Assessment Dropbox

Consolidating all aspects of assessment and submission online.

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:

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).


New Dropbox Layout

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.

Look for dropdown arrow at the top of the page

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

You can select leave the new layout on or off


Step One: Access the Assessment Dropbox Tool 


1. Click Dropbox from the Assessments dropdown menu.

Select Assessments in the Navbar to activate the dropdown box and select Dropbox

2. Click the blue New Folder icon.

new folderrrr

3. Insert the folder Name

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

new folder name

New Assignment Dropbox create/edit experience layout.

New Dropbox Layout new folder name

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

additional instructions  

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.

New Dropbox Layout Instructions and Additional Addons
 

Step Two: Submission, Completion and Categorisation


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.

Submission options

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.

New Dropbox Layout Select Submission Completion to open the dropdown settings to showcase the following settings

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.

New Dropbox Layout Submission options

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

submission types

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.

New Dropbox Layout Submission Type

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.

Submission options 2

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. 

New Dropbox Layout Submission options 2

  • 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.

New Dropbox Layout Notification Email

Step Three: Linking to a Grade Item 


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. 

link to grade item

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.

New Dropbox Layout Select Score Out Of Ungraded to activate the Points system and Grade Item Settings

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.

New Dropbox Layout Add a score to the 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. 

New Dropbox Layout Select the Grades button to activate a dropdown selection of potential grade items to attach

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.

New Dropbox Layout Select Link an existing grade Item to attach it 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.

New Dropbox Layout Create a new Grade Item to automatically attach a new Grade Item

Step Four: Linking to a Rubric 


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.

add or create rubric

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

attach rubric to dropbox 1

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.

New Dropbox Layout Evaluation Feedback to open the dropdown settings to showcase the following settings

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.

New Dropbox Layout Select Add rubric to either select a rubric from your collection or create a new one

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

New Dropbox Layout Adding an existing Rubric to a 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 icon to the right of the added rubric. 

delete a rubric

New Assignment Dropbox create/edit experience layout.

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

New Dropbox Layout Other Evaluation Feedback Settings

  • 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


All Assessment Dropbox folders are hidden from student view by defaultTo 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.

students view assessment dropbox

  • 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.

New Dropbox Layout Visability on and off

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.

New Dropbox Layout Select the Due Date setting to activate a dropdown calendar

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

New Dropbox Layout Availability Dates Conditions to open the dropdown settings

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

New Dropbox Layout Select Availability Dates Conditions to select the Start End Date of the assessment

  • 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)


 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.

 Release Conditions screen with Create and Attach button highlighted

New Assignment Dropbox create/edit experience layout.

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

New Dropbox Layout Availability Dates Conditions to open the dropdown settings

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.

New Dropbox Layout Release Conditions

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.

Special Access screen

New Assignment Dropbox create/edit experience layout.

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

New Dropbox Layout Availability Dates Conditions to open the dropdown settings

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.

New Dropbox Layout Manage Special Access

Creating a Text Only Dropbox (Optional)


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 icon arrow down under the submission options subheading and select Text submission. 


text submission

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

save and close option

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.

New Dropbox Layout Select Submission Completion to open the dropdown settings to showcase the following settings

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

New Dropbox Layout Text Submission

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

New Dropbox Layout Save and Close


Further Support

Visit the VU Collaborate Help site at https://vucollaboratehelp.vu.edu.au for up to date information and resources on blended learning or email This email address is being protected from spambots. You need JavaScript enabled to view it..

Contact ITS Service Desk on (03) 9919 2777 or via self-service http://servicedesk.vu.edu.au for further technical support.

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