Docstoc

CamTools – online collaboration tools for Cambridge University

Document Sample
CamTools – online collaboration tools for Cambridge University Powered By Docstoc
					    CamTools – online collaboration tools for
            Cambridge University

               Guide for CamTools Site Administrators

Table of Contents
1       CAMTOOLS IN A NUTSHELL .................................................................................................................... 3
2       BEFORE YOU START – SOME PRACTICAL QUESTIONS ............................................................................ 3
     2.1    Do I need special software to use CamTools?.................................................................................. 3
     2.2    Who runs CamTools?....................................................................................................................... 4
     2.3    Who has access to my course or project site? .................................................................................. 4
     2.4    Is my site content secure and backed up? ........................................................................................ 4
     2.5    What happens to my site when I leave or don’t need it?.................................................................. 4
     2.6    How can I find out when CamTools is going to be unavailable?..................................................... 5
3       HOW DO I GET A SITE FOR MY OWN COURSE OR PROJECT?.................................................................. 5
4       I'VE GOT MY SITE – WHAT DO I DO NEXT? ............................................................................................. 6
5       MANAGING THE HOME PAGE FOR YOUR SITE ........................................................................................ 7
     5.1   Adding words and pictures to your home page................................................................................ 7
6       THE SITE INFO PAGE – THE CONTROL PANEL FOR YOUR SITE .............................................................. 8
     6.1    Adding and removing tools using 'Edit Tools' ................................................................................. 8
     6.2    Making your site open to all University members ('publicly joinable') using 'Manage Access' ...... 9
     6.3    Temporarily hiding ('unpublishing') your site from non-administrators using 'Manage Access' ..... 9
     6.4    Creating a copy of your site using 'Duplicate Site' ........................................................................ 10
     6.5    Copying material from one site to another using 'Import from Site'.............................................. 10
     6.6    Hiding tools from non-administrators using 'Page Order'.............................................................. 10
     6.7    Renaming tools using 'Page Order'. ................................................................................................11
     6.8    Reordering the tools menu using 'Page Order' ................................................................................11
     6.9    Changing the contact name for your site using 'Edit Site Info' .......................................................11
7       USING ROLES TO RUN YOUR SITE .......................................................................................................... 12
     7.1    Roles in course sites ....................................................................................................................... 12
     7.2    Roles in project sites ...................................................................................................................... 12
     7.3    The Permissions Helper ................................................................................................................. 12
8       ADDING AND REMOVING PEOPLE FROM YOUR CAMTOOLS SITE ........................................................ 14
     8.1     Adding new site participants who are members of the University................................................. 14
        8.1.1 Before you start.......................................................................................................................... 14
        8.1.2 Adding the new users ................................................................................................................. 14
     8.2     Adding new site participants who are not members of the University ......................................... 15
     8.3     Removing people from your site.................................................................................................... 16
     8.4     People who have left the University .............................................................................................. 16
     8.5     Creating groups within your site .................................................................................................... 17
9       CAMTOOLS TOOLS FOR COURSES AND PROJECTS ............................................................................... 18
10     USING CAMTOOLS FOR COMMUNICATIONS BETWEEN SITE MEMBERS ............................................. 18
     10.1  Announcements tool ...................................................................................................................... 18

                                                                    Page 1 of 41
                                                 Guide for CamTools Site Administrators
       10.1.1    Creating announcements in the Announcements tool............................................................ 18
       10.1.2    Creating announcements using the Quick Announcement widget from your Startpage........ 19
     10.2   Forums tool .................................................................................................................................... 19
       10.2.1    Setting up your Forums ready to use..................................................................................... 20
       10.2.2    To post a new message to the discussion forum .................................................................... 21
       10.2.3    Setting Permissions for the Forums tool ............................................................................... 22
     10.3   Chat Room tool .............................................................................................................................. 22
       10.3.1    Posting a chat message ......................................................................................................... 23
       10.3.2    Choosing how many messages appear in your chat room .................................................... 23
       10.3.3    Adding a new chat room........................................................................................................ 23
     10.4   Email Archive ................................................................................................................................ 24
     10.5   Mailtool.......................................................................................................................................... 24
11      CONTENT AND DISPLAY TOOLS ............................................................................................................. 25
     11.1     Sharing documents and files using the Files and Resources tools ................................................. 25
     11.2     Sharing files using the Files tool.................................................................................................... 26
        11.2.1     To create folders .................................................................................................................... 26
        11.2.2     To upload files ....................................................................................................................... 26
        11.2.3     To change the name of a file or folder................................................................................... 26
        11.2.4     To hide a file or folder, or to set it on timed release .............................................................. 26
        11.2.5     To tag files with a keyword .................................................................................................... 27
        11.2.6     To see all files tagged with a keyword ................................................................................... 27
     11.3     More complex file sharing using Resources tool ........................................................................... 27
        11.3.1     To add a file with the resources tool...................................................................................... 27
     11.4     WebDav - Uploading and downloading multiple resources........................................................... 28
     11.5     Wiki Tool........................................................................................................................................ 28
        11.5.1     To edit a Wiki page ................................................................................................................ 28
        11.5.2     To add a new Wiki page......................................................................................................... 29
     11.6     Course Outline tool (formerly Syllabus tool)................................................................................. 29
     11.7     Blog Tool........................................................................................................................................ 30
     11.8     News feed tool ............................................................................................................................... 31
     11.9     Web Content tool............................................................................................................................ 31
     11.10 Journal (formerly Blogger tool) ..................................................................................................... 32
     11.11 Podcasts Tool ................................................................................................................................. 32
     11.12 Polls................................................................................................................................................ 33
12     ORGANISING TOOLS............................................................................................................................... 33
     12.1 Add Attachments screen................................................................................................................. 33
     12.2 Calendar tool (formerly Schedule tool).......................................................................................... 34
     12.3 Site Members tool (formerly Roster tool) ...................................................................................... 35
     12.4 Profile tool...................................................................................................................................... 35
13     TEACHING AND LEARNING TOOLS ........................................................................................................ 37
     13.1   Assignments tool............................................................................................................................ 37
       13.1.1     To create an assignment ........................................................................................................ 37
       13.1.2     To view and mark students' work........................................................................................... 37
     13.2   DropBox tool.................................................................................................................................. 38
     13.3   Tests & Quizzes tool ...................................................................................................................... 38
     13.4   Exegesis tool .................................................................................................................................. 39
     13.5   Markbook tool................................................................................................................................ 39
14     ADDITIONAL TOOLS THAT YOU CAN REQUEST ..................................................................................... 40
     14.1  Swift Survey Tool .......................................................................................................................... 40
     14.2  Site Stats Tool................................................................................................................................. 40
     14.3  Section Info tool............................................................................................................................. 40
     14.4  Messages ........................................................................................................................................ 41



                                                                       Page 2 of 41
                              Guide for CamTools Site Administrators


1 CamTools in a nutshell
CamTools is a collection of online tools to help you communicate and share materials with selected
students, researchers, administrators and college groups, by building up password-protected 'sites'.
Create a new course site on CamTools to share lecture materials and information with students and
fellow supervisors and lecturers, or create a project site to collaborate with colleagues within the
college or University. You can also invite collaborators from outside Cambridge University to join
your site, or make sites available for any Cambridge University member to join.
CamTools is based on the Sakai software, developed in collaboration with other Universities
worldwide.


2 Before you start – some practical questions

2.1         Do I need special software to use CamTools?
You just need a web browser and an Internet connection to use CamTools. The following list of web
browsers are recommended:


                           Internet Explorer 5.5 and newer
Windows                    Netscape 7.1 and newer
                           Mozilla Firefox 2 (free to download)
                           Netscape 7.1 and newer
Macintosh
                           Mozilla Firefox 2 (free to download)
                           Netscape 7.1 and newer
Other platforms
                           Mozilla Firefox 2 (free to download)


Mozilla Firefox 3 became available just as CamTools 2.5 was launched. We believe that CamTools
2.5 works with Firefox 3. Please let us know if you find any problems.
Some functions will not work well or will not work at all in the following browsers:


Windows                    Netscape 7.0 or older
                           Safari
                           Internet Explorer (no longer supported or recommended by
Macintosh                  Microsoft)
                           Camino 0.7
                           Opera
Other platforms            Netscape 7.0 or older




                                            Page 3 of 41
                                Guide for CamTools Site Administrators

2.2         Who runs CamTools?

CamTools is run by CARET, the Centre for Applied Research in Education and Technology at the
University of Cambridge.

More information about CARET can be found on the website: www.caret.cam.ac.uk.

2.3         Who has access to my course or project site?
The standard course or project site on CamTools can only be accessed by the members that the site
administrators invite. Members must log in with Raven (for University members) or a special user
name and password (for people external to the University).
The site administrator and members should be aware that CARET CamTools administrators have
access to the content of sites in order to offer support but will not disclose the content of your site.
For more details, see the Privacy Policy, which is linked to at the bottom of every page in
CamTools.
If the site administrators choose to make a site ‘joinable’, it will be listed in the 'Joinable Sites' list
in the 'Courses and Projects' page, and any Cambridge University member may join the site.
The site administrators can also make individual files, folders, wiki or web pages and blog entries
publicly available - that is, available to people who are not logged into CamTools.


2.4         Is my site content secure and backed up?
All data on CamTools is backed up every 4 hours. This means that should something happen to the
computers that CamTools is hosted on, a maximum of 4 hours worth of changes can be lost.
However, this does not mean that the Helpdesk team can easily retrieve files or data that were
accidentally deleted by members of a site. If you have accidentally deleted your only copy of vital
data that was stored on CamTools, please contact the Helpdesk (camtools@caret.cam.ac.uk) to
discuss the situation.
Technical details
Access to CamTools is over secure HTTP only.
Data is hosted on a RAID5 SAN with full UPS and internal battery backup. There is a 4 hour
backup plus a nightly backup (offsite over the CUDN) to a location 1 mile away. The servers and all
backups are hosted in a secure locked environment


2.5         What happens to my site when I leave or don’t need
            it?
Please let the CamTools Helpdesk (camtools@caret.cam.ac.uk) know if you are about to leave the
University or no longer need a site. We can advise you on how to archive material, extract
documents that you need, and delete material that is no longer required.
If the site is still required at Cambridge by your colleagues, simply make sure that the appropriate
personnel are added as site administrators before you leave, and change the site contact details (see
section 6.9).




                                               Page 4 of 41
                               Guide for CamTools Site Administrators

2.6        How can I find out when CamTools is going to be
           unavailable?
Occasionally, CamTools needs to be taken down for maintenance, and so is unavailable for a short
time.
We try to keep CamTools downtime to the standard University period of 7.30am – 9.30am on
Tuesdays. This is when many other University computer services have maintenance. We
recommend that you do not plan anything which relies on using CamTools for this period.
However, occasionally we need to take CamTools down for a longer period. In this case, we will
always give at least 2 weeks notice. A message will appear on the front page of CamTools, and will
be emailed to everyone who has signed up to our CamTools Mail List.
To sign up to the CamTools Mail List, follow this URL:
http://www.camtools.cam.ac.uk/join/camtoolsmaillist


3 How do I get a site for my own course or project?
Any member of Cambridge University can have a site for a course or project that they run.
Undergraduates are welcome to have sites for their projects, or for a study group, for example.
However, undergraduates will need to nominate a senior member of the University (for example,
your Director of Studies) who will be officially responsible for the site, and who will be able to
access the site and see how it is being used.
CamTools Helpdesk staff will set up your site for you.
To request a new course or project site, please contact camtools @caret.cam.ac.uk, with the
following information:
   •   A title for your site, such as 'JISC CaLL Project' . This is the title that will appear on the
       Startpage and when you are in the site itself. If you make your site joinable (see below), this
       is the title that will be shown in the list of joinable sites. Your title should be as distinctive as
       possible, so that the CamTools Helpdesk team don't get confused when trying to answer
       questions about a site! Your title should be 20 characters long or less.
   •   The name and email of the person who will be the chief contact person for the site. This is
       the person that the CamTools Helpdesk team will contact if we become aware of any issues
       with the site. See section 6.9 for details of how to change this.
   •   Whether this should be a course site (specifically for teaching) or a project site (for any
       other purpose of collaboration).
   •   Whether your site should be joinable by other members of the University, or only available
       to people the site administrators invite.
   •   A brief description of the site’s purpose. This isn't currently displayed publicly, but it helps
       the CamTools Helpdesk team tell sites with similar names apart.
   •   If you've decided which tools (e.g. the Files tool, the Podcasts tool) you want to use, tell the
       Helpdesk who can switch them on at the same time as setting up your site. Find out about
       what tools are and what they can do in sections 9-14.
The CamTools Helpdesk team will then set up a site for you.




                                              Page 5 of 41
                               Guide for CamTools Site Administrators


4 I've got my site – what do I do next?
Now you've got your site, it's a good idea to spend some time making it look friendly, and
especially making sure the site's purpose is clear to the people you invite to join.
For example, if this is a site to support a lecture course, make sure it's clear to students where they
can find their lecture handouts – whether this is in the Files tool, the Resources tool or the Wiki
tool. If you're expecting your students to hand in work using the Assignments tool, make sure that
they know this. Even if you tell them during a lecture, it's a good idea to put a reminder about this
on the Home page of your site. If you include the Chat tool, so that students can discuss questions
raised in the course, let them know whether you will be reading and replying to their messages, and
if so, how often.
If you aren't clear what you intend the purpose of your site to be, your site members won't be clear
what its for either, and they will be unlikely to use it.
   1.      First choose the tools you want to show in your site, and remove any tools that you don’t
           want to use (to find out about the different tools you can choose, see sections 9-14
           below)
   2.      Add a little appropriate content where possible to every tool. This makes it clearer to the
           site members how you plan to use the site.
   3.      Add a friendly message to your home page (see section 5 below)
   4.      Add your members to the site (see section 8 below)
   5.      Add an announcement (perhaps using email notification to send a copy to your members
           via email) to let your site members know that your new site exists, and what the purpose
           is (see section 10.1 below)
Administrating your site is mainly done from the Site Info page, and this is introduced in section 6
below.
It's a very good idea to ask your site members for feedback after they've been using the site for a
few weeks. Is there anything that's stopping them using the site that you can change? For example,
your site members might want to have the Chat tool turned on, or might want to have the role of a
particular tool clarified. If you're not sure how to act on the feedback from your site members, you
can always contact the Helpdesk.




                                             Page 6 of 41
                               Guide for CamTools Site Administrators


5 Managing the home page for your site
When your CamTools site is first set up for you, it will have a home page which follows a specific
layout. (The site's home page is the page that people see first when they go into your site.) You have
a certain amount of control over your site's home page, as described below, but for more, you will
need to contact the CamTools Helpdesk (camtools@caret.cam.ac.uk).
Most CamTools site home pages have some text about the site, perhaps to welcome users or to give
some initial instructions about how to use the site. If you are using the Announcements tool, the
Chat tool, or the Forums tool, you will also see a 'quick view' of these tools on your home page.
These 'quick views' are added automatically to your home page. You can see them on the image
below, labeled 'Recent Announcements' and 'Recent Chat Messages'.




5.1         Adding words and pictures to your home page
You will see that in the screenshot above, the site administrator has changed the home page to
include a message about the purpose of the site and a photo.
To change the message on your home page, click 'Options' in the actions bar beneath the 'Welcome'
heading.
You will see a text editor, where you can type the text that you would like to include on your front
page, and format it as you wish. (Note that if you're using the Safari browser, you won't see the text
editor that allows you to format your text. )
To add a picture to the front page of your site, you can click the 'Image' button in the text editor.




                                              Page 7 of 41
                               Guide for CamTools Site Administrators


6 The Site Info page – the control panel for your site
The Site Info page is where all the administration for your site is done. This is where you can
choose which tools your site includes, which order they should display in, who belongs to your site,
and a whole lot more.
Don't worry - students can't use the Site Info page, or even see the information displayed there.
Only the site administrators (who have the role of 'course admin' or 'maintain') can use the Site Info
page. You can find out more about roles, and how they control who can do what on your site, in
section 7.
When you select Site Info from the tools menu, you will see that it contains a number of tools,
displayed in the actions bar. These are described in detail below, but here is a quick introduction.
•   Edit Site Information
    This allows you to change some of the basic information about the site that was entered when it
    was created. Most usefully, you can change the site contact name and email here, to keep them
    up to date. See section 6.9 for details of how to do this.
•   Edit Tools
    This is where you add and remove the different tools for your site. See section 6.1 to find out
    how to use this.
•   Add Participants
    This allows you to add people to your site. We go into this in detail in section 8.
•   Manage Groups
    You can allocate your site members to different groups using this tool. You can then send out
    announcements to certain groups only. See section 8.5 for full information on how to do this.
•   Manage Access
    This allows you to control who can see your site, and in particular, allows you to make your site
    publicly joinable by any University member. See sections 6.2 and 6.3 for details about this.
•   Import from Site
    This allows you to copy all the information in a tool from a site or sites that you belong to into
    the site that you're currently in. For example, you can copy all your wiki pages from one site to
    another. See section 6.4 for instructions.
•   Import from File
    This is designed to allow you to help you move content from certain other virtual learning
    environments into CamTools. Please contact the Helpdesk team if you would like more
    information on this.
•   Page Order
    With this useful tool, you can rename the tools in your CamTools site (calling the Wiki tool
    'Course Materials', for example), and rearrange the order in which they appear in the tools
    menu. You can also hide certain tools from members of your site who do not have the 'maintain'
    or 'course admin' roles. See sections 6.6, 6.7 and 6.8 to find out more about Page Order.


6.1         Adding and removing tools using 'Edit Tools'
To change the tools in your site,
    1. From the Site Info page, choose 'Edit Tools' from the actions bar.


                                             Page 8 of 41
                                Guide for CamTools Site Administrators
    2. A full list of the tools available is shown, and you can select any of them for use on your
       site. (For an explanation of each tool's function, see below.)
    3. Tick the box next to the tools you wish to add to your site.
    4. If you want to remove an existing tool, deselect the box beside its name.
    5. When you have chosen the tools you want, click the 'Continue' button.
    6. You will now see a confirmation screen. Click 'Finish' to confirm your choices, or 'Back' to
       go back and change the tools you want.
It’s best to keep the list of tools as short as is practical, to avoid confusing new users.
If you switch on the Announcements tool and the Chat Room tool, preview versions of the tool will
also appear on the front page as standard . If you want to change which tools appear on the front
page of your site, or which tools appear alongside each other, you will need to contact CamTools
Helpdesk (camtools@caret.cam.ac.uk ).
Note that you can't remove the Home tool and the Site Info tool from the site yourself, although you
can hide them (see section 6.6 below). However, if you contact the CamTools Helpdesk, we can
remove these tools for you.


6.2         Making your site open to all University members
            ('publicly joinable') using 'Manage Access'
If you would like your course or project site to be available to all University members, you can
make it publicly joinable. This means that University members will be able to see it listed in their
'Joinable Courses and Projects' page, and will be able to join it and see the contents.
To make your site publicly joinable:
    1. From the Site Info page, choose 'Manage Access' from the actions bar.
    2. Tick the box labeled 'Can be joined by anyone with authorisation to log in'.
    3. Now select a role for the people who join the site from the drop-down list (see section 7 to
       find out more about roles). This should usually be 'access', 'student', or 'observer'.
    4. Click 'Update' to save your changes.
To stop your site being publicly joinable:
    1. From the Site Info page, choose 'Manage Access' from the actions bar.
    2. Deselect the box labeled 'Can be joined by anyone with authorisation to log in'.
    3. Click 'Update' to save your changes.
    4. Note that people who have already joined your site will remain members.


6.3         Temporarily hiding ('unpublishing') your site from
            non-administrators using 'Manage Access'
You can temporarily hide your site from any site members who do not have 'course admin' or
'maintain' roles, by making sure that it is not published. You can publish and unpublish a site at any
time, say if you want to withdraw the site from view while you make changes. Note that you can
also hide individual tools from non-administrators using 'Page Order' (see section 6.6).
To hide your site from members who are not administrators:
    1. From the Site Info page, choose 'Manage Access' from the actions bar.
                                               Page 9 of 41
                               Guide for CamTools Site Administrators
   2. Deselect the box labeled 'Publish site'.
   3. Click 'Update' to save your changes.
   4. Site members who are not administrators will no longer see the site listed in their list of
      courses and projects, and will not be able to access it.
To make your site available to members who are not administrators:
   1. From the Site Info page, choose 'Manage Access' from the actions bar.
   2. Tick the box labeled 'Publish site'.
   3. Click 'Update' to save your changes.
   5. Site members who are not administrators will now see the site listed in their list of courses
      and projects, and will be able to access it.


6.4         Creating a copy of your site using 'Duplicate Site'
Course and project sites can be easily duplicated for use by a different set of students or a different
year group. A duplicated course site creates a copy of the site that won't include any of the details
about previous students on the course or any student-entered material, just content posted by
teaching staff and course administrators. A duplicated project site, however, will be an exact copy of
the original. However, do be aware that duplicated sites will show all the files in the Resources tool
as having been added by the member of the Helpdesk who pressed the 'duplicate site' button!
Copying sites needs to be done by the CamTools Helpdesk (camtools@caret.cam.ac.uk).


6.5         Copying material from one site to another using
            'Import from Site'
This option offers a quick way for you to copy resources, announcements, wiki pages or calendar
events from another site that you own.
   1. From the Site Info page, choose 'Import from Site' from the actions bar.
   2. You will see a list of all the sites that you are currently an administrator of..
   3. Tick the box next to the site or sites whose content you wish to import into this site.
   4. You will now see a table listing the tools along the left, and the site or sites you selected in
      the previous step along the top.
   5. Tick the appropriate box or boxes to have the contents of a tool in a specific site copied into
      your current site.
   6. Click ‘Finish’ to import your content.
Note: If you import your Wiki from another site, the Wiki home page in your current site will be
replaced by the Wiki home page of your other site. However, you can use the History button as
usual to put back the original home page. See the separate Wiki guide for details.


6.6         Hiding tools from non-administrators using 'Page
            Order'.
Page Order is a useful tool that allows you to control the names, order and visibility of the tools that
appear in your tools menu.
   1.      From the Site Info page, choose 'Page Order' from the actions bar.

                                             Page 10 of 41
                               Guide for CamTools Site Administrators
   2.      You will see a screen that lists all the tools in your site.
   3.      Click the light bulb icon next to a tool to hide it from members who are not site
           administrators. (The light bulb will 'go out' when a tool is hidden.)
   4.      Click the light bulb icon again to show the tool to members who are not site
           administrators. (The light bulb will 'switch on' when a tool is visible.)
   5.      Click 'Save' to save your changes.


6.7        Renaming tools using 'Page Order'.
The Page Order tool also allows you to rename tools, to make their purpose clearer to your site
members. For example, you might rename the Files tool 'Course Materials', if this was how you
were using it. However, don't make life unnecessarily complicated for your site members – if they
are used to seeing tools called one thing on most sites, they may be confused by seeing a tool called
something else in your site.
   1.      From the Site Info page, choose 'Page Order' from the actions bar.
   2.      You will see a screen that lists all the tools in your site.
   3.      Click the pencil icon next to a tool to edit its name.
   4.      Click 'Save' to save your changes.
   5.      You may need to press the 'refresh' button in your browser to see your changes.
Warning – at the moment, there is a bug in CamTools 2.5 which means that when you rename a
tool and press 'Save', your 'Home' page will be put at the bottom of the tools menu. This is very
annoying! Unfortunately, you have to first rename your tool and press 'Save', and then go back in to
reorder your tools correctly.


6.8        Reordering the tools menu using 'Page Order'
To change the order that your selected tools appear in the tools menu, again you use the Page Order
tool. For example, you can put your most frequently used tools at the top of the menu, and less
frequently used tools below.
   1. From the Site Info page, choose 'Page Order' from the actions bar.
   2. You will see a screen that lists all the tools in your site.
   3. Use your mouse to drag a tool name up or down in the list.
   4. Click 'Save' to save your changes.


6.9        Changing the contact name for your site using 'Edit
           Site Info'
To change the contact name and email for your site
   1. From the Site Info page, choose 'Edit Site Information' from the actions bar.
   2. You will see the details for your site listed, including the site contact name and the contact
      email.
   3. Simply change the name and email given here, and click 'Continue'.
   4. If you are happy with your changes, click 'Finish'.

                                              Page 11 of 41
                               Guide for CamTools Site Administrators


7 Using roles to run your site
CamTools uses what are called ‘role-based permissions’ to decide ‘who can change what’ on the
sites. Each of your users has a role, which determines what they can do on your site.


7.1         Roles in course sites
In a course site there are four defined roles: course admin, teaching staff, students and observers. As
you can tell, students should (usually) be given the student role. This means that, as standard, they
will be able to post messages to the Forums and the Chat Room tool, and hand in work in the
Assignments tool. However, they will not be able to change anything about how the site works, or
be able to add files to the Files or the Resources tool. If you’d like to change these default settings,
you’ll need to find out about the Permissions helper .
The people who run the site should be given the course admin role. These people can do almost
anything on the site – so this role should be given out with caution! In particular, don’t think that
because someone has a senior position in the Faculty, that they therefore have to have the course
admin role.
General teaching staff – the lecturers and supervisors on the course, for example – might be best
suited to having the teaching staff role. This allows them to do more than students, but not as much
as course admin. However, different site owners would like teaching staff to do different amounts,
so it’s difficult to standardise the permissions for this role. You may need to discuss the permissions
with the CamTools Helpdesk team.
Finally, the observer role allows people to read content on the site only. This role is intended
particularly for external examiners and colleagues who are interested in looking at your site.


7.2         Roles in project sites
In a project site, there are three possible roles: access, custom and maintain.
Maintain role in project sites is equivalent to the course admin role in course sites. These people
can do almost anything on the site – so this role should be given out with caution! In particular,
don’t think that because someone has a senior position in the Faculty, that they therefore have to
have the maintain role.
Access role in project sites is similar to the student role in course sites. People with the access role
can read the content of the site, and post messages in the Forum and in the Chat Room tool. By
default, they cannot add files to the Resources tool or the Files tool, so you might want to change
this for a research project.
In case you have another group of members in your project, we have a third role that you can use.
This is the CamTools custom role. If you decide to use this role, you will need to set the
permissions for it yourself.


7.3         The Permissions Helper
To see which roles can do what in your site, choose any tool (such as Announcements) and select
Permissions from the actions bar. A list of default permissions for this particular tool will appear, as
shown in the next screenshot.
The different actions that people can perform are shown along the top of the table, while the
different roles are shown on the left.

                                             Page 12 of 41
                               Guide for CamTools Site Administrators
To find out if a particular role can perform an action, look to see if there’s a tick in the appropriate
actions column in the row for that role.
The example below shows the permissions for the Resources tool in a project site, which has 3
roles: access, custom and maintain. The permissions are:
   •   new – allows people to add new resources
   •   read – allows people to read existing resources
   •   revise.any – allows people to edit any resource
   •   revise.own – allows people to edit only resources they added
   •   delete.any – allows people to delete any resource
   •   delete.own - allows people to delete only resources they added
   •   all.groups – allows people to read resources that are otherwise only visible to groups that
       they don't themselves belong to
   •   hidden – allows people to read resources that are otherwise hidden
As you can see, the maintain role has every permission selected, which means that people with this
role can do everything. The access role has only the 'read' permission selected, which means that
people with this role can read resources which are not hidden.




As an administrator you can alter the permissions given to each role as you wish, using the tick
boxes.
You may wish to set up your site so that certain users can access some resources or announcements
that others cannot. Usually, the best way to do this is by dividing users into groups as described in
section 8.5. You may want to talk to the CamTools Helpdesk team about this.
The permissions tick box referring to ‘all.groups’ only becomes relevant when you have divided
your users into such pre-selected groups (see section 8.5) as it allows you to override group access
restrictions for certain roles (e.g. to allow teaching staff to see all student group folders).




                                             Page 13 of 41
                               Guide for CamTools Site Administrators


8 Adding and removing people from your CamTools
  site
For people to see your CamTools site, they must become a member of the site. People usually
become a member of a site by being added by the site administrators. The way to do this is
described in this section of the guide. However, you can make your site publicly joinable (see
Section 6.2), and in this case, Cambridge University members will be able to join your site and see
its contents without you adding them.


8.1         Adding new site participants who are members of the
            University

8.1.1       Before you start
It is important that all your new site participants are registered correctly in the University Lookup
directory because CamTools uses the Lookup directory to obtain details like name and email
address. Please ask your new site participants to check their Lookup entry by going to
http://www.lookup.cam.ac.uk . Unless they have a email address set in Lookup, they will not get
email notifications from CamTools. If they don't have an email set, you will get a warning about
this when you first add them to the site, and they will get a warning when they log in.
To add members of the University to your CamTools site, you need to have their CRS ID : that is,
the first part of their ‘@cam’ email address, such as ‘pb329’. You can find people’s CRS IDs in the
Lookup directory.
If a person is at Cambridge but cannot get a Raven password, or is not registered in the Lookup
directory, you will need to add them as a CamTools Friend, using the instructions for non-
Cambridge people below. However, all those eligible for Raven access should use it. (See
http://raven.cam.ac.uk for details of this.) Using a CRS ID does not mean that the person has to use
their ‘@cam’ email address to receive mail from the site. The Lookup directory allows people to set
their preferred email address.

8.1.2       Adding the new users
   1.      Choose the Site Info page from the tools menu.
   2.      Choose 'Add Participants' from the actions bar. You will see the first page of the Add
           Participants wizard.
   3.      In the text box, enter the CRS IDs of the people who you want to join your site and click
           'Continue'.
   4.      The wizard will now check whether you have entered valid CRS IDs.
   5.      All valid CRS IDs will be listed with a green 'tick' icon beside them and the person's
           name, as shown in the Lookup directory. To remove a CRS ID from the list, click the
           cross beside it. To correct a CRS ID, click the 'Edit' link beside it, make your changes,
           and then click 'OK'.
   6.      Any CRS IDs that don't exist will be listed. To remove a non-existent CRS ID from the
           list, click the cross beside it. To correct a non-existent CRS ID, click the 'Edit' link
           beside it, make your changes, and then click 'OK'. If the CRS ID is now valid, you will
           see a person's name displayed.


                                            Page 14 of 41
                           Guide for CamTools Site Administrators
  7.    If you would like to send out an automatic welcome email to the people you are now
        adding, tick the 'Send a welcome mail to new participants' box at the top of the screen.
        If you tick this box, you can also include a personal message in the email.
  8.    Click 'Next' when you are satisfied that your list of new site members is correct.
  9.    You will now pick a role for the new site members (see section 7 to find out about roles).
        You can either assign the same role to all the new participants, or you can assign each of
        your participants a role individually.
  10.   To assign the same role to all new participants, select the appropriate role from the drop-
        down list, and click 'Next'.
  11.   To assign each participant a role individually, you have two choices. You can simply
        select the role from the drop-down list beside each individual member. It may be quicker
        to select multiple participants at once (by selecting the tick-box beside them), choose the
        appropriate role from the drop-down list above the list of members, and then click the
        'Assign role' button. When you are happy with the roles you have assigned, click 'Next'.
  12.   If you have chosen to send out a welcome email, it will now go out.
  13.   Your new participants will now be members of your site, and will see it in their list of
        course and projects when they next log on to CamTools (unless you have chosen to
        delay publishing your site – see section 6.3).
  14.   If you are using groups (see section 8.5) remember to allocate your members to the
        appropriate groups.


8.2     Adding new site participants who are not members
        of the University
  1.    Choose the Site Info page from the tools menu.
  2.    Choose 'Add Participants' from the actions bar. You will see the first page of the Add
        Participants wizard.
  3.    In the text box, enter the emails of the people who you want to join your site and click
        'Continue'.
  4.    The wizard will now check whether you have entered emails for people who are already
        members of CamTools, or whether they are new to CamTools. The two groups will be
        treated differently.
  5.    Any existing members of CamTools will be listed with a green 'tick' icon beside them
        and the person's name. To remove an email from the list, click the cross beside it. To
        change an email address, click the 'Edit' link beside it, make your changes, and then
        click 'OK'.
  6.    If you would like to send out an automatic welcome email to the existing members of
        CamTools who you are now adding, tick the 'Send a welcome mail to new participants'
        box at the top of the screen. If you tick this box, you can also include a personal
        message in the email.
  7.    Click 'next' when you are satisfied that your list of existing members of CamTools is
        correct.
  8.    Any people who have not previously used CamTools will now be listed. To remove an
        email from the list, click the cross beside it. To change an email address, click the 'Edit'
        link beside it, make your changes, and then click 'OK'.

                                         Page 15 of 41
                               Guide for CamTools Site Administrators
   9.      Click 'Next' when you are satisfied that your list of people to be invited to join
           CamTools is correct.
   10.     People invited to join CamTools must respond to an automatic email of invitation and set
           their password before they can see your site and its contents. You can add a personal
           note to this email if you like. Click 'Next' when you are happy with your personal note.
   11.     You will now pick a role for the new site participants (see section 7 to find out about
           roles). You can either assign the same role to all the new participants, or you can assign
           each of your participants a role individually.
   12.     To assign the same role to all new participants, select the appropriate role from the drop-
           down list, and click 'Next'.
   13.     To assign each participant a role individually, you have two choices. You can simply
           select the role from the drop-down list beside each individual member. It may be quicker
           to select multiple participants at once (by selecting the tick-box beside them), choose the
           appropriate role from the drop-down list above the list of members, and then click the
           'Assign role' button. When you are happy with the roles you have assigned, click 'Next'.
   14.     Emails will now go out to all your new participants.
   15.     Existing CamTools Friends will now be members of your site, and will see it in their list
           of course and projects when they next log on to CamTools (unless you have chosen to
           delay publishing your site).
   16.     However, new CamTools Friends must respond to their invitation email and set their
           password before they become full members of your site. Until they do so, they will
           appear in the list of members with their name followed by 'pending', and they will not
           get emails from your CamTools site.


8.3         Removing people from your site
Note that if you have a course site that has been used in a previous academic year, and you would
like to use it again for the next academic year, you don't need to remove all last year's students from
the site and add all next year's students. Instead, we recommend that you leave last year's site
available to the students for their reference, and ask the CamTools Helpdesk team to create a copy
of your course site for next year. The copy will include all the content that you added, but none of
the content the students added, and will not include any members except yourself.
To remove people from your site
   1. Select the Site Info page from the tools menu. You will see a list of all the members of your
      site.
   2. Tick the box to the right of the person or people who you wish to remove from the site.
   3. Click the ‘Update’ button at the bottom of the page.


8.4         People who have left the University
When people leave the University, their CRS ID will continue to appear in your list of members in
the Site Info page, with the word 'deregistered' after it.
Most contributions to a course or project site made people who subsequently leave the University
will remain available to other members of that site.
The notable exception is with the Assignments tool – work handed in by students will not be visible
after their Raven account has been deleted

                                            Page 16 of 41
                             Guide for CamTools Site Administrators

8.5        Creating groups within your site
Dividing your course or project members into groups enables you to create announcements, folders
and files and calendar events that are only available to particular groups of people. For example,
you can create a 'Monday seminar group', add the appropriate people to it, and then send out
announcements to this group of people only.
You will have to add your members to your site, as described in section 8, before you can add them
to groups. Individuals can be members of more than one group.
To create a new group
   1.      Choose the Site Info page from the tools menu.
   2.      Choose 'Manage Groups' from the actions bar
   3.      Click ‘Add’ to create a new group
   4.      Give your group a new title and a description if necessary
   5.      Move the appropriate students into the group by selecting their names and clicking ‘Add
           to group’. (Multiple names can be selected e.g. in Windows, by holding down the ctrl
           key and selecting several names by clicking on them.)
   6.      Click ‘Update’ to save your changes.
To change the people in an existing group click ‘Revise’ by the group you want to change and add
and remove students in the same way.




                                           Page 17 of 41
                               Guide for CamTools Site Administrators


9 CamTools tools for courses and projects
Each CamTools course or project site contains a number of different tools, displayed in the tools
menu on the left of the screen. New tools can be added or existing tools removed at any time by the
site administrators (using the Site Info tool). Tools can be renamed by the site administrators as
described below.
The tools are described below, grouped into the following categories :
   •   Communications tools
   •   Content tools
   •   Organising tools
   •   Teaching and learning tools.
Please note that when moving between tools, each tool remains in the state in which it was left
when you return to it. You can always return to the home page of any tool by clicking the 'reset this
tool' link towards the top right hand side of the page.


10 Using CamTools for communications between
  site members
CamTools offers a number of ways for site members to communicate, ranging from discussion
forums (or 'bulletin boards') for online discussion, to tools which allow site administrators to put out
formal announcements via email to selected groups of site members. You can choose the tools that
you think will be most useful for your own purposes. However, we recommend not choosing too
many different communications tools, or the purpose of each will become unclear!
To add any of these tools to your site, use Edit Tools, from the Site Info page. This is described in
section 6.1 above.


10.1        Announcements tool
The Announcements tool is one of the most popular in CamTools. Using this, site
administrators can inform site members about news, important information, events and so on.

Emails can go out to site members, and a synopsis of recent announcements appears by default on
the home page of your site.
It is possible to draft and save an announcement before sending it out to site participants or posting
it on the site. Alternatively, you can set a date and time when your announcement will appear to
participants. This can be useful for reminding users about deadlines, for instance. In addition to the
view of recent announcements that appears by default on the home page of your site,
announcements are listed in the Announcements tool, and appear in the 'Announcements and
Updates' widget in your site members' Startpage.

10.1.1      Creating announcements in the Announcements tool
Not everyone will have permission to create announcements. By default, course administrators will
be able to send out announcements, but other site members will not. You can change the
permissions settings for announcements on your site as described in section 7.3.
   1. To create a new announcement, choose the Announcements tool.
                                            Page 18 of 41
                              Guide for CamTools Site Administrators
   2. Choose 'Add' from the actions bar
   3. Enter the title and text of your announcement. The HTML editor allows you to add some
      simple formatting to your text if you want.
   4. At the bottom of the screen you have various choices as shown in the screenshot below:
   5. Click ‘Add announcement’ (at the bottom of the screen) to simply display your
      announcement on the site. (At present, clicking ‘display to public’ has no effect in
      CamTools.)
   6. If you want to display your announcement only to certain groups, click ‘Display to selected
      groups’. (If there are no groups related to your site, then the option to ‘Display to selected
      groups’ will not be shown.)
   7. A list will then appear of all the groups in your site.
   8. Tick the groups that you want to send the announcement to.
   9. To send an email notification of the announcement, go to the email notification drop-down
      menu at the bottom of the screen. You can choose to send ‘high priority’ announcements,
      where everyone gets an email, and ‘low priority’ announcements, where people who have
      chosen to opt out will not get an email.
   10. To attach documents to your announcements, click the ‘Add attachment’ button towards the
       bottom of the screen. Attachments can either be uploaded from your computer or linked to
       from those listed in your Resources tool. The ‘Browse’ button allows you to choose a file to
       upload from your computer, or you can select a file from the Resources section of your site,
       as listed at the bottom of the screen.

10.1.2     Creating announcements using the Quick Announcement widget from
           your Startpage
This offers a quick way to send out announcements to all your site members straight from your
CamTools Startpage. Using the Quick Announcements widget always sends out a low priority
email.
Not everyone will have permission to create announcements. By default, course administrators will
be able to send out announcements, but other site members will not. You can change the
permissions settings for announcements on your site as described in section 7.3.
   1. First make sure that you have the Quick Announcement widget added to your Startpage. If
      you haven't, from the Startpage click 'Customise', to bring up the list of widgets. Tick the
      Quick Announcement widget and click 'Update'. The widget will now appear on your
      Startpage.
   2. Enter the title and text of your announcement.
   3. Select the course or project site that you want to add the announcement to.
   4. Click 'Add'.


10.2       Forums tool
The Forums tool is a discussion tool designed specifically for academic use.
Using the Forums tool, you can hold discussions online. This tool has been designed for on-line
teaching, so discussions posted can be marked if required. You can also see how many messages
each student has written, and how many messages each student has marked as read. However it can


                                            Page 19 of 41
                               Guide for CamTools Site Administrators
also be used as a simple discussion tool, say for on-line collaborations between members of a
research team.
The Forums tool organises your discussions by forum and then by topic within forum. This is a
little bit of a hassle to set up, but prevents you from having a very confusing discussion forum at the
end of the year. When you first start using the Forums tool, you will need to create a forum, the top
level of organisation. After creating your forum, you will need to create your first topic within that
forum. For example, your forum might be called ‘Michaelmas Term’, and within it you might have
a topic on your first theme, ‘Scottish Literature in the 18th Century’. Within this topic, you will have
your discussion threads themselves.

10.2.1      Setting up your Forums ready to use
This has to be done in two parts – first you create your forum, and then you create your topics
within the forum.
To create a new forum, follow these steps:
   1. Go to the Forums tool in your site.
   2. Click 'New Forum' in the actions bar. The 'Forum Settings' screen will open.
   3. In the 'Forum Title' field, type your forum's title. This is a required field, and is limited to 75
      characters.
   4. In the 'Short Description' field, you have the option of providing a brief description (limited
      to 100 characters) that will be displayed along with the title in the Forums area.
   5. In the 'Description' field, you may enter an in-depth description of your forum, and provide
      any associated information or resources.
   6. Under 'Attachments', you can attach a file from your local computer or from the Resources
      and Files tools, or specify the URL for a file on the web.
   7. To stop people from posting on your forum, under 'Forum Posting', click the Yes radio
      button next to 'Lock Topic (Disable forum postings)'. The No radio button is selected by
      default, allowing site participants to post messages about your forum topic.
   8. To moderate forum postings (i.e. to ensure that a site administrator approves every message
      before it appears), under 'Forum Posting', click the Yes radio button next to 'Moderate
      Forum'. The No radio button is selected by default, allowing site participants to post
      messages without moderation.
   9. Under 'Permissions', you can modify permission levels for participant roles. See the separate
      permissions description.
   10. Next to 'Markbook Assignment', use the drop-down list to choose an assignment with which
       the forum should be associated.
       When you're finished, click either of the following:
           •   Save Draft: Save your forum as a draft. You'll return to the Forums screen. Forums
               saved as draft will not be available to site participants.
           •   Save Settings & Add Topic: Save your changes and add a topic to your forum. You
               will need to add a topic so site members can post messages.
To add a topic while you're creating your forum, first finish creating the forum, and then click Save
Settings & Add Topic.
To add a topic later (i.e., after you've created and saved your forum), go to the Forums screen and
find your forum's title. To its right, click 'New Topic'.
                                             Page 20 of 41
                               Guide for CamTools Site Administrators
Either of the above methods takes you to the Topics Settings screen. From there, you can finish
adding your topic. Follow these steps:
   1. Next to 'Topic Title', enter a title in the text box. This is a required field, and is limited to 75
      characters.
   2. Next to 'Short Description', you have the option of providing a brief description (limited to
      100 characters) that will display below the title in the Discussion Forums area.
   3. Next to 'Description', you may enter an in-depth description of your forum, and provide any
      associated information or resources.
   4. To add an attachment, under 'Attachments', click 'Add Attachment'. The file selector screen
      will open. For instructions, see section 12.1.
   5. To prevent people from posting to this topic, under 'Topic Postings', click the Yes radio
      button next to 'Lock Topic (Disable topic postings)'. The No radio button is selected by
      default, allowing site participants to post messages about your forum topic.
   6. To moderate topic postings (i.e. to ensure that a site administrator approves every message
      before it appears), under 'Topic Posting', click the Yes radio button next to 'Moderate Topic'.
      The No radio button is selected by default, allowing site participants to post messages
      without moderation.
   7. Under 'Permissions', you can modify permission levels for participant roles. See the separate
      permissions description
   8. When you're finished, click one of the following:
             •   Save Settings: Save your changes, post the topic, and exit the Forum Settings
                 screen. This returns you to the Forums screen, where you can see your newly
                 posted topic within your forum.
             •   Save Draft: Save your forum as a draft. You'll return to the Forums screen.
             •   Save Settings & Add Topic: Save your changes, and add another topic to your
                 forum. This opens a blank Topic Settings screen,and allows you to create an
                 additional topic without returning to the Forums screen.
             •   Cancel: Cancel your changes. You'll return to the Forums screen.

10.2.2      To post a new message to the discussion forum
To write and post a message about a forum topic, follow these steps:
      1. In the Forums tool, click the title of the topic for which you'd like to post a message.
      2. Click 'Post New Thread'. The Compose Forum Message screen will open.
      3. Next to 'Title', type the title of your message.
      4. Under 'Message', use the editor to write your message.
      5. Under 'Attachments', you can attach a file from your local computer or from Resources, or
         specify the URL for a file on the web. For instructions, see section 12.1.
      6. Click 'Post Message' to post your message.
Note: If the forum or topic is moderated, your message will appear as 'Pending' until approved by a
moderator.
To compose and post a response to another participant's message, follow these steps:
    1. In the Forums tool, click the title of the desired topic.
                                             Page 21 of 41
                               Guide for CamTools Site Administrators
    2. Find and click the subject of the desired message.
    3. Click 'Reply to Thread' or 'Reply'.
    4. In the text field next to 'Reply Title', give your reply a title.
    5. Under 'Message', use the editor to compose your reply. To insert a quote of the original
       message, click 'Insert Original Message' (located above the editor).
    6. Under 'Attachments', you can attach a file from your local computer or from Resources, or
       specify the URL for a file on the web. For instructions, see section 12.1.
     7. Click 'Post Message' to post your message.
Note: If the forum or topic is moderated, your message will appear as 'Pending' until approved by a
moderator.

10.2.3      Setting Permissions for the Forums tool
The Forums tool uses a different set of permissions from the standard Permissions helper in
CamTools.
To set the Permissions in the Forums
   1. When editing or creating forums and topics, from the list under 'Permissions', select a role
      for editing by clicking its name.
   2. Next to 'Permission Level', use the drop-down list to select from several predefined
      permission levels. Additionally, you can create custom permission levels by clicking to
      enable or disable the following functions:
      •   New Forum: Create a new forum. You can modify this option only via Template Settings.
      •   New Topic: Create a new topic. You can modify this option only via Template Settings or
          Forum Settings.
      •   New Response: Create a new response to your topic.
      •   Response to Response: Send responses to a topic response.
      •   Change Settings: Change the topic settings.
      •   Read: Read topic responses.
      •   Post to Gradebook: Grade responses and add comments. Send grades and comments to
          Gradebook.
      •   Mark as Read: Mark messages as read.
      •   Revise Postings: Use the radio buttons to indicate which postings participants with the
          permission level can revise (none, their own, or all postings).


10.3        Chat Room tool
The Chat Room allows you to hold online conversations between members of the site.
The Chat Room tool was originally designed for conversation with other users who are looking at
the site at the same time. However, in practice, many CamTools users use it as a ‘post-it note’ tool
to leave quick messages to other people in the site. However other members of the site are not
notified when there is a new posting to the Chat Room, so it relies on regular visits. The
permissions regarding who is allowed to write, edit or delete messages can be set by clicking
Permissions in the actions bar.

                                             Page 22 of 41
                              Guide for CamTools Site Administrators
By default, chat messages are saved and are visible to all users (see below for how to change this).
Dispersed collaboration groups can use Chat as a space to have conversations across a distance –
perhaps to discuss research findings or to arrange a conference. Latecomers can easily catch up by
reading what other people have already ‘said’.
Site administrators can delete chat room messages by clicking on the ‘dustbin’ icon next to a
message.
If your site uses the Chat Room tool heavily, you may wish to create multiple 'rooms', each focusing
on a different topic, or for a separate date. This can encourage people to have more targeted
discussion.

10.3.1     Posting a chat message
Posting a chat message is very simple:
   1. Go to the Chat Room tool.
   2. You will see a list of names in the right-hand column, marked 'Users in Chat'. This is the list
      of people who are currently in the Chat Room.
   3. Type your message in the box at the bottom of the page.
   4. Click 'Add Message'.
   5. Your name and message will be displayed in the main conversation display. If you are an
      administrator, you can click the 'dustbin' icon beside your message to delete it.

10.3.2     Choosing how many messages appear in your chat room
By default, your chat room shows the messages from the last 3 days automatically, but your site
members can view all the messages if they prefer. You can change both of these settings as follows:
   1. Go to the Chat Room tool.
   2. Click Options.
   3. Click the Edit link below the room.
   4. Under the title 'Recent Chat Display', you will see a list of options as to how many messages
      you want to show by default. (We don't recommend choosing the 'Show no Message History'
      option, as it appears to occasionally 'lose' messages!)
   5. If you want to prevent your site members from changing their options to see all the
      messages, deselect the option 'Allow site participants to change the chat display settings for
      their own chat window'.
   6. Click 'Update Options'
   7. Now click on the name of the chat room to see it. Your settings will have taken effect.

10.3.3     Adding a new chat room
To add a new chat room, follow these steps:
   1. Go to the Chat Room tool
   2. Click Options.
   3. Click Add Room.
   4. Enter the chat room title and description in the text boxes.
   5. Use the radio buttons to select how many previous messages to display.
                                          Page 23 of 41
                               Guide for CamTools Site Administrators
   6. Click Update Options. Your new room will now appear under 'Manage Rooms' in the list of
      available chat rooms. To make your new room appear by default when participants click
      Chat Room, click Set as Default.


10.4        Email Archive
An archived, searchable mailing list for your group that's easy to set up.
Using the Email Archive tool, you can set up a mailing list for your CamTools site members. Each
CamTools site can have its own email address. Email sent to the site email address is copied to all
the members of a site. All messages sent to this email address are stored online, and can be searched
using the CamTools Search tool.
For example CamTools sites for a research group can use the tool to have an automatically updated
email group. As people join or leave the project, they will be dropped or added from the email
group appropriately. Users can choose to receive emails as they are sent, or via one daily email
containing all the messages that day. To change this setting, use the 'My Settings' option in your
Personal Tools area.
When you add the Email Archive tool to your list of tools, you will be prompted to choose a
suitable email address for your group. Your email will always end '@camtools.cam.ac.uk', but you
can choose the name that appears before this, such as 'JISCCallProject@camtools.cam.ac.uk'. This
name must be unique in CamTools.


10.5        Mailtool
The Mailtool allows you to send emails to members of the site which appear to come from your
own email address. You can send emails to individuals, to all users with a certain role, such as 'all
maintain users' or 'all students', or to all access or student members of groups (a message sent to a
group will not go to any members in other roles).
To send an email from the Mailtool
   1. Select the Mailtool from the tools menu. You will see the 'Compose' screen.
   2. Select the people you would like to receive the email. You can either select everyone with a
      particular role (all students, or all course administrators, for example), or you can select
      individuals. To select individuals from all those with a particular role, click the 'select' link
      beside the role name – e.g. 'select students', 'select maintainers', and select the people you
      would like to receive the email.
   3. You can add in any other recipients of the email by typing their email addresses in the 'other
      recipients' box.
   4. Now simply fill in the subject and text of your email. Be careful about including formatting
      in your email – it may not appear as you expect in your recipients' inboxes.
   5. To attach a file to your mail, click the 'attach a file' link, and select the file you wish to
      attach.
   6. If you would like to receive a copy of the mail yourself, tick 'send me a copy'.
   7. Click 'Send Mail' to send the email to your recipients.




                                             Page 24 of 41
                                  Guide for CamTools Site Administrators


11 Content and display tools
The following tools all provide different ways of displaying content relating to courses or resources
for researchers to use.


11.1         Sharing documents and files using the Files and
             Resources tools
The Files and Resources tools both allow files to be uploaded to the site for sharing these securely
with others. You can create a series of folders in which to upload materials and make them available
online. You can upload most types of files: word processing documents, spreadsheets, slide
presentations, plain text, Matlab files etc.
In both tools, site administrators can control whether site members can upload and delete
documents in specific folders, using the 'Permissions' tool. For example, by adjusting the
permissions, a large research group can use one folder as a space to archive important documents,
and allow only certain site participants to modify those documents. Likewise you can create a
special folder where students can add files that they themselves have found helpful.
Choosing whether to use the Files tool or the Resources tool.
For Michaelmas 08/09, there's a new tool to use for sharing files of any kind with students and
colleagues. In addition to the Resources tool, we now have the Files tool. The Files tool is much
simpler than the Resources tool, and is easier to use. It also works well for uploading very large
files. However, the Resources tool has many more options than the Files tool, and you may find that
this is better suited to your needs. The great thing is that you can swap between the two tools at
any time – any changes you make is one will be reflected in the other. If you like, you can even use
both at once, using the Resources tool for the site administrators to control access to the files, but
with students looking at the Files tool to pick up their readings.
Functionality in the Resources tool not available in Files
    •   Create and edit HTML files
    •   Create and edit text files
    •   Include links to URLs
    •   Create 'citation lists', i.e. reading lists
    •   More sophisticated Permissions management
    •   Send out email notifications that new resources are uploaded
    •   Make files and folders available to people who are not logged in
    •   Restrict folders and files to be viewed by specific group members only
    •   See all folders and files at once
    •   View hierarchy of folders and files
    •   Copy / duplicate files within a site
    •   Copy / duplicate folders within a site
    •   Copy / duplicate files from one site to another
    •   Copy / duplicate folders from one site to another
    •   Move files from any folder to any other folder in one step

                                                 Page 25 of 41
                               Guide for CamTools Site Administrators
    •   See who uploaded a file
    •   Order file display by date of last update
    •   Order file display by person who uploaded them
Functionality in the Files tool not available in Resources
    •   Tag files with keywords
    •   Display the file description beneath the file name.
    •   No maximum size for files


11.2        Sharing files using the Files tool
The Files tool is very simple to use:

11.2.1      To create folders
   1. In the Files tool, click the 'Create Folder' button.
   2. Enter the name of your new folder and click 'Create'.
   3. Your new folder will be created.
   4. A new folder will appear at the bottom of the list of contents and will have a grey 'empty
      folder' icon.

11.2.2      To upload files
   1. In the Files tool, navigate to the folder that you want to put the files into.
   2. Click the 'Upload Files' button.
   3. Click the 'browse' button, and select the files to upload. You can select multiple files at once
      by holding down the CTRL key on a PC, and the Apple key on a Mac.
   4. When you have chosen your files, click 'Upload Files'. As the files upload successfully, the
      bar beneath their names will turn green. If something goes wrong, the bar beneath their
      names will turn red. If this happens, try again, and then contact the CamTools Helpdesk.

11.2.3      To change the name of a file or folder
   1. In the Files tool, tick the box beside the file or folder whose name you want to change.
   2. Click the 'Edit Details' button.
   3. Change the title and the description and click 'Save'.

11.2.4      To hide a file or folder, or to set it on timed release
   1. In the Files tool, tick the box beside the file or folder whose name you want to change.
   2. Click the 'Edit Details' button.
   3. Click the 'Visibility' link in the pop-up window.
   4. To hide the file or folder, select the 'Hide' option, and click 'Save'.
   5. To set the file or folder on timed release, select the 'Timed release' option, and set the dates
      and times that you would like it to be available to site members who are not administrators.

                                             Page 26 of 41
                              Guide for CamTools Site Administrators
11.2.5     To tag files with a keyword
   1. In the Files tool, tick the box beside the file or files whose name you want to change.
   2. Click the 'Edit Details' button.
   3. Enter the tags (keywords) for these files, each on a separate line, and click 'Save'.

11.2.6     To see all files tagged with a keyword
   1. In the Files tool, click the 'Tag view' tab towards the top of the page.
   2. If you have tagged any of your files, you will see the list of the tags, or keywords, on the
      right hand side.
   3. Click a keyword to see all files tagged with this keyword.


11.3       More complex file sharing using Resources tool
Note: The maximum size of files you can upload to the Resources tool is 250MB. However, it may
take your users a long time to download file sizes this large, especially if they are not on the
University network. Do contact the CamTools Helpdesk for advice on reducing file sizes, especially
for PowerPoint, if you need to.

11.3.1     To add a file with the resources tool
   1. Next to the folder to which you want to add a file, mouse over the 'Add' button, and click
      'Upload Files'.
   2. In the 'Upload Files' screen, click 'Browse' to find the appropriate file on your computer or
      network, and then click 'Open'.
   3. Next to 'Display Name', type the name you want displayed in Resources. If you don't add a
      display name, the filename will be used.
       Note: If you subsequently use WebDAV to access your file, you'll see only the original
       filename, not the display name.
   4. To add a description or any other details, such as who can access the file or when it should
      be visible, click 'Add details' for this item.
   5. Choose your file's copyright status. If you select Use copyright below, a text box will appear
      in which you can add information about the copyright. If you would like to display a notice
      about appropriate use to users when they access your file, select 'Display copyright alert'. To
      see the alert yourself, click 'what's this?'. You cannot edit this alert.
   6. Under 'Availability and Access', control who can access the file and when its available, as
      follows:
       •   To display the file to site members only, select 'Only members of this site can see this
           folder and its contents'.
       •   To share the file with people who are not members of this site, select 'This file is
           publicly viewable.' (This option will not available if the folder to which you're adding
           the file is already publicly viewable.)
       •   To display the file only to selected groups, select 'Display this folder and its contents to
           selected groups only', and then select the groups that should have access to the file.



                                            Page 27 of 41
                               Guide for CamTools Site Administrators
       •   To show or hide your file, or set a beginning and/or ending date for the file's visibility,
           click the appropriate selections. Site administrators will always be able to see hidden
           items, even when they are hidden from other users.
   6. To upload more than one file, click Add Another File.
       You can add any number of files at once, as long as the total file size does not exceed the
       CamTools limit of 250MB per upload.
       Note: To remove a file from the list of files to add, click the red X next to it.
   7. Next to 'Email Notification', specify whether or not you want to have members of the site
      notified automatically via email when the resource is posted. (This option does not appear
      when you're adding an item to Resources in My Workspace.)
   8. Click 'Upload Files Now' to finish.
Note: You can also use WebDAV to drag and drop files from your computer to your Resources area.


11.4       WebDav - Uploading and downloading multiple
           resources
CamTools supports a tool called WebDAV, which can be used for uploading and downloading
multiple resources at once, simply by dragging and dropping them. This looks very similar to a
shared network drive, of the sort that you might have in your college or department.
This is described in a separate document which is available from the Help & Support pages:
https://camtools.cam.ac.uk/access/content/public/Using%20WebDAV%20to%20upload%20and%20
download%20multiple%20files.pdf


11.5       Wiki Tool
A wiki is a tool which allows people to create web pages as a group, without needing any web
skills.
Using the Wiki tool, you can create and edit web pages within your site. By default, pages will only
be available to other CamTools users, although you can also make them publicly available. The site
administrator can decide who can edit which pages. For example, in a research project, everyone
might be given permissions to edit the wiki e.g. to allow colleagues from several institutions to
collaboratively edit a grant proposal.
There are two main ways of using a wiki in teaching. Lecturers can use it as an easy way to create
web pages, (for example, to put lecture handouts online) which students cannot edit. Alternatively,
students can use wikis to work on projects as a team - for example, collaborating to produce a
glossary of methodological terms.
Some maintainers choose to display the Wiki tool on the home page of their site.
The Wiki tool records all changes made to the wiki pages and authors of particular changes can be
identified. If necessary, you can ‘roll back’ pages to an earlier version, so nothing is ever lost.
Access and editing rights can be customised according to user role.
If you are interested in making in-depth use of the Wiki tool, we suggest you read the separate
‘Wiki Overview: for CamTools’ document which is available from the Help & Support pages in
CamTools: https://camtools.cam.ac.uk/access/content/public/wiki_overview%2008.pdf

11.5.1     To edit a Wiki page
   1. In the Wiki tool, go to the page you want to edit.
                                           Page 28 of 41
                              Guide for CamTools Site Administrators
   2. Click 'Edit' in the actions bar.
   3. You will see your page in an editable format. You will see that there are various Wiki mark-
      up codes used to format your page, to display text in bold, for example. However, you can
      forget about these when putting together a simple page, and simply type your text in the box.
   4. Click 'Save' to save your changes to the page.

11.5.2      To add a new Wiki page
   1. In the Wiki tool, go to the page you want to link to your new page.
   2. Click 'Edit' in the actions bar.
   3. You will see the current page in an editable format. Type the name you want your new page
      to have in square brackets, like this: [my new page] .
   4. Click 'Save' to save your changes to the page.
   5. You will now see that the name of the new page has become a web link. Click on this web
      link to go to the new page.
   6. Click 'Edit' in the actions bar again, and enter the text you want to appear on your new page.


11.6        Course Outline tool (formerly Syllabus tool)
This tool can be used to display the official outline for your course. If you or your Department
has an online course outline or syllabus, you can direct this tool to link to it.
If you wish to display a web page that is not on CamTools, such as a web page on your
Department's server, follow these steps:
   1.      In the Course Outline tool, select 'Create/Edit' from the actions bar.
   2.      Now select 'Redirect' from the actions bar.
   3.      In the ‘URL’ text field, type the URL (web address) for the page you wish to display as
           your course outline.
   4.      Click ‘Save’.
Alternatively, an administrator can simply copy and paste the course outline into the tool, as
follows:
   1.      In the Course Outline tool, select 'Create/Edit' from the actions bar.
   2.      Now select 'Add' from the actions bar.
   3.      Give your course outline a title, and type or paste the outline into the text box. You can
           include links or images in this text box.
   4.      If you wish, you can attach files by clicking the 'add attachments' button (see section
           12.1), and can send out an email notification with the contents of the course outline to
           your site members.
   5.      Click the 'Post' button to add your course outline to the site, and then choose 'Preview'
           from the actions bar to see it as it will appear to students.
Note that as of Michaelmas 08/09, this tool, which was known as the Syllabus tool, will be called
the Course Outline tool in all new sites as they are created.




                                            Page 29 of 41
                               Guide for CamTools Site Administrators

11.7        Blog Tool
The Blog tool is a place where students or site members can write regular diary entries that
they can share either with the site administrators only or with all the other site members.
Site members can read each others blog entries, and leave comments. The Blog tool in CamTools is
not necessarily like the standard sort of blog that you may be used to, because it is designed for
private blogging within a group, rather than automatically publishing your entries to the world.
Note that there is also a Journal tool, which is designed specifically for research groups to keep a
research diary. The Blog tool is simpler and easier to use than the Journal tool, but does not include
all the functionality.
To write a blog entry
   1. In the Blog tool, click the 'Add blog entry' link in the actions bar.
   2. Give your Blog entry a title, and then write your journal entry.
   3. Select who you want to be able to see this entry from the list of options. If you select 'This
      entry is publicly viewable.', anyone with the URL (web address) for that post will be able to
      read it, without logging in to CamTools.
   4. Click 'Publish entry'.
   5. Your blog entry will now be displayed.
To make your blog entries public, you will need to share the URL of the RSS feed with the people
you want to see it. To do this
   1. In the Blog tool, go to the list of everyone's blogs, by clicking 'All the blogs' in the actions
      bar.
   2. Right-click (PCs) or Apple-click (Macs) on the orange RSS icon beside the blog you want to
      share. Click 'copy link location'. You now have a URL for the blog feed which you can email
      to friends or colleagues.
   3. You will also need to make sure that you choose the 'This entry is publicly viewable' option
      when you create a blog entry in order to allow people to read it without being logged in.
If you want to run a personal blog, you can also add the Blog tool to your Personal Tools area. To
do this:
   1. In your Personal Tools area, choose 'Customise' from the tools menu. You will see a list of
      the sites you belong to.
   2. Tick the box beside 'Personal Tools', and choose 'Edit' from the actions bar.
   3. Now select 'Edit Tools' from the actions bar.
   4. Tick the boxes beside the tools that you would like to add to your Personal Tools, and click
      'Continue'.
   5. You will see the new tools added to your list of Personal Tools.
Note that sites that were created before August 2008 will need to have the permissions set for the
Blog tool before you can use it. To do this
   1. In the Blog tool, select 'Permissions' from the actions bar.
   2. We recommend selecting the following permissions
       •   Maintain: all permissions (allows people to write blog entries and comments, read any
           blog entry, edit any blog entry, and remove any comments)

                                            Page 30 of 41
                               Guide for CamTools Site Administrators
       •   Access: 'create', 'entry.write', 'entry.read', 'comments.add' (allows people to write blog
           entries, and read and comment on other people's blogs)
       •   Course Admin: all permissions (allows people to write blog entries and comments, read
           any blog entry, edit any blog entry, and remove any comments)
       •   Teaching Staff: 'create', 'entry.write', 'entry.read', 'comments.add' (allows people to write
           blog entries, and read and comment on other people's blogs)
       •   Observer: 'entry.read' (allows people to read blog entries)
       •   Student: Access: 'create', 'entry.write', 'entry.read', 'comments.add' (allows students to
           write blog entries, and read and comment on other people's blogs)In the Blog tool, select
           'Permissions' from the actions bar.
   3. Click 'Save' to make your changes.


11.8        News feed tool
An RSS news reader that displays content from RSS news feeds in your site.
An RSS news feed is a specially formatted list of news articles. You can find RSS feeds by using an
Internet search engine (e.g., Google or Yahoo). Using this tool, you can set up a news reader that all
your site members can see. If you want an RSS reader that is just for yourself, you should use the
To set up your site to display news, you must specify a URL that points to an RSS news feed in the
News tool. The symbol commonly used to denote that an RSS feed is available is                  (see for
instance http://www.cusu.cam.ac.uk/events/).
To set up a news feed:
   1. From the Site Info page, choose Edit Tools from the actions bar.
   2. Select the 'News tool' from the list and click 'continue'.
   3. Replace the default URL with the URL for your RSS feed into the URL text field.
   4. Replace the default title ('Sakai News') with the title of your news feed. This is the title that
      will be shown in the tools menu of your site.
   5. Select ‘continue' and then 'finish'.
   6. The title you have selected will appear in the tools menu and link directly to the URL you
      have pasted in. (If you paste in the URL of a web page that does not contain an RSS feed,
      you will get an error message.)


11.9        Web Content tool
The Web Content tool allows administrators to link directly to external websites from the
tools menu of their site.
For example, Departments, research collaborations, or other groups may like to use the Web
Content tool to provide a prominent link to their public website.
Selecting the Web Content tool from the list of tools available allows you to specify the URL for
any website, and a brief descriptive title which will appear in the tools menu: when you select the
link, the website will open within your site.
Alternatively, if you select the Options link that appears in the actions bar above the website that
you have linked to, you can choose to make pop up in a new window.

                                             Page 31 of 41
                               Guide for CamTools Site Administrators
You may add multiple Web Content links to your tools menu, but you can avoid cluttering the menu
by listing most of them in the Resources section instead.


11.10 Journal (formerly Blogger tool)
The Journal tool (previously the Blogger tool) is intended particularly for research groups to
write a collaborative research journal.
The Journal can be used in a variety of ways: for instance, to update daily information on work
progress or tasks completed. The information written is instantly published in the site.
Note that there is also a Blog tool, which is simpler and easier to use than the Journal tool, but does
not include all the functionality.
A detailed account of the tool’s functionality can be found on the following website:
http://www.e-science.lancs.ac.uk/eCollaborationtools/blogger/blogger.html
To create a simple journal entry
   1. In the Journal tool, select 'Create new post' from the actions bar.
   2. Give your entry a title, and, if you wish, fill in the keywords and the abstract.
   3. Select who you would like to entry to be available to in the 'access' drop-down list. You can
      choose between 'tutor' (visible to site administrators), 'private' (only visible to you) and 'site'
      (visible to all site members).
   4. If you would like people to be able to add comments to your journal entry, select the 'allow
      comments' option.
   5. Now type your journal entry in the text box. Click the 'Add to document' button.
   6. Finally, click the 'Save' button.
To type text into any of the fields shown (title, abstract, keywords, content) simply click on the
appropriate box and start typing (the cursor you would normally expect to see may not appear).
Click ‘Add to document’ when you are happy with your text and you can then ‘preview’ or save it.
If you select your journal entry to be ‘private’ then other users will not be able to see it. If you
publish it to the site, you can choose whether it is read only or whether others can comment on it.
Note that you can add images, files, and links to other websites using the appropriate tabs in the
grey bar above the contents box.


11.11 Podcasts Tool
The Podcasts tool allows site maintainers to create, store, and distribute multimedia content to
site participants via an RSS feed.
Content can take many different forms, including audio lectures, video presentations, and slideshow
presentations.
To use the Podcasts tool, you will first of all need to switch the Resources tool on in your site.
To add a podcast
   1. In the Podcasts tool, select 'add' from the actions bar. You will see the 'Add Podcast' screen.
   2. Select the file you wish to upload from your computer.
   3. Now select the date and time when you would like your podcast to be available. To your site
      members.

                                             Page 32 of 41
                              Guide for CamTools Site Administrators
   4. Give your podcast a title and a description.
   5. Click 'Add'. You will see your podcast listed for your site members to download.


11.12 Polls
This is a voting tool allows members of a site to vote on a particular issue. A question can be
posed and a number of options provided for the user to vote for.
To add a poll
   1. In the Polls tool, select 'add' from the actions bar. You will see the 'Add a poll' screen.
   2. Type the question that you want to ask in the 'Question' field. You can add any additional
      instructions if you wish to as well.
   3. Now select the dates and times that you want this poll to be open for voting.
   4. Choose the minimum and maximum number of answers that your site members can select.
   5. Choose when you want your site members to be able to see the results. Site administrators
      will always be able to see the results of their polls.
   6. Click 'save and add options'. You will now create your first answer option.
   7. Fill in the first choice of answer. Click 'save and add options' to add another option, or just
      'save' if you have added all your options.
   8. You will now be returned to the 'Add a poll' screen. Click 'Save' to save your poll.
   9. Your poll will become available to your site members from the date and time that you set.


12 Organising tools

12.1       Add Attachments screen
Announcements, Calendar events, and numerous other CamTools tools use the Add
Attachments screen to attach files and web links.
You add and remove attachments in the same way, whichever tool you are using.
To add an attachment
   1.      Begin creating your announcement, calendar event, etc.
   2.      Click ‘Add attachments’ (towards the bottom of the screen).
   3.      You will see the Add Attachment screen, as shown below.




                                            Page 33 of 41
                               Guide for CamTools Site Administrators
   4.      You can add any number of attachments, and they can be any combination of files from
           your computer, websites, and items from your site Resources tool:
           To attach a file from your computer, click the ‘browse’ button beside ‘Upload local
           file’. Select the file as usual (this will differ from browser to browser).
           Note: When attaching a file, you must include the file's extension (e.g., .gif, .doc, .html,
           or .jpg). If you do not, anyone who attempts to display or download the file will get an
           error message.
           To attach a link to another website, type the web address in the ‘URL (link to
           website)’ text field.
           To attach a copy of a file already in your Resources tool, find the file in the list, and
           click ‘attach a copy’.
           If you attach a copy of a file, updating the original file in the Resources tool will not
           change the copy that you have already attached to an event.
           You can also attach files from another site to which you belong. However, you will
           need to make sure that these files are publicly viewable, or people who are not members
           of the original site will not be able to open them. To browse for files in other site, click
           ‘show other sites’ towards the bottom of the Add Attachment screen.
   5.      When you've selected all the items you want to attach, click ‘finish’.
   6.      You will return to your announcement, Calendar event, etc. Your attachments will now
           be listed.
If you attach a copy of a file in the way described above, updating the original file in the Resources
tool will not change the copy that you have already attached to an event.
If you would like your attachment to be updated when you update the original file, you can use the
HTML editor to link to your original document, as follows.
To add a link to a file in Resources
   1.      Find the URL (web address) of the file in your Resources tool. You can do this by
           selecting the Edit Details option from the Actions menu for that file. This URL remains
           constant even if the document is updated
   2.      Copy this URL to your clipboard.
   3.      Create your announcement, Calendar event, as usual.
   4.      Type the title of your file in the HTML editor, and then select this text.
   5.      Click the ‘Insert/Edit Link' icon in the HTML editor. The Link screen will pop up in a
           new window.
   6.      Paste the URL into the ‘URL’ text field.
   7.      Click ‘OK’.
   8.      Clicking the file title will now function as a link to your file.


12.2        Calendar tool (formerly Schedule tool)
This tool allows site administrators to create a very simple online calendar of shared events.
Note that until Michaelmas 08/09, this tool was known as the Schedule tool. All sites created from
Michaelmas 08/09 will call it the Calendar tool.


                                             Page 34 of 41
                               Guide for CamTools Site Administrators
The calendar has day, week, month, year, and a flat list view. Some lecturers have used this tool to
post readings for each class, on the day they are due to be read. Research, group, and departmental
project members often use it to post group deadlines.
You can print an Adobe PDF file of any view of the calendar by clicking the ‘Printable Version’ link
above the calendar. Any calendar event can have multiple attachments. To add an attachment to an
event, see the information about the Add Attachment screen, above.
In a site, you can also selectively display Calendars from other sites you have access to using the
‘Merge’ feature, which allows you to check boxes next to other sites that you wish to show
information from.
To add a calendar event
    1. In the Calendar tool, select 'add' from the actions bar. You will see the 'new event' screen.
    2. Fill in the details and date for your event.
    3. If you would like your event to be automatically repeated, click the 'Frequency' button. You
       will see the 'Frequency' screen, and can choose how frequently your event recurs. Click
       'Save Frequency' when you have set this.
    4. Select the type of event from the drop-down list. (This will give it an appropriate icon in the
       calendar view.)
    5. Click 'Save Event'. Your event will be added to the calendar.


12.3        Site Members tool (formerly Roster tool)
This tool simply displays the names of all members of the site, together with links to their
profiles.
Note that as of Michaelmas 08/09, this tool, which was known as the Roster tool, will be called the
Site Members tool in all new sites as they are created.
 This is the only way that non-administrators can see a list of members of the site, and hence, who
can see their discussion or chat messages, etc. We strongly recommend that you add this tool into
your site if site members are invited to contribute to it.
If you also switch on the Profile tool, the Site Members tool includes links to each member's profile.


12.4        Profile tool
Using the Profile tool, people can write a short profile of themselves.
Many research groups and teaching groups like to be able to read profiles of their members -
including research interests, aims for the course, areas of expertise they are willing to share with
others etc. To read other people’s profiles, you will need to include the Site Members tool.
To fill in your profile
    1. Select the Profile tool, and click on 'edit my profile' in the actions bar.
    2. Fill in the details you want other people to be able to see and click the 'save' button.
To include a picture of yourself
    1. First upload the photo to the web. Please don't forget that your photo shouldn't be too big -
       large photos will take a long time for other site members to download!
    2. If you like, you can upload it to the My Resources tool in your Personal Tools in CamTools.
       To upload your photo into My Resources, choose 'upload file' from the 'add' drop-down
                                             Page 35 of 41
                             Guide for CamTools Site Administrators
       menu. When you have uploaded your photo, you will need to get its URL (web address). To
       do this, you can click the 'edit details' option from the 'actions' drop-down menu. The URL
       will be displayed at the bottom of the page - it will be something like
       'http://camtools.caret.cam.ac.uk/~site/~xyz10/myphoto.jpg'. Copy this URL to your
       clipboard.
   3. To include the photo in your profile, click on the 'edit my profile' link in the actions bar.
      Choose the 'Use Picture URL' option. Now paste the URL of your photo into the box just
      beneath the 'Use Picture URL' label. Click 'Save'. Your photo will now be displayed beside
      your profile .
Note that prior to Michaelmas 08/09, the Profile tool appeared in My Workspace rather than in the
sites themselves.




                                          Page 36 of 41
                              Guide for CamTools Site Administrators


13 Teaching and Learning tools

13.1       Assignments tool
The Assignments tool allows lecturers to collect essays, projects and assignments online.
Lecturers can create an assignment for students, with instructions, attached readings, and a deadline
date. Students can receive email notification of this, do the reading, and then submit their essay or
project online. No student's work is visible to other students. Lecturers can write a comment about
each student’s work which will be visible online only to the student concerned.
This can be a useful tool for people who need to gather in large amounts of assessed essays, since
there will be a clear list of who has handed in essays, which essays have been commented on, and
when essays were handed in. There is a particularly useful feature which allows all the essays to be
downloaded at once onto your computer (in a zip file).

13.1.1     To create an assignment
   1. In the Assignments tool, select 'Add' from the actions bar.
   2. Give your assignment a title, and then choose the dates during which this assignment can be
      seen and work handed in by students.
   3. Students can either hand in work 'inline', that is, by typing it in the text box, or as an
      'attachment', by attaching a file. You will probably want your students to hand in work as an
      'attachments only', so select this from the 'student submissions' drop-down list. You can also
      choose how you plan to mark the work, if you want to return students marks online. Usually,
      you will probably want to leave this as 'not marked'.
   4. Now fill in the instructions for your assignment in the text box. You can include links to web
      sites, images etc in this text box.
   5. If you would like your students to have to tick a declaration of authorship (i.e. that this was
      their unaided work) before they hand in their work, tick the 'Add declaration of authorship'
      box.
   6. Finally, choose how often you would like to receive emails letting you know that students
      have handed in work.
   7. To preview the assignment as it will appear to students, click 'Preview'. To save a draft of
      the assignment that students won't be able to see, click 'Save draft'. To save the assignment
      and make it available to students, click 'Post'.
   8. Your assignment will now be shown in your list of assignments.

13.1.2     To view and mark students' work
   1. In the Assignments tool, select 'assignment list' from the actions bar.
   2. You will see a list of all the assignments, together with (in the 'in/new' column) details of
      how many assignments have been handed in, and how many are new since you last looked.
   3. Click 'mark' under the assignment you want to mark. You will see a list of all the students in
      the site.




                                           Page 37 of 41
                               Guide for CamTools Site Administrators
   4. If a student has handed in work online, you will see a date beside their name. Click their
      name. The students' work will be attached as a file beneath the heading 'submitted
      attachments'.
   5. To give some comments and feedback, enter them in the text box marked 'tutor comments'.
      You can attach a file yourself using the 'add attachments' button (see section 12.1 for full
      instructions).
   6. If you would like the student to be able to resubmit their work, tick the 'allow resubmission'
      option.
   7. To return your comments and mark (if appropriate) to the student, click 'return assignment to
      student'. To save your comments without returning them to the student as this point, click
      'save'.
For more information on the Assignments tool, please contact the CamTools Helpdesk.


13.2        DropBox tool
The DropBox tool allows students to exchange documents with the course administrators via a
private folder.
When the DropBox tool is selected, all the participants in the site are automatically allocated a
folder into which they can upload documents. This allows supervisors and students to share
documents in a private folder for each student – so no other students can see that document.
This is useful, for instance, when files are too large to send by email. Thus students can submit
project files to their supervisors without clogging up their inbox.
To put a file in a student's drop box
   1. In the DropBox tool, mouse over the 'add' button beside the appropriate student's name, and
      click the 'upload files' option.
   2. Use the 'browse' button to select the file to upload.
   3. If you would like to send an automatic email to the student to let them know that a file has
      been put in their DropBox, tick the 'send an email notification to the student' box.
   4. Click 'upload files now' to add the files to your student's folder and send out the email.
The process is just the same for students to add files, except that they will have the option to send
out an email to all the course administrators.


13.3        Tests & Quizzes tool
The Tests and Quizzes tool allows course administrators to set up online tests for students.
However there are a number of other tools available which may meet people’s needs better. If you
do want to run online tests and quizzes, please contact camtools@caret.cam.ac.uk to get more
information.
Using the Tests and Quizzes tool, students can be set a series of multiple choice, multiple answer,
true/false, short answer, matching, or ‘fill in the blank’ type of questions. It provides a variety of
options such as randomizing answers, importing questions, creating a question pool, and organizing
the assessment into sections. It allows for file upload and audio recording as question types. The
Tests and Quizzes tool also features a question bank where course administrators can store
questions for later reuse.


                                            Page 38 of 41
                              Guide for CamTools Site Administrators

13.4        Exegesis tool
Exegesis is a tool designed by the English Faculty specifically for students to comment on
selected phrases in a set extract.
In order to set up the Exegesis tool, you will need to upload the set extracts as an XML file. If you
would like to see how Exegesis works, and for help creating your extracts in the appropriate form,
please contact the CamTools Helpdesk.


13.5        Markbook tool
The Markbook tool allows course administrators to store students' marks over the course of
the year, and distribute them to the students.
This tool is not widely used at Cambridge. If you are interested in finding out more, please contact
the CamTools Helpdesk.




                                            Page 39 of 41
                               Guide for CamTools Site Administrators


14 Additional tools that you can request
There are some additional tools that can be requested from the CamTools Helpdesk. These have
been excluded from the standard list for various reasons, as specified below.


14.1        Swift Survey Tool
Swift is a survey tool designed primarily for gathering student feedback, but can also be used
for research surveys. Swift replaces the Ostrakon student feedback tool.
Swift is available for use by any senior member of the University, whether this is for carrying out
research surveys or specifically for gathering student feedback.
Swift is integrated with CamTools, making it easy to survey students who are already members of a
CamTools site. However, you can survey groups of people other than the members of a CamTools
site, simply by entering their CRS IDs or email addresses. You can also simply share the web
address (URL) of the survey, and invite anyone to respond.
To have the Swift survey tool switched on, please contact the CamTools Helpdesk. A separate
SWIFT Guide is available from the Help & Support pages in CamTools:
https://camtools.cam.ac.uk/access/content/public/swift%20survey%20tool%20users%20guide.pdf


14.2        Site Stats Tool
This tool shows which members have visited the site, when they visited and what they have
looked at.
Before this tool is enabled, it is necessary to publish a privacy policy on your home page to let site
members know that you are monitoring activity on the site and what use you are intending to make
of ‘site stats’, (especially if you will be using this data as part of your assessment of your students).
This tool will only be made available when maintainers have put an appropriate statement in place.


14.3        Section Info tool
The Section Info tool allows students to be divided up into groups by the course
administrators, and allows students to sign up for events securely.
The Section Info tool and the Groups tool have rather similar functionality. The key difference is
that people may be a member of as many groups as you like, whereas people may be a member of
only one section of each type (for example, a student may only be a member of one year group).
The use of Groups is generally more flexible and so is recommended for most general purposes.
Once students are divided into groups or sections (into their practical groups, for example),
announcements, folders and files and calendar events can be directed at particular groups or
sections. In this way, only certain students will be able to read or receive the particular information.
In addition, the Section Info tool does allow students to sign up for events themselves, which can be
useful, for example if you want students to sign up for a visit. Students can only add their own
names to the list, and cannot delete anyone else’s names. A size limit can be added to sections so
that places can be allocated on a first-come, first-served basis.




                                             Page 40 of 41
                              Guide for CamTools Site Administrators

14.4        Messages
Using Messages, a participant can send private messages to other site members, which will
appear in a Messages store online, rather than being delivered by email.
This tool is designed specifically for use in situations where participants must not have each others’
email addresses, and where an online record must be kept of all communication between
participants. The Messages tool has not been used at Cambridge so far.




                                            Page 41 of 41

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:26
posted:8/5/2011
language:English
pages:41