oncourse documents management documents management ... linking files to lesson plans/website the ......
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OnCourseDocumentsManagement
MyDocuments+CurriculumPortal
OnCourseSystemsforEducation DocumentsManager+CurriculumPortal
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TABLE OF CONTENTS
OnCourseDocumentsManagementOverview....................................................................................... ……..3AboutMyDocuments ...............................................................................................................................................................................3AbouttheCurriculumPortal.................................................................................................................................................................3
ExploringtheInterface...................................................................................................................................4
SettingupFolders ..........................................................................................................................................6
UploadingFilesintotheDocumentsManager................................................................................................7
OrganizingandManagingDocuments............................................................................................................8
UpdatingFiles ..............................................................................................................................................10
LinkingFilestoLessonPlans/WebsitetheInterface .....................................................................................11
CurriculumPortal:AdvancedFeaturesOverview.........................................................................................11
EnablingAdvancedFeaturesviaFolderOptions ...........................................................................................13ActivatingDiscussionBoards ............................................................................................................................................................ 13ActivatingWebLinks............................................................................................................................................................................. 13
SharingFilesandFolders.............................................................................................................................14AddingGroup/IndividualPermissions.......................................................................................................................................... 14
RevisionHistoryintheCurriculumPortal.....................................................................................................16
CollaboratinginthePortal ...........................................................................................................................17StartingaNewDiscussion................................................................................................................................................................... 17AddingItemstoaDiscussion............................................................................................................................................................. 18
CreatingaWebLinkinthePortal .................................................................................................................19
LinkingFiles/ResourcestoStateStandards ..................................................................................................20
ONCOURSEDOCUMENTSMANAGEMENT
TheOnCourseDocumentsManagerisadedicatedareaofstoragespaceinOnCoursethatcanhouseschool‐relateddocumentsofalldifferentfiletypes,includingMicrosoftWord/Excel/Powerpointfiles,pictures,andvideos.
ThefilesintheDocumentsManagercanbeaccessedfromanyInternet‐connectedcomputer,whichmakesiteasyandconvenienttoworkbetweendifferentcomputers.
TheDocumentsManagerusesfoldersjustlikethecomputeroperatingsystem,whichallowsforacustomizableorganizationalschemeforanyuploadeddocuments.Someteacherschoosetoorganizedocumentsbyclass,othersbyfiletype.
TheDocumentsManagerisdividedintotwomajorcomponents;thepersonalcomponentthatcomesineveryteacherandadministratorLessonPlanneriscalledMyDocuments,andtheDistrictcomponentiscalledtheCurriculumPortal.
TheCurriculumPortalisanoptionalmodule,andyourschoolmaynotbeusingthistool.
ABOUTMYDOCUMENTS
OnCourseMyDocumentsisateacher’sprivatestorageareaforclassroomdocuments.
Documentsuploadedintothisareacanbelinkedtolessonplans,calendarevents,homework,andtheteacherwebsite.
ABOUTTHECURRICULUMPORTAL
TheCurriculumPortalisasecuredistrictdocumentrepositorythatcanbeaccessedthroughtheOnCourseSystem.
Thisportalhasabuilt‐inpermissionssystemthatallowsadistrict/schooladministratortodeterminewhatuserscanaccessafileorsetoffiles.
TherearealsocollaborationandrevisioningtoolsbuiltintotheCurriculumPortal,whichallowsschoolstafftousethisareaasahubfortheirprofessionalcommunities.
EXPLORINGTHEINTERFACE
TheinterfaceisgenerallythesameforbothMyDocumentsandtheCurriculumPortal.TherearethreemainareasoftheDocumentsManager,asshowninFigure1:
Section1istheToolbar.Section2istheFolderTree.Section3istheDocumentsWindow.
SECTION1:THETOOLBAR
FolderNavigationButtonsPressBackArrowtogotothepreviousfolder,ForwardArrowtomovetotheprecedingfolder,andtheUpFoldertomoveintotheparentfolder
DeleteButtonDeletestheselectedfileorfolder
Cut/Copy/PasteButtonsCutwillremoveafilefromitsfolder,andkeepitinmemorytobePastedintoanother
folder.Copywillcreateaduplicateoftheselectedfile,whichcanthenbePastedintoanotherfolder
UploadfromLocalDriveButtonOpenstheUploader,whichiswherefilesaremovedfromthelocalcomputerintotheOnCourseDocumentsManager
DownloadButtonClicktodownloadtheselectedfiletolocalcomputer
ViewsButtonChangestheviewofthefilesintheDocumentsWindow
Figure1:DocumentsManagerInterface
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SECTION2:FOLDERTREE
TheFolderTree,showntotheleft,holdsacustomizableseriesoffoldersthatareusedtoorganizefiles.
Note:SomeofthepossibleorganizationalschemesintheDocumentsManagerare:
• Class/SubjectArea• GradeLevel• FileType(Powerpoints,Pictures,Videos)• Somecombinationorvariation
Clickingonanyfolderwilldisplaythefilesstoredthereinontherightside,intheDocumentsWindow(Fig.3).Toseemoreinformationaboutcreatingfolders,seetheSettingUpFoldersportionofthisguide.
SECTION3:DOCUMENTSWINDOW
Thiswindowiswhereanyuploadedfilesaredisplayed.WhenafolderisclickedintheFolderTree,thedocumentscontainedinthatfolderwilldisplayhere.Fromthiswindow,filescanbearranged,edited,anddownloaded;formoreinformationabouthowtodothis,seetheOrganizingandManagingDocumentssectionofthisguide.
Figure3:TheDocumentsWindow
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SETTINGUPFOLDERS
AnewDocumentsManagerstartswithonefolderonlyintheFolderTree,whichisreferredtoasaparentfolder.
TIP:APARENTFOLDERISANYFOLDERTHATCONTAINSOTHERSUB‐FOLDERSWITHIN.THOSESUB‐FOLDERSCANBEREFERREDTOASCHILDRENOFTHEPARENT.
Tocreatenewfolders:
1) Right‐clickontheparentfolderandchoosetheNewFolderbutton[Fig.4]
2) Inthewindowthatappears,typeanameforthefolderandclickOK
3) Thenewfolderwillappearinthefolderlist4) Tocreatesub‐folders,justright‐clickontheparent,andclick
NewFolder,thenfollowsteps2and3
OtherFolderOptions
Right‐clickingonanyfolderwilldisplaytheseadditionaloptions(shownright):
1) Open–displaysthefilesinthisfolderintheDocumentsWindow2) Cut–removesthisfolderanditscontentsandsavesitinmemory
tobepastedintoanotherfolder3) Copy–createsaduplicateofthisfolderanditscontentstobe
pastedintoanotherfolder4) Paste–insertsacut/copiedfolderintotheselectedfolder5) Delete–permanentlyremovesafolderanditscontentsfromthe
DocumentsManager6) Rename–changeafolder’snamewiththisoption7) Properties–displaysanyadvancedinformationaboutthisfolder
Figure4:AddingaNewFolder
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UPLOADINGFILESINTOTHEDOCUMENTSMANAGER
TouploaddocumentsfromthelocalcomputerintotheDocumentsManager,clicktheAddFilesfromComputerbuttononthetoolbar.ThisprocessisthesameforbothMyDocumentsandtheCurriculumPortal.
BeginbymovingtotheFolderTreeandclickingonthefolderwheretheuploadedfilesaretobestored,thenfollowthesesteps:
1) ClickingtheAddFilesfromComputerbuttonwillopentheUploader[Fig.5]
2) ClicktheAddFilesbutton3) WindowsuserswillseetheExplorer,Macuserswillseethe
Finder(notshown)–usethiswindowtolocateandselectthedesiredfiles
TIP: YOUCANHOLDTHECTRL,COMMAND,ORSHIFTKEYTOSELECTMULTIPLEFILESATONCE4) TheselectedfileswillappearinalistontheUploader,as
seeninFig.5–thismeanstheyarereadyforupload5) ClicktheStartUploadbutton
Toremoveanyfilefromthelisttobeuploaded,clicktheredminussignnexttothefilename.
TocanceltheUploadprocessmid‐upload,clicktheStopbutton.Tocancelthisprocessbeforeitbegins,clicktheCancelUploadsbutton.Toclearthelistoffilestobeginanotherbatch,clicktheCleanListbutton.
Uploadedfileswillloadintothefolderthatwasselectedatthebeginningofthisprocess.Ifafolderwasnotselected,thefileswillbeloadedintotheparentfolderattheverytopoftheFolderList.
Oncethefileshavebeenuploaded,theycanbemovedandmanagedinseveralways,detailedinthenextsection,OrganizingandManagingDocuments.
Figure5:FileUploader
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ORGANIZINGANDMANAGINGDOCUMENTS
ChangingyourView
TherearefourdifferentviewsthatcanbeappliedtotheDocumentsWindow:
1) Thumbnails–showsasmallpictoralpreviewofeachfile2) Tiles–showsaniconforeachfiledistinguishingitstypeandits
filesize3) Icons–showsonlyafile’sicon4) Details–showsacompactlistofeveryfile,alongwithitssize,
type,anddateoflastmodification
Tochangetheview,clicktheViewsbuttononthetoolbarandselectaviewfromthelist
SortingyourFiles
ThefilesintheDocumentWindowcanbesortedbytheinformationinanycolumn.
Todoso,clickthearrownexttothecolumnthatwillbesorted;thereareoptionstosorteachcolumnAscending/Descending,whichrelatestoeachcolumnasdescribedbelow:
1) IntheNameandTypecolumns,thiswillsortalphabeticallyfromA‐Z(ascending)orZ‐A(descending)2) IntheSizecolumn,thiswillsortthefileslargesttosmallest(ascending)andsmallesttolargest
(descending)3) IntheDateModifiedcolumn,thiswillsortthefileschronologically
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MovingFilesintoFoldersw/Drag+Drop
Theeasiestmethodtomovefilesinandoutoffoldersistosimplyselectthemwiththemouseanddrag+dropthemintotheappropriatefolder.
Filescanbeselectedandmovedoneatatime,ortoselectmultiplefilesatonce,holdtheCtrl,Command,orShiftkeysasfilesareselected;thendrag+dropthefilesintotheirfolder.
FilescanalsobemovedusingtheCut/Copy/Pastebuttons.
MovingFileswithCut/Copy/Paste
Tomoveafile(s)intoafolderusingtheCut/Copy/Pastebuttons:
1) Selectthefile(s)withthemouse;itwillhighlightinblue
2) Right‐click(orusethetoolbar)andchoosetheCutorCopybutton[Fig.6]
3) ChoosethedestinationfolderbyclickingitintheFolderTree
4) Onthetoolbar,clickthePastebutton5) Thefilewillappearinthenewfolder
DownloadingFiles
Todownloadanyofthefilestoalocalharddrive,either
1) Double‐clickthefile,or
2) Right‐clickthefileandchooseDownload(oralternativelyclicktheDownloadbuttonfromthetoolbar)
Figure6:Cutting/CopyingFile
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UPDATINGFILES
ThereareseveraldifferentwaystoupdatefilesfromtheOnCourseDocumentsManager.ToreplacetheexistingfileinOnCoursewithanupdatedversionfromthecomputerharddrive,usetheUpdateFileoption(detailedinstructionsbelow).ToupdateafilefromOnCoursewithoutleavingthewebbrowser,usetheEditwithZoho/Piknikoption(detailedinstructionsbelow).BothupdatemethodscanbeusedeitherinMyDocumentsortheCurriculumPortal.WithintheCurriculumPortal,anyupdateperformedwillbetrackedinthefile’srevisionhistory.UsingtheUpdateFileoption
ToupdateafileintheOnCourseDocumentManagerwithanewerversionfromthecomputerharddrive,followthesesteps:
1. Right‐clickonthefile,choosetheoptiontoUpdateFile2. TheUploaderwilllaunch;clickAddFilesandchoosetheupdatedfilefromthe
harddrive3. ThefilewillappearintheUploader;clicktheStartUploadbutton4. Theoldfilewillnowbereplacedbythenewerversion
UsingtheEditwithZoho/PiknikoptionToupdateafilefromwithinthewebbrowser,followthesesteps:
1. Right‐clickonthefile,a. ToeditaMicrosoftOfficefile,choosetheEditwithZohooptionb. Toeditapicture(jpg,gif,bmp),chooseEditwithPiknik
2. TheZoho/Piknikwebapplicationwilllaunchinthewebbrowser,andthefilewillbeavailabletoedit
TIP:PIKNIKANDZOHOAREINDEPENDENTWEB‐APPLICATIONSTHATONCOURSEUTILIZESFOREDITINGFILESONTHEWEB.BECAUSETHEYARENOTGOVERNEDBYONCOURSESYSTEMS,SUPPORTFORTHESEAPPLICATIONSISLIMITED
3. Whenchangeshavebeencompletedsuccessfully,clicktheSavebuttonandtherevisionswillbesavedto
thefilesstoredinOnCourse
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LINKINGFILESFROMMYDOCUMENTSTOLESSONPLANS/WEBSITE
TIP:LINKINGFILESTOTHEPLANS/WEBSITECANONLYBEDONEFROMMYDOCUMENTS(NOTCURRICULUMPORTAL).TOLINKAFILEFROMTHEPORTALTOTHEPLANSORWEBSITE,ITMUSTFIRSTBECOPIEDFROMTHEPORTALANDPASTEDITINTOYOURMYDOCUMENTS
LinkingDocumentstoLessonPlans
FilesstoredintheMyDocumentsareacanbelinkeddirectlytoLessonPlansforadministrators,ortohomeworkforparentsandstudents.
TolinkafiletotheLessonPlanandtheHomework,followthesestepsbelow:
1. OpentheLessonPlanner,andclickonthelessonblockwherethefilewillbeattached;thiswilllaunchtheLessonPlanEditor(Figure7)
2. OnthetoolbarisaPaperClipiconthat
willattachasingledocumenttothisLessonPlanonly;however,toattachmultiplefilesatonce,andtoattachtothelessonandhomeworkatthesametime,clicktheAttachDocumentstabonthetoolbar
3. ClickingtheAttachDocumentstabwilldisplayalistofalluploadedfiles,eachofwhichhastwocheckboxesnexttoit,labeled“AttachtoLessonPlan”and“AttachtoHomework”
4. Clicktheappropriatecheckboxesnexttoeachfiletobeattached
LinkingDocumentstotheWebsite
FilesstoredintheMyDocumentsareacanbelinkedtotheteacherwebsiteforvisitorstodownload.Todoso,followthesestepsbelow:
1. Openthewebsite,navigatetothepagewherethedocumentwillbelinked,andclicktheEditPenciltolaunchtheWebsiteEditor
2. IntheWebsiteEditor,clickthePaperclipicononthetoolbar(Figure8)
3. Inthelistoffilesthatappears,double‐clickthefiletoattachittothewebsite
Figure7:LessonPlanEditor:AttachDocumentsTab+Paperclip
Figure8:WebsiteEditor:Paperclipbutton
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CURRICULUMPORTAL:ADVANCEDFEATURESOVERVIEW
TheCurriculumPortalisadistrict‐wideextensionoftheMyDocumentssystemdesignedtowarehousealloftheelectronicassetscollectedbytheschoolsandpromotecollaborationonthosefiles.Thereareavarietyofadvancedfeaturesbuiltin;however,noneofthefeaturesdisplayedbelowareavailableintheMyDocumentssystem.IfyourschooldoesnothavethePortalandwouldliketoinquireabouthavingitactivated,pleasecontactOnCourseSystemsat800‐899‐7204.
TheadvancedfeaturesoftheCurriculumPortalinclude:
DOCUMENTSHARINGPERMISSIONSAdistrict’sdesignatedOnCourseDistrictManagerstartsoffwithfullrightstothedistrictCurriculumPortal.Thatusercanthensharevaryingdegreesofviewing/editingpermissionswithanymembersofthedistrictstaff.Theinterfaceforassigningcustompermissionsisdesignedtogiveextremelydetailedlevelsofaccessthatwillempowertheadministrativeteamtodeterminewhatanindividualorgroupofteacherscansee,edit,andshare.
COLLABORATIONBOARDSTheCurriculumPortalishosttocustomcollaborationboards,sometimesknownasdiscussionrooms,whichwillallowgroupsofstaffmemberstocommunicateonlineastheypost,revise,andreviewdocuments.Thisfeatureisespeciallypowerfulforteachersinprofessionallearningcommunities,orwhowishtoworkwithteachersinotherschools.
COMPREHENSIVEREVISIONHISTORYTheOnCourseCurriculumPortalkeepsafullrevisionhistoryforeveryfilestoredinthesystem.Thosereviseddocumentscanberestoredatanytime,ordownloadedasaseparatefile.
LINKINGTOBENCHMARKS/STANDARDSEachresourcestoredinthePortalcanbeassociatedtooneormanystatestandards;thismappingwillthenappearinateacher’sStandardsViewerastheyarewritingplans.Thisisanextremelyeffectivewaytodisseminaterelevantresourcestotheteachingstaffpreciselywhentheyareteachingthelessontowhichtheresourcerefers.
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ENABLINGADVANCEDFEATURESVIAFOLDEROPTIONS
EveryfoldercreatedintheCurriculumPortalhasseveraloptionsthatgovernthetypesoffilesthatcanbecontainedtherein.AfolderintheCurriculumPortalissimplyaplacetostoreandsharefiles,untiladvancedoptionsareactivated.Byactivatingtheseoptions,afoldercanbeenhancedwithadvancedfeaturessuchasdiscussionboardsandweblinks.
Activating/DeactivatingAdvancedFeatures(DiscussionRooms,WebLinks)
1. ToactivateordeactivateadvancedfeaturesonfoldersintheCurriculumPortal,right‐clickontheparentfoldertowhichthefeatureswillbeapplied,andclicktheOptionsbuttonfromthedrop‐downmenu[Figure9]
2. TheFolderOptionswindowwillappear[Figure10]
3. TherearethreetypesofitemsthatcanbecreatedandmanagedintheCurriculumPortal:files,discussionrooms,andweblinks.EachoftheseitemsaredisplayedintheFolderOptionswindowandtheactivationstatus(YesorNo)willbedisplayedtotherightofeachitem.
4. Toactivateanyitemforuseintheselectedfolder,changethe
activationstatustoYes.Todeactivateanyitem,changethestatustoNo
5. Toapplythesesettingstoanychildfolders,clicktheApply
Settingsbutton
Figure9:ClickOptionstoManageAdvancedFeatures
Figure10:FolderOptions
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SHARINGFILESANDFOLDERS
PermissionsintheOnCourseCurriculumPortalaregovernedbyinheritance,meaningthatafileorfolderwilltakeonthepermissionsofitsparentfolder.Thesepermissionscanthenbeadjustedeitheronthefolderorfilelevel.
TIP:IFYOUGRANTRIGHTSFORACOLLEAGUETOSEEAFILE,ANDTHEYDON’TSEEITINTHEIRPORTAL,MAKESURETHATYOUHAVEGIVENTHATPERSONAPPROPRIATERIGHTSONTHEPARENTFOLDER.
AddingGroup/IndividualPermissions
1. Right‐clickthefileorfolderthatwillbeshared2. ChoosetheSharingoption[Figure11]3. TheFileAccessWindow[Figure12]willappear.OnCoursewill
displaythelistofuserswhohavealreadybeengrantedaccesstothisfile/folder,andalsothedegreeofaccesstheyhave(toremoveanycurrentpermission,clicktheredXnexttothegroup)
4. Toaddanewgrouporindividualpermission,clicktheAddGroupbutton
5. TheSharingGroupsWindowwillpopintothescreen[Figure13]
6. Usethetabsinthiswindowtonavigatearoundthedifferentgroupsofusersinthedistrict;groupscanbechosenattheDistrict,School,Department,ClassandevenIndividuallevel.
7. Whentheappropriategroupshavebeenadded(byclicking
thegreen+button)closetheSharingGroupsscreen8. ThegroupschosenwillnowappearintheFileAccessWindow
TIP:IFYOUWISHTOGRANTACCESSTOAGROUPOFUSERSWHODONOTFITNEATLYINTOTHEPREDEFINEDDEPARTMENTORSCHOOLGROUPS,ONCOURSESUPPORTSTHECREATIONOFCUSTOMIZEDRESOURCEGROUPS.CONTACTTHEONCOURSEHELPDESKTOCREATEARESOURCEGROUP.
Figure11:SharingOption
Figure12:FileAccessWindow
Figure13:SharingGroups
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AdjustingAccessLevels
Eachpermissiongroupwillhaveaspecificaccesslevelnexttoit;justclickontheaccessleveltochangeit:
FULL:givestheusertheabilitytoedit/deletetherecordaswellasmodifypermissionsWRITE:allowstheusertoedit/deletetherecord,butnotassignpermissionsREAD:abilitytoreadtherecord,butnotmakeanychangesorupdatesNONE:doesnothaveanyaccess
OverwritingPermissionsIfaparentfolderhasbeengrantedappropriatepermissions,andallchildfilesandfolderswithinshouldhavethesamepermissions,clicktheApplySettingsbutton
RemovingPermissionsToremovepermissionsonanyfileorfolder,clicktheredXnexttothegrouporindividualaccessrecordtoberemoved.Toremoveallgroupsatonce,clicktheRemoveAllbuttononthetoolbar.
Figure14:AccessLevels
Figure15:ApplySettingsbutton
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REVISIONHISTORYINTHECURRICULUMPORTAL
EveryfilethatisupdatedintheOnCourseCurriculumPortalwillhavearevisionhistorystoredbytheprogram.Thisisanespeciallyusefulfeatureforuserscollaboratingonthesamefile.OnCourselogsthedateandtimeofanychanges,theuserwhomadethechanges,andthebefore‐and‐afterfilesizes.Toaccesstherevisionhistoryofanyfile,right‐clickitwiththemouse,thenclicktheRevisionsoptiononthedrop‐downmenu[Figure16].Todownloadanolderrevisionofthisfile,clickthesinglegreenarrownexttotherevision[Figure17,leftarrow].Torevertthisfiletoapreviousversion,clickthedoublegreenarrownextthedesiredrevision[Figure17,rightarrow].ThisrevisionwillnowreplacetheactivefileintheDocumentsWindow.
Figure17:RevisionHistory
TIP:REVERTINGAFILEWILLCREATEANEWENTRYINTHEREVISIONHISTORYTOTRACKTHEREVERSION;THEFILEBEINGOVERWRITTENWILLNOTBELOST.
Figure16:RevisionsTab
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COLLABORATINGINTHEPORTALVIADISCUSSIONBOARDS
TheCurriculumPortalcanhostDiscussionBoardsthatwillallowanystaffmemberswiththecorrectpermissionstoengageincommunicationwithoneanotherandsharevariousdifferenttypesofinformation.DiscussionBoardsareanadvancedfeatureofthePortalfolders,andmayneedtobeactivatedbeforetheAddDiscussionbuttonwillappear[Figure18].ToactivatetheAddDiscussionbutton,right‐clickthefolderthatthediscussionwillresidein,clicktheOptionsbutton,andmakesurethattheDiscussionitemissettoYes.StartingaDiscussion
1. Tocreateanewdiscussion,clickonthefolderwherethediscussionboardwillbecontainedandclicktheAddDiscussionbutton[Figure18].
2. AnAddDiscussionwindowwillappearandaskforaname.TypethenameofthediscussionandclicktheSavebutton.
3. Annewiconwillappearinthefolderlabeledwiththenamegiventothediscussion.Theiconshowntotherightdemonstratesadiscussionthatcreatedwiththename“OurDiscussion”.Thisiconisthelinkintothediscussion,andcanbecut/copied/pasted/draggedintootherfoldersinthesamefashionasaregularfile.
4. Toenterthediscussionandbegincommunicating,double‐clickthediscussionicon.5. Awindowwillappear[Figure19]and
willshowanycommunicationthathasalreadybeenpostedinthisdiscussionboard.Ifnoinformationhasbeenposted,thewindowwilldisplaythismessage:StartaDiscussionusingtheoptionsintheupperrighthandcorner.
6. Theseoptionsareexplainedindetailinthenextsection,‘AddingItemstoaDiscussion’.
Figure18:AddDiscussionbutton
Figure19:TheDiscussionWindow
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AddingItemstoaDiscussionTherearefourtypesofitemsthatcanbeaddedtoadiscussion.Afterclickingonthediscussionandenteringthe“discussionflow”,theoptionsshowninFigure20willallowausertoaddanyofthesefouritemstothediscussion.Item1:PostClickingthePenciliconwillopentheAddPostform.OncethisformisfilledoutandtheSavebuttonispressed,thepostwilladdtothediscussionflow[Figure21].Toreplytoanexistingpost,clicktheAddCommentbuttonasindicatedbythegreenarrowinFigure21.Thereplywillbecreatedin‐line,meaningthatitwillappearasadirectreplytotheexistingpost.Item2:E‐mailClickingtheEnvelopeiconwillopentheSendE‐mailform.OncethisformisfilledoutandtheSendbuttonispressed,ane‐mailwillbesenttothespecifiedrecipients,andanentrywillbepostedtothediscussionflow,asshowninFigure22.Item3:EventToscheduleaneventinthediscussionflow,clicktheAddEventbuttonthatresemblesacalendar,shownasitem3inFigure20.TheAddEventformwillopen.OncethisformisfilledoutandtheSendbuttonispressed,aneventwillbecreatedandsenttoanyspecifiedrecipientsthroughe‐mail.Anentrywillbewrittentothediscussionflowtotracktheevent.Item4:DocumentToaddadocumenttothediscussionflow,clicktheUploadDocumentbutton,shownasitem4inFigure20.TheUploaderwilllaunch,andfollowthenormaluploadproceduretomoveafilefromalocalcomputerintothediscussionthread.CommentingToaddacommenttoanyexistingpostinthePortal,justclicktheAddCommentbutton(shownright)andtypethecomment
Figure20:DiscussionItems:(1)Post,(2)Email,(3)Event,(4)Document
Figure21:CompletedPost
Figure22:SentE‐mailPostedtoDiscussionFlow
Figure23:CompletedEvent
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CREATINGAWEBLINKINTHEPORTAL
TheCurriculumPortalcanbeusedtostorewebsitelinks(URLs)asitemsthatcanbesharedviapermissiongroupsinthesamewayasregularfiles.WebLinksareanadvancedfeatureofthePortalfolders,andmayneedtobeactivatedbeforetheAddWebLinkbuttonwillappear[Figure24].ToactivatetheAddWebLinkbutton,right‐clickthefolderthatthediscussionwillresidein,clicktheOptionsbutton,andmakesurethattheWebLinkitemissettoYes.CreatingaWebLinkinthePortal
1. TocreateaWebLink,startbynavigatingtotheCurriculumPortalfolderthatwillcontainthelink
2. Oncethefolderhasbeenselected,clicktheAddWebLinkbuttononthetoolbar(ifthisbuttondoesnotappear,refertothesectionatthetopofthepageforinstructionsonactivatingthisoption)
3. TheAddWebLinkwindowwillappear[Figure25];in
thisarea,typetheShortcutNamethatwillidentifythelink,thentypethefullwebsiteURLintheURLfield,asshowninFigure25
4. ClickSave
5. TheWebLinkitemwillbecreated,andaniconwillappearinthefolderselectedinstep1;double‐
clickingthisiconwilllaunchanewbrowserwindowandopenthechosenwebsite
6. ThisWebLinkitemcannowbeassignedpermissionsbyright‐clicking,andchoosingtheSharingoption
Figure24:AddWebLinkbutton
Figure25:AddWebLinkwindow
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LINKINGFILES/RESOURCESTOSTATESTANDARDS
ResourcesloadedintotheCurriculumPortalcanbelinkedtoStateStandards.Onceafilehasbeenlinkedtoastandard,anyteacherwith(atleast)ViewaccesstothisfilewillbeabletoviewthelinkfromwithintheirLessonPlannerandaccessthisfileinstantly.
LinkingaFiletoaStandard
1. Tolinkafiletoastatestandard,locatethefileinthePortalandright‐clickonittoaccessthedrop‐downmenu
2. ClicktheLinktoStandardsbutton[Figure26]3. TheStandardsLinkerwillappearonthescreen[Figure27]4. Clicktochoosethesetof
standardstoviewusingthetabsacrossthetopoftheLinker
5. Clicktochooseacontentareafromthelist
6. ClicktochooseagradelevelfromtheGradeLeveldrop‐downboxinthetop‐rightcornerofthescreen
7. TheindividualstandardswillnowdisplayintheLinker,asshowninFigure27.Searchthroughthesemanually,orusetheSearchbuttontolocateankeywordquickly
8. Tolinkthisfiletoastandard,clicktheGreenPlusiconnexttothedesiredstandard9. Thestandardchosenwillappearintheboxbelow,labeledStandardsLinkedtothisDocument10. Ifthereareotherstandardstobelinkedtothisfile,chooseasmanyasisdesired
Oncethelinkhasbeencreated,ateacherwhoisaccessingstandardsthroughtheirLessonPlannerwillseeanicontoalertthemthatthereisaresourcedocumentavailable,asshownontheright.Toaccessanylinkedfile,theteachercandouble‐clickontheicontoviewanddownloadanyassociatedresources.
Figure26:LinktoStandardsbutton
Figure27:StandardsLinker