Creating an Assessment Dropbox

The Assessment Dropbox is a useful tool that creates a container for students to submit their assignments.

The Dropbox tool allows you to set up assignments that students can submit online. You can set up separate Dropbox folders for each assignment and set up start dates and deadlines. Once assignments are submitted, you can view them online, download them, check submission times, enter a score, add qualitative feedback, and return submissions with comments, all from within the Dropbox tool.

To see a short video on How to Create an Assessment Dropbox, see the video below:

 Below are steps to walk you through creating an Assessment Dropbox Folder:

• Access the Assessment Dropbox Tool
• Submission, Completion and Categorisation
• Linking to a Grade Item
• Linking to a Rubric
• Allow Students to View the Assessment Dropbox
• Choose Availability Settings (Optional)
• Creating a Text Only Dropbox
  
  

This can only be done in the Master Space by the Block convener, Convener, Block Instructor or Key Block Academic. Visit User Roles Explained for more information.

VU Collaborate as a new option for the layout of Creating an Assessment Dropbox called New Assignment create/edit experience. (See a full layout image down below for future reference).

If you would like to use the new layout or turn it off to use our current layout, please look for a dropdown arrow located at the top right of the page when creating a new dropbox and select it.

A message will appear which you can select to leave the new layout on or off by selecting Leave it on or Turn it off. 

Step One: Access the Assessment Dropbox Tool 

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1. Click Dropbox from the Assessments dropdown menu.

2. Click the blue New Folder icon.

3. Insert the folder Name. 

Ensure the assessment name is the same as the unit guide, grade item and rubric. 

New Assignment Dropbox create/edit experience layout.

4. Enter additional Instructions or attach supporting files to further inform students on what’s required for the assessment task.

  

New Assignment Dropbox create/edit experience layout.

New attach options are now available when creating a Dropbox. They include the following:

• File Upload - Upload a file or document to attach to the dropbox as a possible downloadable document.
• Attach Link to Existing Activity - Link other pages, activities, modules and external software to the dropbox. For example, you may attach a BuddyCheck activity to the Assessment.
• Attach Weblink - Attach a clickable website link
• Attach from Google Drive - Open Google Drive to attach a document.
• Attach from OneDrive - Open OneDrive to attach a document.
• Record Audio - Record an audio file explaining what the Assessment is about or its criteria.
• Record Video - Record a video for others to watch, explaining what the Assessment is about or its criteria.

 

Step Two: Submission, Completion and Categorisation

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1. Select Folder Type.

Individual submission folder will be selected by default. Students will have the ability to submit their own assignment. If you wish for students to submit group assignments, select Group Submission Dropbox and proceed to select the Group Category.

Groups must be created prior to creating a Group Submission Dropbox. Visit the Creating and Managing Custom Groups in VU Collaborate Manager for more information. 

New Assignment Dropbox create/edit experience layout.

2. Select Submission & Completion to open the dropdown settings to showcase settings associated with Submission and Completion of Assessment.

3. Select an Assignment Type.

Individual Assignment will be selected by default. Students will have the ability to submit their own assignment. If you wish for students to submit group assignments, select Group Assignment and proceed to select the Group Category.

3. Click the down-arrow icon  under Submission type to expand further options for your Assessment Dropbox Folder.

File submission: Students upload their assessment to the Dropbox folder.

Text submission: Students type their assessment within the Dropbox folder and then submit.  Useful for when you just need a link to another site where a student has created something such as a YouTube clip.

On paper submission: Students completed a paper-based assessment and don't need to submit anything. The dropbox is used to register completion of the assessment with marks and feedback, use a rubric if wished and have grades added to the gradebook. 

Observed in person: Students completed their assessment under the observation of an assessor and didn't need to submit anything.   The dropbox has the rubric for each student, register completion of the assessment with marks and feedback, and have grades added to the gradebook. 

New Assignment Dropbox create/edit experience layout.

4. Control how many files students can submit at any one time in the Files allowed per submission setting.

5. Choose if students can re-submit to the Dropbox Folder through the Submissions setting.

Note: These file formats are compatible:
a) Text Document- RTF, PPT, PPS, PDF, DOC, DOCX, PPTX, XML, XLS, TXT, WPD
b) Image-  JPG, JPEG, PNG, GIF, BMP, TIF, TIFF
c) Media- SWF, MPG, MPEG, RM, MP3, MP4, M4V, M4A, AVI, WAV, RAM, ASF, MOV, RA

• All submissions are kept: Students can re-submit as many times as they desire, showing all previous submissions to teaching staff.
  
• Only the most recent submission is kept: Each time a student submits to the Dropbox folder, it replaces the previous submission.
  
• Only one submission is allowed: Students are not able to re-submit to the Dropbox folder. 

New Assignment Dropbox create/edit experience layout.

All options are identical to the previous version of VU Collaborate, some have swapped locations, however. The only difference is the spelling of each option available. 

• All submissions are kept: Students can re-submit as many times as they desire, showing all previous submissions to teaching staff.
  
• Only one submission allowed: Students are not able to re-submit to the Dropbox folder. 
  
• Only the most recent submission is kept: Each time a student submits to the Dropbox folder, it replaces the previous submission.

New Assignment Dropbox create/edit experience layout.

6. You may enter your staff email or other email types to receive notifications when students submit a file or document into the dropbox.

Step Three: Linking to a Grade Item 

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1. Enter Out Of Score. This should be the same Out Of score as the Grade Item and is the total points someone can get for the assessment. This may be different from the weight of an assessment. For example, you could score the assignment (and rubric) out of 100 and have it weighted at 25% of the total score for the unit. 

2. From the Grade Item drop-down menu, select the Grade Item that you want to be linked to the Dropbox Folder. By linking a Grade Item, you will have the ability to transfer marks and feedback given to students to the Gradebook within your Space. 

Although you are able to create a Grade Item in the dropbox folder, it is better if you have all Grade Items created before you create the dropboxes. Visit Setting up the Gradebook to learn how to manage your grades for all assessment activities effectively.

3. If you have not created a Grade Item for your Dropbox Folder, click on New Grade Item, entering the corresponding point value for the assessment task. This will create an additional row in your Gradebook. 

New Assignment Dropbox create/edit experience layout.

4. Select Score Out Of Ungraded to activate the Points system and Grade Item Settings for this dropbox.

5. Enter the assessments points within the Score Out Of textbox.

The points placed here should be identical to the Grade Item that will be associated with the dropbox. If you haven't created a Grade Item yet, please make sure to type in the correct points for this assessment.

6. From the Grade Item drop-down menu, select Choose from Grades to select or create a Grade Item that you want to be linked to the Dropbox Folder. By linking a Grade Item, you will have the ability to transfer marks and feedback given to students to the Gradebook within your Space. 

7. Select the radio button associated with Link to an existing grade Item to attach a Grade Item to the dropbox being created. You can select the dropdown menu to view a list of Grade Items if you have several Grade Items created that are not attached currently to a dropbox or assessment.

8. Once done, select Ok to attach the Grade Item to the dropbox.

9. You may also create a Grade Item from scratch by selecting the radio button associated with Create and link to a new grade item. 

The grade item will be named after the dropbox and will receive the points associated previously. The weight and other settings will need to be edited after the dropbox has been saved and finalised.

10. Once done, select Ok to create and attach the Grade Item to the dropbox.

Although you are able to create a Grade Item in the dropbox folder here, it is better if you have all Grade Items created before you create the dropboxes. Visit Setting up the Gradebook to learn how to manage your grades for all assessment activities effectively.

Step Four: Linking to a Rubric 

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Create the rubric first, ensuring the name of the rubric matches the assessment name i.e., Assessment 1 - Case Study. 

1. To assist in the evaluation, marking and provision of feedback for student submissions, you can use a Rubric. Click Add a Rubric to select an existing Rubric or click on Create Rubric in New Window if you do not have one created and want to create one now.

 Once the rubric has been added, it will appear as follows (below). To delete the rubric simply click on the x icon. 

New Assignment Dropbox create/edit experience layout.

2. Select Evaluation & Feedback to open the dropdown settings to showcase settings associated with Evaluation and Feedback of Assessment.

It's highly recommended that you create the rubric first, ensuring the name of the rubric matches the assessment name i.e., Assessment 1 - Case Study. 

3. Select Add rubric to activate a dropdown selection. You may either choose Add Existing to select a rubric from your collection or Create New to edit a new one to attach to the Assessment.

4. Tick an existing Rubric from your list and then select Add Selected to attach the rubric to the Dropbox.

5. Once the rubric has been inserted into the dropbox, you can select the added rubric to see what it will look like when evaluating a student's assessment. You can also select Add Rubric again to another rubric to the Assessment if a secondary rubric is needed.

To delete the rubric simply click on the x icon to the right of the added rubric. 

New Assignment Dropbox create/edit experience layout.

6. Learning Objectives and other settings are now located within the Evaluation & Feedback dropdown. 

• Learning Objectives: Learning Objects attached to the assessment.
• Annotation Tools: Enables annotation for the submitted document, this is automatically ticked.
• Anonymous Marking: Allows for the anonymous marking of students identity from the person marking said assessment. This is not recommended unless required.

Step Five: Allow Students to View the Assessment Dropbox

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All Assessment Dropbox folders are hidden from student view by default. To ensure that students can see the Assessment Dropbox on VU Collaborate:

1. Click on the Restrictions tab.

2. Uncheck the tickbox next to Hidden from users.

• Due Date: Once this date lapses, students that submit to the Dropbox Folder will be flagged in red as late.
• Start Date: When students can start submitting to the Dropbox Folder.
• End Date: Once this date lapses, students can no longer see the Dropbox Folder.

New Assignment Dropbox create/edit experience layout.

3. With the new dropbox layout, the Restrictions settings have been minimised and replaced.

4. You will now find the Hidden from users tickbox transformed into a button at the bottom of the page. Select the Visibility button to turn it on and off. If it's blue with eye icon within, the visibility is available for students, when completely white with the eye icon slashed, visibility is not available for students.

The dates and time settings have also been moved.

5. The Due Date and Time of the assessment can be found right away under the name of the Dropbox and to the right of the Grade Item, select the Due Date textbox to activate a dropdown calendar and selection for both settings.

6. The Start Date and End Date settings can now be found by selecting the Availability Dates & Conditions dropdown.

7. Select both Start Date and End Date text boxes to activate a dropdown calendar and selection for both date and time settings.

• Due Date: Once this date lapses, students that submit to the Dropbox Folder will be flagged in red as late.
• Start Date: When students can start submitting to the Dropbox Folder.
• End Date: Once this date lapses, students can no longer see the Dropbox Folder.

Step Six: Choose Availability Settings (Optional)

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 6.1 Add Release Conditions

1. Using Release Conditions, you are able to make the Assessment Dropbox Folder open to certain students.

2. Click Create and Attach to add a new condition.

See the guide Using Release Conditions for further information.

 

New Assignment Dropbox create/edit experience layout.

3. The Release Condition settings can now be found by selecting the Availability Dates & Conditions dropdown.

4. Using Release Conditions, you are able to make the Assessment Dropbox Folder open or hidden for certain students who need to meet the chosen criteria.

5. Select Add Release Condition to activate a dropdown menu. You can select Create New to create a new condition or Add Existing to select premade conditions you have created.

See the guide Using Release Conditions for further information.

6.2 Add Special Access

1. Special Access allows you to add students to a whitelist, which allows them to bypass the available dates listed above.

You may find this useful later on in the semester when students are requesting assignment extensions. Visit the guide Add Special Access for more information.

New Assignment Dropbox create/edit experience layout.

2. The Add Special Access settings can now be found by selecting the Availability Dates & Conditions dropdown.

3. Select Manage Special Access to open special access settings.

You may find this useful later on in the semester when students are requesting assignment extensions. Visit the guide Add Special Access for more information.

Creating a Text Only Dropbox (Optional)

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Text only dropboxes restrict assignment submissions to text that can be entered in the submission process. This can be useful when you require links from students to files hosted outside of VU Collaborate, such as to a website or if the assignment is a video. The method for creating a text-only dropbox is very similar to creating a regular dropbox and only requires a small change in the submission type.

1. To enable Text Only Submissions, click the Submission type dropdown arrow  under the submission options subheading and select Text submission. 

2.  If you have finished creating your dropbox, click the Save and Close button.

New Assignment Dropbox create/edit experience layout.

3. Select Submission & Completion to open the dropdown to showcase settings associated with Submission and Completion of Assessment.

4. To enable Text Only Submissions, click the Submission Type dropdown arrow  under the Submission Type subheading and select Text submission. 

5. If you have finished creating your dropbox, click the Save and Close button.