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Moodle_for_Administrators_Handbook

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					     for Administrators




     Learning Technology Support Service
              www.ucl.ac.uk/ltss

www.ucl.ac.uk/ltss                   v1.04
Moodle for Administrators


1.    Set up your Moodle course .........................................................................................3
2.    Set up automatic enrolments .......................................................................................5
3.    Groups ........................................................................................................................6
4.    Groupings ...................................................................................................................7
5.    Make your home page more usable ............................................................................8
6.    Uploading multiple files ............................................................................................. 10
7.    Adding images .......................................................................................................... 12
8.    Use your blocks......................................................................................................... 14
9.    Set up student assignments (drop boxes) ................................................................. 17
10.      Set up a Turnitin (plagiarism detection) assignment............................................... 21
11.      Grading assignments ............................................................................................. 23
12.      Gradebook – marks management.......................................................................... 25
13.      Resetting your Moodle course ............................................................................... 34
14.      Moodle Reports – checking user activity ................................................................ 36
Online Moodle resources ................................................................................................. 39




Version 1.05 October 2011




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1. Set up your Moodle course

Access the Administration block
Setting up your course for release to your students is
mainly done through the Administration block.


   If the Administration block is missing in your course, go
    to the Blocks block and from the drop-down list select
    Administration.




Change the number of topics displayed on the course home page
   In the Administration block, click on Settings.
   Select the Number of
    Weeks/topics. You
    can choose any
    number, though 10 or 20 is most common. Note you can use this area of the
    Settings menu to change from Topics to Weekly format if you wish. In Weekly
    format the topic numbers are replaced by dates, and you can alter the start date
    in the options immediately below. While this format is attractive, you cannot then
    add general topics (such as Resources) as this area will also show a date range.
   Scroll down and click on Save changes to see the effect.


Add a summary course description
       In the Administration block, click on Settings.
       Type or paste your course description into the Summary text area, again scroll
        down and click on Save changes. The description will appear to students or
        other members of the community browsing Moodle.


Remember to make your course available to students!
       In the Administration block, click on Settings.
       Scroll down to Availability.
       From the drop down
        menu choose This
        course is available
        to students.



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      The Enrolment key is an alphanumeric password of your choice you can
       distribute to students to allow them to enrol on (enter) your course. Unmask
       will reveal the password. Remember you can allow Guest access if you wish,
       with or without the enrolment key. We will use the enrolment key later to put
       students in groups. Guest access will allow anyone in the world (even without a
       UCL login) into your course, although guests cannot interact i.e. take quizzes or
       send messages to forums. The Enrolment key can also be used to place
       students in groups (see next section).
      Scroll down and click on Save changes.


TIP: If you want to link to a course, for example in an e-mail, use the web address of
your course home page e.g. http://moodle.ucl.ac.uk/course/view.php?id=5523.
Users will still have to log in unless you have given Guest access.




Enrol students and tutors manually
      Click on Assign roles in the Administration block.
      Choose the role you wish to assign someone to. There
       are a wide range of roles available in Moodle, but the
       ones we use at UCL are mostly Student, Tutor (has
       editing rights) and Administrator (the same editing
       rights as Tutor). The Enrolment keyholder is the
       person who will receive emails from users requesting
       the enrolment key.




      Click on the role e.g. Student. You can
       Search (use first name, last name or
       UCL email address) to find the person
       then click Add. The individual is then
       enrolled in your course in the role you
       have chosen. If you make a mistake,
       select the user and click Remove.
       TIP: Use % between first name and
       last name to find users who may have a middle initial.
      This person will now have access to your course and will appear in the
       Participants list (if you use this block).
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2. Set up automatic enrolments
Moodle course enrolments can be automatically drawn from Portico. By mapping
your course to one or more Portico codes any students that have been approved for
that module in Portico will be enrolled in your course overnight. You can request
automatic enrolments be set up for your course, using the link in the Staff Support Box
on the Moodle homepage.



      Go to the Moodle homepage (http://moodle.ucl.ac.uk).
      Click on Request Portico enrolments in the
       Staff Support block.
      Login to the form using your UCL username
       and password.
      Under Step 1, click the link to check whether
       your Moodle courses are already set up for
       automatic Portico enrolments. The easiest way
       to find your course is by searching for the
       Moodle Course ID (this is usually the module
       code from Portico). If you don’t know the
       Course ID, check the settings of your Moodle course (Administration block >
       Settings).
      Under Step 2, fill in the Module code for the Moodle course, if you have one.
      Fill in the Moodle
       course name.
      List all the Portico
       codes for the modules
       from which you want
       students enrolled into
       your Moodle course.
       This could be one or
       many, depending on
       the whether your
       Moodle course is for a
       single module, or an
       entire programme.
      Fill in any Additional information.
      Click Submit enrolment request.
      We recommend you set up Portico enrolments in conjunction with an enrolment
       key (course password). See the Set up your Moodle course section above for
       further information about this.
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3. Groups
Moodle Groups allow a tutor to assign tutors and students to one or more groups
within a course. Groups are defined at course level and you then set the group mode
(no groups, visible groups, separate groups) for each activity. For some activities,
such as Forums and Wikis, setting the group will restrict interaction within the
activity. For other activities, such as assignments and quizzes, setting the group
allows tutors to filter results so they only see their own students’ work. To hide
resources or activities from all those not in particular groups of students, you can
use Groupings, which are based on groups.


      To add a group to your course, in the Administration
       block click on Groups.
      No groups should be displayed
       yet so click Create group.
      Add the Group name and optionally a Group
       description.
      If you want you can enter an Enrolment key. A group
       enrolment key will let the user into the whole course,
       and it will automatically make them a member of this
       group.
      Click Save changes.
      Your group should now appear on the Groups page.
      Make sure the group is highlighted then click
       Add/remove users.
      Use Search (name or email) to find the student, select and click  Add.
      Once you have finished adding people to the group, click Back to groups.
       There is no need to save.
To set the group mode for an individual activity
      Click on the Update icon (     ) next to the item.
      Scroll to the
       bottom of the page
       of settings and
       under Common
       module settings choose the appropriate group mode from the drop-down list.
       The options are No groups ( ), everyone is part of one big community,
       Separate groups ( ), each group can only see their own group and Visible
       groups ( ) where students can see other groups, but not participate.
      Click Save and return to course. Notice the group icon after the item will
       display the type of group mode selected ( | | ).

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4. Groupings
Groupings allow you to hide resources and activities from everyone not in a particular
grouping of groups.


      To add a grouping to your course, in the Administration block click on
       Groups.
      Click on the Groupings tab.
      Click on Create grouping.
      Add the Grouping name
       and optionally add a
       Grouping description.
      Click on the Show groups

       in grouping icon (     ) for
       the grouping you wish to
       edit.
      Select the group/s you would like to add to the grouping.
      Click Add.  Add.
      Click Back to groupings.
      Check the grouping
       contains the correct groups
       by reviewing changes in the
       Overview tab.
      To restrict a resource or
       activity to a grouping, click
       on the Update icon (     )
       next to the item. Scroll to
       the bottom of the page of
       settings. Under Common
       module settings click the
       Show Advanced button
       (on the right).
      Check Available for group members only.
      Choose Grouping from the drop-down list.
      Click Save and return to course. Notice the grouping name appears in
       brackets after the activity / resource name. Students will not see this, only
       tutors.




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5. Make your home page more usable
Moodle courses are simply web pages and we have an obligation to make them as
usable (user-friendly) and accessible (usable by people with vision and other
impairments such as dyslexia) as possible. Well designed Moodle courses are also
much easier to update and maintain. The essentials of usability are to:
    Keep information up-to-date including links etc.
    Use a consistent navigation and layout with logical structure.
    Keep key information and instructions at the top of the page.
    Have clear topic headings. No empty folders or topics. Keep them
       hidden until they are populated.
    Label links, documents, files and folders meaningfully.


Add labels and rearrange links

Topics are often presented as long lists of resources. You can
use Moodle’s Label resource and indenting to make
presentation more usable and visually interesting.
          To start modifying your course click the Turn
           editing on button in the top-right of your page.
          To add a label use Add a resource… one of the
           drop-down menus that appear when you turn
           editing on. Choose Insert a label. The familiar Edit box appears. Type
           some text and Save changes.
          The label appears at the bottom of the resource
           list. If you are still in editing mode some icons

           (            ) appear next to the label. The first
           arrow lets you indent the label, the second icon
           lets you move the label up and down, the familiar
           hand icon is for editing, the X is to delete the label.
          Note that Moodle is not drag-and-
           drop. When you click on the
           icon Moodle indicates where you can move the
           item to by arrow-and-box icons on the right. Just
           click on any of these icons to place it.
      You can now use the label, move and indent functions to arrange your resource
       lists.




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Put resources onto web pages

In Getting Started with Moodle you saw how to create new web pages. These are
also useful for structuring information, so that the entire course content does not
appear on the course home page.
       Go to Add a resource… then from the
        drop down list Compose a web page.
       Enter a Name. This will be the label the student clicks on so should be clear.
       The Summary is optional as it does not appear on the main resource page (it
        is only displayed in the list of resources available from the Activities block).
       The content of the web page goes into the Full text box.
       To add a link, type
        in the link name in
        normal text,
        highlight it then
        click on the (     )
        link icon in the
        Editor, type or
        paste the web
        address in URL:,
        change Target to
        New window (if
        you are linking anywhere outside of Moodle, otherwise leave this blank).
       To add a file, go through the same process but click on Browse… The File
        Browser pops up showing your folders and files, and there is also the option to
        browse and upload files from your desktop. Again set the target as New
        window.




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6. Uploading multiple files
If you have many files to upload to Moodle, it would take a long time to upload each
one individually. Instead you can sort your files into folders, compress these files and
folders into a single zip file and upload this to Moodle in one step. Once this zip file is
in Moodle it can be unzipped to reveal the individual folders and files once again.


   Prepare your files in to a folder structure that makes sense to you and your
    colleagues. We recommend placing images into an images folder, lecture notes in
    a lectures folder and so on, so your Moodle files area remains neat and tidy and
    files are easy to locate.


Zipping files in Microsoft Windows:
   Once your files and folders are ready to upload,
    select the top most files and folders. You can either
    click and drag or hold down Ctrl as you click on
    each one.
   Once all the folders and files that you would like to
    zip into a single file are selected, right-click on one
    of the files or folders and choose Compress to … or
    Send To > Compressed (zipped) Folder.


Zipping files on an Apple Mac:
   Once your files and folders are ready to upload,
    select the top most files and folders. You can
    either click and drag or hold down Cmd as you
    click on each one.
   Once all the folders and files that you would like
    to zip into a single file are selected, right-click
    (or Ctrl + click) on one of the files or folders and
    select Compress or Create Archive.


   You should now have a single file with a .zip extension that contains all of the
    folders and files you had selected in the previous steps.

   This will look something like this on PC:                 and this on Mac:


   Log in to your Moodle course and in the Administration block, click on Files. This
    will take you to the files area for your course.




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   Navigate to the folder where you would like your zipped folder and files to appear
    (click on the name of each folder to open it and the Parent folder link to go up a
    level in the folder hierarchy).
   Click on Upload a file.
   Click the Browse…
    button. The usual
    Windows (or Mac) file
    manager appears. Find
    and click on the file you
    want then click on Open.
   Click on Upload this file back on the Moodle window, the file should now appear
    in the file manager window.
   Alongside the file under Action, click on the Unzip link.


   Moodle will show you a list of the folders and files you are about to unzip, in the
    format ‘folder name/file name’.




   Click OK to proceed with the unpacking process.
   You should now see the folder and files that you have unzipped in your Moodle
    course. These are now available for you to link to from your Moodle course page
    so your students can also access them.
   Refer to Moodle Miniguide 04 for instructions on how to link to files.




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7. Adding images

In Getting Started with Moodle you saw how to add an image. We recommend you
use images wherever you can in Moodle to make your online material more visually
engaging.
Where can I get images from? You cannot simply copy images from the web, as
these may have copyright. Some good copyright-free sources are
http://www.sxc.hu/ not ‘Premium Results’ (in the top row) which you have to pay for
http://www.flickr.com/creativecommons/ search for images you can use
http://office.microsoft.com/en-us/clipart/ royalty free images for Office users



Adding and aligning images
      Ensure editing is turned on and click on the small hand icon (   ) in a topic or
       label.
      The Edit window appears. Decide where you want to place your
       image (roughly) and click on the picture icon in the toolbar.
      The Insert Image window appears. Ignore everything for the moment and go
       to the very bottom line.
       Most likely you will have
       an image you want to
       use on your own
       computer or network
       drive (this has to be in
       .gif, .jpg or .png
       format).
      Before looking for your
       image we recommend
       you create a folder for
       your images to keep
       them organised.
      Type in Images (or any other name meaningful to you) in the field next to the
       Create folder button, then click on the button itself.
      Click on your new ‘Images’ folder in the File Browser window.
      Now we are inside the Images folder, click the Browse… button. The usual
       Windows (or Mac) file manager appears. Find and click on the file you want
       then click on Open.
      Click on Upload back on the Moodle window, the file should now appear in the
       File Browser window.



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      The file has now been copied into Moodle, but we still need to link to it. Click on
       the filename in the File Browser window. The image previews to the right and
       its Moodle address appears in Image URL at the top of the window.
      The last thing to do is to type in some Alternative text. This is for students
       who are using a screen reader, a type of browser that reads out your text, so
       make your text useful and descriptive (i.e. not just A picture!).
      Click OK in the Insert Image window and the image should appear in the text
       editor.
      To resize your image click on it and eight little boxes
       (handles) appear round the edge. Use the corner handles
       to resize the image, not the side ones which will only
       distort your image.
      There are some other options on the Insert Image window so while your

       image is selected, click on the picture icon     again.
      You can now set the Layout (try Alignment then Right). Border is a bit ugly
       (so usually best avoided) but Spacing is very useful to add some white space
       around your image if you have text flowing around it. The units are pixels, try
       10. Note you can also set the exact Size in pixels of the images using the fields
       provided, however, it is better to upload a picture that is the about the correct
       size in the first place.
      Click Save changes to see how your image appears on the page.


   NOTE: You may have noticed above you can also add an image as a hyperlink using
   the Image URL field. This links directly to an image on another site which works,
   but if the other site changes the location or removes the image, this link will be
   broken.




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8. Use your blocks
Most Moodle course home pages are arranged in the default three-column format. The
two outside columns are made up small boxes Moodle calls blocks. These contain
information you want your students to see wherever they are in your course. They
display information such as navigation menus, calendar information, latest news, who
else is online and so on. There are many types of blocks available within Moodle and
they can be moved and arranged very flexibly.


Organising blocks
      Make sure you click the Turn editing on button in the top-right of your page.
                                             Each block will have a set of icons below its
                                             title. You can ignore the left hand icon (for
                                             setting roles for students) at the moment.
       Clicking on the eye will hide the block from students (click on the eye; it ‘closes’
          ), the X is to remove the block - only the Blocks block described below
       cannot be removed. The left and right arrows make the block jump to the
       bottom of the left or right column. The up and down arrows move the block one
       step within the column. There is no drag-and-drop unfortunately. Note the
          which minimises the block.
      If you want to add new blocks, go to the Blocks
       block and select them from the drop-down list.


                            Moodle lets you place blocks anywhere in the columns, on
                            either side, but we recommend you follow web design
                            conventions and place navigation blocks on the left and
                            news or dynamic items such as the calendar on the
                            right. We also suggest you remove any unused blocks to
                            keep your page uncluttered.


Recommended blocks
      Go to the Blocks block and from the drop-down
       list select Course Menu. Course Menu provides a
       visual and clickable menu of the course and should
       be placed on the top left of your page.
      It is a good idea to add the Activities block, which
       provides a quick way of linking to resources.
      The People block allow users to see who else is
       enrolled in the course and the Administration block we saw above.


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Events blocks
   Recent posts made in the News forum (if you use it) will display as a listed item
    in the Latest News block, along with a link to older archived news. By default,
    the Latest News block displays three news items. This
    may be changed in the Administration block. Select
    Settings then News items to show.
   The Upcoming Events block displays future events in
    a summarised list. Events are generated directly from
    the Calendar block and/or activity deadlines,
    providing a link to full details or directly to the
    activity. There are also links to Go to calendar... and
    add a New Event.... If you click on a date, you will
    go to the day-view calendar for that day. If the title of
    the event is a link, and you click on it, you will be taken to that event.
   The Recent Activity block lists course activity, such as updated resources and
    activities, forum posts and assignment submissions, since the user last accessed
    the course. This helps the user find new items, messages etc.


Quickmail
The Quickmail block allow tutors to email course
participants by linking to a page that has a checkbox list
of all participants in the course, a mail composition text area and a field for attaching a
file from the course files area. After selecting each participant, an individual email will
be sent to their UCL email inbox. The Quickmail block can also be configured to use
Moodle groups.


HTML block
The HTML block is very useful as it allows you to put any
text, links and graphics, even videos inside a block. HTML
blocks are commonly used to display contact information for students.
       Go to the Blocks block and from the drop-down list select HTML.
       In your block, click on the hand icon and the familiar editing page appears. You
        can enter a Block Title or leave this blank to hide the title, for example if you
        simply want an untitled graphic. In the content section you can add text,
        graphics, links etc as we have seen before. Note the block is a fixed width, so
        graphics shouldn’t be more than about 180 pixels wide.
       TIP: To automatically launch a new email addressed to you in the default email
        client, highlight your email address, click on the Insert Web link icon and type
        mailto:your.name@ucl.ac.uk in the URL field.
       Click Save changes.

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The Calendar block
On the top of the right hand column designers often put
the Calendar. The Calendar block displays course and
group events and also allows users to add their own
events.
       To add events in the Calendar block click on the
        month and year link to view the calendar tool.
       Click the New Event button in the
        top right of the page.
       Choose whether the event is a User event (can
        only be seen by you) or a Course event (can be
        seen by all course members).
       Enter the name for the link that will appear on your course page.
       Enter the (optional) description, choose the date and time and add a duration
        (also optional) then Save changes.
       Click on your course title in the breadcrumb trail to return to your main course
        page. Note that some activity dates (such as assignment due dates) will appear
        automatically in the calendar.


UCL Library blocks
   The Library Resources block allows tutors to
    display the following links (tutors decide which links
    to include): the UCL Library Online Reading List (if
    you use the Library’s Course readings service), Past
    UCL Exam Papers, UCL Library Catalogue, Metalib (a
    gateway to electronic resources), UCL Subject
    Librarians (A-Z List), the Library Homepage, WISE
    Information Skills with faculty-specific information and the UCL Timetable. You can
    find out how to set up an electronic reading list here:
    http://www.ucl.ac.uk/Library/readings.shtml
   The Library Search block allows you to search the
    UCL library catalogue, Metalib (General search for
    electronic resources) or Google Scholar from within
    a Moodle course. Tutors can choose which of these
    services to include.


LTSS provides a useful descriptive list of UCL Moodle blocks at
http://www.ucl.ac.uk/isd/staff/e-learning/tools/moodle/guide/blocks




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9. Set up student assignments (drop boxes)

Moodle Assignments (or drop boxes) can be used to collect, grade and return student
work. Some tutors use it only to collect assignments, as an alternative to receiving
assignment submissions via email. Others also use Moodle assignments to grade and
return the student’s documents with feedback embedded in the file/s. There are four
different types of Moodle assignments; however, the one you will probably want to use
most of the time is the Advanced Uploading of files assignment, as it gives you the
most options. Turnitin assignments are a separate type of assignment that can be set
up in Moodle. Turnitin is a plagiarism detection tool that allows you and, if you allow
them to, your students to check work for potential instances of plagiarism. If you need
plagiarism detection functionality, look at setting up a Turnitin assignment in the next
section.


   Click the Turn editing on button
    in the top-right of your page.
   In the topic where you want the assignment to appear, click on the Add an
    activity… drop down menu and under Assignments select Advanced
    uploading of files. This enables the usual two way file exchange process;




    students submit work and tutors can respond with another file. Note the other
    options: Online Text (the student types or pastes their submission directly in
    Moodle, Upload a single file (a simple file upload) and Offline Activity where
    the assignment is actually done outside Moodle but a ‘blank’ assignment is created
    to store the grade/feedback.
   In the Adding a new Assignment window give a meaningful and unambiguous
    Assignment name.
   In the Description explain clearly what the students have to do. Note you can
    use the Editor to add links to assignment documents.
   Again there are several options available:
    o      Starting with Grade options, you can choose No grade if you don’t want to
           store the marks in Moodle.
    o      Available from and Due date are both optional (switch off by clicking
           Disable)



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    o   If you leave Prevent late submissions as No, students can still upload files
        but they will be flagged as late.
    o   The Maximum size of 20MB is usually sufficient but can be increased.
    o   Allow deleting lets students delete files not yet submitted for grading
    o   The Maximum number of uploaded files may be useful for multi-part
        submissions.
    o   Allow notes gives the student the option of adding a covering note to the
        submission.
    o   Hide description before available means the students can’t see the
        assignment in advance.
    o   Email alerts to teachers - tutors are alerted with a short email whenever
        students add or update an assignment submission.
    o   Enable Send for marking allows students to indicate to graders that they
        have finished working on an assignment.
   Click on Save and return to course.
    The assignment is displayed as
    shown. Note how the student can
    upload a file. Once a file is uploaded a
    student may delete it again by
    clicking on the black X, next to the
    file name. Once the file has been sent
    for marking, the submission is final,
    although a tutor is able to override
    this. Submission draft changes to Submission.
   To grade the assignment, go to the assignment and click See all course grades a
    bit hidden in the top right corner. The overview shows all students on the course,
    their submissions and an opportunity for the tutor to download, grade and leave
    feedback for each person.




   To view the assignment submissions for an individual student, click on each
    filename to download / open the file. Depending on your computer settings
    different things may happen.



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   To grade a student’s submissions click Grade (the yellow buttons on the far right
    of each row) to bring up the grading window.




   The assignment grading tool in Moodle contains several tools to respond to a
    student’s submission, including a drop-down Grade choice covering the range of
    grades available. (This range can be changed in the Assignments setting screen).
   Feedback is written in Moodle’s usual editor and therefore can include images,
    links and so on. Just below the text box is an option to send a notification email to
    the student once the grading has been saved.




   Note you can now Save changes and add the entry to the list, Cancel to lose all
    changes and return to the list, Save and show next (entry in the list - for
    quicker grading) or lose all changes and move to the Next entry. This is for quick
    viewing of feedback.
   You can click Browse to find any files you wish to send back to the student for
    their submission, for example a Word version of their submission with Track
    Changes and comments.
   Lastly the files submitted to for the assignment are displayed, and the tutor can
    control draft copies and simple file management from here. Be careful not to
    delete student submissions though!
   When a student returns to the assignment they will be able to see the grade,
    feedback and response files the tutor has left for the submission.




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10. Set up a Turnitin (plagiarism detection) assignment

Turnitin assignments are a type of assignment that can be set up in Moodle. Turnitin is
a plagiarism detection tool that allows you and, if you allow them to, your students to
check work for potential instances of plagiarism. If you don’t need plagiarism detection
functionality, it is probably more appropriate to set up a Moodle assignment instead.
See the previous section for instructions on setting up Moodle assignments.


   Click the Turn editing on button in
    the top-right of your page.
   In the topic where you want the assignment
    to appear, click on the Add an activity…
    drop down menu and Turnitin Assignment.
   Work through these settings, considering
    each in turn and identifying what would be
    appropriate for your assignment. Guidance on each setting can be found on the
    following page.
   IMPORTANT: IF YOU ARE PRACTICING WITH OR TESTING THE SYSTEM, BE SURE
    TO SET ‘STORE STUDENT PAPERS’ TO ‘NO’ TO ENSURE THAT FILES YOU
    SUBMIT WILL NOT BE STORED IN THE TURNITIN DATABASE
   Click Save and return to course
   Click on your new Turnitin assignment. You will see information about this
    assignment. Click on the pencil icon (     ) to adjust the Start Date, Due Date and
    Post Date (when students see their grades & feedback). When you have modified
    the dates, click on the ‘tick’ icon (   ) to save your changes. Guidance about these
    dates can be found on the following page.




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11. Grading assignments

      To grade an assignment, go to the assignment and click See all course
       grades in the top right corner. The overview shows all students on the course,
       their submissions and an opportunity for the tutor to download, grade and
       leave feedback for each person.




      To view the assignment submissions for an individual student, click on each
       filename to download / open the file. Depending on your computer settings
       different things may happen.
      To grade a student’s submissions click Grade (the yellow buttons on the far
       right of each row) to bring up the grading window.




      The assignment grading tool
       in Moodle contains several
       tools to respond to a
       student’s submission,
       including a drop-down Grade
       choice covering the range of
       grades available. (This range
       can be changed in the
       Assignments setting screen).
      Feedback is written in
       Moodle’s usual editor and
       therefore can include images,
       links and so on. Just below
       the text box is an option to
       send a notification email to the student once the grading has been saved.


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      Note you can now Save changes and add the entry to the list, Cancel to lose
       all changes and return to the list. Save and show next (entry in the list - for
       quicker grading) or lose all changes and move to the Next entry. This is for
       quick viewing of feedback.
      You can click Browse to find any files you wish to send back to the student for
       their submission, for example a Word version of their submission with Track
       Changes and comments.
      Lastly the files submitted for the assignment are displayed, and the tutor can
       control draft copies and simple file management from here. Be careful not to
       delete student submissions though!
      When a student returns to the assignment they will be able to see the grade,
       feedback and response files the tutor has left for the submission.




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12. Gradebook – marks management

The Moodle Gradebook allows tutors and course
administrators to manage grades for Moodle
activities such as assignments and quizzes. The
Gradebook collects items that have been graded
from the various assessed activities in Moodle and
allows you to view and change them, as well as sort
grade items into categories and calculate totals in
various ways. When you add an assessed activity in
a Moodle course, the Gradebook automatically
creates space for the grades it will produce and
then adds the grades as they are generated, either
by the system (e.g. quizzes) or by you (e.g.
assignments). Many activities in Moodle can be
graded, including glossary and database entries
(using ratings), lessons, quizzes, assignments, questionnaires, SCORM/AICC packages
and Scheduler meetings.
   To access the Gradebook your Moodle course, in the Administration block click
    on Grades.
   As a tutor or course administrator, you will see four types of reports below the
    tabs: Grader report, Outcomes report, Overview report and User report.
   The Grader report is shown by default and shows each student down the left side
    and each category, gradable activity and grade for the current Moodle course
    along the top of the page. The list of students can be sorted using the arrows
    alongside each activity name. Clicking the name of the activity will take you to the
    student’s attempts for that activity, assuming there are some.




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   The Outcomes report lists the outcomes used within the course, the overall
    average (each outcome can be measured through many grade items), each item's
    average values and the number of "grades" given for each item. Outcomes can
    either be defined as ‘site-wide’ and used in any UCL Moodle course, or created for
    use within a specific Moodle course only.




   The Overview report lists all the courses you have access to and the total grade
    for each. By default it will show your own total grade for each course. Click on the
    Course name to see the grade items and grades for that course (you will be taken
    to the User report when you do this). Back on the Overview report you can filter
    by user to see a student’s grades for all their courses you are also a tutor on. To do
    this, choose their name from the drop down menu where it says Select a user.
    The list of courses will change as you select different users, depending on what
    courses they are enrolled in and the ones you have access to.




   The User report is what students see by default and shows the grade, percentage
    and feedback for each activity. By default is will show your own scores for each
    activity. You can filter by user to see the grades for any of your students. To do
    this, choose their name from the drop down menu where it says Select all or one
    user.




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   Students can see their own grades for each activity providing it is not hidden.
    Grades may be hidden either in the Gradebook or within the settings for that
    activity (e.g. Quizzes allow you to hide Scores from students).
   The safest way to hide grades from students is in the Gradebook.
   To hide grades from students, go to the Gradebook and click on the Categories
    and items tab.
   Click on the edit (   ) icon alongside the assessment item for which you would like
    to hide the grade from students.




   Either tick the Hidden checkbox or untick the Disable checkbox alongside Hidden
    until and choose the date and time you would like the grades to be visible to
    your students. Students will only be able to see their own grades.




   You can do things like add new grading scales,
    import and export grades, change Gradebook
    settings and organise grade items into
    categories using the menu in the top, left corner
    of the Gradebook page. These options are also
    available using the tabs above the list of reports.
   The Categories and items tab allows you to
    organise your grade items and aggregate grades
    using various methods for all the items in that
    category. A top-level category with the name of


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    the Moodle course is added by default to the Gradebook and cannot be deleted.
    More information about grade categories is available in the next section of this
    document.
   You can hide all grades in your Moodle course by clicking the eye alongside the
    top-level category, or hide individual categories and items using the same
    method.




Categorising and re-ordering assessment items

Categories allow you to perform complex calculations on the item grades in that
category. By default, a grade category has its own aggregated grade which is
calculated from its grade items. There is no limit to the level of nesting of categories (a
category may belong to another category). However, each grade item may belong to
only one category.




   Grade items are created automatically, when a gradable activity is added to the
    Moodle course.
   To add a category, click on the Categories and items tab in the Gradebook.
   Click the Add category button located at the bottom of the page.




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   Enter the Category name.




   To see the options listed above, you may need to click the Show Advanced
    button. To begin with you can leave the default values as they are.
   To find out more about what each setting means, click on the help (   ) icon
    alongside each setting. A pop-up window will explain the setting in more detail.
   Scroll to the bottom of the page and click Save changes.
   You will return to the Categories and items screen and should now see your new
    category in the list underneath the permanent course category.




   To add items to your category, click on
    the Move icon (     ) alongside the grade
    item you want to move into your
    category.


   Click on the white box with a dashed
    border            beneath the new
    category, to move the grade item into
    this category.


Calculating grades

A grade calculation is a formula used to determine grades, based (optionally) on other
grade items. You can calculate grades for grade items within particular categories and
those for the entire course. If you want to learn how to add and edit categories and

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grade items refer to the Categorising and re-ordering assessment items section
above.


   To calculate grades, click on the Categories and items tab in the Gradebook.
   Click on the calculator icon (   ) next to the category for which you want to
    calculate a grade.




   The grade item page will appear.




   Id numbers represent each grade item in the calculation. You must set these
    before writing the calculation. If one of the grade items already has an id, you can
    only change this on the settings page for that activity. If not already set, you can
    edit the id number by entering text in the text field alongside that activity at the
    bottom of this page. In the example above, the assignment Id number has been
    set on the assignment settings page (so is not editable here) and the forum review
    Id number has been set to 2 on this page (but has not been saved yet).
   Click Add id numbers before entering your calculation; otherwise your id numbers
    will not be saved. The text field will then be replaced by non-editable text depicting
    the Id number:                                                    .
   Now enter the Calculation you want to perform for this category total. Clicking on
    the help icon (   ) will show you a pop-up window that explains the different
    calculations possible. The calculation in the image above shows item 1 (depicted by
    [[1]]) with a weighting of 40% and item 2 (depicted by [[2]]) with a weighting of
    60%.

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   Click Save changes.
   The calculator icon on the Categories and items page will now appear in black

    instead of grey, and this same calculator icon (   ) will appear alongside this
    category total in the Grader report to indicate a grade calculation exists for this
    category.
   The Category total in the Grader report and User report will now depict each
    student’s grade based on this calculation. This will also affect the Course total
    grade for each student.


Updating grades and feedback

   To update grades and feedback in the Gradebook, go to the Grader report.
   In the top, right corner of the page click Turn editing on.
   Two boxes will appear alongside each student’s name, under each assessed item.
    The first box has a solid border and is for entering the student’s grade. The second
    box has a dashed border and is to enter feedback. If any items are set to ‘No
    grade’, only one box with a dashed border will appear (for feedback).




   To edit using more
    advanced options (or
    to see a larger
    feedback box), click
    the edit icon (   )
    alongside the student
    you are marking.
   This will bring you to
    the Edit grade page

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    for that student’s piece of assessment.
   On this page you can do things like:
       Exclude the grade for this assessment item from the student’s final mark.
       Hide a particular student’s grade completely or hide until a specific date
       Lock a grade from being automatically updated by Moodle


Importing and exporting grades

   To import grades into a Moodle course, click on the Import tab in the Gradebook.
   By default CSV file will be selected. If you are importing an XML file, click XML file,
    just below the tabs.
   Click Browse… and locate the file to be imported from your computer.
   Click Upload grades.




   To export grades from Moodle, click on the Export tab in the Gradebook.




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   Select the type of file you would like to export, either: OpenDocument
    spreadsheet (ODS), Plain text file, Excel spreadsheet or XML file. The
    options that appear will change depending on the file type you choose.
   If you want to import these grades back into Moodle at some stage, choose Plain
    text file (with comma separator).
   Note: If you select the XML file option, you need to ensure that:
         Users have ID numbers (an optional field in the user profile)
         Activities have ID numbers (an optional field in common module settings)
   Click Submit.
   A Preview of the data you are exporting will be displayed.




   Click Download and save the file to your computer. The file will be named using
    the short name of the course (the name that appears in the breadcrumb) with the
    word Grades and the extensions for the file type you have chosen.
    E.g. LTSS1001_Grades.txt.




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13. Resetting your Moodle course

To meet data protection requirements, you must remove student information from
your Moodle course at the end of each academic session, unless you have express
permission from students to use their work. This is known as resetting your course in
Moodle.


   Once teaching and assessment on your Moodle
    course has finished for the year and you have
    received the email notification from the Learning
    Technology Support Service (LTSS) that the annual
    archive of Moodle has been completed you can
    safely reset your Moodle course, removing old user
    data, while retaining content, activities and other
    settings. If you wish you can view a guided tour
    (screencast) of this at
    http://moodle.ucl.ac.uk/course/view.php?id=5537
   To reset your course, in the Administration block
    click on Reset.
   If the buttons to the right of the screen say Show
    Advanced                      click this button to see
    all the available options. It should now say Hide Advanced.
   The easiest way to do a reset is to use the Select default button at the bottom of
    the page. We recommend you start by doing a default reset and then check your
    course enrolments, groups and activities to see if there is further information you
    wish to remove. If there is, you can perform a further course reset with different
    options.



   If you want to remove something in particular, tick the appropriate settings to
    remove the information you no longer need, as described below:
     The General reset options allow you to set a new Course Start Date for the
       freshly reset course, delete all Calendar events, delete course log report
       data and delete all user notes attached to the course.
     The Roles reset options allow you to Unenrol all users with a particular role
       within a course (e.g. students), as well as remove all role overrides and role
       assignments specific to the course. Overrides allow Moodle Administrators to
       change the permissions for a particular activity to allow/restrict users’ actions
       for that activity only. For example, users with the role Student in your course
       can usually start new discussions in forums, but if there is one particular forum

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       for which you want to restrict that capability, then you can set an override that
       PREVENTS the capability for Students to "Start new discussions". Role
       assignments allow Course Administrators and tutors to assign a user to a
       different role for a particular activity. For example, you might make an
       exemplary student a tutor on a forum, so they have the permissions needed to
       be able to moderate the forum (e.g. edit, delete and move forum postings).
       These settings do not affect user role assignments outside the context of the
       course. If you are a tutor or course administrator on the course DO NOT reset
       that role or you will unenrol yourself!! You can Unenrol users by selecting the
       user's role you wish to unenrol. Use the [Shift] and [Ctrl] keys on your
       keyboard to select multiple user roles.
     The Gradebook reset options allow you to delete all Gradebook items and
       categories and/or delete all recorded grades within the course. Note that
       these grades are still recorded against a user's account.
     The Group reset options provides you with the ability to delete all groups
       created in the course and/or remove users from groups previously created
       within the course and you can also delete all groupings created in the course
       and/or remove all users from any groupings within the course.
     The Activity reset options you see will depend on the activities within your
       course. You will be provided with the option to remove the user data associated
       with these activities. These activities may include Assignment submissions,
       Chat messages, Choice responses, Forum posts (from selected Forum
       types), Forum subscriptions and preferences, Forum ratings, Glossary
       entries, Glossary comments and ratings, Lesson attempts, Quiz
       attempts, SCORM attempts, Survey responses and analysis data,
       Database entries, Database ratings and comments, Scheduler slots and
       appointments and Turnitin assignments
   If you have any questions about these settings please contact the Learning
    Technology Support Service for further assistance.
   Under Reset not implemented you will be warned which activities in your course
    will not be reset (if you have advanced settings displayed).
   Reset HAS NOT been implemented for Books, Certificates, Wikis, Hot
    Potatoes Quizzes, Questionnaires and Workshops. These will need to be reset
    manually. In some cases it is easier to delete and recreate the activity. For
    example, if you want to empty out a Wiki, you may prefer to remove it altogether
    and add a new one.
   Once you have selected what you would like to reset, scroll to the bottom of the
    page and click on the Reset Course button.
   Click on the Continue button on the next page. Your course has now been reset.



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14. Moodle Reports – checking user activity
Moodle Reports allow tutors and course administrators to look at course logs and user
activity reports. There are three types of reports: Live Logs, Activity Reports and
Participation Reports.


   To view Reports for your Moodle course, in the
    Administration block click on Reports.
   The reports on this page will allow you to filter
    course actions up until a year ago by user,
    date, resource / activity and action.
   You can use this tool to see what a particular
    student has been doing and when they last
    accessed the course, or a particular resource or
    activity.
   For example, to see the last access for a
    particular student, select their name from the 2 nd
    drop-down menu that says All Participants.
   In the 3rd drop-down menu, where it says Today
    and the date, choose All days.
   To see the last time the student accessed the course, leave the remaining filters
    as they are and click Get these logs.




   A list of all the actions the student has undertaken within the course in the past
    year will be displayed. These actions can be filtered using the 5 th drop-down
    menu, where it says All actions.
   The last time the student accessed the course will be displayed at the top of the
    list.
   To see the last time the student accessed a particular activity or resource
    select the resource/activity from the 4th drop-down menu where it says All
    activities. The resources and activities in this list are sorted by the topic area /
    week they appear in.
   Click Get these logs.




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   A list of all the actions the student has undertaken within this resource / activity in
    the past year will be displayed. These actions can be filtered using the 5th drop-
    down menu, where it says All actions.
   The last time the student accessed this activity will be displayed at the top of the
    list.
   By default the information appears on the webpage, but you can also choose to
    download the filtered logs as a tab-delimited text file, excel file or ODS file (the
    ODS extension is for open source spreadsheet files like in Open Office).
   To download the logs, choose the type of file you would like to download from the
    last drop-down menu that says Display on page and click Get these logs.
   There are three additional types of reports you can view: Live Logs from the
    past hour, Activity reports and Participation reports.
   Click on the type of Report you would like to view. To get back to this screen so
    you can choose another Report, click on Reports in the breadcrumb.
   The Live logs from the past hour shows activity on your Moodle course within
    the past hour within a pop-up window. This page automatically updates every
    minute.




   The Activity report shows all activity in the course on a single page, sorted by
    topic / week number. Each item will be shown with its type, name, number of
    times it has been viewed and the date and time it was last access (followed by the
    number of days and hours since last access in brackets).




   The Participation report will show all actions for particular activities and
    resources on your course up to 1 year ago.
   You can filter by role, so you can see just what tutors, course administrators or
    students collectively have been doing.
   You can use the Participation report to send reminders to students to complete
    online activities
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   To send a reminder to students, select an activity and any other filters you wish to
    use and press Go.
   Click the Select all 'no' button at the bottom of the page. Where is says With
    selected users... choose Add/Send message and click OK.




   Compose your message and click Preview, then click Send message.
   The message will be sent using the internal Moodle messaging system and, if
    students have their messaging preference set up set up to email messages when
    they are offline, they may also receive the message to their UCL email inbox.
   The Email messages when I am offline
    setting is enabled by default, but can be
    changed by clicking on Messages… in the
    Messages block on the Moodle homepage
    and going to the Settings tab.
   New Moodle messages pop-up when users log in to Moodle. They can also be
    accessed from the Messages block on the bottom, left column of the Moodle
    homepage and also on your Moodle course homepage (if the Messages block has
    been added).




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Online Moodle resources
If you want to find out more about Moodle have a look at these online resources.


          http://www.ucl.ac.uk/isd/staff/e-learning/tools/moodle/guide

          http://docs.moodle.org/en/Teacher_documentation

          Moodle Features Demo course within UCL Moodle

          UCL Moodle Users Group within UCL Moodle




                           Learning Technologies Support Service

                                         B.3.10
                                   Cruciform Building
                                 Gower Street WC1E 6BT


                                  http://www.ucl.ac.uk/ltss




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