Topic administration - main entry


The topic administration section describes how you administer your topic in FLO

1. Build  |  2. Settings  |  3. Editing  |  4. User management  |  5. Reports  ||  Support 

When you have built, adjusted the settings and edited your topic in preparation for student access, you can preview it as a student to see what it looks like from a user perspective (rather than as an administrator).


1. Build

Topics are automatically created in FLO using data from Student Two. If your topic does not appear, contact your local eLearning support team for assistance. Staff have access to topics 77 days prior to teaching start date, with students getting access 7 days before start of teaching. See:


Shared topics

A shared topic combines several cohorts (topic availabilities) into the one FLO site.  View more information and guidelines


Course sites

Depending on its purpose, a course site may be set up to support students across topics/programs and/or staff. View more information and how to set up


2. Topic settings

You can do many things under the Topic administration menu.

Topic coordinator/teacher role options

A teacher in a topic will have more options in Topic administration than a student. The main menu items at topic level you are likely to see as a topic coordinator include Users, Filters, Reports, Gradebook setup, Outcomes, Badges (if enabled), Question bank (if developed).

topic administration block


Change your topic format
You can use different formats to change the organisation and structure of your topic.

  1. In the topic, locate the Administration tab 

    administration tab

  2. Under Topic administration select Edit settings
    Administration tab

  3. Under Topic format, change Format to either Grid, Single activity, Collapsed, Modular or USQ flexi-format. See examples of topic formats (Example FLO sites)
    topic format selection
    • Weekly format – shows your topic in weeks (current default for most topics)
    • Collapsed modules – shows your topic in a format where modules can be toggled/collapsed (recommended)
    • Grid format – shows your topic in a visual grid format (alternative format, requires images and may have additional rollover tasks each semester)
    • Single activity format – shows your activity in a single activity (used only if you have one activity, eg a scorm package you wish to use - no other content will be displayed if using this - if you switch to this format be warned you will lose all content in your site apart from the first activity)
    • Modular format – shows all of your topics on one page in modules
    • USQ Flexi-format – allows you to use a combination of module/weekly 

  4. In the Hidden modules section select your preference

    hidden modules section

  5. In the Topic layout section decide if you want your topic displayed on one page or split over several pages 
    topic layout


Change the appearance of the topic

In this section this allows you to manage settings such as languge, number of annoucements, gradebook visibility and activity reports visibility


appearance section



Change the maximum upload file size available in your topic

This is managed in the Files and uploads section by default topics are set at 40MB but can be changed to accept files up to 2GB (sometimes necessary for video files etc).

files and uploads

 

Turn on completion tracking in your topic

This setting controls completion tracking topic wide. By default completion tracking is not enabled.

completion tracking



Manage groups in your topic

A group or grouping can be used on two levels topic level and activity level.   When the group mode is switched on at topic level this is the default for all activities in the topic (including gradebook filtering).  To enable group mode in a topic follow the steps below.

  1. In the Group section select either visible groups or separate groups

    Separate groups - Each group can only see their own group, others are invisible.
    Visible groups - Each group works in their own group, but can also see other groups. (The other groups' work is read-only.)

    group mode settings

  2. Assign a default grouping (if required)


Roles
in FLO

The table below reflects the current state of FLO role availability in the Student Management system (formerly Student Two), and FLO.

The table can be read in two parts:

  •  Roles available in FLO via the Student Management system
    eg Topic Coordinator,  Student
    These roles are assigned at College level, and requests can be made via Service One - https://serviceone.flinders.edu.au/update-teaching-team/

  • Roles available in FLO via direct entry in FLO
    Guest Lecturer,  Learning Support
     These roles are assigned at eLearning Support team level, and requests can be made via Service One - https://serviceone.flinders.edu.au/flo-query/.

Any questions relating to FLO roles can be directed to your local eLearning Support team - https://flo.flinders.edu.au/mod/page/view.php?id=1600.


Student Management Roles

Student Management role Appears in FLO as What can the role do? Who should be assigned this role? How to request this role
Topic Coordinator Topic Coordinator Can do anything within a topic, including adding, editing and deleting activities and resources, and grading students.  Displays as the 'Topic Contact' in ‘My Topics’ list. The Topic Coordinator Contact the Student Administration Services team in your college via ServiceOne
Topic Contact
Lecturer
Lab Coordinator
Instructor
Practicum Coordinator
FLO Support

 Teacher  Can do anything within a topic, including adding, editing and deleting activities and resources, and grading students.  Teaching staff with the roles listed Contact the Student Administration Services team in your college via ServiceOne
Tutor
Lab Demonstrator
Placement Supervisor
Clinical Supervisor
FLO Assistant
Inplace Assistant
 Tutor  A non-editing teacher role. Can communicate with students in topics and grade. Cannot add, edit or delete activities or resources.  Teaching staff with the roles listed Contact the Student Administration Services team in your college via ServiceOne
 Student  Student  Access resources, participate in activities, communicate and collaborate with other students and teachers, submit/complete assessments.
 Enrolled students Students must be enrolled via Student Management
Non-teaching roles available within FLO

FLO Role
What Can the Role do?
Who Should be assigned this role?How to Request this role 
Guest Lecturer Can view all content in a topic, but not edit or assess. Able to interact in discussion forums. An external person contributing to the topic, who does not have a role in assessment.
Contact the eLearning team in your college via ServiceOne
Reviewer Can view all content in a topic, but not edit or assess. Can view gradebook. Can view but not interact in discussion forums. Deans (Education), Teaching Program Directors, Course Coordinators.
Contact the eLearning team in your college via ServiceOne
Observer
Can view all content in a topic, but not edit or assess. Cannot view gradebook. Able to interact in discussion forums. Staff with a role to peer review topics. New teaching team member in topic to allow access to a previous version of a topic. Teaching staff who wish to access the topic after 365 days following end of teaching.Contact the eLearning team in your college via ServiceOne
Student Equivalent As per 'Student' role. - Demo student for testing purposes
- Student completing research project
- Incomplete students (undergrad or postgrad)
- Temporary access to topic for repeating student
- Access for RPL requirements
- Access to undergrad topic for postgrad students
Contact the eLearning team in your college via ServiceOne
Learning Support As per 'Student' role. - Staff/external contractors providing support services to individual students (including disability and indigenous support services)
- Mentoring students
Contact the eLearning team in your college via ServiceOne

3. Editing your topic

In this section we go through the editing within the topic using an activity, resource or block

  1. To begin editing your topic, select the turn editing on button 

    turn editing on button

    Alternatively, select turn editing on from the administration block

    turn editing on option from the administration block

  2. To add a new activity or resource, click the add an activity or resource button that will now be available at the bottom right of each module.  Please see our selection of toolguides for more information about the range of resources and activities available, and how to add them

    add an activity or resource button

  3. To edit existing activities and resources, select an option from the actions menu that appears as a drop down list alongside each item.

    edit a resource or activity
    edit a resource or activity

    Once inside an activity or resource, the edit option is available in the Administration tab

    edit settings

  4. To move activities and resources up and down the page, hover over the Move resource icon and then click and drag the activity/resource to its preferred location. Activities and resources can be moved both within and between modules

    move aresource

    Blocks can be moved in a similar fashion.  

    move block

  5. Click the pencil iconpencil iconif you wish to rename an activity, press enter to save the new name

  6. When editing is complete, select the Turn editing off button

    turn editing off



4. User management

In the user management section you can do a variety of task relating to users in your topic.


View a list of participants

You can view a list of all users in your topic using the Participants list.

  1. Locate the Navigation tab, then click Participants
    Navigation tab - Participants

  2. A list of participants will show

  3. In the User list tab, you can set it to show a brief description or a full description
    user list
  4. In the Current role tab, you can filter by role
    use the 'current role' drop-down menu
Contact a student (by email or messaging)

You may wish to contact a student via FLO you can do this by either sending an email or sending a message.

  1. Locate the Navigation tab, then click Participants

    In the Navigation block, select 'participants'

  2. A list of participants will show

  3. The student you wish to contact

    select particiant

  4. Use drop-down menus to limit by Role, Inactivity or Groups
    limit by group, role, or inactivity
  5. Select individual students by clicking in the box by their name 
    select participants

    or use the Select all button 
    select all button
  6. Scroll down to the bottom of the page

  7. Locate the with selected users drop down list

  8. Select Send an email or send message

use the drop-down menu to select 'send an email'

  • Outlook will automatically open with users placed in the Bcc field if using the send email
  • A message box will appear if send message was selected (type your message in the box and click send)
Download a CSV file of students
You may wish to export a list of students to aid the import groups process, extract a list of FANs or review existing group memberships

  1. Locate the Navigation tab, then click Participants

    In the Navigation block, select 'participants'

  2. A list of participants will show

  3. Select a number of students using the check boxes
    select particiant
    Notes: 
      • All users can be displayed on one page using the Show all link at the bottom of the page
        show all
      • By default all users (including teaching staff) are displayed. To display only students, select Students from the Current role drop-down list
        limit by current role

  4. Select Download as CSV from the With selected users... drop down list
    use the drop-down menu to select 'download as csv'
    The students from your topic will be downloaded to a .csv file that can be opened in Excel.



5. Reports

You can view a wide variety of reports  in your topic. Reports available are:

  • Competency breakdown – the competency breakdown report allows teachers to view the competencies of each student in their topic, along with their ratings
  • Dates – allows you to filter by activity and change the dates for multiple activities all on the one screen
  • Engagement Analytics – provides information about student progress against a range of indicators
  • Logs – provides logs for the topic activity for users, these can be generated by selecting any combination of group, student, date, activity, actions and level
  • Live logs – provides live logs for the topic including time, user name, topic, component, event name, description, orgin and ip address
  • Activity logs – showing the number of views for each activity and resource
  • Topic participation – a report for a particular activity can generate a list of who has participated in a given activity, and how many times this can be filtered by role, group, and action (view or post).
  • Resource activity – this report details a list of activities showing the number of views, students, not accessed and last accessed
  • Statistics – generates graphs and tables of user activity

View Reports - main entry for more information. You can also contact your local eLearning support team.



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