessment (ratings) – this approach could help create a sense of community and deepen learning: 
        • Ask your local eLearning team to set up the forum to allow peer assessment.
        • Decide on the range of ratings (eg 5 which means students can rate each other on a scale of 1-5)
        • How might students give feedback other than just a rating? It might be to reply to the rated post saying why they think it is worth x, and their own response. This is forum etiquette anyway when replying to posts (‘I don’t agree with…’ etc) and helps develop a critical but constructive approach.


      2. Build

      Announcements

      You do not need to build the Announcements forum activity as it will already be set up in your topic. It will likely be sitting in Module 0.

      Forum

      Forum posts can be rated by teachers or students (peer evaluation). Ratings can be aggregated to form a final grade which is recorded in the Gradebook.


      3. Test

      You could ask your eLearning support team to check the settings for your forum, to make sure it serves the purpose you had in mind in the planning stage.


      4. Administer

      Announcements
      Forum

      View some tips for fostering a community and facilitating/monitoring a discussion forum (PDF file).

      In FLO (tracking tips)


      5. Review

      The observations you note whilst the forum is running will help you fine-tune it for the next iteration of your topic, for example:

      • Would a different forum type be better?
      • Did students participate as much as you wanted? If not, why not?
      • Did student feedback tell you anything? (eg Touchpoint survey, class discussion, emails)
      You could troubleshoot with your eLearning support team or colleagues to refine your approach.


        Training and support

        Troubleshooting

      Support
      eLearning support teams

      Forum / Announcements - manage a discussion forum

      1. Plan  |   2. Build   |  3. Test   | 4. Administer   |  5. Review   || Support

      forum iconThis entry relates to the Forum activity.

      Once the forum is made available to students (via the Forum settings), you may want to one or more of the following actions, depending on the forum settings.



      Add, delete or move posts

      Once a discussion forum is open for student posts, teachers will need to manage the forum – moderate posts (eg around  netiquette, 'muddy' points/teachable moments, drifting conversations), assess forum participation, rate posts etc. Students may also need to manage their and others' posts – follow the conversation, export their posts, use them in an eportfolio/for an assignment etc.

      Staff can delete, move or export posts. Students can delete (their own post, within a 15-minute time frame) or export their posts.


      Add a post

      1. Click on the forum

      2. Click the Add a new discussion topic button

      3. Add a Subject and Message

      4. Click on the Advanced link to:
        • add an attachment
        • set dates when the topic should or should not display
        • pin the topic to the top of the forum
        • post the topic instantly (there is a 15 minute period before notifications are sent to students)

      5. Click Post to forum

      Delete a post

      Teaching staff may want to delete a post if it is inappropriate (eg flaming).

      1. Click on the post you want to delete in the Discussion column

      2. In the next screen, click on the Delete option in the right-hand corner of the post
        delete prompt
      3. You will be asked if you are sure you want to delete the post. Click Continue to delete the post, and any replies to that post.

      4. Check in the post list screen to make sure it has been deleted

      If you feel it is necessary to remove a post from a forum, but would prefer the post were not strictly deleted, please contact your eLearning support team to discuss splitting the post.


      Move a topic

      You can move a topic to another forum where it is more appropriate/relevant (eg a query about assessment may belong in a forum set up especially for this rather than where it has been posted).

      1. Click on the topic you want to move in the Discussion column

      2. In the next screen, in the top right-hand corner of the post click on the pull-down menu next to the Move button
        move discussion

      3. Choose the forum you want to move the topic to, and click Move

      4. Check in the original forum and the forum you have moved the topic to, to make sure the topic has moved

      View a student's posts

      A teacher can view the posts of a particular student and see all posts or any discussions started by that student. This is a useful feature if you want to provide feedback on a student's posts or see how often they are posting in a forum/s. 

      1. Click on the Participants link in the Topic Management panel (under User Links)
        Participants

      2. Click on the student's name (this will load their profile)
        participant's name

      3. Click Forum posts
        Forum posts

      4. You should see a list of the student's posts and the name of the forum/s the posts were made in – you can click the options Permalink, Show parent, Edit, Split, Delete, Reply or Export to portfolio
        forum options


      Post a question to a Q and A forum

      1. Enter the forum by clicking on the activity on the topic homepage
        Q and A forum

      2. Click Add a new question
        Add a new question

      3. Enter a question Subject and Message
        Add question etc

      4. Press the Post to forum button

      5. The student will be able to view the question by clicking on the discussion Subject, and can post a response by hitting the Reply button. To see the other responses, they must first post their own.

        question posted

        post reply


      Reply privately to a post

      You can reply privately to a student’s post to give individual feedback within a forum. To reply privately, commence a reply as normal, and tick the Reply privately box underneath the text box.

      The reply privately box is the third option under the text box. 

      Students can not reply back to a private reply you have left. If you need to initiate a discussion with a student, use a different communication method.


      Control how long forum posts are visible

      You restrict student access to the forum in the Availability section of the forum settings, when you are setting up the forum. Once the forum is open to students, you can also set the dates when a topic is visible (or not visible).

      1. If creating a new topic, click on the Advanced link and open the display period.
        edit a forum post
      2. If the topic has already been created, open the topic you wish to restrict, then click on the Edit option below the post
        edit a forum post

      3.  Open the Display period tab, and select the Enable boxes to set dates for displaying the post (show/hide)
        display period options

      Forum / Announcements - manage announcements

      1. Plan  |   2. Build   |  3. Test   | 4. Administer  |  5. Review   || Support

      forum iconThis entry relates to the Forum activity.

      Each topic contains an Announcements forum. Only staff members are able to post into this forum and students will be sent an email copy of each message posted into this forum, assuming that they have not disabled email notifications in their personal preferences. Posting an announcement is an easy and reasonably effective way to communicate important information to students.

      You could post an announcement:

      • when students get access to the topic (usually 1 week prior to topic commencement), as a welcome/orientation
      • when assessment item due dates are approaching, to support students being on task
      • when a guest lecturer is presenting, to encourage students to attend

      Post an announcement – steps

      1. In your topic, locate the Announcements forum (usually in module 0) 

      2. Click on Add a new topic

      3. Enter a Subject and Message
        add a subject and message

      4. Select Pinned (under Advanced, see image above) if you'd like the message pinned to the top of the list
        pinned

      5. Select Post instantly (under Advanced, see image above) if you'd like the message to be emailed and made visible to students instantly. If post instantly is not selected, the post will be emailed 15 minutes later, giving you time to correct any mistakes you make after posting (depending on the students forum email digest settings in their profile)
        post instantly

      6. Select Post to forum

      Forum / Announcements - troubleshooting

      1. Plan  |   2. Build   |  3. Test   | 4. Administer   |  5. Review   || Support

      forum iconThis entry relates to the Forum activity.


      I'm not receiving forum posts to my email

      There might be several reasons for this problem:

      • You may not be subscribed to the forum/s
      • You may not have your forum tracking set properly
      • You may be receiving daily digests
      • Your forum notifications may be disabled

      You may not be subscribed to the forum/s

      You will need to subscribe to forums before you receive new posts in your email. (Note: everyone in the topic is subscribed to the Announcements forum by default.)

      1. Click on your profile picture/name (grey toolbar top of screen)

      2. Click Preferences
        Preferences

      3. In the User account area select Forum preferences
        forum preferences

      4. In the Forum auto-subscribe section select Yes: when I post, subscribe me to that forum discussion
        subscribe

      5. Click Save changes


      You may not have your forum tracking set properly

      When you are notified of a forum post, you can choose whether this should mark the post as read for the purpose of forum tracking. 

      1. Follow steps 1 and 2 above

      2. In the Forum Tracking drop down list select Yes: highlight new post for me 

      3. In the When sending forum post notifications drop-down list select Do not mark the post as read – this will ensure when you receiving notifications posts are not marked as 'read'
        profile forum preferences

      4. Click Save changes


      You may be receiving daily digests

      By default, users receive forum posts compiled into a single email sent daily, usually overnight. (The exception is Announcement posts, which are sent out within 30 minutes.) You can change your notification settings to receive individual emails.

      1. Follow steps 1 and 2 above

      2. In Forum preferences section, change Email digest type to No digest (single email per forum post)
        forum preferences

      3. Click Save changes

      Your forum notifications may be disabled

      You can choose to turn off forum notifications. To turn them back on:

      1. Follow steps 1 and 2 above

      2. In the User account area select Notification preferences
        notifications

      3. In the Forum section, make sure all four Email boxes are set to On
        forum email notifications

      4. Click Save changes


      Students can't post to a Q and A forum

      For students to be able to post to a Q and A forum, a teacher must first post a question for students to respond to.

      Below is the student view of a Q and A forum without a teacher-initiated question. Note that it does not yet have buttons where students can post a reply.

      Q & A student view

      Gradebook - calculate the topic total using weightings (simple)

       

      Gradebook iconThis entry relates to the Gradebook.

      Many Gradebooks can be set up quickly and easily using weightings. Weightings state how much each activity contributes to the topic's total, allowing FLO to automatically calculate the total for you.

      Weightings are best used when they replicate the percentages in the Statement of Assessment Methods (SAM). For example an assignment worth 20% of the final mark would have a weighing of 20.

      Important notice: Grades published in FLO are not official until they appear in the Student System. Find out more information about final results.


      Steps

      1. In the Gradebook, click on the Setup tab, then the Gradebook setup link
        Gradebook setup tab
      2. In the Weights box next to each item, specify the percentage weight for each activity. For example, if Assessment 1 is worth 20%, put 20 in the Weight column
        enter weights for each item

        You can ignore the Max Grade column - FLO will automatically take the maximum grade into account when determining the total mark.

      3. If an activity doesn't contribute to the topic total, give it a weighting of 0

        This assignment has a weighting of zero.
      4. Click the Save changes button

      Gradebook - mark in FLO using a rubric, marking guide or checklist (assignments & forums)

      gradebook icon

      This entry relates to the Gradebook.

      If you set up a marking guide, rubric or checklist (an advanced grading feedback form) when you created an assignment or forum, you can mark using the feedback form online (in FLO).

      See also Annotate (mark) student assignments in FLO (online) for how to mark student submissions using online annotation tools.


      Open the feedback form

      In an assignment
      1. On the Grading summary page, and either:
        • click the View all submissions button and then click on the Grade button for a particular student; or
        • click the Grade button to grade the first student in the list of submissions

      2. The feedback form will appear on the right side of the page in the Grade section – enlarge the feedback form by clicking the Zoom in/out of region icon
        zoom in and out of region
      In a forum
      1. Open the forum and click on the Grade users button

      2. The feedback form will appear on the right side of the page



      Mark using a marking guide

      1. Follow the above steps in the open the feedback form section

      2. Click in the text box underneath the criterion to type any comments and/or click the Insert frequently used comment button if comments were set up when building the marking guide
        comment in marking guide

      3. Click in the grade box to provide a mark for the criterion

        grade for criterion

      4. Continue including comments and a grade for all criterion

      5. Save your changes
        Warning: Feedback comments will NOT be saved unless all the other fields have valid entries.



      Mark using a rubric

      1. Follow the above steps in the open the feedback form section

      2. Click on the relevant performance standard for each criterion, they will appear in green

        rubric description

      3. Click in the text box at the end of the criterion to type any comments

        rubric - insert comment

      4. Save your changes
        Warning: Feedback comments will NOT be saved unless all the other fields have valid entries.



      Mark using a checklist

      Please note: Currently, the checklist can only be used in marking assignments (not forums).
      1. Follow the above steps in the open the feedback form section

      2. The checklist will be made up of items in a group/s. Click on an item (it will appear in green) and enter any comments in the comments box
        checklist - click and enter comments

      3. Continue until all relevant items in the group/s are selected and comments entered
        checklist - complete

      4. At the end of each group of items, you can provide overall comments. Group points are shown underneath the comments box
        overall comments

      5. Save your changes
        Warning: Feedback comments will NOT be saved unless all the other fields have valid entries.

      Gradebook - set up a feedback template for offline or online marking (assignments & forums)

      gradebook icon

      This entry relates to the Gradebook.

      Marking guides (or rubrics, checklists, feedback forms) address the assessment criteria and standards of performance. The topic coordinator may provide a marking guide in an assignment or forum.

      When marking an assignment, you can use either an offline or online marking guide. When marking a forum, you can use one of the online marking guides.

      Offline marking options

      Online marking options

      Good practice guides and tip sheets

      Good practice guides and tip sheets have been developed to support quality in both curriculum design and teaching practice. Good practice guides provide a pedagogical overview and tip sheets provide you with practical strategies and ideas for implementation. Links to assessment-related resources are provided below. 

      Inspirational and engaged teaching

       


      Set up an assignment for offline marking using a feedback template

      Uploading a feedback template (usually a Word document) will allow you (later, during the marking process) to download a zip folder containing a copy of the marking guide for each student with the correct naming convention to be uploaded back into the assignment. FLO refers to these as feedback files. You will then be able to complete the feedback file (marking guide/rubric etc) for each student, zip up all feedback files and return to FLO in a one-step process.

      1. Create an assignment (Turn editing on > Add an activity or resource > Assignment)

      2. On the settings page, look for the Feedback template option (under Feedback types)

      3. Click Add to upload a file, and select the file on your computer. Alternatively, you can drag the file from your computer onto the file upload box

        assignment - feedback template dropbox

      4. Click Save and display

       


      Set up an assignment/forum for online marking using advanced grading

      First, you need to decide which advanced grading method best suits your needs – a marking guide, rubric or checklist (see examples below). You can experiment with all of them, but once you have set up one type you will lose the settings you created if you switch to another type (ie you will have to build the new one from scratch).

      Please note: The Checklist advanced grading method for marking forums is currently disabled.

      Set up – all options (marking guide / rubric / checklist)

      In an assignment

      1. Create an assignment (Turn editing on > Add an activity or resource > Assignment)

      2. Open the Grade settings section,

      3. Choose ChecklistMarking guide or Rubric from the Grading method menu 

      4. Click Save and display

      5. Click the cog in the top-right corner of the screen, and select Advanced grading

      6. On the Advanced grading page, select Define a new grading form from scratch

        define new grading form

      In a forum

      1. Create a forum (Turn editing on > Add an activity or resource > Assignment)

      2. Open the Whole forum grading section

      3. Choose point or scale from the Grade menu

      4. Choose Checklist, Marking guide or Rubric from the Grading method menu

      5. Click Save and display

      6. Click the cog in the top-right corner of the screen, and select Advanced grading

      7. Select Define a new grading form from scratch
        define new grading form




      Marking guide example

      A marking guide allows for a comment and score against each criterion. The score is determined based on marker discretion, out of a maximum score for each criterion. You can also set up frequently used comments. Build a marking guide

      demonstration

       


      Rubric example

      A rubric allows for a number of performance standards, a score and a comment for each criterion. The score is prescribed based on the performance standard reached. Build a rubric

      rubric example

       


      Checklist example

      A checklist allows for a series of items (ie criterion) and point values for each. The maximum value of the checklist is equal to the sum of all items. Students are awarded either all or no points for each item. Build a checklist

      Checklist example

      Learning analytics and FLO

      FLO reports can inform you about student activities during your topic, which can inform future practice. They are one aspect of learning analytics.

      1. Plan  |  2. Access ||  Support 

      Good practice guides and tip sheets

      Good practice guides and tip sheets have been developed to support quality in both curriculum design and teaching practice. Good practice guides provide a pedagogical overview and tip sheets provide you with practical strategies and ideas for implementation. Links to learning analytics-related resources are provided below. 

      Design principles for creating engaging digital contentAuthentic assessmentProviding constructive feedback in FLO | Using analytics to support student learning

      Learning analytics is the use of student-related data to enhance learning and teaching. Learning analytics can be used in multiple ways to inform teaching and learning practices in an online environment. Learning analytics provides a mechanism for teaching staff to improve student learning outcomes. The use of data collected and obtained through FLO which traces users of the topic site (students) can help identify patterns in the access and use of digital resources and learning activities and provide insight to staff about how students are learning. 

      The data captured by FLO can be used to inform practice – telling you whether students are engaging with your topic within FLO, what is working/not working in online contexts, and any potential problems they may be having (eg failed login attempts; being confused about a particular concept).

      How to

      Quiz - add a category to the question bank

      1. Plan  |  2. Build  |  3. Test  |  4. Administer  |  5. Review  || Support

      quiz iconThis entry relates to the Quiz activity.

      • All questions are stored within the question bank
      • Categories are created in the question bank and are used to organise questions
      • Sorting questions into categories is especially important when random questions are used or a topic contains many quizzes 
      • When a quiz delivers random questions, those questions must be stored in a dedicated category (or sub-category)

      If you add a category before you add questions to the question bank, all questions created can be added to this category and they will then belong to the topic, rather than the quiz. This approach will make management easier when you are creating new quizzes using questions from previous quizzes. 

      Categories can be created within an existing category (ie a sub-category). 


      Steps

      1. Go to Topic Management > Question > Category
        In the question block, select categories
      2. Scroll down the screen (categories may already be listed, that you can edit) you will see the option Add category

      3. Choose a Parent category from the pull-down list (defaulted to your topic name) – you are most likely to leave it at your topic name, but you could also add a sub-category within an already created category
        Add Category
      4. Give the category a Name

      5. Add Category info (optional)
      6. In the question block, select categories
      7. Click ID number (optional) 
      8. Click Add category button

      9. The new category should be listed under the relevant Parent category
        Question categories

      10. Once created, you can also Edit categories (rename, add/change category info), delete, re-order and indent (make into a subcategory).

      Quiz - add questions (including random questions) to a quiz (edit quiz)

      1. Plan  |   2. Build   |  3. Test   | 4. Administer   |  5. Review  ||  Support

      quiz iconThis entry relates to the Quiz activity.

      If you want to add questions from a text file rather than creating them in the question bank (this can save time), see Import questions (multiple choice in a text file). Contact your eLearning support team if you need assistance with this process.


      Steps

      1. Add questions (and shuffle if you want) (Build step)
      2. Add random questions to a quiz (if required) (Build step)
      3. Add a module heading (if required) (Build step)

      1. Add questions
      1. Click on the quiz you have created

      2. If no questions have been added to the quiz yet, you will see image on the left, and clicking the Edit quiz button will take you to the edit quiz page. If your quiz already has questions, the screen will have a preview quiz button instead (the image on the right).

        A quiz without any questions added
        A quiz with questions added

      3. To access the edit quiz page for a quiz that already has questions, click on the cog in the top right corner and select Edit quiz          


      4. Click the Add link. You can also tick the Shuffle box so that the order of questions you add to the quiz is randomised at each attempt
        click Add
      5. Click the from question bank option. (You can also select a random question – see below)    
        click from Question bank
      6. Select a category when the questions are located, or search for tags that your questions have been tagged with.

        Choose a category or search for tags

      7. Click the box next to the questions, click Add selected questions to the quiz.  
        add question to quiz

      2. Add random questions to a quiz (if required)

      You may want to add random questions to the quiz so that students don't get all the same questions at the same time. To do this you need extra questions in your question bank (eg if you have 20 questions in the quiz, you will ideally need an extra 10).

      1. Follow steps 1-3 above. At step 4, choose + a random question

      2. Select a category when the questions are located, or search for tags that your questions have been tagged with.

        Choose a category or search for tags

      3. Select the number of questions you wish to add and click Add random question


      3. Add a module heading (if required)

      If you have several questions (eg > 10) and it would make sense to group them, you can add a module heading. With a quiz of 20 or more questions using free navigation, headings may be particularly helpful to the user.  Another use for modules could be to shuffle questions within sections rather than shuffling all questions throughout the quiz.

      1. To add a heading above the first question, click the pencil above the question, type the heading title, then press Enter
      2. add a module heading (first one)

      3. If you want to add a module heading to later questions, click on the Add pull-down menu and select 'a new module heading'. It will be created above the question you clicked next to
        Add a module heading (to other questions)

      4. To rename the module heading click on the pencil icon to create a heading.
        new heading for module

        Headings added using step 2 can be deleted by clicking on the trash icon.

      Quiz - change quiz settings for a group or user (override/extension)

      1. Plan  |   2. Build  |  3. Test   | 4. Administer  |  5. Review  || Support

      quiz iconThis entry relates to the Quiz activity.

      In a quiz, you can change the dates, timing and the number of allowed attempts for groups or users. If you want to create a Group override, groups will need to be set up in your topic. This is likely to be an administrative step, once the quiz is running. You can also create an extension for a student using the Assignment extension tool.


      Create a group or user override

      A group or user override allows you to change some quiz settings for a student or group of students. The settings that can be changed affect the timing and duration of when students can do a quiz, and are generally used when a student is given extra time to do the quiz.

      1. Click on the quiz

      2. Click on the cog in the top-right corner of the page

      3. Select Group overrides or User overrides
        quiz administration block

      4. Click Add group override or Add user override 

      5. In the next screen, choose an override group or user/s (you can search for a user or scroll through a list) (required field)
        override group

      6. Decide whether the group or user will require password, what dates the quiz will open and close on for this group or user/s, the time limit and attempts allowed. You only have to enter settings that are changing, not settings that are staying the same.
        input password, close and poen dates, time limit and attempts allowed
        Timeline block: User overrides show to students in the Timeline block, marked as 'override'. Group overrides will not show to students in the timeline block.

      7. Click Save (or Save and enter another override)
        save icon, save and enter another override icon, cancel icon

      Create an extension using the Assignment extension tool

      Although set up specifically for assignment extensions (hence you can choose the assignment from a drop-down menu), you can manually add other activities (such as a quiz) to the list of 'assignments', thus providing students and staff with a consistent extension application process for all assessable items in the site. 

      1. Click on the Assignment extension tool assignment extension tool

      2. Add a manual item (the quiz)

      3. Follow the instructions for Assignment - grant extensions for assignments (Assignment extension tool)

      After approving the request you will need to make the applicable changes to FLO – that is, the date change is not automatic. For a quiz, apply a user override.

      Quiz - create a drag and drop question

      1. Plan  |  2. Build  |  3. Test  |  4. Administer  |  5. Review  || Support

      quiz iconThis entry relates to the Quiz activity.


      Create a drag and drop into text question

      Want to see how this question type works?

      1. Self enrol in the Collections in FLO topic
      2. View question 10: Drag and drop into text question (Colour quiz)
      Steps
      1. In the question bank (Administration > Question bank), click Questions, then Create a new question… (You can also do this in Quiz administration > Edit quiz)
        Question bank

      2. Select Drag and drop into text and click Add
        Select drag and drop into text

      3. Supply your question with a Question name (required field) and Question text (required field):  
        In your question text, leaves 'gaps' indicated by two sets of square brackets with a number inside.  This number will indicate the correct choice for that gap
        Type question text
        Type question text
      4. Provide the question a default mark and enter any general feedback (shown to the student after they have completed the question)  
        enter a default mark and type general feedback

      5. Enter Choices:
        Decide whether to shuffle the choices (tick the box or leave unticked).  Shuffling is recommended to prevent student's from surmising the correct answer based on choice order.

        The choice with the same number as the numbered text gap is the correct answer for that gap:
        type choices

      6. To add additional 'incorrect' drag and drop answers, add additional choices that do not correspond to a numbered text gap. (in this example there is no text gap labelled [[4]], thus 'green' will be an additional option that is not the correct answer to any question)
        additional choice

      7. If using multiple choices for each question, it may be useful to Group the choices.  
        Each group will be represented by a different colour, which will apply to both the relevant gap(s) in the text and to the choices for that group. 
        select groups


        select groups
        Avoid using groups in simple questions with only as many choices as correct answers.  In this scenario the use of groups will give away the answers.
        select groups

      8. You can preview the question to check that it works correctly before clicking the Save changes button: 
        Preview

      9. Click Save changes (you can now preview the question by choosing it in the question bank list and clicking the preview icon
         preview icon

      Create a drag and drop onto image question

      For this question type, you will need to have an image to drag and drop text/images onto. If you source an image from the internet, but be careful about copyright/usage (eg use Creative Commons and check the licensing).

      Want to see how this question type works?

      1. Self enrol in the Collections in FLO topic
      2. View question 2: Drag and drop onto image (Colour quiz) 

      Steps

      1. In the question bank (Administration > Question bank), click Questions, then Create a new question…


      2. Select Drag and drop onto image and click Add


      3. Give the question a Category, a Question name (required field) and enter Question text (required field)
      4. Category, Question name and Question text

      5. Decide on the default mark for the question (required field)


      6. Fill in General feedback (students will see this once they have answered the question). You could include the correctly labelled image in this box. Students can then see if/where they made an error. This box is seen by all students regardless of whether their response was correct or incorrect
        General feedback
      7. Select a Background image file and drag and drop it into the box provided, or Choose a file... by searching on your computer (the image should not be larger than 600 pixels width so you may have to resize it). If you are searching the web (eg Google images), for an image be careful about copyright and usage
        background image

      8. Under Draggable items (scroll down), for the Type choose either Draggable image or Draggable text (most likely you will use text). Upload an image, or type text into the textbox that you want dragged to an area of the background image you have uploaded. Choose a Group to give each image or text item (eg 1, 2, 3...). Do this for as many items as are relevant.
        You can also tick the box Shuffle drag items each time question is attempted.
        If you tick the Infinite box, this means choices may be used in multiple locations. 
        Note: within draggable text items, limited formatting of text is possible using <sub> (subscript), <sup> (superscript), <b> or <strong> (bold), <i> or <em> (italics) and <br/> (line break)
        draggable image or text

         If Draggable image is selected:
        Draggable image selection

         If Draggable text is selected:
        draggable text option

      9. In the Drop zones section (scroll up), for Drop zone 1, choose the Draggable item from the pull-down menu (this will be whatever you have entered in the Draggable items section). These items should now appear below the background image you placed in the question.
        drop zones populated
      10. Drag the images/text onto the background image – this will populate the drop zone boxes in the Drop zones section with coordinates
        draggable items dragged to drop zone

      11. Click Save changes (if you miss one of the steps, you will stay in the editing screen and a red highlight will tell you what you have missed)  

      12. In the Question bank screen, the new question should be highlighted. Click on the magnifying glass icon preview iconto the right of the question name to preview the question. Click on the cog icon to edit the question

        preview the question