Creating and managing Dropbox

1. Creating dropbox categories
2. Creating dropbox folders
• Availability Dates & Conditions.
• Submission & Completion
• Evaluation & Feedback
3. Editing dropbox categories and folders
4. Reordering dropbox categories and folders
5. Deleting dropbox categories and folders
6. Restoring deleted dropbox folders
7. Viewing the dropbox event log
8. Previewing dropbox folders and submissions

Creating dropbox categories

Organize your dropbox folders into categories to make it easier for users to navigate to the appropriate folder. For example, you can create separate categories for course units, summative projects, bonus assignments, and individual submissions.

Create a dropbox category

1. On the Dropbox Folders page, click New Folder.
2. Click the New Category link beside the Category field.
3. Enter a Name for the new category.
4. Click Save.

   Note: Your new category appears on the Dropbox Folders page only if there are dropbox folders associated with it.

   Note: You can also create a new category from the Edit Categories button on the dropbox folders page.
   
   

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Creating dropbox folders

Users submit their work to a dropbox folder. Information you create in the dropbox folder about evaluation methodology, details about rubric assessments, associations with learning objectives, instructions, and clarifications on work expectations appear to users in the "Folder Information" area on the Submit Files page.

Create a dropbox folder

1. On the Dropbox Folders page, click New Folder.
2. Enter a Name.
3. Set the Score Out Of to the maximum grade points for the assignment.  This will activate a dropdown for choosing an item in grades, remove from grades, or reset to ungraded.

   Tip: If you associate the folder with a grade item, maintain consistency for your students by matching the value of the Score Out Of field to the grade item's Maximum Points value.

4. Set the Due Date and time.
5. Enter Instructions, if desired.
6. You can include attachments such as a file, link to an existing activity, attach a weblink, and/or add a file from Google Drive or OneDrive.  You can also add an audio or video recording, but be sure to include captions.
7. Select from the Category drop-down list if you want to assign a category. You can click the New Category link to create a new category.

Move to the next section of settings to complete the dropbox setup. When you have finished your dropbox setup, click Save and Close.

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Expand the Availability Dates & Conditions settings tab:

1. Enter a Start Date and an End Date. These are the dates between which the dropbox will be open for student submissions.
2. Click Add Release Condition to add a release condition to the dropbox.
   Release conditions allow you to associate a dropbox folder with other items in Learning Environment. For example, you can require that users meet some criteria, such as reading a set of lecture notes in the Content tool, before they can submit their work to a dropbox folder. Or, you can make submission to the dropbox folder a criteria for accessing another item, such as a quiz.
3. Click Manage Special Access to add special access on the dropbox for students.
   Special access permissions allow you to set different availability dates and times for specific users. For example, you could extend the deadline for users who require remedial help or who are submitting work beyond the original scope of the dropbox folder. You can also add special access after a dropbox folder’s end date has past for users who have a legitimate excuse for missing the deadline or for users you want to submit additional material, such as planning notes or a bibliography.

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Expand the Submission & Completion settings tab:

1. Select an Assignment Type:
   • Individual submission folder Select this option if you want each user to have their own submission.
   • Group submission folder Select this option if you want one submission per group. You must associate the folder with a Group Category.

     Note: Group submission areas are marked on the Dropbox Folders page with the Group Submissions icon. Any group member can submit and view files for a group dropbox folder.

2. Select a Submission Type:
   • File
   • Text
   • Paper
   • In Person
3. Set the Files Allowed Per Submission:
   • Unlimited (student can attach an unlimited number of submission)
   • One file per submission (student can only attach one submission)
4. Set the Submissions retention:
   • All submissions are kept
   • Only one submission allowed
   • Only the most recent submission is kept
5. Notification Email. Enter the email address you would like to have a notification sent to every time a submission is entered into the dropbox.

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Expand the Evaluation & Feedback settings tab:

1. Rubrics. Click the Add rubric link to attach a rubric to the dropbox.
   Click the Create New to create a new rubric. If you have an existing rubric in the course,you can select one to attach to the dropbox.
2. Learning Objectives. These are currently not in use.
3. Turnitin Integration. Click the Manage Turnitin link to activate originality checking on the dropbox. See ARTICLE for information on Turnitin settings.

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Editing dropbox categories and folders

Edit a dropbox category

1. On the Dropbox Folders page, click the Edit icon beside the name of the category you want to edit.
2. Edit the Name of the category.
3. Click Save.

Edit a dropbox folder

1. On the Dropbox Folders page, click Edit Folder from the context menu of the folder you want to edit.
2. Make your changes.
3. Click Save and Close.

Edit multiple dropbox folders

1. On the Dropbox Folders page, select the check box beside each folder you want to edit.
2. Click Bulk Edit.
3. Update the appropriate fields.
4. Click Save.

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Reordering dropbox categories and folders

1. On the Dropbox Folders page, click Reorder from the More Actions button.
2. Select the new position for a folder or category using the Sort Order drop-down list beside its name. The positions of other folders and categories adjust accordingly.
3. Click Save.

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Deleting dropbox categories and folders

Delete a single dropbox folder

1. Click Delete Assignment from the context menu of the dropbox folder you want to delete.
2. Click Delete.

Delete multiple dropbox folders

1. Select the check boxes for the dropbox folders you want to delete, then click Delete from the More Actions button.
2. Click Delete.

Delete a dropbox category

On the Dropbox Folders page, click the Delete icon beside the name of the category you want to delete.

Note: Dropbox folders in the deleted category will appear in the No Category area on the Dropbox Folders page.

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Restoring deleted dropbox folders

1. On the Dropbox Folders page, click Event Log from the More Actions button.
2. Click Restore beside the folder you want to restore.

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Viewing the Dropbox event log

The Dropbox event log enables you to view information on specific activity for individual dropbox folders. The event log tracks when users create, delete, and restore dropbox folders. Once an action is taken, the event log records the name and ID of the dropbox folder, the action, the user who made the change, and the date it was performed.

View the Dropbox event log

1. On the Dropbox Folders page, click Event Log from the More Actions button.
2. You can click on the Created, Deleted, and Restored filters to view dropbox folder items according to the action taken on them.
3. If you want to view all event log items, deselect all filters and perform a blank search in the Search field. You can also search for a specific folder or folder ID by entering it in the Search field and clicking Search.

Note You can change the sort order of results by clicking on the Folder Name, Action, and Date column headers.

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Previewing dropbox folders and submissions

The preview option enables you to navigate the steps that users go through to submit files, review their submissions, and view submission history.

You can make a preview submission visible on the Submissions page, but you cannot give feedback, grades, or rubric scores to it because it is not tied to an actual user.

Preview file submission and submission history

1. Click Preview from the More Actions button on the Dropbox Folders page.
2. Click on the dropbox folder you want to submit a file to.
3. Click Add a File to browse for the file you want to submit. You can attach files from your local computer, storage device, or OneDrive.
4. You can Record Audio as feedback. When you finish a recording, click Add.
5. Enter any Comments you want to submit with the file.
6. Select the Allow this preview submission to be available in the dropbox folder option if you want to search for and view the file on the Folder Submissions page after you leave the Preview area.
7. Click Submit.
8. Click View History.
9. Select the Folder you want to view from the drop-down list and click Apply.
10. Click on your submission to preview.

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