onQ Support

onQ Support

IMPORTANT: The ePortfolio tool is currently being piloted and is not available in all onQ courses.  To find out further information contact: selina.idlas@queensu.ca

ePortfolio

The ePortfolio is a personal portfolio tool for students to store, organize, reflect, and share items that represent their learning and achievement over time.

To learn how to use the ePortfolio tools, including adding artifacts, reflections etc go to ePorfolio for students.

Below is information on how to setup the ePortfolio tool permissions for creating form templates, sharing, integrating with content, and assessing.

Sharing Items

Setting up Course Sharing Groups

Course level org unit sharing groups are set up by a course designer and shared with users in a course.

Access Course or Department Sharing Groups

  1. Open a course (or other org unit).
  2. Do one of the following:
    • Click Edit Course on the navbar and then click Sharing Groups.
    • Click Sharing Groups in the Course Administration widget.

Create a Course or Department Sharing Group

  1. On the course-level Sharing Groups page, click New Sharing Group.
  2. Give the group a Name and Description.
  3. Click Show Advanced Sharing Options.
  4. Select the Automatically share items with this sharing group check box if you want this group automatically applied to all items that meet the group’s filters.

    Important: This setting forces all users (regardless of role) in the course to use this sharing group. Use the Role Filter to specify which roles the group should apply to.

  5. If you selected the Automatically share items with this sharing group check box, complete the following steps:

    • Select whether you want the sharing group to be visible or hidden to users.

      Important: If you hide the sharing group, users will not be able to determine which items they are automatically sharing or the permissions other users have.

    • Use the Type Filter options to specify which item types to apply the sharing group to.
    • Use the Tag Filter options to restrict the sharing group to items that use specific tags.
    • Use the Role Filter to specify which roles the sharing group is shared with.
  6. Click Save.
  7. Click Add Users.
  8. Browse for the users you want to add. Use the Search For field to narrow your browsing results. Users with cascading roles must perform a search to display results.
  9. Click on users or groups of users in the browse listing to add them to the Selected Users list. Click the ​Remove icon beside those users or groups of users you want to remove from the Selected Users list.
  10. Select the permissions you want the selected users to have and click Add.
  11. Click Save and Close.

Pushing ePortfolio Items to Others

As a part of the Import/Export tool, administrators and instructors can push artifacts, reflections, presentations, collections, and learning objectives into other users' portfolios for their own use.

Push functionality enables organizations to provide examples and template ePortfolio items for students. Organizations, administrators, or instructors can customize content in their own ePortfolios and then push out the content to courses or sharing groups. This enables you to provide better support, scaffolds, and generic getting started tasks for students.

Note: The system maintains the same item properties during a push process as it does during an export process with the following exceptions:

  • Presentation themes, including those with modified styles, are included in a push
  • Tags are included in a push
  • Rubrics associated with an item are included in a push
  • Rubrics embedded in form artifacts are included in a push
  • Comments are not included in a push

Push Items to Other Users' Portfolios

  1. On the Import/Export ePortfolio Content page, click Push.
  2. Select Automatically include associated items if you want to include items connected to the items you're currently pushing.
  3. Click Add Items.
  4. Select the items you want to push and click Add. Remove unwanted items from the push list by clicking the Remove icon beside those items.
  5. Click Next.
  6. Browse for users, groups, or courses to push the content to. Use the Search for field to narrow your browsing results. Users with cascading roles must perform a search to display results.
  7. Select users, groups, or courses from the browse listing to populate the Selected Users list. Click the Remove icon beside groups or courses to remove them from the Selected Users list.
  8. Click Push.

You can review the status of your push processes on the Import/Export ePortfolio Content page in the Pushes to Others list.

Note: Push processes may take some time to appear in users' portfolios depending on the size of items, number of users receiving those items, and the number of processes in the queue.

Allowing Certified Learning Environment artifacts

If your organization uses both ePortfolio and Learning Environment, you can allow users to import items from your course as learning artifacts to their ePortfolios. You can allow users to import learning artifacts from the following tools:

  • Quizzes
  • Dropbox
  • Grades
  • Competencies

Learning Environment artifacts differ from other artifacts because they cannot be modified. They record a submission or achievement at a specific point in time. Learning Environment artifacts do not update when items change in a course; users can only change their name, description, and tags. Users cannot modify the actual content.

Note: If a user imports quiz or dropbox folder results into their ePortfolio, learning objectives associated with the quiz or dropbox folder automatically import into the user's ePortfolio with an association to their corresponding artifact.

Allow Quiz Artifacts

Select the Allow users to add this quiz to their ePortfolio option on the appropriate New Quiz or Edit Quiz page in the Quizzes tool.

Allow Dropbox Artifacts

Select the Allow users to add this folder to their ePortfolio option on the appropriate New Folder or Edit Folder page in the Dropbox tool.

Allow Grade Artifacts

Select the Allow users to add their grades to their ePortfolio option on the Org Unit Display Options page in the Grades Setting area in the Grades tool.

Allow Competency Artifacts

Select the Allow users to add their competencies to their ePortfolio option on the Competency Settings page in the Competencies tool.

Form Templates

Understanding Forms

Form templates are pages created by an institution, department, or course designer that collect information from users. When you create a form template, you specify what fields it includes, what type of information each field collects, and whether a field is required. Users can fill out a form template multiple times and they can allow others to comment on or evaluate their entries.

When users fill out a form template, a form response is added as an artifact in their ePortfolio. They can then share, edit, or add the form response to collections, presentations, or learning objectives. Form responses can also be submitted as a dropbox submission.

Create organization-wide form templates in the ePortfolio area of the Admin Tools widget. Create course form templates from the Course Administration area for a specific course.

Note: Form templates are not course-specific. When you share a form template with individuals in your course, they can use it in other courses and repurpose it as desired.

Parts of a form

There are two areas to complete when creating a form template: form template details and form template content. The details area contains the name and description of the form template and which courses have access to it. The content area contains the actual fields users fill out.

The content area of a form template can contain two types of fields: system fields and custom fields.

System fields automatically populate with data from a user’s profile. Some typical system fields include:

  • First Name
  • Last Name
  • Email
  • Picture
  • Address

Custom fields allow users to fill in content. You define what type of information users enter in a custom field and whether it is required.

There are 12 custom field options:

  • Drop-down List: Creates a drop-down list of options that users can choose between. Use this option or a radio button when you want users to choose only one option from a predetermined list.

    Tip: It is good practice to make the default value descriptive text rather than one of the options. For example, -- Select a file type -- or -- Choose an action --.

  • Radio Button List: Creates a set of radio buttons that users select one option from. Use this option or a drop-down list when you want users to choose only one option from a predetermined list.
  • Check Box List: Creates a set of check box items that users can select options from. Use this option when you want users to choose one or more options from a predetermined list.
  • Text Input: Simple Text Creates a standard text field for entering text. You determine how many characters the text field accepts. You can also provide default text or instructions to help guide users’ responses.
  • Text Input: Formatted Text Creates a text field that uses the HTML Editor. Formatted text fields allow you to use graphics, tables, links, and other functionality available in the HTML Editor.
  • Numeric Input: Creates a field that only accepts numeric data. You can specify whether to allow decimals and negatives.

    Note: If the input contains numeric characters as well as symbols or text, use a simple text field instead. For example, for phone numbers or product numbers, use a simple text field and provide examples such as (555) 555-5555 or 1264-AX100.

  • Date and Time Input: Creates a standard date selector and calendar for selecting a date and/or time.
  • Information: Provides a rich text field for adding a content area to a form. A content area provides information to users rather than collecting it. For example, you could provide text instructions, a graph, or an image.
  • File Upload: Creates Add a File and Record Audio buttons and dialogs for each. You can specify what types of files users can upload and the maximum file size allowed.
  • Rubric Evaluation: Allows you to insert a rubric created in Learning Environment. Use this option to gather consistent feedback from users. For example, create a peer evaluation form that includes a rubric with the appropriate assessment options.
  • ePortfolio Item Link: Creates an Add button and dialog that lets users associate the form response with an item in their ePortfolio. You can restrict what types of items a user can link the form response to. For example, if you have a form template or reflecting on or evaluating a presentation, require that users link to the presentation in the form.

    Note: When you follow a link in a form, you have the same permissions for the item as you do for the form, even if the permissions differ from your normal permissions for the item.

  • Org Unit: Creates a drop-down list of org units limited to a user's enrollments. You can define what type of org units display in the drop-down list (for example, Course, Group, Semester, etc). Use this field if you want to tie form data to an org unit.

Accessing Form Templates

Access the Area for Managing Course Form Templates

  1. Open a course.
  2. Do one of the following:

    • Click Edit Course on the navbar and then click Forms.
    • Under the Site Resources heading, click Forms in the Course Administration widget.
    • Open a module in Content and click Form Templates from the Add Existing Activities button. Click Manage Form Templates.

Access the Area for Managing Organization-Wide Form Templates

Click Forms in the Admin Tools widget or from the​ Admin Tools menu on the minibar.

Organization-wide form templates are shared with all org units and, therefore, all users by default. However, you can use the Make Available To options to restrict who you share organization-wide forms with by selecting specific org units. You can also share form templates from departments and other org unit types above a course in your organizational hierarchy. You cannot share form templates across org units at the same level in your hierarchy; therefore, you cannot share a form template created in a course with another course.

Creating Form Templates

Set Up a Form Template

  1. Click New Form Template on the Manage Form Templates page.
  2. Enter a Name and Description.
  3. If you are creating a form template for your organization (or other org unit type above a course in your organization's hierarchy) and you only want to share the form template with specific courses (or other child org units) rather than all child org units:

    • Clear the Current Org Unit check box.
    • Click Add Org Units.
    • Select the org units you want to share the form template with.
    • Click Insert.
  4. Click Save.

Note: You can only share form templates with org units below your current org unit; therefore, you cannot share form templates created in a course because it's the lowest org unit level you can create form templates in.

Add a System Field

  1. Click Add System Field.
  2. Select the Field Name you want to add.
  3. Click Add.

Add a Custom Field

  1. Click Add Custom Field.
  2. Enter a Field Name.
  3. Select the Make this a required field check box if you want to make this field a requirement.
  4. Choose the Data Type for the field.
  5. Fill in additional information based on the data type.
  6. Click Save.

Add a Section Header Between Fields

  1. Click Add Section Header.
  2. Give the section header a Name.
  3. Select Show as a separator if you want a separator in your form template instead of displaying the section header name.
  4. Click Save.

Reorder Fields

  1. Click Reorder Fields.
  2. Select a new position for a field using the Sort Order drop-down list beside its name. The positions of other fields adjust accordingly.
  3. Click Save.

Edit a Field

Note: You can only edit custom fields.

  1. Click the Edit icon for the field you want to edit on the Edit Form Template Contents page.
  2. Make your changes.
  3. Click Save.

Integrating with Content

Adding ePortfolio Reflections from Content

You can add an ePortfolio reflection within Learning Environment by clicking Reflect in ePortfolio on any page in Content. The Reflect in ePortfolio button is enabled by default.

Note: When you add a reflection from Content, the reflection is automatically tagged with three tags that specify the reflection's origin: the course ID, the module name, and the topic name.

Enable Reflect in ePortfolio Button

  1. Navigate to the course topic you wish to allow reflections from.
  2. Select Reflecting in ePortfolio is disabled from the Activity Details area.
  3. Select Allow Reflecting in ePortfolio.
  4. Click Update.

Disable Reflect in ePortfolio Button

  1. Navigate to the course topic wish to disable reflections from.
  2. Select Reflecting in ePortfolio is enabled from the Activity Details area.
  3. Clear Allow reflecting in ePortfolio.
  4. Click Update.

Integrating Form Templates in Content

You can integrate form templates created either at the org or course level to gather information from within course modules and topics in Content. Form responses created by users are then sent to their ePortfolio for future reference.

You can, for example, ask students to complete a form response to demonstrate understanding of a particular theory or to gather feedback about their thoughts on the methods used to foster learning. See Creating a form template for more information on how to set up form templates.

Add a Form Template Into a Module

  1. Navigate to module where you want to add the form template.
  2. Click Form Templates from the Add Existing Activities button.
  3. Click the form you want to add to the module.

Note: You can only add form templates that were created at the course level or if they were created at the org level and shared to the course.

Form Options in Content

As an instructor, you can use the following options when adding a form template to Content:

  • If you have the proper permissions, you can click Edit Form Template to edit the form template when you are viewing it in Content.
  • Activity Details: This area allows you to set date restrictions, how to track the topic's completion and whether students can add reflections to ePortoflio from this topic.
  • Learning Objectives: This area allows you to associate learning objectives with this form template

Once you or a user completes a form response, you can view the following options:

  • Edit Form Response: This option allows you or any user to change any responses in your form response.
  • View in ePortfolio: This option opens a new browser tab, directing you to the form response added in ePortfolio.

Assessing ePortfolio Content

Assessing ePortfolio Items Submitted to a Dropbox Folder

ePortfolio items that users submit to a dropbox folder are treated as unique objects; they do not change when the original item changes. This allows you to assess or grade submissions without worrying about users revising their work.

Dropbox folders can be associated with a competency or a grade book item in Learning Environment. You can also attach feedback or comments to specific submissions.

Tip: If you select the Allow users to add this folder to their ePortfolio option with a dropbox folder's properties, users can add their submissions with your feedback to their ePortfolios. This allows users to continue improving their work, while maintaining a copy of how the item appeared at the time of assessment.

Setting up Rubrics for ePortfolio

Use rubrics in ePortfolio for assessing artifacts, reflections, collections, presentations, and learning objectives.

Rubrics must be available at the course, department, or organization level to enable users to attach them to ePortfolio items for assessment. Create rubrics using the Rubrics tool.

An ePortfolio user who has permission to assess an item can assess the item using any of the rubrics attached to the item by its owner.

Administering Learning Objectives for ePortfolio

ePortfolio learning objectives provide learners with a personalized approach to learning outcome showcase and management. ePortfolio supports two configurations for facilitating learning objectives: a program-directed approach and an independent, self-directed approach.

In a program-directed approach, instructors and program administrators can push learning objectives (with associated items) into learner ePortfolios from the organization, department, program, or course offering level. Within this set up, learners can:

  • share learning objective items with others to generate feedback
  • associate learning objective items with artifacts, reflections, collections, and presentations that demonstrate their learning
  • display learning objectives in presentations
  • create public learning objective-based presentations to seek feedback from those external to the organization
  • delete learning objectives that no longer align with their learning plan

The self-directed approach enables users to select learning objectives from Learning Environment to import as items in their ePortfolio. This model empowers learners to define their own learning plans in addition to the actions listed above.

Configuring Permissions

The following role permissions affect the way learning objectives behave for users in ePortfolio:

  • Import Learning Objectives from the Competencies Tool: Allows users to import learning objectives into their ePortfolio from the org units they are enrolled in.
  • Manage Learning Objectives: Allows users to edit, share, associate, and delete learning objective items in their ePortfolio.
  • See Competencies: If users have permission to import learning objectives into ePortfolio, See Competencies allows those users to browse and import learning objectives from an org unit in which they are enrolled. Users can only see "Approved" competency structures from the org units in which they are enrolled.
  • Manage Competencies: Allows users to provision competencies and learning objectives for the org or org units in which they are enrolled. Users with Manage Competencies can also import competencies as learning objectives in ePortfolio without having to select "Make competency and its children visible to users".

The way your organization wants to facilitate learning objectives primarily affects which permissions you should assign to learners. The following table illustrates the permissions required for each user type.

Configuring Permissions
Configuration Program administrator or instructor role permissions Learner role permissions

Program-directed approach

Import Learning Objectives from the Competencies Tool

Manage Learning Objectives

See Competencies

Manage Competencies

Push Items to Another User

Manage Learning Objectives

Self-directed approach

Import Learning Objectives from the Competencies Tool

Manage Learning Objectives

See Competencies

Manage Competencies

Import Learning Objectives from the Competencies Tool

Manage Learning Objectives

See Competencies

Setting up Competencies for ePortfolio

Depending on the org level at which you have the Manage Competencies role permission, you can set up competency structures at the organization, department, or course offering level and make those structures available for ePortfolio.

Ensure the following settings in the Competencies tool are configured to make competency structures available for use in ePortfolio.

Note: If Independent Learning Objectives is selected on the Settings page in the Competencies tool, orphan learning objectives are available by default to users enrolled in the org unit they exist within.

Make competency structures available for ePortfolio

  1. On the Settings page in the Competencies tool, in the Display to User section, ensure the following check boxes are selected:
    • Competencies Required if you want to make competencies available for use as learning objectives in ePortfolio
    • Learning Objectives Required to make learning objectives available for ePortfolio
    • Independent Learning Objectives Required if you want to make orphan learning objectives available for ePortfolio
  2. On the Competencies List page, click on the competency structure you want to make available for ePortfolio.
  3. Set the Status of the parent competency to "Approved". This makes its child learning objectives available for ePortfolio.

    Note: If your institution has a review process for competency approval, ensure that you follow that process before selecting "Approved".

  4. Select Make competency and its children visible to users if you want to make the competency itself available for use as a learning objective in ePortfolio.

    Note: If you or other users have the Manage Competencies permission, approved competencies appear as learning objectives in ePortfolio regardless of whether you select this setting or not.

  5. Click Save.