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Learning Design

Digital Learning Technology Toolkit

The Digital Learning Technology Toolkit is a collection of digital resources that can be used to facilitate activities. It includes both standalone applications as well as tools built into vUWS.

Download the Digital Learning Technology Toolkit PDF.

I want to...
Connect with my students
  • vUWS – The University's e-learning management system used by 100% of units. It is capable of presenting a range of course material such as images, embedded video, interactives, documents, links, audio, social media and other tools.
    (Discussion board, Announcements, Messages, Email, Journals)
  • Zoom – The University's video-conferencing solution available on a range of devices. Host and record online meetings, share files or your screen, create breakout rooms and foster collaboration.
  • GoSoapBox – Create polls and quizzes to gauge student knowledge, perspective or feedback.
Capture my lecture
  • Western One Stop Studio (WOS) – Intuitive, on-campus studios to produce short engagement media pods.
  • Panopto – The University's video management system and online repository of lecture recordings. Panopto allows you to edit, share and download videos.
Create content
Set up groupwork

vUWS – Enable students to comment, upload media and record project progress to facilitate collaboration and critical thinking.
(Blogs, Discussion board, Wiki)

Provide formative feedback

vUWS – Create non-assessable components for students to regularly test their knowledge of concepts as they progress, rather than waiting for the marks and feedback from formal assessment tasks.
(Quizzes – creating, settings)

Share ideas with colleagues

Yammer – One of the University's social media platforms to foster open dialogue, debate and the exchange of information and ideas between staff.

Do adaptive release

vUWS – Create a set of rules to control how content is released to students to create a progressive learning process or cater for different study modes, i.e. online or face-to-face. The rules may be related to availability, date and time, individual usernames, group membership and more.

Where can I find instructions on using the tools?

The University also provides all staff and students with access to Lynda.com training videos covering a multitude of applications. Staff can log in using the Lynda.com Organisation Portal.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Cortex

Cortex is an exciting new learning and teaching initiative developed by the Digital Futures Team at Western. In simple terms, it is a template for all vUWS sites that will be applied to units across the university to ensure consistency and accessibility for all students.

Why Cortex?

In anatomy a cortex exists as an outer layer. Coming from the Latin for "shell" a cortex systematically organises important matter.

Project Cortex at Western offers a structural layer which we can apply to one of the central features of our learning and teaching – the vUWS site.

Our vUWS sites present information and content to students for individual units and can contain a wide range of material from lectures to readings, videos and beyond.

With the Cortex template applied this material is consistently presented enabling greater accessibility across the university and across disciplines, enhancing the student experience.

Cortex – structuring the vUWS experience.

Overview
Using the new vUWS template

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Training

vUWS Express - Training Videos

Learn more about how to perform common vUWS tasks. These videos were shared during the vUWS Express online sessions.

Session 1 — Turnitin Feedback Studio
Session 2 — Managing the Grade Centre
Session 3 — End of Semester Tips
Session 4 — Content repository and uploading content
Session 5 — Creating Quizzes
Session 6 — Setting up assignments and adaptive release

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Requesting a vUWS site

Requesting a vUWS site

Before requesting a vUWS site, you must decide if you want to copy an existing site or template, or, create a blank site. Site requests are typically processed within two business days but may take longer in peak periods.

Rolling over an existing vUWS site, or requesting a new site from a template
  1. Log in to vUWS.
  2. Click the EDMM tab in the top right corner.
  3. Click Request a vUWS Site in the top right corner.
  4. Fill out the Personal Information and Site Information sections.
  5. In the Site Template section use the following:
    1. Select Copy of another vUWS site. A pop-up window will appear.
    2. Check the box ‘Search all sites’.
    3. In the search field enter a) the unit number of the existing site, or, b) the name of the template you wish to use as the basis of the new site.
    4. Click Search.
    5. Select the desired site or template. The pop-up window will close.
    6. Ensure Include Grade Centre columns REMAINS CHECKED.
  6. Fill out the remaining fields.
  7. Click Send Form.
Scenario 1: You just want this upcoming semester’s vUWS site to contain all the material from last year.

Quick start: Request a new vUWS site and choose last year’s site as the Site Template. See Step-by-step section.

Scenario 2: You want to request a vUWS site for a Summer unit.

You have two choices:

  1. Make a copy of the Spring site which has the up-to-date teaching materials, but its weekly structure and assessments don’t match the Summer schedule.
  2. Make a copy of the previous Summer site, which has the correct structure and assessments, but the material needs to be updated.

Quick start: Copy the Spring site with the up-to-date teaching resources. Updating the structures and assessments is typically far less work than updating the unit material.

Scenario 3: You have a new unit and need a vUWS site.

Determine whether there are any sites that you can use as a template. If you’ve taught into another unit, try to find an existing site that you can copy and then modify.

Quick start: Avoid requesting a blank site. It is much easier to copy another site with a pre-existing structure and then modify it with your unit contents.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Reopening a vUWS site

There are certain circumstances in which you may need to have a vUWS site from a previous teaching session reopened, e.g. recovering materials, etc. In these cases sites can be temporarily reopened for a period of two weeks.

You can only request a site to be reopened if you were an Instructor in that site. Alternatively, you can provide the IT Service Desk with written authorisation from another Instructor, Deputy Dean, or Dean.

Allow up to 5 working days for the site to be reopened. Sites can be reopened for up to a 2 week period.

When requesting to have a site reopened, advise the IT Service Desk who will require access: staff only or both staff and students.

Note: A site cannot be opened to a single student. If you opt to reopen a site to students, then all students who were enrolled in the unit will have access to the site again.

Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Adding and removing staff

After a site is created, the Unit Coordinator should add and remove staff. Staff can be added as Instructors, Teaching Assistants, Auditors or Participants depending on their requirements (e.g. academic, professional, Library).

Adding teaching staff
  1. Log in to vUWS.
  2. Click the EDMM tab in the top right corner.
  3. Locate the desired site in the list.
  4. Click the corresponding Manage this site button.
  5. Enter their Staff ID in the Staff ID(s) field.

    To add multiple staff members with the same access type, enter their Staff IDs separated by a space or comma.
    For example:
    30010000 30010002 30010003, or, 30010000,30010002,30010003

    1. Tip: To look up a staff members ID, open up the Outlook (desktop version) and compose a new email.
    2. Click on the To... button and a new window will open.
    3. Type in their name using the search box at the top.
    4. Once you find the person's name, right-click on their row and select Properties. A new window will open and their Staff ID will appear in the Alias field.
    5. Select and copy the Staff ID.
  6. Select the access type: I (Instructor), TA (Teaching Assistant), A (Auditors) or P (Participants).
  7. Click Add User(s).
  8. Confirm when prompted.
Removing teaching staff
  1. Log in to vUWS.
  2. Click the EDMM tab in the top right corner.
  3. Locate the desired site in the list.
  4. Click the corresponding Manage this site button.
  5. Under Delete Staff, check the staff member you wish to delete.
  6. Reason: enter a reason for the removal, e.g. No longer needs access.

    Note: This reason will be shown to the removed user as well as other Instructors.

  7. Click Delete Users.
What are the different roles?
Instructor Teaching Assistant Auditor Participant
  • Full site administration and grading rights.
  • Able to add and remove other Instructors.
  • Able to access unopened site.
  • Access to most site features and grading rights.
  • Unable to remove Instructors.
  • Able to access unopened site.
  • View the site for auditing purposes.
  • Cannot participate in interactive site activities.
  • Can only view the site.
  • Similar to student level access.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Library Reading list information

Library staff will create a Reading List from the Learning Guide as provided by the Education Program and Support Team.

To get started review the processing timeline and refer to the Step-by-step below.

  1. Ensure the authoritative version of the Learning Guide is submitted to the Education Program and Support Team prior to Session commencement at educationprogramsupport@westernsydney.edu.au.
  2. If the reading list is not included in the Learning Guide, contact the Library at libresources@westernsydney.edu.au and attach a list of required resources.
  3. If Library staff require vUWS access to add the reading list to the site, add them as an Instructor (90902591) – see Adding and removing staff.
  4. If you also need physical items in Reserve, complete the online form at http://library.westernsydney.edu.au/main/lrsubmission.

Early submission of the authoritative version of the Learning guide to Education and Program Support team is advised.

For advice, please contact the Library.

Preparing your content

Fixing audio narrations in older PointPoint files

Increase compatibility by optimising and re-saving older PPTX files. This ensures maximum compatibility with newer software and devices.

If students are using phones or tablets to view PowerPoint files, instruct them to install the Microsoft PowerPoint app from App Store or Play Store.

Optimising PowerPoint to fix audio narration issues

Prerequisite: You'll need access to a Windows computer with PowerPoint 2016. (These steps will not work with older versions of PowerPoint)

  1. Download the existing PPTX file from vUWS
  2. Open the PPTX file in PowerPoint 2016 on a Windows computer
  3. Go to File and select Info
  4. Select the Optimise Media Compatibility option and wait for the process to complete
    (If this option isn't available, your file is already optimised. Please continue to the next step)
  5. Go to Slide Show (in the top ribbon) and tick the Play Narrations checkbox
  6. Go to File > Save As and select a location to save
  7. Differentiate this version by adding a version number to the File name
    (i.e. if it was named originally named "lecture1", name it "lecture1-v2")
  8. Ensure Save as type is set to PowerPoint Presentation
  9. Upload the new version onto vUWS replacing the existing one
Viewing PowerPoint presentations on mobile devices

Apple iOS users (iPhone/iPad users): Download the Microsoft PowerPoint app from the Apple App Store to listen to the audio narrations.

Google Android users: Download the Microsoft PowerPoint app from the Google Play Store to listen to the audio narrations.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 5111 (x5111) or via the online MyIT Portal.

Creating branded content in Word and PowerPoint

All materials provided to students should use University branding to create visual cohesion and consistency.

Download the branded templates

Please download the official University branded Word and PowerPoint templates from the Branding Resources page (requires Staff log in).

Creating new digital resource (PDFs, apps, etc.)

The University provides all staff with access to Lynda.com training videos covering applications such as Microsoft Word and PowerPoint. Staff can log in using the Lynda.com Organisation Portal.

For other applications and tools that you consider using, it is important to note that some require a fee or have unique licensing provisions. Ensure that any apps or tools that you opt to use, particularly those intended for students, are free (where possible), well-documented and current.

Compressing documents for online viewing

Before compressing (or optimising) a file, ensure you first save a copy as the compression process can permanently alter the original file. If you are not satisfied with the resulting image quality, having a backup allows you to make further adjustments.

Optimising PDFs for online viewing

PDFs are a universal file format that can be opened with ease on most devices and do not rely on specific software. Try to save all materials students do not have to fill out as PDFs.

It is important that PDFs are accessible, and this can be easily done using the Acrobat accessibility wizard.

Reducing the file size of PDFs will assist students in downloading and accessing the content faster. There are a number of ways to create optimised PDFs, depending on the application.

Optimising Word and PowerPoint files for online viewing

For activities where students need to include responses, e.g. short answer, peer-review, results, brainstorming etc., reduce the file size of the provided template.

Office for Mac 2011 - Word, PowerPoint, Excel

Is something broken? Please contact the IT Service Desk on 02 9852 5111 5111 (x5111) or via the online MyIT Portal.

Creating video resources/lecture pods

The Digital Futures Team is in the process of deploying Western One Stop Studio (WOS); intuitive, on-campus studios to produce short engagement media pods. Staff can also use Panopto, the University's video management system and online repository of lecture recordings.

Panopto

To learn more about Panopto, please view the User Guides.

Need further advice? Contact the Digital Futures Team.

Creating other digital resources

You might create resources for your unit that rely on specific software or online tools and apps. When choosing tools opt for free tools that can be easily accessed by students.

The University provides all staff with access to Lynda.com training videos covering a multitude of applications, e.g. Microsoft Word, PowerPoint, apps etc. Staff can log in using the Lynda.com Organisation Portal.

For other applications and tools that you consider using, it is important to note that some require a fee or have unique licensing provisions. Ensure that any apps or tools that you opt to use, particularly those intended for students, are free (where possible), well documented and current.

Contact the IT Service Desk about getting software installed on your computer or in a computer lab.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Preparing your vUWS site

Enabling Edit Mode

Before you can start adding, editing or removing content, you must ensure Edit Mode is switched ON. When Edit Mode is OFF you will get a preview of how the site appears to a student.

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Locate and click the Edit Mode toggle at the top right of the page. When enabled it will read Edit Mode is: ON.
    Highlights the location of Edit Mode option

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Editing the site banner

If your site banner does not accurately reflect the unit information it should be updated.

Editing the default vUWS banner
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to the Home Page in the left menu.
  5. Locate the page heading; it is typically titled Home Page or Home.
  6. Click the downward facing arrow next to the title and select Page Banner from the menu (see screenshot below).
    Highlights the location of downward facing arrow and Page Banner option
  7. Using the content editor, edit the banner to add the unit code, unit name and School.
  8. Click Submit when finished.
Adding an auto-populating banner

The auto-populating banner always mirrors the vUWS site name and only needs to be applied once. It does not require updating on site rollover. It can also be placed in Content Areas.

  1. Visit: http://www.petersteele.com.au/tools/.
  2. Locate the Generate a unit banner tool.
  3. Select your School from the drop-down list.
  4. Change the Mode to Content Area Mode.
  5. Click Generate Embed Code.
  6. Copy the embed code.
  7. Log in to vUWS.
  8. Go to your vUWS site.
  9. Ensure Edit Mode is ON.
  10. Go to the Home Page.
  11. If your home page is a Module Page (see screenshot below).
    1. Locate the page heading; it is typically titled Home Page or Home
    2. Click the downward facing arrow next to the title and select Page Banner from the menu (see screenshot below).
      Highlights the location of downward facing arrow and Page Banner option
    3. Tick the Use Custom Page Banner option.
    4. Using the content editor toolbar, click the HTML button.
    5. In the pop-up window, delete all existing contents, and then paste the code you copied previously.
    6. Click Submit (or Update) and the pop-up window will close.
    7. Click Submit at the bottom of the page.
  12. If your home page is a Content Area
    1. Click Build Content > Create > Item.
    2. In the Name field, enter Banner.
    3. Using the content editor toolbar, click the HTML button.
    4. In the pop-up window, paste the code you copied previously.
    5. Click Submit (or Update) and the pop-up window will close.
    6. Click Submit at the bottom of the page.
    7. To move the Item up the page, go to the top right of the screen and click the small Keyboard-Accessible Reordering: Content button (see screenshot below).
      Highlights the location of the reorder button
    8. In the pop-up window select Banner and use the Up arrow to move it to the top.
    9. Click Submit.

Need further advice? Contact the Digital Futures Team.

Uploading the Learning Guide

Before opening a vUWS site to students, you must upload the approved Learning Guide in PDF format.

Three ways to upload a Learning Guide
1. As a File Screenshot of how a Files appear
2. Attached to an Item Screenshot of how Item attachments appear
3. Linked within an Item Screenshot of how linked attachments appear
1. As a File
Replace an existing Learning Guide Add a Learning Guide from scratch
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Find where the Learning Guide is located in the site (typically in Unit Information or on the Home Page).
  5. Place your mouse cursor over the Learning Guide item and click the downward facing arrow beside the file title to edit the content.
  6. Under Find File: click Select a Different File.
    The previous file and Name: will be removed.
  7. Name: Learning Guide

    Tip: Avoid including the [Semester] and [Year] in the Name as this will require updating on future site rollovers.

  8. Find File: click Browse My Computer.
  9. Select a file for upload.
  10. Scroll down to FILE OPTIONS.
  11. Open in New Window: Yes.
  12. Scroll down to STANDARD OPTIONS.
  13. Permit Users to View this Content: Yes.
  14. Track Number of Views: Yes.
  15. Click Submit.
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Navigate to where the Learning Guide is to be located in the site (typically in Unit Information or on the Home Page).
  5. Click Build Content > File.
  6. Name: Learning Guide

    Tip: Avoid including the [Semester] and [Year] in the Name as this will require updating on future site rollovers.

  7. Find File: Browse My Computer.
  8. Select a file for upload.
  9. Scroll down to FILE OPTIONS.
  10. Open in New Window: Yes.
  11. Scroll down to STANDARD OPTIONS.
  12. Permit Users to View this Content: Yes.
  13. Track Number of Views: Yes.
  14. Click Submit.
2. Attached to an Item
Replace an existing Learning Guide Add a Learning Guide from scratch
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Find where the Learning Guide is located in the site (typically in Unit Information or on the Home Page).
  5. Place your mouse cursor over the Learning Guide item and click the downward facing arrow beside the file title to edit the content.
  6. Scroll down to the ATTACHMENTS section.
  7. Remove the existing Learning Guide by clicking the Mark for removal button.
  8. Click Browse My Computer.
  9. Select a file for upload.
  10. Click Submit.
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Navigate to where the Learning Guide is to be located in the site (typically in Unit Information or on the Home Page).
  5. Click Build Content > Item.
  6. Name: Learning Guide

    Tip: Avoid including the [Semester] and [Year] in the Name as this will require updating on future site rollovers.

  7. Text: Use the editor tools to include a description of the file.
  8. Scroll down to the ATTACHMENTS section.
  9. Click Browse My Computer.
  10. Select a file for upload.
  11. Scroll down to the FILE OPTIONS section.
  12. Open in New Window: Yes.
  13. Scroll down to the STANDARD OPTIONS section.
  14. Permit Users to View this Content: Yes.
  15. Track Number of Views: Yes.
  16. Click Submit.
3. Linked within an Item
Replace an existing Learning Guide Add a Learning Guide from scratch
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Navigate to where the Learning Guide is located in the site (typically in Unit Information or on the Home Page).
  5. Place your mouse cursor over the Learning Guide item and click the downward facing arrow beside the file title.
  6. Click Edit.
  7. Text: Use the editor tools to select a portion of text.
  8. Click the Insert/Edit Link button.
  9. In the pop-up window, under Link Path click Browse Computer.
  10. Select a file for upload.
  11. Target: Open in New Window (_blank).
  12. Title: enter a short title that appears when a user hovers over the filename.
  13. Click Insert.
  14. Scroll down to the STANDARD OPTIONS section.
  15. Permit Users to View this Content: Yes.
  16. Track Number of Views: Yes.
  17. Click Submit.
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Navigate to where the Learning Guide is to be located in the site (typically in Unit Information or on the Home Page).
  5. Go to Build Content in the top menu > Item
  6. A new page will load.
  7. Name: Learning Guide

    Tip: Avoid including the [Semester] and [Year] in the Name as this will require updating on future site rollovers.

  8. Text: Use the editor tools to enter some text.
  9. select a portion of text that the Learning Guide will be linked from.
  10. Click the Insert/Edit Link button.
  11. In the pop-up window, under Link Path click Browse Computer.
  12. Select a file for upload.
  13. Target: Open in New Window (_blank).
  14. Title: enter a short title that appears when a user hovers over the filename.
  15. Click Insert.
  16. Scroll down to the STANDARD OPTIONS section.
  17. Permit Users to View this Content: Yes.
  18. Track Number of Views: Yes.
  19. Click Submit.

For a Learning Guide creation, approval and support matters please contact:
educationprogramsupport@westernsydney.edu.au

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Editing content using Text/Content Editor

The content editor is used to add and edit material directly to the page. It is used widely across vUWS in Items and Content Areas. It is also used for providing Assignment descriptions and creating Test questions.

Editing an Item or Content Area
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Find the Item or Content Area you wish to edit.
  5. Place your mouse cursor over the title and click the downward facing arrow beside the item title.
  6. Select Edit.
Basic and advanced editing toolbar

To switch between basic and advanced editing tools, click the right-most downward facing double arrow icon in the header (Show More).

  • In the simple view, the text editor provides a similar set of controls used in Microsoft Word such as bold, italic, underline, font and size. It also gives you the ability to create lists and links.
  • In the expanded view, additional controls are made available, such as tables, pictures, videos.
Pasting into the content editor

Content that you copy and paste from another document or web page will also copy the formatting. This can cause problems with existing formatting on vUWS.

Before you paste any content to vUWS, you should first convert it to plain text. This is accomplished using the following steps:

  1. Copy the text from the source (as per usual).
  2. Open EditPad or Notepad (Windows).
  3. Paste the text into EditPad or Notepad.
  4. Copy the text from EditPad or Notepad.
  5. Finally, paste the text into the content editor.

These steps are not required if typing directly into the content editor.

Attaching a file to an Item from your computer
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Find the Item where you want to attach the file.
  5. Place your mouse cursor over the item title.
  6. Click the downwards facing arrow that appears.
  7. Select Edit from the menu. A new page will load.
  8. Scroll down to the ATTACHMENTS section.
  9. Click Browse My Computer.
  10. Select a file for upload.
  11. Click Submit.

Need further advice? Contact the Digital Futures Team.

Moving and Copying Items

It may be necessary to move Items from one location in a site to another or copy Items from one course to another as you develop or restructure your curriculum.

If you are copying or moving items between vUWS sites, you need to ensure you are an Instructor in both sites.

Moving Items from one location to another
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Navigate to the Item you wish to move.
  5. Place your mouse cursor over the Item title and click the downward facing arrow, and then select Move.
  6. A new window will load. From the Destination Course dropdown menu ensure the name of the current site is loaded.
  7. Beside Destination Folder click Browse....
  8. A pop-up window will load with the site structure displayed in an expandable/collapsable tree diagram. Locate the destination you would like to move the item to by clicking the plus and minus symbols to expand and collapse areas. Content may be nested at different levels, e.g. Learning Modules > Module 4.
  9. Select the destination folder.
  10. Click Submit.
  11. The Item will automatically move to the destination folder. Navigate to this location to confirm the move. The Item will appear as the last item on the page.
  12. To move the Item up the page, go to the top right of the screen and click the small Keyboard-Accessible Reordering: Content button (see screenshot below).
    Highlights the location of the reorder button
  13. In the pop-up window select the new Item and use the Up arrow to move it up.
  14. Click Submit.
Copying Items from one course site to another

Important: Always perform a Copy and NOT a Move when handling material between sites to preserve the contents' origin and authorship.

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Navigate to the Item you wish to copy.
  5. Place your mouse cursor over the Item title and click the downward facing arrow, and then select Copy.
  6. A new window will load. From the Destination Course dropdown menu select the name of the site you wish to copy the item.
  7. Beside Destination Folder click Browse....
  8. A pop-up window will load with the site structure displayed in an expandable/collapsable tree diagram. Locate the destination you would like to copy the item to by clicking the plus and minus symbols to expand and collapse areas. Content may be nested at different levels, e.g. Learning Modules > Module 4.
  9. Select the destination folder.
  10. Under Attachments and Embedded Links select Include links and make copies of attached and embedded files.
  11. Click Submit.
  12. The Item will automatically move to the other course site's destination folder. Open the course site and navigate to the Item's location to confirm the move. The Item will appear as the last item on the page.
  13. To move the Item up the page, go to the top right of the screen and click the small Keyboard-Accessible Reordering: Content button (see screenshot below).
    Highlights the location of the reorder button
  14. In the pop-up window select the new Item and use the Up arrow to move it up.
  15. Click Submit.

For sites that have been migrated to the Western branded template, ensure the provided structures of Items in the site areas remains the same to keep the navigation experience consistent for students.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Adding and checking the Library Reading list link

The library reading list can be accessed via the Readings & Resources tab in the vUWS left menu.

If the link does not function, please ensure you have given the Library account Instructor access to your site.

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Check that the left menu link to Readings & Resources functions. If the link does not work, email ReadingsDirect for assistance.

Contact the Library.

Adding the Acknowledgement of Country

You may add the official WSU Acknowlegement of Country to your site(s).

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Navigate to the Item you wish to place the Acknowlegement of Country. (If you don't have one, go to Build Content > Item and proceed to Step 7)
  5. Hover your cursor to the right of the Item's name and click on the downward facing arrow that appears.
  6. Click Edit.
  7. Using the content editor write a short, single word note where the acknowlegement should appear. For example: INSERTACKNOWLEDGEMENT

    In the next step, we'll be entering the HTML view, so this one-word note will serve as a location marker.

  8. From the editor toolbar, click the HTML button.
  9. A pop-up window will load. Locate and then select the short note you wrote. Be careful not to select any other text material except for the note.
  10. Copy the code snippet below and then paste it over your note, completely overwriting the note:
    <iframe width="100%" height="500" src="https://dftr.westernsydney.edu.au/embed/vuws_acknow_country/acknow_country.html" frameborder="0" seamless=""></iframe>
  11. Click Update.
  12. The acknowledgement will appear in the editor as a large yellow box.
  13. Click Submit.
  14. When the page loads, check that the acknowledgement displays correctly.

Need further advice? Contact the Digital Futures Team.

Adding embedded content (e.g. Twitter feeds)

Adding embedded content is a good way to add social media interactivity on your vUWS site and display related information via social networks such as Twitter.

Adding a Twitter feed
  1. Navigate to the Twitter feed you would like to embed.
  2. Copy the URL from the address field in the browser.
  3. Navigate to publish.twitter.com.
  4. Scroll down and click on Embedded Timeline.
  5. Paste the URL in the text field then click Preview.
  6. Click Copy Code.
  7. Navigate and Login to vUWS.
  8. Go to your vUWS site.
  9. Ensure Edit Mode is ON.
  10. Navigate to the Content Area where you would like to place the Twitter Feed.
  11. Hover over Build Content and select Item.
  12. In the Name field type a name for this Twitter feed item.
  13. Click on HTML icon in the editing toolbar.
  14. Paste the URL in the text box.
  15. Click Update
    It will appear as a text link in the Content Editor.
  16. Click Submit.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Adding video resources/lecture pods

All key concept captures and other video material must first be uploaded to YouTube or Panopto before adding it to your vUWS site. Once uploaded, follow the instructions below to embed it in your vUWS site.

Uploading to YouTube

Please refer to the official YouTube instructions on how to upload video content. Within YouTube's privacy settings, it is recommended to upload all videos as Unlisted.

Uploading to Vimeo

Please refer to the official Vimeo instructions on how to upload video content.

Embed a YouTube video
  1. Open a YouTube video in your browser.
  2. Click the SHARE button beneath the video.
  3. Click the Embed button.
  4. Under EMBED OPTIONS uncheck Show suggested videos when the video finishes.
  5. Click the COPY button to copy the <iframe> snippet.
  6. Log in to vUWS.
  7. Go to your vUWS site.
  8. Ensure Edit Mode is ON.
  9. Navigate to the Item you wish to embed the video.
  10. Hover your cursor to the right of the Item's name and click on the downward facing arrow that appears.
  11. Click Edit.
  12. Using the content editor write a short, single word note where the video should appear. For example: INSERTVIDEOHERE

    In the next step, we'll be entering the HTML view, so this one-word note will serve as a location marker.

  13. From the editor toolbar, click the HTML button.
  14. A pop-up window will load. Locate and then select the short note you wrote. Be careful not to select any other text material except for the note.
  15. Paste the snippet you copied, completely overwriting the note:
    <iframe width="560" height="315" src="https://www.youtube.com/embed/S12-bN1QA1I?rel=0" frameborder="0" allow="autoplay; encrypted-media" allowfullscreen></iframe>

    Tip: If embedding multiple videos, paste the <iframe> snippets one after the other.

  16. Click Update.
  17. The video will appear in the editor as a large yellow box.
  18. Click Submit.
Embed a Vimeo video
  1. Open a Vimeo video in your browser.
  2. Click the Share button.
  3. A pop-up window will load. Beside the Embed section click Show options.
  4. Uncheck Show text link underneath this video.
  5. Click the Embed field to automatically select the <iframe> snippet.
  6. Copy the snippet:
    <iframe src="https://player.vimeo.com/video/137547531?color=ffffff&title=0&byline=0&portrait=0" width="640" height="360" frameborder="0" webkitallowfullscreen mozallowfullscreen allowfullscreen></iframe>
  7. Log in to vUWS.
  8. Go to your vUWS site.
  9. Ensure Edit Mode is ON.
  10. Navigate to the Item you wish to embed the video.
  11. Hover your cursor to the right of the Item's name and click on the downward facing arrow that appears.
  12. Click Edit.
  13. Using the content editor write a short, single word note where the video should appear. For example: INSERTVIDEOHERE

    In the next step, we'll be entering the HTML view, so this one-word note will serve as a location marker.

  14. From the editor toolbar, click the HTML button.
  15. A pop-up window will load. Locate and then select the short note you wrote. Be careful not to select any other text material except for the note.
  16. Paste the snippet you copied, completely overwriting the note:
    <src="https://player.vimeo.com/video/138476653?color=dddbcd&title=0&byline=0&portrait=0" width="640" height="360" frameborder="0" webkitallowfullscreen mozallowfullscreen allowfullscreen></iframe>

    Tip: If embedding multiple videos, paste the <iframe> snippets one after the other.

  17. Click Update.
  18. The video will appear in the editor as a large yellow box.
  19. Click Submit.
Adding Library Resources
Western Sydney University Library e-resources can be used in class, embedded (or linked) into vUWS. To see the full collection of videos, please refer to Library Multimedia Resources Guide.

To ensure you create stable links that work both on and off-campus, please refer to the instructions, here.

If you need further assistance to create a stable link, please email Information Central for assistance.

When embedding any video content, ensure to include the video title and duration:

For example:

Concept Pods 1-3

  • Video #1 Title (Duration: 3:50)
  • Video #2 Title (Duration: 6:35)
  • Video #3 Title (Duration: 2:27)

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Adding a Content Area to the left menu

Please reserve top menu-level Content Areas for the most important items to avoid cluttering the menu.

Before creating a new Content Area in the left menu, determine if an existing Content Area could house your material instead.

  1. Login to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. On the left menu, hover over the plus button (+) and click on Content Area.
  5. Enter a name, e.g. Assessment 4.
  6. Tick Available to Users if you want to make the folder available to students.

    By default, the new Content Area link will appear at the bottom of the left menu.

  7. Click Submit.
  8. Use the up and down facing arrow icon ↑↓ at the top right of the menu to rearrange the position of this Content Area in the menu.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Setting up and adding Zoom meetings

If you are re-using one or more existing Zoom meetings from a previous semester, please join each meeting to test that it is still active. Also, ensure that all meetings that you are hosting still appear in your Meetings list within the Zoom app.

If the Academic running the Zoom tutorials has changed from the previous semester, the new staff member needs to use a meeting ID they created with their account. This ensures they get host controls.

  1. Download and install the Zoom Client for Meetings.
  2. Open the zoom.us app.
  3. Click Sign In.
  4. Click Log in with SSO.
  5. When prompted to Find company domain by email address, enter your _______@westernsydney.edu.au email address.
    (If you are prompted to Enter your company domain instead, enter uws).
  6. Ensure Open in default browser is unchecked, then click Continue.
  7. When prompted, enter your WesternAccount details in the pop-up window
    (Your staff number goes in the Name field).
  8. Once logged in, click the Schedule button.
  9. Select the options shown in the image below:
    Screenshot of settings to select. Schedule a recurring meeting titled with the 'unit number - unit number'. Enable Video for the Host and Participants. Set 'Join before host' to allow students to enter the meeting before class. For audio select 'Both' to enable participants to connect via phone or VoIP.
  10. Ensure you select Calendar > Other Calendars.
  11. Click Schedule.
  12. Locate the Meeting link and Meeting ID in the invitation and post these to your vUWS site using the Content Editor.
  13. Locate and copy the Meeting link and ID in the invitation.
  14. (Optional) If an expired or outdated Meeting link or ID exists on your vUWS site, completely remove it before continuing.
  15. Paste the new Meeting link and ID to your vUWS site.
  16. Test you have performed these steps correctly by doing each of the following:
    1. Clicking on the link.
    2. Copying and pasting the link into your browser address bar and pressing Enter.
    3. Typing the meeting ID directly into the Zoom app.
Enabling Breakout Rooms and Polling

If this is your first time hosting an online tutorial using Zoom, you'll need to enable Breakout Rooms and Polling in your Zoom profile. This must be performed before joining your online tutorial.

  1. Go to https://uws.zoom.us.
  2. Sign in with your staff number and password.
  3. Click the Meeting Settings tab.
  4. Locate the In Meeting (Basic) section.
  5. Click the corresponding Edit button (on the right).
  6. Tick the Polling option.
  7. Click Save Changes.
  8. Locate the In Meeting (Advanced) section.
  9. Click the corresponding Edit button (on the right).
  10. Tick the Breakout Rooms option.
  11. Click Save Changes.
  12. Click Sign Out.
Multiple staff teaching into same unit

If a number of staff are teaching into the the unit in different weeks, each staff member will need to create their own Zoom meeting. This ensures they will be the host and have the ability to fully administer the meeting (e.g. create Breakout rooms).

These meetings can be published to vUWS site in the following format:

  • Weeks 1–2: 456 123 789 — Dr John Jobs
  • Weeks 3–6: 123 456 789 — Prof. Megan Max
  • Weeks 7–8: 987 654 321 — Dr Roy Rogers
How to facilitate one-on-one exams in Zoom
  1. Create a single Zoom meeting. This meeting acts as the waiting room.
  2. Create a single breakout room inside the Zoom meeting.
  3. Invite the student being examined into the breakout room.
  4. Perform one-on-one examination.
  5. Once complete, remove the student from the meeting. You can do this by clicking on their video and selecting Remove.
  6. Invite next student waiting in the main meeting into the breakout room for examination.
  7. Continue this process until all students have undergone examination.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Adding and editing Blogs, Journals and Wikis

Blogs, Journals and Wikis are asynchronous communication tools. These availability dates and task descriptions should be against the timetable in the Learning Guide.

To create or edit a Blog
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Course Tools in the left menu.
  5. Go to Blogs.
    • To create a new blog, click Create Blog.
    • To edit an existing blog, place your mouse cursor over the existing blog, click the downward facing arrow, and then select Edit.
  6. In the Name field enter a name for the blog.
  7. In the Instructions content editor, enter instructions for students.
  8. Ensure Blog Availability is set to Yes.
  9. (Optional) To control when this blog opens and closes to students, set a Display After and Display Until date. (i.e. only allow posts from Weeks 3 to 7).

    Tip: If students need to refer to this blog after the closing date, advise them to make a copy of their entries, as it will be unavailable after this date.

  10. Change Blog Type to the desired type - see the Advice section.
  11. Uncheck Allow Anonymous Comments unless you have a pedagogical reason or strategy why this option should be enabled.
  12. Set Index Entries to how you want the posts displayed.

    Tip: The Monthly option requires less page changes when viewing and/or marking.

  13. If this blog is assessable, ensure Allow Users to Edit and Delete Entries and Allow Users to Delete Comments is unticked, to prevent accidental deletion by students.
  14. If the blog is being marked, set the Grade Blog option to Grade: Points possible: and apply the value you're marking it out of.

    Tip: Even if the blog is not being marked, it is often beneficial to set a Grade: Points possible value of 0. This creates a Grade Centre column, which allows you to see when students have made a certain number of posts.

  15. If you have set a Grade: Points possible, set Show participants in "needs grading" status after every __ entries to the amount of posts you require the student to make:
    • If the students are expected to contribute 5 posts to complete the task, set it to 5;
    • If a single post is required, set it to 1.
  16. If you have not set a Display Until date at Step 9, you should set a Due date.
  17. If you are marking this blog using a rubric, create or attach it using the Add Rubric button.
  18. Click Submit to finish creating or editing the rubric.

    Important: This does not deploy a link to the blog, see the deploying a link instructions below.

  19. Click Submit to finish creating or editing the Blog.
To create or edit a Journal
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Course Tools in the left menu.
  5. Go to Journals.
    • To create a new journal, click Create Journal.
    • To edit an existing Journal, place your mouse cursor over the existing journal, click the downward facing arrow, and then select Edit.
  6. In the Name field enter a name for the journal.
  7. In the Instructions content editor, enter instructions for students.
  8. Ensure Journal Availability is set to Yes.
  9. (Optional) To control when this journal opens and closes to students, set a Display After and Display Until date. (i.e. only allow posts from Weeks 3 to 7).

    Tip: If students need to refer to this journal after the closing date, advise them to make a copy of their entries, as it will be unavailable after this date.

  10. Set Index Entries to how you want the posts displayed.

    Tip: The Monthly option requires less page changes when viewing and/or marking.

  11. If this journal is assessable, ensure Allow Users to Edit and Delete Entries and Allow Users to Delete Comments unticked, to prevent accidental deletion by students.
  12. (Optional) If you want other students to be able to read each others journals, tick Permit Course Users to View Journals.
  13. If the journal is being marked, set the Grade Journal option to Grade: Points possible: and apply the value you're marking it out of.

    Tip: Even if the journal is not being marked, it is often beneficial to set a Grade: Points possible value of 0. This creates a Grade Centre column, which allows you to see when students have made a certain number of posts.

  14. If you have set a Grade: Points possible, set Show participants in "needs grading" status after every __ entries to the amount of posts you require the student to make:
    • If the students are expected to contribute 5 posts to complete the task, set it to 5;
    • If a single post is required, set it to 1.
  15. If you have not set a Display Until date at Step 8, you should set a Due date.
  16. If you are marking this journal using a rubric, create or attach it using the Add Rubric button.
  17. Click Submit to finish creating or editing the rubric.

    Important: This does not deploy a link to the journal, see the deploying a link instructions below.

  18. Click Submit to finish creating or editing the Journal.
To create or edit a Wiki
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Course Tools in the left menu.
  5. Go to Wikis.
    • To create a new wiki, click Create Wiki.
    • To edit an existing wiki, place your mouse cursor over the existing wiki, click the downward facing arrow, and then select Edit.
  6. In the Name field enter a name for the wiki.
  7. In the Instructions content editor, enter instructions for students.
  8. Change Wiki Availability to Yes.
  9. (Optional) To control when this wiki becomes available to students, set a Display After and Display Until date. (i.e. only allow posts from Weeks 3 to 7).

    Tip: If students need to refer to this blog after the closing date, advise them to make a copy of their entries, as it will be unavailable after this date.

  10. Ensure the following settings are applied:
    • Student Access is set to Open to Editing;
    • Student Comment Access is set to Open to Commenting.

      Tip: These settings can be changed later to allow the blog.

  11. If the wiki is being marked, set the Grade Wiki option to Grade: Points possible: and apply the value you're marking it out of.

    Tip: Even if the wiki is not being marked, it is often beneficial to set a Grade: Points possible value of 0. This creates a Grade Centre column, which allows you to see when students have made a certain number of page saves.

  12. If you have set a Grade: Points possible, set Show participants in "needs grading" status after every __ entries to the amount of page saves you require the student to make:
    • If the students are expected to make 5 page saves to complete the task, set it to 5;
    • If a single page save is required, set it to 1.
  13. If you have not set a Display Until date at Step 9, you should set a Due date.
  14. If you are marking this wiki using a rubric, create or attach it using the Add Rubric button.
  15. Click Submit to finish creating or editing the wiki.

    Important: This does not deploy a link to the wiki, see the deploying a link instructions below.

  16. Click Submit to finish creating or editing the Wiki.
  17. It is advised that you add a Wiki page containing instructions about how to students should use the wiki to complete the task. You may also elect to create a number of placeholder pages that you want students to populate and edit.
Deploying a link to a Blog, Discussion Board, Journal or Wiki

Now that you have a created Blog, Discussion Board, Journal or Wiki, you'll need to create a link to it somewhere on your vUWS site. If you're updating an existing link, it is easiest to to delete the existing link and start over again.

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to the folder where you want to place the link.
  5. Locate the Build Content, Assessment and Tools buttons.
  6. Click Tools and select either Discussion Board, Blogs, Journals or Wikis. For the further steps, we assume assume you have selected Journals, but the steps are similar for the other tools.
  7. You can either select:
    • Link to the Journal Page — this is a page which lists all open journals.
    • Link to a Journal — which links directly a single journal that you can choose in the select field.
  8. Click Next.
  9. (Optional) Adjust the Link Name and Text fields if desired, by default the Link Name will be the journal name. This controls how the journal link appears on the page.
  10. Set Available to Yes.
  11. To avoid confusion, ensure Display After and Display Until remain unchecked. (This controls when the link is available, not the journal. If a student clicks on the link before the journal is open, or after the journal is closed, they will receive an message explaing that the journal isn't available).
  12. Click Submit.
What is a Blog?

A blog is designed to be a writing space for both staff and students which visible to all other staff and students.

There are two types of blogs:

1. Course Blogs

These are typically used to collect and display responses to specific topics. It will display everybody's posts in a chronological order on a single page.

Use case: Create a course blog named Week 3 - Topic: Fitness amongst 45-60 year-olds and ask all students to post their individual findings to this blog, then ask them to read and provide feedback on two posts by other students.

2. Individual Blogs

These are personal writing spaces for students that are viewable by all staff and students in the unit site. These are organised by student name, not by a topic.

Use case: Create an individual blog named Daily Food Consumption and ask students to make a post a list of all foods they consume every day for a week. Then instruct students to browse and critique the diets of five other students.

What is a Journal

A journal is similar to a blog, but is designed to be a private writing space for students. By default, it is only visible to the individual student and the unit staff. It is a useful tool for posting regular homework tasks that should only be visible by the tutor. It could also be used for private reflection on group work activities.

What is a wiki?

A vUWS wiki is a collection of pages which staff and students can collaborative over, populating and revising their content, with a particiption and revision history logged. Wikis are most effective if a strategy for participating and editing is enforced by the academic. e.g. Particular topic pages assigned to certain groups or classes.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Showing and hiding content (incl. Adaptive Release)

Before opening a site, you should ensure that all unit material that shouldn't be made available to students in Week 1 is hidden.

You can preview what students will see, by switching Edit Mode to OFF.

Showing and hiding an item in the left menu
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Place your mouse cursor over the menu item you wish to show or hide.
  5. Click the downwards facing arrow that appears.
  6. A menu will appear.
  7. Select either Hide Item or Show Item.
  8. Switch Edit Mode to OFF to confirm the content is visible.
Showing or hiding all other items

Note: This sequence does not apply to Turnitin Assignments

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Place your mouse cursor over the item you wish to show or hide.
  5. Click the downwards facing arrow that appears next to the title.
  6. A menu will appear.
  7. Select Edit. A new page will load.
  8. Locate the Permit Users to View this Content option and set it to Yes.
  9. Press Submit.
  10. Switch Edit Mode to OFF to confirm the content is visible.
Availability dates and Adaptive Release

If the item does not appear when viewing the page with Edit Mode set to OFF, it may still be restricted by either:

  • Availability Start and End dates (also known as Display After and Display Until dates);
  • Adaptive Release rules.

See the instructions below for removing these restrictions.

Removing availability start and end dates
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Place your mouse cursor over the item you wish to show or hide.
  5. Click the downwards facing arrow that appears next to the title.
  6. A menu will appear.
  7. Select Edit. A new page will load.
  8. Locate the Select Date and Time Restrictions option and uncheck the Display After and Display Until checkboxes.
  9. Press Submit.
  10. Switch Edit Mode to OFF to confirm the content is visible.
Removing adaptive release rules
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Place your mouse cursor over the item you wish to show or hide.
  5. Click the downward facing arrow that appears next to the title.
  6. A menu will appear.
  7. Select Adaptive Release: Advanced. A new page will load.
  8. Tick the checkbox corresponding to each rule.
  9. Click the Delete button and confirm if prompted.
  10. Press Submit.
Adaptive release for hybrid vUWS sites (On-campus and online)

Some units with the same vUWS site for both online and on-campus offerings are using Adaptive Release rules to restrict certain sections of the vUWS site to the online cohorts. These adaptive release rules should be maintained.

Is something broken? Please contact the IT Service Desk on 02 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Updating assignment due dates and settings

Assignment due dates require updating before semester begins. It is crucial to prevent the unintentional release of time-sensitive assignment information and instructions, and marks and feedback.

This also ensures that students won't discover closed submission points and late submission warnings when submitting assignments on time.

Turnitin Assignments
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Course Tools in the left menu.
  5. Select Turnitin Assignments.
  6. Click on the assignment title. A new page will load.
  7. Click the Edit Assignment tab.
  8. Edit the Start Date, Due Date and Post Date fields to match your assessment schedule.
    (The Post Date is the date on which marks and feedback will be available in the Turnitin Feedback Studio).
  9. Ensure the Points value is set to the total marks allocated to the assessment.

    Tip: Marking a Turnitin Assignment as X out of 100 gives you a finer control, and weighting can be applied in the Grade Centre.

  10. Click the Optional settings section to expand it.
  11. Locate the Enter special instructions field, and if instructions have been entered, please ensure these remain accurate and amend if necessary.
  12. Locate the option Reveal grades to students only on post date? and ensure it is set to Yes.
    IMPORTANT: If this option is not set to Yes, students can use the original Turnitin submission link to access their marks and feedback from the moment it is entered, even if the Grade Centre column is hidden.
  13. Click Submit.
  14. Repeat Steps 4 to 12 for all other Turnitin submissions.
  15. Once all columns have been shown, go to Full Grade Centre.
  16. Locate a Turnitin Assignment column.
  17. Place your mouse cursor over the assignment column heading, then click the downward facing arrow icon.
  18. Select Edit Column Information. A new page will load.
  19. Set Include this Column in Grade Centre Calculations to Yes.
  20. Set Show this Column to Students to No.
  21. Click Submit.
  22. Repeat Steps 15 to 21.
  23. As a final step, ensure all written information across your weekly content and assessment materials matches your Learning Guide.
Blackboard Assignments
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to the location where you have set up your assessment submission link.
  5. Place your mouse cursor over the Assignment title, then click the downward facing arrow icon.
  6. Select Edit from the menu.
  7. Locate the Instructions field, and if instructions have been entered, please ensure these remain accurate and amend if necessary.
  8. Locate the Due Date field and change it to match your assessment schedule.
  9. Ensure a Points Possible is set to the value you are marking the assessment out of. (e.g. X out of 35, or X out of 100).
  10. Expand the Submission Details section and check the Number of Attempts setting is correct.
  11. Expand the Display of grades section.
  12. Set Include in Grade Centre grading calculations to Yes.
  13. Set Show to students in My Grades to No.

    Tip: This setting hides the associated Grade Centre column which ensures marks and feedback remain unavailable until you choose to release them.

  14. Locate the Availability section and set Make the Assignment Available to Yes.
  15. (Optional) Select a date when the assignment link will open by checking the Display After checkbox and setting a date.
  16. Click Submit.
  17. Repeat Steps 4 to 16 for all other Blackboard Assignments submissions.
  18. As a final step, ensure all written information across your weekly content and assessment materials matches your Learning Guide.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Updating quiz opening and closing dates, and settings

The opening and closing dates for all existing quizzes/tests should be updated before semester begins. This should prevent issues concerning prematurely closed or unexpectedly unavailable quiz and test links.

Updating quiz opening and closing dates
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Find the quiz/test link on the site.
  5. Place your mouse cursor over the right of the quiz title and click the downward facing arrow.
  6. Click Edit Test Options.
  7. Scroll down to TEST AVAILABILITY.
  8. Set Make the link available to Yes.
  9. Change Display After to the opening date.
  10. Change Display Until to the closing date.
  11. Uncheck the Due Date field.

    (The Display Until field acts as a due date. Setting a Due Date can interfere with granting extensions and additional attempts)

  12. Ensure the settings under the Show Test Results and Feedback to Students accurately reflect when you want to release marks and correct answers.

    Tip: Release all quiz marks and feedback after the quiz closes to all students.

  13. Press Submit.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Performing essential Grade Centre maintenance

These essential steps should be performed before opening your vUWS site every semester to avoid the unintended release of marks.

Deleting duplicate Total, Weighted Total and Grade columns
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Grade Centre.
  5. Go to Full Grade Centre.
  6. Go to Manage and select Column Organisation.
  7. Select all columns with the name of Total, Total (External Grade), Weighted Total and Grade using the corresponding checkboxes.
  8. Use the Show/Hide button at the bottom and select the Show Selected Columns option.
  9. Click Submit.
  10. You will be returned to the Full Grade Centre and should see all Total, Total (External Grade), Weighted Total and Grade columns.
  11. You should only have one Total (or Weighted Total) column and one Grade column. Identify which Total or Weighted Total column you wish to keep.
  12. Once you have decided which Total (or Weighted Total) column to keep, place your mouse cursor over this column heading, click the downward facing arrow icon, then select Set as External Grade. A Green tick symbol should appear before the column heading.
  13. Remove any duplicate Total, Weighted Total and Grade columns by placing your mouse cursor in the column heading you wish to delete, then clicking the downward facing arrow icon.
  14. Select the Delete option from the menu and repeat Steps 13 and 14 for all other Total, Weighted Total and Grade columns until only one Total (or Weighted Total) and one Grade column remains.
Hiding the Total (or Weighted Total) and Grade columns from students
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Grade Centre.
  5. Go to Full Grade Centre.
  6. Place your mouse cursor over the Total (or Weighted Total) column heading, then click the downward facing arrow icon.
  7. Select Edit Column Information from the menu.
  8. Scroll to the bottom of the page.
  9. Set Show this Column to Students to No.
  10. Repeat Steps 6 to 9 for the Grade column.
Hiding assessment-related columns (assignments, quizzes, etc.) — i.e. hiding results

In most instances, hiding a column will prevent students from being able to see their marks and feedback in My Grades. However, for Turnitin Assignments, this will not prevent students from viewing their marks and feedback directly in the Turnitin Feedback Studio.

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Grade Centre.
  5. Go to Full Grade Centre.
  6. Locate an assessment-related column that should not be visible to students. If this column has a Red termination symbol symbol before the column title, it is already hidden from students and no action is required.
  7. If this column does not have a Red termination symbol symbol before the column title, place your mouse cursor over this assignment column heading, then click on the downward facing arrow icon.
  8. Select Hide from Students (On/Off) from the menu.
  9. A red cross symbol should now appear before the column title.
  10. Repeat Steps 6 to 9 for the Grade column.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Ensuring ´old` columns aren't visible to students in My Grades

Old assessments may be visible to students in My Grades if they are not expressly hidden to students in the Grade Centre.

It is recommended to perform these steps at the end of semeseter as it will be easier to identify columns in use.

Precursor: There are two ways columns can be hidden:

  • from students which affects what they see in My Grades, and
  • from Instructors in the Grade Centre to keep it tidy and uncluttered.

Delete or hide unused columns to ensure they don't appear in My Grades

Perform a backup of the Grade Centre before proceeding any further - see instructions

  1. Go to Grade Centre.
  2. Go to Full Grade Centre.
  3. Click the Manage tab above the column listing.
  4. Click Column Organisation.
  5. Select the checkboxes in the Name column to select all columns.
  6. Scroll down and click the Show/Hide button > Show Selected Columns.
  7. Click Submit. You will be returned to the Full Grade Centre view and should see the additional columns.
  8. Use the horizontal scrollbar at the base of the Grade Centre to view these columns.
  9. Identify old assessment columns - look for columns that do not contain any marks/grades, or that don’t serve any purpose.
  10. Place your mouse cursor over an old assessment column title, click the downward facing arrow icon and select Delete Column.
    If the Delete option does not appear, you cannot delete this column. If the column doesn’t have a red termination symbol before the column title, click the downward facing arrow icon again and select Show/Hide to Students.
    A termination symbol will appear beside the column title indicating that it is hidden from students and will not be visible in My Grades.
  11. When you have finished deleting or hiding old assessment columns from students, locate other columns you do not want to be visible to students, i.e. Total, Weighted Total, etc., and select Show/Hide to Students. A termination symbol will appear beside the column titles.
  12. Finally, place your mouse cursor over the column title, click the downward facing arrow icon and select Hide from Grade Centre.
  13. Repeat steps 10 and 11 for other unused columns.
  14. When you have finished either deleting or hiding unused columns from both My Grades and the Grade Centre, it’s a good time to check that all columns you’re currently using are visible/hidden as desired (i.e. Total, Weighted Total, etc). You can perform step 10 on these columns.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

How to calculate 'best X of X results' in the Grade Centre

For assessment structures where you want to use only the best __ of __ results, we suggest creating a ‘subtotal’ column in the Grade Centre to calculate these results. This approach enables you to check the calculations at a glance. Finally, you can then add this column to your overall total as per normal. In most situations, you should only need to set this column up once, and it will persist into future semesters.

The following example demonstrates how to calculate the best 4 of 8 for quiz results.

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Grade Centre.
  5. Go to Full Grade Centre.
  6. Ensure that all quizzes appear as columns in the Grade Centre.

Create a unique category

  1. Click the Manage tab above the column listing.
  2. Click Categories from the drop-down list.
  3. Click the Create Category button at the top.
  4. Name: The name should be unique. For example: Assess 2: Quiz Pool
    (For the purpose of these instructions, we’ll assume the name above was used)
  5. Click Submit.
  6. Click OK.

Assign each quiz/test to this unique Category

  1. Click the drop-down arrow beside the first quiz column name.
  2. Click Edit Column Information.
  3. Set Category to Assess 2: Quiz Pool.
  4. Click Submit.
  5. Repeat until all quizzes have the new category applied.

Create a subtotal column and add the unique Category

  1. Click the Create Calculated Columnbutton at the top.
  2. Click Total Column.
  3. Columns Name: enter Subtotal - Best quiz results.
  4. Primary Display: Score.
  5. Under the SELECT COLUMNS section in Include in Total, select Selected Columns and Categories.
  6. In the Categories to select: panel choose Assess 2: Quiz Pool.
  7. Click the right facing arrow to add this category to the Selected Columns panel.
  8. Select Drop Grades.
  9. Drop: enter 4 beside Lowest Grades.
  10. Scroll down and set Calculate as running total: No.
  11. Include this column in Grade Centre Calculations: Yes.
  12. Click Submit.

A new column named Assess 2: Quiz Pool will be placed at the end of the Grade Centre with the ‘best of’ results. Tip: Always perform a manual check to ensure these are calculating correctly.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Managing the Content Repository (maintenance, space)

Every file uploaded to vUWS is stored in the site's Content Repository. Zoom tutorial recordings take up significant space and these should be removed at the beginning of semester. Learn how to manage this space and create links to files.

Accessing the Content Repository
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. On the left menu, click to expand Content Repository, located within the Control Panel under the Course Management section.
  5. Click on the link which contains your site's unit number.
Getting permalinks for files stored in the Content Repository
  1. Access the Content Repository.
  2. Navigate to the folder or file you want to grab the permalink to.
  3. Open the item's Options Menu.
    1. Hover your cursor to the right of the item's name.
    2. Click on the downward facing arrow that appears.
  4. Click on 360° View.
  5. A new Window or Tab opens.
  6. Click and drag to select the Permalink, which is the URL next to the Permanent URL label.
  7. Alternatively, once the URL is selected, on the keyboard simultaneously press CTRL/CMD and C.
    Windows: Ctrl + C, Mac: Command + C.
  8. Close the 360° Window. You can now paste the Permalink anywhere within your vUWS site.
Uploading files and folders to the Content Repository

Files in the Content Repository are organised in a tree structure of nested folders up to and including the content area level. A folder stores both files and other folders. It is important to remember that all folders are contained within other folders up to the root (/) folder.

A folder is automatically available to the user who created it, and may also be visible to other users if you create it in the course area.

Create a folder
  1. Access the Content Repository.
  2. Navigate to the folder where you want to create a new folder.
  3. Click Create Folder.
  4. Type a name for the Folder in the field that appears.
  5. Click Submit.
Upload a file
  1. Access the Content Repository.
  2. Navigate to the folder where you want to create a new file.
  3. Hover your cursor over Upload.
  4. Click Upload Files.
  5. Click Choose File.
  6. Navigate to and select the file you'd like to upload.
  7. Click Open.
  8. Click Submit.
Copying, Moving and Deleting Content in the Content Repository
Copy a file or folder

To copy an item, you need read and write permission for the file and its destination folder.

  1. Access the Content Repository.
  2. Navigate to the folder that contains the file or folder you want to copy.
    1. Hover your cursor over the text of the folder you wish to enter.
    2. Click on the text to enter the folder.
  3. Select the checkbox next to the item > click Copy.
  4. Click Browse and locate the destination folder.
  5. Select the destination folder by clicking on the radio button next to it.
  6. Select the checkbox to replace items in the destination that share the same name as any items you are copying into the destination.
  7. Click Submit.
Move a file or folder

To move an item, you need read, write and remove permissions for the file and folders you are moving the content between.

  1. Access the Content Repository.
  2. Navigate to the folder that contains the file or folder you want to move.
    1. Hover your cursor over the text of the folder you wish to enter.
    2. Click on the text to enter the folder.
  3. Select the checkbox next to the item > click Move.
  4. Click Browse and locate the destination folder.
  5. Select the destination folder by clicking on the radio button next to it.
  6. Select the checkbox to replace items in the destination that share the same name as any items you are moving into the destination.
  7. Click Submit.
Delete a file or folder

To delete an item, you need remove permission for the file and its destination folder.

  1. Access the Content Repository.
  2. Navigate to the folder that contains the file or folder you wish to enter.
    1. Hover your cursor over the text of the folder you wish to enter.
    2. Click on the text to enter the folder.
  3. Select the checkbox next to the item > click Recycle.
  4. A confirmation dialog will appear, click OK.
  5. The item has now been moved to the Recycle Bin folder.
    To permanently delete the item, you'll need to delete it from the Recycle Bin.
  6. Navigate to the Recycle Bin folder.
  7. Select the checkbox next to the item > click Delete.
    You can also access the Delete option in the item's menu.
  8. A confirmation dialog will appear, stating that the item will be permanently deleted, click OK.
Restore a file or folder from the Recycle Bin
  1. Access the Content Repository.
  2. Navigate to the Recycle Bin folder.
  3. Select the checkbox next to the item > click Restore.
  4. A confirmation dialog will appear, stating that the item will be moved to its previous location, click OK.
Permissions in the Content Repository

Files are automatically available to the user who added the file but must be shared if other users are to view the item.

Files inherit permissions from the folder they reside in. If a file is added to a folder that already has read and write permission for certain users or user lists, then those same users will also have read and write permission on the newly added file.

Permissions
Read The user can only see, open and download the item.
Write The user has read permissions and can also edit or overwrite the item including the filename and settings. They can also create new items (folders and files) within it.
Remove The user has read and write permissions, and can also delete the item.
Manage The user has full control of the item and can grant permissions to other users.
Assign permissions to individual users
  1. Access the Content Repository.
  2. Navigate to the folder and file you want to assign permissions to.
  3. In the file or folder's row, click on the icon in the Permissions column.
  4. On the Manage Permissions page, click Select Specific Users.
  5. On the Add User page, type one or more usernames, separated by commas, or click Browse.
    If browsing,
    1. In the Search For box, type the search criteria and click Search.
    2. Click on the checkboxes next to the corresponding users.
    3. Click Submit.
  6. On the Add User page, click on the checkboxes for the appropriate permissions.
  7. Click Submit.
Assign 'Read' permissions to all users in a unit
  1. Access the Content Repository.
  2. Navigate to the folder or file you want to assign permissions to.
  3. In the file or folder's row, click on the icon in the Permissions column.
  4. On the Manage Permissions page, hover your cursor over Select Specific Users By Place.
  5. Click Course.
  6. On the Add Course User List page, click on the checkbox next to the vUWS site for the unit.
  7. Click on the checkbox next to Student.
  8. Make sure the checkbox next to Read is selected.
  9. Click on the checkbox next to Overwrite to apply the permissions to all subfolders as well.
  10. Click Submit.
Managing space in the Content Repository

Over time, the Content Repository can get filled up with lots of files and folders. It's good practice to clean out older items which are no longer in use to keep the Content Repository tidy and easy to manage.

The default storage capacity of each unit site's Content Repository is 5GB. If you have large media files the repository's storage will fill up fairly quickly.

Use the following steps to clean out large files from the repository to make sure you have enough storage space for your current learning materials.

  1. Access the Content Repository.
  2. Hover your cursor over the SIZE text within the SIZE column and click on SIZE.
  3. If the arrow icon (next to the SIZE text) is pointing up, click on SIZE again until the arrow is pointing down.
  4. The Content Repository is now sorted by the files and folders that are taking up the most amount of space.
  5. Work your way down from the first row and determine which items are no longer needed and can be safely deleted from the Content Repository.

    If your site has been rolled over, items such as unwanted video recordings from the previous semester will appear in the EDITED column with a date and timestamp that matches the date and time the site was rolled over.

    If the item you are deleting is linked elsewhere in the site the link will break once the item has been deleted. Ensure you record the location where the item was used before deleting it so you can add replacement content or remove the broken link.

    1. Select the checkbox beside items with these matching dates then click Recycle.
    2. Click OK on the pop-up confirmation message.
    3. Click Submit.
    4. Scroll down the Content Repository folders and click on Recycle Bin.
    5. Select the checkbox beside items you wish to delete then click Delete.
    6. Click OK on the final confirmation message.
    7. Click Submit.

Once you've removed unused items from the Content Repository, you can check how much space your unit's Content Repository is taking up by doing the following:

  1. On the left menu, click on All Courses Content within the Content Repository section.
  2. From this Course Content page, you can see all the units' vUWS sites you are are registered in and can view the amount of space each site is taking from the SIZE column.

If after cleaning up the Content Repository, you find you're still short on storage space, contact ITDS to request an increase in your sites Content Repository's storage quota.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Removing old Zoom tutorial recordings to free up storage space

Zoom tutorial recordings take up significant space and these should be removed at the beginning of semester. See Managing the Content Repository for further instructions.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Testing a site from a student's perspective

To confirm everything in your vUWS site is displaying and working as intended, you should add yourself as a Test Student. This allows you to view all content and site areas that students will have access to.

Before a site is opened to students take a moment to:

  • navigate through the entire site to ensure links work and files open.
  • cross-reference all due dates for activities and assessments.
  • ensure outdated references are updated.
Adding yourself as a Test Student

It is only possible to add yourself as a Test Student when the site is open to students. If the site is not yet open you can use the Enter Student Preview mode to view content that is visible to students. See below for instructions on how to Enter Student Preview.

  1. Log in to vUWS.
  2. Click the EDMM tab in the top right corner.
  3. Locate the desired site in the list.
  4. Click the corresponding Manage this site button.
  5. Locate the Add me as a test student button.
  6. Confirm if prompted.
Logging in as a Test Student
  1. Log out of vUWS.
  2. To log in using your Test Student account use the following credentials, substituting 30010000 for your Staff Number:

    Username: 30010000-st
    Password: 30010000
Check that material is visible to students as expected

If material/s do not appear as expected, log out of your Test Student account and log back in normally to make content visible. See Showing and hiding content.

Ensure Statistics Tracking is enabled on relevant material/s

Statistics can be generated for individual items and external links in your site. If you want to gather statistics on which resources students are regularly accessing ensure Statistics Tracking is enabled when setting up the item or by editing the item to allow tracking.

Enabing Statistics Tracking
  1. Edit the folder/content.
  2. Scroll down to STANDARD OPTIONS.
  3. Track Number of Views: Yes.
Enter Student Preview
  1. Log in to vUWS.
  2. Click the Enter Student Preview button in the top right corner.Enter Student Preview button
  3. The site will automatically reload taking you back to the Home Page. A notification will appear at the top of the browser stating Entering Student Preview followed by Student Preview mode is ON.
  4. When you are finished previewing the site materials that are visible to students click the Exit Preview button in the top right corner.
  5. A pop-up will appear. Select Delete the preview user and all data (Recommended).
  6. Click Continue.
  7. The site will automatically reload taking you back to the Home Page.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Before semester begins

Adding students

Each semester ITDS adds enrolled students to unit vUWS sites. This is usually performed one week prior to session commencement.

When will students be added?

You can check the date by going to EDMM > Manage this site. The scheduled import date is listed at the top of the page.

How to verify students have been added

The simplest way to verify students have been added is to check the Full Grade Centre. You should do this before sending out any Announcements.

What happens if students aren't listed and semester has commenced?

Ensure your site has been requested for the correct semester as per the Handbook. If your site was requested for Spring, but the actual teaching period is Q3, the student lists will not be imported.

How to fix:

Request a new vUWS site for the correct teaching session using the incorrect one as the template.

Late enrolments

As more students enrol in a unit, they will be automatically added to vUWS.

An automatic cohort update process is run at approximately 10:00am and 6:00pm daily. In peak periods it can take up to 72 hours for a newly enrolled student to receive access to vUWS.

Newly enrolled students may need to log out and back in to vUWS to find the vUWS site.

If a newly enrolled student cannot access vUWS after this time, it may be due to:

Enrolment issues Encumbrances Technical issues
Direct the student to Student Central. Direct student to MySR to confirm, then to Student Central to remedy. Direct student to the IT Service Desk.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Opening a vUWS site to students

Unless an exception was granted, your vUWS site will be automatically opened one week prior to the start of session.

When will my site open?

Unless an exception was granted, your vUWS site will be automatically opened one week prior to the start of session.

Need to open a vUWS site early?

You can open your site at any point, however, if student cohorts are not yet added, students will not have access.

If you wish to open your site early, you'll need to log a job with the IT Service Desk and request for your student cohorts to be added early. Call the IT Service Desk on 02 9852 5111 or x5111.

You'll need to identify yourself as the Unit Coordinator, state the unit number, name and semester.

Manually opening a vUWS site
  1. Log in to vUWS.
  2. Click the EDMM tab in the top right corner.
  3. Locate the site in the list.
  4. Click the corresponding Open to Students button.
  5. A new page will load. Confirm when prompted.
  6. This process can take some time, so please be patient and leave the window open.
  7. Troubleshooting: If the page has not refreshed after waiting 5 minutes, close your browser and reopen it. Check to see if your site is open. If it’s still closed, please repeat the process in another web browser such as Chrome or Firefox.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Providing online students with access to online-only resources (e.g. Online Students Area)

The information in this section may not apply to all Schools. The workflows provided in this section have been categorised by School. The workflow listed may require repetition at regular intervals throughout the semester.

School-specific Workflows

School of Humanities and Communication Arts, Hybrid Units

In HCA, all hybrid units (i.e. same site for on-campus and online students) have an Online Students Area. Each item inside this area has an Adaptive Release rule applied that limits visibility to online students. Visibility is controlled by the ONLN_GRP column in the Grade Centre.

To provide online students with access to online-only resources, you must put a 1 in the ONLN_GRP column in the Grade Centre:

  1. Go to the Grade Centre.
  2. Click Location: ONLINE.
  3. Ensure all students listed have a 1 in the ONLN_GRP column. If not, enter a 1.
  4. Repeat Steps 1-3 twice a week for the first few weeks until new online enrolments cease.

The first time will take a few minutes to start, but updates should only take approximately 30-60 seconds to complete.

Important note: On some occasions the Location: ONLINE view will not show all online students. (New online enrolments may take a few days to appear.) If there is an online student who is not listed, go to the Full Grade Centre, find the A_LOCATION column and type ONLINE (capitalised). Then, repeat the four steps above to grant them access to the online-only resources.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

How to test a site from an ONLINE students’ perspective

To confirm everything in your vUWS site is displaying and working as intended for Online Students, you should add yourself as a Test Online Student. This allows you to view all content and site areas that these students will have access to.

The simplest way is to a) create a student preview user and b) add this student preview user to the ONLN_GRP column.

You will only need to perform these steps once per site per semester:

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. To enter Student Preview Mode click the cyclical icon to the left of the Edit Mode button.
  5. When you've entered Student Preview Mode, you should see an orange bar at the top of the screen.
  6. Click the Settings button that appears to the right inside this bar.
  7. Check the box Do not ask me about the preview user when exiting student preview. Always take the following action:
  8. Select the option Keep the preview user and all data.
  9. Click Save.
  10. Click Exit Preview in the top right of the orange bar. A new 'preview student' user has been added to the Grade Centre.
  11. Go to the Grade Centre > Full Grade Centre.
  12. Locate the new user. It will be named as follows: {FirstName} {LastName}_PreviewUser.
  13. Locate the ONLN_GRP column.
  14. Type a 1 in the ONLN_GRP column for this user to add yourself to the Online Students Area as per the instructions above.

Once you've completed these steps, you can test the site from an ONLINE students' perspective at any time by entering Student Preview Mode.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Contacting students - Sending Announcements and vUWS email

Before sending announcements, ensure your site is open and the student cohort(s) have been added.

Announcements are messages that are sent to the University email addresses of all enrolled students. They also appear in the Announcements section of the vUWS site.

vUWS emails can be used to contact students individually or collections of students e.g. online students or Parramatta-based students.

Send an Announcement
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Announcements in the left menu.
  5. Click Create Announcement.
  6. Enter a Subject and Message.
  7. Tick Not Date Restricted.
  8. Tick Email Announcement - Send a copy of this announcement immediately
    (This ensures that all added staff also receive a copy).
  9. Click Submit to send.
Send a vUWS email to individual students or a collection of students
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Grade Centre in the left menu.
  5. Select Full Grade Centre or one of the Smart Views (e.g. Online Students or External Students) underneath Full Grade Centre.
  6. Select all students you want to receive the email (or select all using the checkbox in the top left of the header row).
  7. Click the Email button and then select Email Selected Users.
  8. Enter a Subject and Message.
  9. Click Submit to send.

Announcements are always emailed to students currently enrolled. However, they are only emailed to other staff (Instructors, Teaching Assistants, etc.) if you tick Send a copy of this announcement immediately.

Students who enrol after an announcement has been sent will not be emailed copies retrospectively. These students should be directed to the Announcements section of the unit site to view all communications sent prior to their enrolment.

Tips
  • Please try to keep all Announcements as concise as possible.
  • Refer students to the Learning Guide where possible. Lengthy assessment particulars are available in the Learning Guide.
  • If you find yourself clarifying information or answering the same questions each session, consider adding this information to your Learning Guide or Content Areas.

Contact the IT Service Desk.

First few weeks

Issues with students accessing sites

Within the first few weeks of the teaching session, there may be students who have trouble accessing their vUWS sites for various reasons. See below for common scenarios and how to resolve them.

Possible causes Solutions
Incorrect/expired username or password Refer the student to https://westernaccount.westernsydney.edu.au to change or recover their password.
Encumbrance on their MyWestern account

If the student has an encumbrance on their account, the student must pay all outstanding fees before the encumbrance can be lifted. Encumbrances prevent access to certain WSU systems.

The student can check for any encumbrance via My Student Records (MySR). Payment options are listed at the bottom of their electronic Statement of Account within their MySR page.

Once the encumbrance has been lifted it may take up to a day for access to vUWS to be restored. If the encumbrance is removed before 5.00pm the student may be able to access vUWS after 6.00pm on the same day.

For more information on Encumbrances, visit https://www.westernsydney.edu.au/currentstudents/current_students/enrolment/encumbrances.

vUWS outage

During peak times such as the beginning of a teaching session when there is heavy access to vUWS, the service may go down and students will not be able to access vUWS during this time. The following message would appear instead of vUWS:

Blackboard Service Interuption! error message

Refer the student to the IT Service Desk on 02 9852 5111 for any updates on the outage.

Network connectivity issues

The University's network may be under heavy load and/or encountering network issues. If this is the case, most WSU systems will be down and access to these systems will not be possible until the issues are resolved. Otherwise, the student's device may not be properly configured.

Refer the student to the IT Service Desk on 02 9852 5111.

Enrolling and unenrolling in a unit

Following enrolment, it may take up to 72 hours for new students to gain access to the vUWS site.

If a student appears as Unavailable in the Grade Centre it typically means they have withdrawn.

Refer the student to the IT Service Desk on 02 9852 5111.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Running a Zoom tutorial

Prior to beginning a Zoom tutorial, you can adjust settings to give you time to open files, arrange windows on your monitor and familiarise yourself with the interface.

Signing in
  1. Open Zoom.
  2. If someone is already logged in:
    1. Log out.
    2. Quit Zoom.
    3. Open Zoom again.
  3. Click Sign In.
  4. Click Login with SSO.
  5. Enter uws as the company domain and click Continue.
  6. Enter your staff number and password, and then click Log In.
Starting the meeting
  1. Click the Meetings tab at the bottom.
  2. Find the meeting in the list and place your mouse cursor over the title.
  3. Click Start.
As soon as you enter
  1. Click Join Audio Conference by Computer.
  2. Mute your microphone by clicking the microphone icon button.
  3. Turn your video off by clicking the video camera icon button.
  4. Click Manage Participants.
  5. Click More and select Mute Participants on Entry.
  6. Arrange content for display throughout the tutorial:
    • Have all online resources open in separate browser tabs in the order they will be displayed. If required, ensure you are logged in to any resources.
    • Resize any windows you are sharing to roughly the physical size as a tablet in landscape orientation. This ensures content displays optimally on smaller screens.
When you're ready to begin
  1. Click Gallery View in the top right, so you can see everybody.
  2. Put the headset on.
  3. Unmute your microphone.
  4. Begin the meeting.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Before each assessment is due

Turnitin Assignment vs. Non-Turnitin Assignment

Use the table below to determine which assignment is best suited to your requirements.

Turnitin Assignment vs. Assignment (non-Turnitin)
Use a Turnitin Assignment if:
  • you need the assignment checked for plagiarism.
  • you want to use Feedback Studio (formerly GradeMark).
  • you want the option to mark on an iPad using the Turnitin app.
Use an Assignment (non-Turnitin) if:
  • you do not require plagiarism checking.
  • you are expecting students to submit a large file (over 40mb), such as a video recording, a portfolio of works, audio recording, etc.
  • you should use a Blackboard Assignment if you wish to use a points or percentage range rubric (see Rubrics).
  • you do not require inline (in-page) commenting and highlighting features like those found in GradeMark.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Setting up a Turnitin Assignment

Create a Turnitin Assignment
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to the Assessments section of the site.
  5. Using the menu bar at the top, go to Assessments > Turnitin Assignment.

    If prompted to select a type of assignment, select Paper Assignment and then click the Next step button.

  6. Enter an assignment title. This should mirror the assignment name and number stated in the Learning Guide.

    For example: Assessment 1 - Synopsis.
    Note: The title you enter will also be the name of the column in the Grade Centre.

  7. Enter a Points value of 100.
    (Although this field is marked Optional, a value MUST be supplied).
  8. Ensure Allow only file types Turnitin can check for similarity is selected to reject any files that cannot be check for plagiarism.
  9. Enter a Start date - This is the date the assignment submission point will be opened to students.
  10. Enter a Due date - using the default settings, all assignments received after this date will be marked as Late. However, if you disable submissions after the due date this will act as a fixed cut-off for submissions.
  11. Enter a Post date - This is when the marks and feedback will be made available to students. If you are unsure when you will be ready to release the marks and feedback we recommend setting this to one month after the Due date. Then, when you are ready to release the marks and feedback, simply set it to the desired date.
  12. Click Optional settings.
  13. Scroll down and find the Reveal grades to students only on post date? option and set it to Yes. This prevents marks and feedback from being shown to students immediately after they are entered and delays the release until the Post date.
  14. Refer to the table below for the recommended settings for most assessments. These can be adjusted as needed. When finished, click Submit.
    Allow submissions after the due date? Yes
    Generate Similarity Reports for submissions? Yes
    Generate Similarity Reports for student submission Immediately (can overwrite...)

    Other options explained:
    • Immediately first report is final - single attempt, no resubmission, report immediately generated.
    • Immediately (can overwrite…) - unlimited attempts until due date, report immediately generated on first attempt, on subsequent attempts report delayed by up to 24 hours.
    • On due date - report generation deferred until due date passes.
    Exclude bibliographic materials from Similarity Index for all papers in this assignment? Yes
    Exclude quoted materials from Similarity Index for all papers in this assignment? Yes
    Exclude small sources? Yes, Word Count: 3 words
    Allow students to see Similarity Reports? Yes
    Reveal grades to students only on post date? Yes (IMPORTANT)
    Submit papers to: Standard paper repository
    Search options: (Select all)
    Online grading: If you are using a rubric create one and select it here, otherwise select No rubric/form
    Would you like to save these options as your defaults for future assignments? Ticked

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Setting up an Assignment (non-Turnitin)

Create an Assignment (non-Turnitin)
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to the Assessments section of the site.
  5. Using the menu bar at the top, go to Assessments > Assignment.
  6. In the name and colour field enter the assignment name. This should mirror the assignment name and number stated in the Learning Guide.

    For example: Assessment 1 - Synopsis.
    Note: The title you enter will also be the name of the column in the Grade Centre.

  7. Enter a Due Date as per the Learning Guide.
    Note: The time is in 24-hour format.
  8. Enter a Points possible value of 100.
  9. If you are using a marking rubric, click the Add rubric button to create or select one.
  10. Click the Submission Details link to show and set these options.

    Note: Group assignments require groups to be created beforehand. It is often easier to create an individual assignment and ask one group member to submit on behalf of the group.

  11. Click the Display of grade link to show and set these options.
    • If this assignment is assessable, ensure Include in Grade Centre grade calculations is ticked, otherwise untick this option.
    • Uncheck Show to students in My Grades to stop marks and feedback from being immediately available as they are entered.
  12. Ensure Make the Assignment Available is selected.
  13. If you want the assignment to open for submissions on a specific date, tick the Display After option and provide a date.
  14. Click Submit.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Creating a Turnitin Rubric

IMPORTANT

A Turnitin rubric can only be edited by the person who created it. If you wish to edit a rubric belonging to another user, you must export and reimport the rubric using your account. Other teaching staff can mark using the rubric, but they will be unable to update it.

Always triple-check your rubric for errors. Once you have started marking with the rubric, you will be unable to modify it. This is especially important for Quantitative rubrics, which generate an indicative score.

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Course Tools > Turnitin Assignments.
  5. Click on the the assignment where you want to attach the rubric.
  6. Ensure the Assignment Inbox tab is selected.
  7. Click Optional Settings
  8. Scroll down to the Online grading section.
  9. Click the Launch Rubric/Form Manager link.
  10. Rubric/Form Manager will appear. Click the button in the top left and select Create new rubric.
  11. Enter a name for the rubric. It should contain the unit number and assignment number, e.g. 101920-A1.
  12. Change the RUBRIC SCORING option at the bottom to zero (0).
  13. Click the Save button in the bottom right.
  14. By default you will have 3 vertical columns (or scales). Use the + button in the top right to add additional ones until the number of columns matches what is set out in the marking criteria contained within the Learning Guide.
  15. Click the Save button in the bottom right.
  16. By default you will have 4 horizontal row (or criterion). Use the + button in the top left to add additional ones until the number of rows matches what is set out in the marking criteria contained within the Learning Guide.
  17. Click the Save button in the bottom right.
  18. Click the column headings, (e.g. Scale 1, Scale 2, etc.) to rename them, e.g. Fail, Pass, Credit, Distinction, High Distinction.
  19. Click the Save button in the bottom right.
  20. Instead of renaming the row (or criterion) headings (e.g. Criteria 1, Criteria 2, Criteria 3, ect.), click the empty space below them to access a larger text box.
  21. Paste the criteria from your Learning Guide into each text box.
  22. Click the Save button in the bottom right.
  23. Click into the grid empty cells and paste in the contents from the marking criteria in your Learning Guide.
  24. Click the Save button in the bottom right.
  25. If your rubric is qualitative (does not generate an indicative score), click Close and continue to the Attaching a Turnitin Rubric section otherwise continue to Enabling rubric scoring section.
Enabling Rubric Scoring

Use the following steps to turn your qualitative rubric into a quantitative rubric (one that generates an indicative mark).

IMPORTANT: Please triple-check all your values. Once you start marking, it is not possible to make corrections without detaching the rubric which removes all rubric data entered thus far.

Option A:

If you select the Percentage Rubric Scoring option (percentage icon), you will need to apply a percentage value to each row (or Criterion), and a percentage value to each column (or Scale).

The sum of the all values applied to each row (or Criterion) should be 100%.

The highest column (or Scale) should be set to 100%. (This applies even if the assignment is only worth 5% of the overall mark)

If you are using the F, P, C, D, HD schema, we suggest using the following values for the columns:

Marking bands
F: 0 P: 50 C: 65 D: 75 HD: 85

This approach will generate an minimum possible mark based on your rubric selections. This mark is indicative only and should then be manually adjusted upwards.

Option B:

If you select the Custom Rubric Scoring option (pencil icon), you can apply a point values directly to each cell.

Click the Save button in the bottom right.

Click the Close button to return to the Optional Settings area.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Attaching a Turnitin Rubric

Note: Turnitin rubrics belong to the user who created them. When attached to assignments, other markers can use them to mark papers, but can't make changes.

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Course Tools > Turnitin Assignments.
  5. Click on the the assignment where you want to attach the rubric.
  6. Ensure the Assignment Inbox tab is selected.
  7. Click Optional Settings.
  8. Scroll down to the Online grading section.
  9. Find the Attach a rubric/form to this assignment heading.
  10. Using the drop down menu below this heading, select a rubric you have created.
  11. Click Submit.

Tip: If you need to edit a rubric created by another Instructor, you must first export the rubric, then re-import it using your account. This essentially creates a copy of the rubric where you are the owner. You can then make modifications and re-attach it.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Handling Turnitin outages

Service outages are listed in a Turnitin Twitter feed:
https://twitter.com/TurnitinStatus

If a number of students experience a problem submitting to Turnitin, check Twitter to verify if there was an outage.

Scheduled maintenance outages are listed at the top of the Turnitin Assignment Inbox and will be visible to students.

Turnitin inbox interface

In addition to Turnitin outages, entire vUWS outages will also impact Turnitin submissions.

What to do in an outage?
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Send an Announcement notifying students of the outage.
  5. Contact the IT Service Desk notifying them of the outage.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

How to allow assignment submissions after the due date for extensions, Special Consideration, etc.

Extensions can be granted before, during and after an assignment has been made available. Submissions made after the due date will be marked as Late, but any students that are granted extensions should be instructed to ignore this warning.

Note: The following settings only apply for granting extensions. They do not enable resubmissions after the due date has passed.

Turnitin Assignments
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Locate the assessment item.
  5. Hover your cursor to the right of the Item's name and click on the downward facing arrow that appears.
  6. Click Edit.
  7. Scroll down and click Optional settings.
  8. Set Allow submissions after the due date? to Yes.
  9. Scroll down and click Submit.
  10. Click OK.

If a student has not made a submission by the due date, they will still be able to submit after the Due date passes.

Non-Turnitin Assignments
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Locate the assessment item.
  5. Hover your cursor to the right of the Item's name and click on the downward facing arrow that appears.
  6. Click Edit.
  7. Scroll down to Due Date section and ensure a due date and time are set.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

How to provide quiz/test extensions

Extensions can be provided to individual or groups of students before, during and after a quiz has been made available.

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Locate the quiz item.
  5. Hover over the quiz title and click the downward facing arrow.
  6. Select Edit the Test Options.
  7. Scroll down to the Test Availability Exceptions section.
  8. Click Add User or Group.
  9. Find the student in the list and tick the checkbox in their row.
  10. Click Submit. The pop-up will close.
  11. The student will be listed in the Availability Exception field.
  12. Under the Availability column, click the calendar icon.
  13. In the pop-up window use the Until field to set a new due date for the student.
  14. Click Save. The pop-up will close.
  15. Scroll down to the Due Date section and note down the due date and time.
  16. Uncheck Do not allow students to start the Test if the due date has passed.
  17. Scroll up to the Test Availability section and apply the due date and time as the Display Until date.
  18. Click Submit.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Before marking first assessment

Turnitin — Roster Syncing

By default, the Turnitin Assignment Inbox will only list students who have accessed or submitted to Turnitin. It does not automatically show all students enrolled in the unit.

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Course Tools in the left menu.
  5. Click Turnitin Assignments.
  6. Click on a Turnitin Assignment in the list. The Turnitin Assignment Inbox will open.
  7. Locate the Roster Sync link.
  8. Wait for the "Synchronizing Class Roster..." process to finish.
  9. All enrolled students should now appear in the Assignment Inbox.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Importing tutorial groups from Allocate+

In units with large enrolments or several teaching staff, importing Allocate+ tutorial groups enables you to view the Grade Centre columns and Turnitin Assignments for a single class.

It is important to note that these groups are not automatically updated when a student changes tutorials. Therefore, tutorial groups uploaded in Week 1 will quickly become inaccurate due to student tutorial changes.

We recommend delaying the import of groups until just before they are required, typically before starting to mark the first assignment.

It is also recommended to update the groups after the census date when tutorial changes have settled.

Mandatory first step
  • Scenario 1: If your unit site contains no existing tutorial groups (i.e. The Users and Groups section of your site is empty, or the groups listed are unrelated to class times), then you may proceed immediately to the Generating and uploading tutorial groups at the bottom of this topic.
  • Scenario 2: If you have tutorial groups carried across from a previous semester, follow the steps in the Removing existing groups section.
  • Scenario 3: If you are updating groups you have imported earlier this semester, and are only using them to break the Grade Centre or Turnitin into classes for marking, follow the steps in the Removing existing groups section.
  • Scenario 4: If you are updating groups you have imported earlier this semester, and have also attached tools to these groups (such as Blogs, Discussion Boards or Wikis), follow the steps in the Emptying existing groups section to retain all existing posts.

If you are unsure, please discuss your scenario with the Digital Futures Team before proceeding any further.

Removing existing Groups
Deleting Smart Views
  1. Go to Full Grade Centre.
  2. Go to Manage > Smart Views.
  3. Select all groups that you wish to delete. These typically begin with Group: (if none exist, continue to Deleting groups below).
  4. Click Delete and confirm when prompted.
Deleting Groups
  1. Go to Users and Groups.
  2. Ensure Edit Mode is ON.
  3. Select all groups that you wish to delete. (If none exist, continue to Generating tutorial groups section.)
  4. Go to Bulk Actions > Delete group.
Emptying existing Groups
  1. Go to Users and Groups.
  2. Ensure Edit Mode is ON.
  3. Place your mouse cursor over a group and click the downward facing arrow that appears.
  4. Select Edit Group from the drop-down list.
  5. Locate and click the Remove Users button.
  6. Confirm when prompted.
  7. Click Submit at the bottom right of the page.
  8. Repeat Steps 1-7 for all other tutorial groups.
Generating and uploading tutorial groups

Prerequisite: You will require Allocate+ access to continue.

Follow these steps to convert and upload your Allocate+ groups to Blackboard groups.

Tip: It is crucial that you DO NOT open the report(s) downloaded from Allocate+ in Excel. Doing so will automatically change the formatting and make them unsuitable for conversion.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Viewing students' attempts via Grade Centre

The Grade Centre is the central location to view student grades and attempts at assessment items.

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Grade Centre in the left menu.
  5. Select Full Grade Centre.
  6. Scroll horizontally to locate the column that corresponds with the assessment item.
  7. Scroll vertically to locate the cell that corresponds to a student. This following may appear inside:
    • Number: The grade the student has received for that assessment item.
    • Exclamation mark icon: The student has attempted the assessment item but it has not yet been marked.
    • Clock icon: The student is currently participating in the assessment or the student started a submission but has not submitted it.
    • Blank/No icon: No submission/attempt has been made.
  8. Place your mouse cursor over the cell, then click the downward facing arrow icon.
  9. A menu will appear which contains the list of student attempts at the bottom (newest appear at the bottom). Click on the attempt you wish to view.
  10. You will be taken to a new page to view the attempt. Depending on the type of assessment you are viewing, different content will load on the page.
    • Quiz: All the questions in the quiz will be shown along with the student's responses and how they were graded.
    • vUWS Assignment: The vUWS Assignment grading tool will open with the student's submission.
    • Blog/Journal/Wiki: The grading tool will open (looks identical across these tools) with the student's entry.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

After census date

Updating Groups

After Census date it may be beneficial to update the Allocate+ tutorial groups as student tutorial swaps will have ceased.

After each assessment has been marked

Turnitin — Syncing Grades

Turnitin and vUWS are separate products that are designed to communicate with each other. However, in certain circumstances the Grade Centre and Turnitin can become out of sync.

To ensure the two products remain in sync, it is strongly recommended to perform a manual sync after you finish entering all marks and feedback into Turnitin.

How to sync grades
  1. Login to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. On the left menu, click to expand the Course Tools.
  5. Click Turnitin Assignments.
  6. A list of Turnitin Assignments will load. To the right of the Turnitin Assignment you would like to sync grades for, click Sync Grades.
  7. Grades will be synced with the Grade Centre.
  8. Click OK.
  9. Go to the Grade Centre and check that the marks appear as expected.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Retention Centre Dashboard

It is recommended that you set up the Grade Centre before using the Retention Centre.

Accessing the Retention Centre
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Evaluation in the left menu.
  5. Go to Retention Centre.
The Retention Centre Dashboard
Students currently at risk table

This table provides a view of four categories related to student activity that can be recorded in vUWS: missed deadlines, grades alert, activity alert and vUWs access alert. The red dot indicates that a student is at risk in any one of these categories. The parameters for risk are set in the Customise button at the top of the table.

Retention Centre risk table
Your course activity

This provides you with a quick glance at the main elements in your vUWS site.

  • Assessment will indicate to you if assessments need marking.
  • Interaction and collaboration will provide you with an overview of interaction at the level of quantity across various interactive elements in your vUWS site.
  • Learner support provides an indication of the number of announcements that have been made together with the text from your last announcement. This is a useful feature because it can help to promote frequent communication with your students and this is an important element in the development of an engaging vUWS site.
  • Course design gives you some insight into how often elements in your site are being refreshed.
Your course activity snapshot
Students you are monitoring

If you are monitoring a student or several students, student 'panels' will be displayed. In the case of this panel, this indicates that the student's last access was 6 days ago with activity levels (discussion boards, blogs and journals) that is 46% below the average number of contributions across the cohort. This student’s grade is 1.73% above the average in the cohort.

Students you are monitoring snapshot
How to monitor a student

There are two ways to begin monitoring a student:

  1. Click on a student in the Students currently at risk table.
  2. Select the Monitor button

OR

  1. Click on a red dot in the Students currently at risk table.
  2. Click the Monitor button that appears beneath the student's row.
You can also email the student/s directly by:
  1. Clicking on a student in the Students currently at risk table.
  2. Select the Notify button.

OR

  1. Clicking on the risk bar at the top of the table then clicking on the number (in this case, it is 128) or the Notify drop down. If you click on the number this will bring up a further screen which will allow you to pick which students you would like to email.
Other information you are monitoring

This panel will appear if you create a new rule and choose not to include it in the risk table. If you choose not to include it in the risk table, the Other information panel will automatically appear with the information as it relates to the rule you have set up. In this case, a rule was created that is interested in filtering out students who have not accessed vUWS in the preceding 30 days. The rule has generated a list of two students and clicking on the link will display the students meeting the rule.

List of access alerts by rules

View more information on the Retention Centre.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Retention Centre — Rules

Rules can be used in the Retention Centre to help identify potentially at-risk students. These students can then be contacted via the Retention Centre to help them take immediate steps for improvement.

Creating or editing rules
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Evaluation in the left menu.
  5. Go to Retention Centre.
  6. To create or edit rules click on the Customise button.

The default rules that are included are the default activity rule, default course access rule, default grade rule and the default missed deadline rule.

In this table, a rule was created to complement the default rules to identify students who have not accessed vUWS in the preceding 30 days.

Table listing custom rule criterion
Edit a rule
  1. To edit a rule, hover your cursor over the rule in the NAME column, click on the downward facing arrow and select Edit.
Dropdown menu with rule edit button
Add a rule
  1. To add a rule, click on Create Rule button above the table and you will have four options to choose from.
Dropdown menu with rule creation options
Create access rule

The default access rule is triggered if students have not accessed your vUWS unit for 5 days. You can change this to any number or create a new access rule with another number.

Criteria options for access rules
Create course activity rule

This rule allows you insight into student activity (discussion forums, journals and blogs) over a period of time from the moment the rule is run.

The rule provides a way of segmenting the level of student activity based on a percentage above or below the average level of interaction across a particular time frame.

You can change the number of weeks or days in addition to the percentage.

Criteria options for course activity rules
Create grade rule

The default grade rule is triggered when the aggregate grade for a student is 25% below the average.

You can monitor the final grade or choose a particular assessment item to monitor.

Criteria options for grade rules

You can monitor an absolute grade value that is above or below a number or percentage.

Percentage set for grade rules

Or you can use the Use average grade option to filter student grades that are above or below the average grade in the unit.

Filter by average grade option
Create missed deadline rule

Use this rule to indicate if a specified number of deadlines for your unit have been missed by any number of days.

Missed deadline day parameters

Or use it to monitor a particular assessment item to filter out the students who have missed a particular deadline by a specific number of days.

Missed deadline more than day parameters
Emailing students

You can either email students as a group of students who have not met one of the rules in the risk bar or you can email a student individually by clicking on the red dot in the risk table. The To details will be automatically filled depending on the option you have chosen.

You can change the subject line as well as the text that is sent to the student/s. You can also attach a file.

Email composition fields

View more information on the Retention Centre.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

After mid-semester break

Issues with students accessing results

After an assessment has been marked online, it is important to give students timely feedback and access to their grades. There are a few settings to check when releasing grades and feedback to students.

Show/hide Grades from students
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Grade Centre in the left menu.
  5. Select Full Grade Centre.
  6. Scroll horizontally to locate the Grade Column that corresponds to the assessment item. It will be immediately apparent if the column is hidden from students or not:
    • Hidden: A red circle with a strike-through located in the cell heading will indicate that the column is hidden from the student view.
    • Visible: Only the column heading will appear in the cell with the downward facing arrow icon.
  7. To toggle whether the column is visible or hidden from students, place your mouse cursor over the cell heading, then click the downward facing arrow icon.
  8. A menu will appear which contains a list of options. Select Hide from Students (on/off) to toggle this setting.
Turnitin Post Date
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON
  4. Go to Course Tools in the left menu.
  5. Select Turnitin Assignments.
  6. Click on the title of the individual Turnitin Assignment.
  7. Click on the Edit assignment tab located up the top of the Turnitin page.
  8. Locate the Post date setting. The Post date corresponds to the date and time students can begin viewing Instructor feedback:
    • Hide feedback: Set the date to a later date than the current date and time.
    • Show feedback: Set the date to a date and time which has passed.
  9. To save your changes, click the Submit button.
My Grades link not in the left menu
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Place your mouse cursor over the + symbol at the top left of the left menu.
  5. Click on Tool Link.
  6. A small dialog will open and you will need to enter the following details:
    • Name: Type 'My Grades' in this box.
    • Type: Select 'My Grades' from the menu.
    • Ensure you check the Available to Users checkbox.
  7. The My Grades menu item will be added to the bottom of the left menu. To reorder the item in the left menu:
    1. Click on the up and down facing arrow icon ↑↓ at the top right of the left menu.
    2. A menu will appear. Scroll through the menu and select the menu item you wish to move.
    3. Use the Move Up and Move Down arrows at the base of the pop-up menu to reorder the item.
    4. Click the Submit button to save your changes.
My Grades link hidden in the left menu
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Place the mouse cursor over the My Grades menu item. Note: The item will have a red circle with a strike-through to indicate it is currently hidden.
  5. Click on downward facing arrow icon to the right of the text.
  6. A menu will open. Click on Show Link.
  7. The red circle with a strike-through should disappear and the link will be available for students to see.
Managing Grade Centre Columns

It is strongly encouraged that Instructors manage and maintain the Grade Centre to ensure that unnecessary Grade Columns are removed or hidden from the students. Refer to Performing essential Grade Centre maintenance.

Turnitin Syncing issues

By default, the Turnitin Assignment Inbox will only list students who have accessed or submitted to Turnitin. It does not automatically show all students enrolled in the unit. Refer to Turnitin - Roster Syncing.

Student Encumbrances

An encumbrance on a students account will prevent them from having access to vUWS. To assist a student in rectifying this issue, see Issues with students accessing sites.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

After all marking is complete

Downloading results for submission

The Grade Centre allows you to download all results into a spreadsheet to save onto your computer.

How to download results
  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Grade Centre in the left menu.
  5. Select Full Grade Centre.
  6. Up the top right, place your cursor over the Work Offline menu and select Download.
  7. A new page will load with the download options:
    Select Data to Download: Full Grade Centre
    Delimiter Type: Tab
    Hidden information: No
    Download Location: My Computer
  8. A new page will load informing you that the data has been saved to a file. Click on the DOWNLOAD button to save the file to your computer.
  9. Navigate to the location on your computer to save the file to and click the Save button.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

After submitting marks

Download copies of exemplar assignments

Before the site closes, you should download any exemplary assessment submissions for future showcase purposes.

If examplar assessments are not downloaded at this time, you will need to request to have the site reopened.

Please note: The retrieval of assessments from reopened sites may not be possible in some instances.

Downloading Turnitin Assignments
  1. Login to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. On the left menu, click to expand Course Tools.
  5. Click on Turnitin Assignments.
  6. Click on the name of the Assignment containing the submission you wish to download.
How to download individual Turnitin Assignments
  1. Click on the file icon File icon which corresponds with the submission you wish to download.
  2. A pop-up window will appear with options to select the format of the assignment to download.
  3. Click on one of the format options to begin downloading the assignment.
How to download Turnitin Assignments in bulk
  1. Select the checkboxes which correspond with the assignments you wish to download.
  2. Click the Download dropdown button Download icon and select:
    • Original File to download the assignment in its original format;
    • Original File as PDF to download the assignment in PDF format.
  3. A confirmation dialog will appear, click OK.
  4. Following a short wait, the selected Turnitin Assignments will be available for download from within the Turnitin Messages tab.
  5. Click on the Turnitin Messages tab.
  6. Click the most recent message link to view the message. It will contain a download link.
  7. Click the link to start the download.
Downloading vUWS/Blackboard (non-Turnitin) Assignments
  1. Login to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. Go to Grade Centre.
  5. Go to Full Grade Centre.
  6. Locate the column containing the submissions you wish to download.
How to download individual vUWS/Blackboard (non-Turnitin) Assignments
  1. Place your mouse cursor in the cell containing the student submission you wish to download.
  2. Click on the downward facing arrow, then click on Attempt (followed by the date which the assignment was submitted).
  3. In the new page that opens, click on the Download button.
To download vUWS/Blackboard (non-Turnitin) Assignments in bulk
  1. Place your mouse cursor over the column heading
  2. Click on the downward facing arrow and then select Assignment File Download.
  3. Select the checkboxes corresponding with the assignments you wish to download.
  4. Click Submit.
  5. The assignments will be packaged in a zip file (this may take a few minutes to complete).
  6. Click the Download assignments now link.

    Tip: If the Download assignments now link doesn't appear after waiting a few minutes, re-attempt the process, selecting a smaller batch of 5-10 assignments at Step 3.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Download a copy of Full Grade Centre for any grade challenges

The entire Grade Centre can be downloaded as an Excel file for use offline.

Download a copy of the Grade Centre

If you need to mark offline or make significant changes to the Grade Centre it is beneficial to first download a copy of the Grade Centre which can serve as a backup.

  1. Log in to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. In the left menu, under Course Management, go to the Grade Centre > Full Grade Centre.
  5. Click Work Offline > Download.
  6. Leave all default options selected and click Submit.
  7. The Grade Centre data will be saved to a file. Click Download to save a copy.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

Download lecture recordings from Panopto

You may wish to download a copy of recordings available on Panopto for archival purposes.

  1. Login to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. On the left menu, click on Panopto.

    If there is no Panopto link available, refer to Adding a Panopto link (Live lecture capture) to make the link available.

  5. From the list of Panopto recordings, hover your cursor over the recording you wish to download and click Settings.
  6. A pop-up window will open. Click Outputs from the left menu.
  7. Click Download Podcast.

Panopto information and user guides are available here:
https://uws.service-now.com/kb_view.do?sysparm_article=KB0013835

User activity report

The course reports available on vUWS allow you to view information about the site usage and activity. These reports can provide a useful insight into how students are interacting within the vUWS site and may help in identifying which students may need additional assistance in the unit by monitoring their access patterns and submission attempts.

Please note: Statistics tracking needs to be enabled on the vUWS items you would like to track, preferably by the start of the teaching session to generate accurate reports. Please see Ensure Statistics Tracking is enabled on relevant material/s contained within Testing a site from a student's perspective.

How to generate an activity report
  1. Login to vUWS.
  2. Go to your vUWS site.
  3. Ensure Edit Mode is ON.
  4. On the left menu, click to expand Evaluation.
  5. Click Course Reports.

    The following course reports are availble:

    All User Activity inside Content Areas Displays a summary of all user activity inside content areas for your vUWS site. Use this report to determine which students are active in your vUWS site and which content areas they use.
    Course Activity Overview Displays overall activity within a single unit vUWS site, sorted by student and date. Data includes the total and average time spent per active student and the total amount and type of activity each student had in the vUWS site. Optionally, you can filter the report by one or more groups. Only students who are members of the selected groups are included in report results.
    Course Coverage Report Displays data on course items that have been aligned to goals.
    Course Performance Displays how a single course performs against a selected set of goals.
    Overall Summary of User Activity Displays user activity for all areas of your vUWS site, as well as activity dates, times, and days of the week. Use this report to view student access as well as how often course tools are used.
    Single Course User Participation Report Displays the number of user submissions in your vUWS site for assignments, tests, discussions, blogs, and journals within the chosen time frame. You do not need to grade an item for data to be included in the report. The data is provided in a Microsoft Excel spreadsheet (.xls).
    Student Overview for Single Course Displays an individual student's activity within your vUWS site, sorted by date. Data includes the total overall time the student spent in your site. You can view detailed information about a student's activity, such as which items and content areas a student accessed and the time spent on each. Use this report to check a certain student's site activity.
    User Activity in Forums Displays a summary of user activity in discussion forums in your vUWS site.
    User Activity in Groups Displays a summary of user activity in groups for your vUWS site.
  6. From the list of reports, hover your cursor over the report you want to run, click on the downward facing arrow and select Run.
  7. On the Run Reports page, select the options for the report. These options will vary per report:

    Select Format Choose an output format from the menu. Valid formats are PDF, HTML, Excel, or Word.
    Select a Start Date and Select an End Date For reports that cover a specific period of time, select start and end dates for the report.
    Select Students To run a report on a single student, select the student name from the menu.
    Select Users Select one or more users for the report. For Windows, to select multiple users in a list, press the Shift key and select the first and last users. To select users out of sequence, press the Ctrl key and select each user needed. For Macs, press the Command key instead of the Ctrl key.
    Average Range and Target Performance Level Required for course performance reports. You can set these reports to Show Unavailable Students and/or Show Unaligned Goals.
  8. Click Submit.

    Depending on the options and the number of students selected for the report, it can take several minutes, hours or even longer for the report to be generated.

  9. Once the report is generated Download Report to download and save the report to your computer.
  10. Once done, click OK to finish or click Run a new Report to start over.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

WSU Online

WSU Online asset redeployment from Canvas to vUWS

If you would like any materials from the WSU Online canvas site to be redeployed in your vUWS site, please send an email to Digital Futures Team with the following information:

  • Name
  • Canvas unit and teaching period
  • Digital asset to be redeployed
  • Location of digital asset in canvas site
  • vUWS site to be updated with digital asset
  • Location in vUWS site for digital asset
  • Due date for redeployment in vUWS

Please note: Some assets require more work than others so delivery timeframes may vary. For example, quiz questions require to be re-built in vUWS as copying is not available. Please submit requests with 30 days notice.

Is something broken? Please contact the IT Service Desk on 02 9852 5111 (x5111) or via the online MyIT Portal.

Need further advice? Contact the Digital Futures Team.

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