Last Updated: August 21, 2013

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Oncourse: Managing Resources for Site Owners Created By: IT Training This document contains the following how to guides

• Announcements: Posting An Item • Site Setup: Working With Groups • Resources: Adding & Removing Files • Resources: Organizing Resources • Site Setup: Setting up and Organizing a Site

We hope you find the information in the document to be useful.

For more information

For the latest Oncourse information and resources online, see: http://oncourse.iu.edu/info There you'll find recent announcements, a getting started guide, short online demonstrations, short "least-you-need-to-know" documents, self-study step-by-step materials, help documentation and more. You'll also find contact information for your campus teaching and learning center.

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Announcements: Posting An Item The Announcement tool is used to send a message (with attachments) to your entire site or to a defined group. Adding Announcements Posting announcements is one way to communicate with the entire class or with specific groups.

1. From the menubar on the left, Click Announcements. 2. Click Add. 3. The Post Announcement screen appears.

Figure 1

4. In the Announcement title box, Type a title for the announcement. 5. In the Body area, Type the body of the message. 6. If needed, Change the access settings to control who sees the announcement.

Announcements can be displayed to members of the site, to the public, or to specific groups Note: The option Display this announcement to selected groups only will appear if groups are defined.

7. If necessary, change the Availability options, Using the availabilty options, you can show, hide, or specify beginning and end dates and times when the announcement will be available.

8. If you wish, to attach a file to the announcement, Click Add Attachments. Note: For further instructions on adding attachments refer to the Adding Attachments section of this document.

Figure 2

Control who can see the announcement.

Control the availability of the announcement.

Click to add an attachment.

Add an email notification.

Add a title.

Add the body of the message.

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9. If you wish, you can send an email notification, in the Email Notification drop-down box, Select an option: • High – All participants – email will be sent directly to participants’ email addresses (overrides Low: all participants

receive the notification) • Low – Not received by those who have opted out – this will be subject to each participant’s notification preferences • None – No notification – no email will be sent

10. To post the announcement, Click Post Announcement. Adding Attachments You may attach any file for an assignment when you create or edit the assignment. You can add any number of attachments, and they can be any combination of local files, web sites, and items stored in Resources.

1. Verify that you are on the Post Announcement screen. See Figure 1. 2. To add an attachment, Click Add Attachments.

You see the Add Attachment form. This allows for three options: • Upload local file - A file that is on your computer. • URL (link to web site) – A web address. • Select a resource – Any item that is stored in Resources – either in this site or another site.

Figure 3

3. If you want to add a file from your computer, at the top of the screen next to Upload local file, Click Browse. The Choose File to Upload window opens. a. Double-click the file of your choice.

A gray bar added to the top of the screen labeled Items to attach shows what has been selected for attachment. You can select multiple items to attach.

b. To add additional attachments, Repeat the steps 4. If you wish to add web address, Type the URL in “URL (link to website)”.

a. Click Add. A gray bar added to the top of the screen labeled Items to attach shows what has been selected for attachment.

b. To add additional web addresses, Repeat the steps

Browse for a file on your computer.

Attach a copy

Add a link to a website

Access to items stored in Resources

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5. If you want to attach a file from Resources, Navigate to a file in your Resources folder. Note: To access Resources for other sites such as My Workspace, Click the link for Show other sites. a. Click “Attach a copy” to the right of the desired file.

A gray bar added to the top of the screen labeled Items to attach shows what has been selected for attachment. b. To add additional attachments, Repeat the steps.

6. To finish attaching the file, Click Continue. You are returned to the Add Announcement form (see Figure 1).

7. To post the announcement, at the bottom of the form, Click Post Announcement. You are returned to the list of announcements where the new announcement can be seen with the paper clip symbol to the left of the title of the announcment.

Figure 4

Changing the Order of Announcements If you want to emphasize specific announcements, you can change the order in which they appear.

1. Navigate to the main Announcements page. 2. At the top of the page, Click Reorder.

You can sort announcements by subject, author or modified date or manually change the order.

Figure 5

3. If you want the announcements sorted by subject, author or modified date, Click the appropriate link. See Figure 5. 4. If you want to sort the items in any other order, Press and drag the events into the desired order. 5. To save the changes, Click Update.

You are returned to the main Announcements page. Viewing Past Versions of Announcements You can view a history of revisions and notifications for each announcement.

1. Under the subject of an announcement, Click Edit. 2. Below the Email Notification, Click “See revison history.”

You see a row for each time the announcement has been edited. You can see when the announcement was edited, what the notification setting was set to and what the availability setting was set to.

The paper clip indicates there is an attachment

Use these links to sort by subject, author or modified date…

…or press and drag the items into the order you would like.

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Site Setup: Working with Groups Once groups are created within a site, ‘Group-aware’ tools can be configured to facilitate group work. Creating a Group Creating groups can help facilitate group work. Tools such as Forums, Messages, and Resources are group aware. The options for groups in these tools only become available when groups exist.

1. From the menubar on the left, Click Site Setup. 2. Click Manage Groups. 3. Click Create New Group. 4. In the Title field, Type a title for the group.

Note: Avoid using the word “group” in your groups’ titles, as some tools automatically add “group” after the name. 5. In the Description field, Type a description for the group if desired. 6. In the Membership Site Member List, Click the participants you want to add to the Group Member List.

Note: To select multiple participants, Ctrl + Click [Mac: Command-Click] on each name. 7. Click the right-facing arrow to add group members. 8. Click Add to save changes.

Viewing Groups within the Roster Groups can be viewed from the Roster page. You may view all participants sorted into their respective groups.

1. From the menubar on the left, Click Roster. 2. From the list of links at the top of the screen, Click Group Membership. See Figure 1.

Figure 1

3. To display the class member list according to groups, from the View drop-down menu, select By Group. 4. To view the members of a specific group, follow these steps:

a. From the list of links at the top of the screen, Click Overview. b. In the View drop-down menu, Select the group you wish to view.

5. To view the members of a specific group with their pictures, follow these steps: c. From the list of links at the top of the screen, Click Pictures. d. In the View drop-down menu, Select the group you wish to view.

Sending Announcements to Groups Announcements can be made viewable only by specific groups.

1. From the menubar on the left, Click Announcements. 2. From the list of links at the top of the page, Click Add. 3. Add data to fields such as Title, Body, etc., as required. 4. In the Access section, Click Displays this announcement to selected groups only.

A list of all groups within the site appears. See Figure 2.

Figure 2

5. To select/deselect groups you wish to send the announcement to, Click the appropriate checkboxes. 6. Click Post Announcement when finished with any other settings.

To learn more about adding announcements, see Announcements: Posting an Item.

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Posting Assignments to Groups Follow the steps below to post an assignment just to specific groups.

1. From the menubar on the left, Click Assignments. 2. From list of links near the top of the screen, Click Add. 3. In the Access section, Click Display to selected groups.

A list of all groups within the site appears. See Figure 3.

Figure 3

4. To select/deselect groups you wish to send the assignment to, Click the appropriate checkboxes. 5. Add data to fields like Title, Instructions, Submission Details, Avaliability, Details, etc., as required.

For more, see Assignments: Adding an Item. 6. When you are finished with any other selections, Click Save.

Making Resources Available to Specific Groups Follow the steps below to make resources available only to specific groups.

1. From the menubar on the left, Click Resources. 2. Hover over the Actions drop-down arrow next to the file or folder to which you wish to grant group access. 3. Click Edit Details. 4. Under the Availability and Access section, Click “Display this folder and its contents to selected groups only.”

A list of all groups within the site appears. See Figure 3. 5. To select/deselect groups to which you wish to make the resource visible, Click the appropriate checkboxes. 6. When you are finished with other selections, Click Update.

For more information, see Resources: Adding & Removing Files. Displaying Calendar Events to Specific Groups Calendar events can also be made visible for specific groups.

1. From the menubar on the left, Click Calendar. 2. From the list of links at the top of the page, Click Add. 3. Add data to fields such as Title, Date, etc. 4. Below the Message textbox, Click the Display to Selected Groups option.

A list of all groups within the site appears. See Figure 3. 5. To select/deselect groups you wish to display the calendar event to, Click the appropriate checkboxes. 6. Click Save Event when finished with all other selections as needed.

For more help, see Calendar: Adding an Event. Sending Messages to Groups You can choose to send a message to all members of a group.

1. In the menubar on the left, Click Messages. 2. Click Compose Message. 3. In the To field, select the group(s) to whom you wish to send your message. See Figure 4.

Figure 4 Note: To select multiple groups, Ctrl + Click on the group names [on a Mac, use Command + Click].

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4. Add a subject line to the Subject field, 5. Add your message to the Message field. 6. Click Send when finished.

For more, see Messages: Sending, Replying & Organizing. Creating and Customizing Forums for Individual Groups You can customize access to forums based on group membership.

1. From the menubar on the left, Click Forums. 2. Click Forum Settings next to the forum you wish to edit.

Note: You can also edit access to specific topics within a forum by clicking Topic Settings.

Figure 5

3. Click the arrow next to Permissions to reveal the permissions settings. Find the group you want to set permissions for and select the appropriate permission from the drop-down list under Permission Level. Note: By default, the permission for all groups is set to None.

Figure 6

4. When you are finished making changes,, Click Save. For more information on how to use the Forums tool, see Forums: Creating & Organizing.

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Resources: Adding & Removing Files The Resources tool is used to store files, folders, and URLs in your course or project site. Adding New Folders Creating folders to hold files of a similar topic makes items easy to find and makes the tool work more efficiently.

1. From the menubar on the left, Click Resources. To the right of the folder title in the Add drop-down list, you will see these options: • Upload Files • Create Folders • Add Web Links (URLs) • New Form Item • Create HTML Page • Create Text Document • Add Citation List

2. In the Add drop-down list, Click Create Folders. You will see a screen something like this:

Figure 1

3. In the Folder Name field, Type a name for the folder. 4. Optionally, Click “Add details for this item”.

Note: Here you can add a description, make this folder publicly viewable or viewable to selected groups. If you are in the Resources tool of a course site you can also schedule folders to be viewable between certain dates.

5. To add another folder, Click Add Another Folder. 6. In the Folder Name field, Type a name for the additional folder. 7. To complete the addition of the folder(s), at the bottom of the screen, Click Create Folders Now.

Uploading New Files Storing files in the Resources Tool means that the items are available to you anywhere you can connect to the internet.

1. To the right of the folder title, in the Add drop-down list, Click Upload Files. You will see a screen as follows:

Figure 2

2. In the File to Upload field, Click Browse…. 3. Navigate to and select the file you wish to upload. 4. In the Display Name field, Type a display name if desired.

This display name appears in the Resources list. The name of the file appears if you don’t provide a display name. 5. Optionally, Click “Add details for this item”.

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Note: Here you can add a description, make files publicly viewable or viewable to selected groups. If you are in the Resources tool of a course site you can also schedule folders to be viewable between certain dates and times.

6. If you are in the Resources tool of a course site you can send an email notification, in the Email Notification drop-down box, Select on option: a. High - All participants – email will be sent directly to participants’ email addresses (overrides Low so that all participants receive the notification)

b. Low - Only participants who have opted in – will be subject to each participant’s notification preferences c. None - No notification – no email will be sent

7. Click Upload Files Now. Expanding a Zip Archive If you upload a zip file, you can use Oncourse to expand the content automatically.

1. First, to upload the zip file, Follow steps 1 through 7 in the Uploading Files section above. 2. Next to the file, Click the Actions drop-down list. 3. Click Expand Zip Archive.

A folder with the same name as the zip file is added to Resources. Inside the folder are the files that were archived in the zip file. Note: If a folder with the same name as the zip file already exists, you will either need to delete the folder or rename and re-upload the zip file.

Compressing a Folder to a Zip Archive You can also archive a folder to save space or to make it easy to download an entire folder at once.

1. Next to the folder you wish to archive, Click the Actions drop-down list. 2. Click Compress to Zip Archive.

A zip file with the same name of the folder is added to the site. If you already had a zip file of that name, a “_2” will be appended to the end of the file name, e.g., assignments_2.zip. Note: By default, the zip file will be visible to the entire site. If some of the items or folders in the archive were originally hidden, you'll need to hide the zip file in order to restrict access to those items.

Adding a URL Items other than files can be added to Resources. These items include URLs, HTML pages and Text Documents. The process for adding each of these is similar, but the exact steps vary.

1. To the right of the folder title, in the Add drop-down list, Select Add Web Links (URLs). 2. In the Web Address (URL) field, Type the desired URL. 3. In the Website Name field, Type a meaningful title. 4. Click Add Web Links Now.

Removing Files and Folders To delete an item from Resources, follow these steps:

1. Click on the Actions drop-down menu next to the file or folder you wish to remove. 2. Click Remove.

A warning appears. 3. Click Remove.

Note: If a folder contains other folders or files, you will receive a warning that those will also be deleted. For more information about organizing your resources, see Resources: Organizing Files & Folders.

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Resources: Organizing Resources The Resources tool allows you to organize, share and set permissions on files/folders in your course or project site. Allowing Public Access When you place a file in Resources, you are giving it a URL. To share the file, you must allow public access and then simply sharing the file’s URL.

1. Open the Resources tool. 2. Navigate to the file you wish to share. 3. Click on Edit Details in the Actions drop-down menu to the right of the name of the file. 4. Click on the ‘This file is publicly viewable’ radio button. 5. To finalize the changes, Click Update.

Sharing Files Two options exist for retrieving the file’s URL; the URL may be copied through the Edit Details option or using a context-sensitive menu. • Copying the URL using Edit Details:

a. Click on Edit Details in the Actions drop-down menu to the right of the name of the file. b. The details of the file appear; The URL is shown near the bottom of the screen. c. To share this information with anyone else who needs the file, Copy and paste the URL into an email or another method of sharing – see Figure 1.

Figure 1 Note: You may click on the ‘Short URL’ checkbox for a shortened URL if sharing via Twitter or similar service.

d. To exit the details screen, Click Cancel. • Copying the URL using a Context-Sensitive Menu:

a. To see a menu of choices associated with one of your uploaded files, in the list of Resources items, Right-click one of your folders or uploaded files.

b. To capture the URL for this file, Click Copy Shortcut. Note: Other browsers would have a similar menu choice but with slightly different text. For example, the Firefox choice is "Copy Link Location." The URL is now on the computer's clipboard ready to paste into a browser window or into an email message.

Reordering Resource Items By default, files contained in folders in Resources are organized alphabetically. It may be useful to be able to re-organize files so that the files you access the most are near the top of the list.

1. To access the reordering window, to the right of the topmost folder, Hover the mouse over the Actions drop-down menu.

2. Click Reorder. The items within this folder are displayed in their current order.

3. To switch the order of items, Hover the mouse over a folder or file and then Click and drag the file or folder to the desired location.

4. To complete the reordering step, Click Save. The list of resources appears in the new order.

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Hiding a File or Folder If you want to store a file in Resources but not have it visible to general users, you can hide the item. The default permissions for Resources mean that only people with the role of AI/TA, assistant or instructor can see the hidden files. Site Administrators will always be able to see hidden items.

1. Next to the item you wish to hide, Click the Actions drop-down list. 2. Click Edit Details. 3. Under the Availablity and Access Section, Click “Hide this folder and its contents” or “Hide this item”

Note: You could also schedule an item to be visible for only a specified time period, using the From and Until options. 4. To save the changes, Click Update.

You are returned to the main Resources screen. The item that has been hidden is now faded out. The faded look is just a visual indicator that the item is hidden; otherwise the item will behave normally.

Copying Files from Site to Site The Resources tool is available in every Oncourse site. Copying files from one site to another allows you to replicate that space in any other site's Resources space.

1. To select the resource to copy, in the list of resource items, Hover the mouse over the Actions drop-down menu. 2. Click Copy.

Each folder in the Resources tool now shows a clipboard icon in front of the Add drop-down. 3. If you wish to copy the resource to another site, Scroll as necessary and Click Show other sites.

Note: You should have an instructor role in the site in which you wish to copy the resource. 4. Navigate to the folder in the list of resources folders in sites in which you are a member.

A paste icon appears next to each folder for which you have Add permissions. 5. To paste the chosen file into the practice course site's Resources tool, to the right of your site's resources, Click the

paste icon. The file is added to Resources in your practice course site.

6. To hide the folders for other sites, on the gray bar below the My Workspace Resources list, Click Hide other sites. Dragging and Dropping Multiple Files - WebDav WebDAV enables the transfer of files and folders from a local computer to the Resources tool in My Workspace or in a course or project site. When using WebDAV, the computer links to the Resources tool like any other folder on the local system. The user can drag and drop multiple files at once from the local computer to Resources. WebDAV set-up differs according to several variables including the operating system in use and the browser chosen.

1. At the top of the Resources window, Click Upload-Download Multiple Resources. 2. Read the information carefully. 3. Follow the instructions for your operating system.

Note: Instructions about setting up WebDAV can also be found at: http://kb.iu.edu/data/argt.html Viewing and Changing Folder Permissions in Resources Oncourse sites can have varying membership roles (instructor, assistant, student, observer, etc.); permissions regulate which members can read, add, modify, or delete items in the Resources tool and its folders. The Edit Permissions tool is available in the Actions list.

1. To set permissions for a folder, to the right of the folder name in the Resources list, Hover the mouse over the Actions drop-down menu.

2. Click Edit Folder Permissions. The default permissions for folders in this site appear.

3. To allow students to add, revise and delete files from this space, in the student column, Click the checkboxes under Create resources, Edit own resources, and Delete own resources.

4. To save these permission settings, Click Save. Because students have the ‘Create,’ ‘Edit own,’ and ‘Delete own’ permissions, they will be able to add, revise, move, or remove their items of this folder.

For more information about organizing your resources, see Resources: Adding and Removing Files.

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Site Setup: Setting up and Organizing a Site Use Site Setup to revise or organize course or project site information. Adding or Removing Tools Using the Edit Tools Link For each site you can customize the list of available tools. You can add or remove tools using the Edit Tools link.

1. From the menubar on the left, Click Site Setup. The Site Setup tool opens. Across the top of the screen the following options appear. See Figure 1

Figure 1

2. Click the Edit Tools link. 3. To add tools, Check the checkboxes next to the tools you wish to add to your site. 4. To remove tools, Uncheck the checkboxes next to the tools you wish to remove from your site. 5. Click Continue. 6. Click Finish.

Reordering, Hiding, or Disabling Tools Tools can also be reordered or hidden by using the Reorder Tools link.

1. If necessary, from the menubar on the left, Click Site Setup. 2. Click Page Order in the list of tool options at the top of the screen.

A list of tools active for your site appears. See Figure 2.

Figure 2

3. To change the order of the tools, Hover the mouse over the tool title. 4. Click and Drag the different tools until they are in the order you want. 5. Click Save for the changes to take effect. 6. To remove a tool from the list of tools on the left of the Oncourse window, Click the red X.

Note: The tools without a red X cannot be removed). 7. To hide a tool from normal users, Click the yellow light bulb icon.

Note: It is not necessary to Click Save when hiding or disabling a tool. 8. To disable a tool for normal users, Click the padlock icon.

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Adding a Participant to a Site and Assigning a Role You may want to add guest speakers or others who are not a part of the official class roster. Be aware that the Registrar will not remove participants that you add using this method.

1. In Site Setup near the top of the screen, Click Add Participants. 2. In the Official Email Address or Username field, Type the IU username or the username of an IU Guest Account (an

email address). 3. Next, you must assign a role to the new participant(s).

a. To assign all participants to the same role, Verify that the Assign all participants to the same role radio button is selected.

b. To assign individual roles, Click on the Assign each participant a role individually radio button. 4. Next, you can select the status of the new site participants

a. To allow new participants to use the site immediately, Verify that the Active radio button is selected. b. To prevent new participants from using the site until you change their status to Active, Click on the Inactive radio button.

5. Click Continue. 6. From the Choose a Role for Participants screen, Select an appropriate role. 7. Click Continue. 8. To notify the participant(s) that the site is available, Select “Send Now - send an email now to users notifying them that

the site is available”. 9. Click Continue.

10. To confirm the adding of the participant(s), Click Finish. Note: To change permissions for a participant at a later time, go back to Site Setup and change the role of the participant.

Making the Site Hidden or Published By default, the site is publically viewable by the participants.

1. On the Site Setup screen, near the top of the screen, Click Manage Access. On the Manage Access site you have three section with options: Site Status, Site Visibility, and Global Access. • Site Status allows you to choose whether your site is visible to participants or not.

i. To open your site to participants, Select Publish site. A published site will appear as a tab and/or in the active sites list of each of your participants.

ii. To hide your site from participants, Select “Leave as Draft-accessible only to site maintainers”. This can be helpful if you are building a site and don’t want participants to see the site and materials before you are ready.

• Site Visibility allows you to choose whether your site will be listed in the public site list once it is published. i. To limit site visibility to only your site participants, Select Private. ii. To open your site description and any public announcements or content to anyone with access to IU’s site list,

Select “Display in public site list”. • Global Access allows you to choose which users may join the site once it is published.

i. If you want to control who has access to your site, Select “Limited to whom I add manually, or through automatic roster updates”.

ii. If you want to open your site to more participants by allowing users to search for and join the site, Select “Allow anyone to join the site with valid login id”.

2. Click Update. Editing a Site You can edit your site description and the Site contact name for certain types of worksites.

1. To edit information about your site, Click Edit Site Information. You may choose a URL that allows you to quickly get to your site.

2. To do so, Type a new alias in the Add Site URL text field. 3. In the Description field, Type the information that you wanted displayed in your site’s worksite Information box. 4. Type the appropriate information in the Site Contact Name and Site Contact Email fields.

Note: You also have the option to add a short description which will be displayed in publicly viewable list of sites and/or an image to use as an icon. To add an icon you must supply a URL for the image.

5. Click Continue. 6. To confirm, Click Finish.

Note: You cannot delete a course site. Courses remain available in Oncourse for eight semesters. For information on how to hide or change the order of course sites, go to: http://kb.iu.edu/data/arox.html.

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Combining Course Sites If the course you are teaching has several sections, you may want to combine each section into a single parent site so that you need to maintain only one syllabus, calendar, sets of materials, etc. However, it is best to combine course sites before adding content because content from individual sites is not automatically transferred to the parent site and all the tools in the individual sites are disabled.

1. To combine course sites, go into a site you wish to combine with others. 2. From the menubar on the left, Click Site Setup. 3. From the list of links near the top of the screen, Click Combine Rosters.

Note: If you already have a parent site or sites, you will see a Choose a Destination heading. Under this heading are options for creating a new parent site or to merge the rosters into an existing parent site.

4. On the Combine Rosters screen, Click the checkboxes to select the sections you want to combine. Note: If you are combining sites from different campuses, you will be asked to choose a new name for the parent site.

5. Click Continue. Note: The site from which you accessed Site Setup is selected automatically. Also, sections that are combined into another parent site will be listed, but will have grayed-out checkboxes.

6. Click Finish. Note: The new site appears either as a new tab or as a new entry in the -more- drop-down list. The name of the new site includes a "C" to indicate that it's a combined section. If you no longer wish to see the individual sections, you can remove them from your tabs. Note: Once rosters have been combined into a parent site, the tools for the original sites are disabled. To import content from those sites, you will have to go to My Workspace and use Worksite Setup to add the tools that have content you want to import.

Importing Data from another Site For any course or project site you create, you can import instructor-generated content (e.g., announcements, assignments, tool settings) from one or more other sites you own. Submitted materials, such as completed assignments, forum postings, or grades, cannot be imported using this method; you must download and save such material manually.

1. In the menubar on the left, Click Site Setup. 2. From the list of links near the top of the screen, Click Import from Site. 3. On the Import Data screen, Choose one of the following:

• “I would like to replace my data” - Use this option if you want the imported data to overwrite the existing data. This method allows you to import Gradebook settings.

• “I would like to merge my data” - Use this option if you want the imported data to merge with the existing data. This method does not import Gradebook settings.

• “I would like to merge my user(s)” - Imported users will merge with existing users. This method only imports those users manually added to a site. It does not import users added to a site by the Office of the Registrar.

4. Select the box next to the site that contains the source data. If you merge data, you can choose more than one site. If you choose to replace data, you can only choose one site.

5. Click Continue. 6. Under the name of the site(s) you selected, Check the box next to each tool that contains source material you want to

import. Note: If a box is grayed out, it means the corresponding tool is not available in that site.

7. Click Finish. Note: When you import Gradebook settings, it is possible to import an item with a Gradebook Item Point Value of less than or equal to zero; however, if you try to edit such an item, you will receive an error message.

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