CloudDeakin Guides: Site Management

CloudDeakin Guides

SITE MANAGEMENT

RELEASE CONDITIONS

Overview

Release conditions allow you to create a custom learning path through the resources in your unit.
For example, you could attach a release condition to the second topic in your unit’s resources area that would hide that topic until students have viewed the topic before it. Or you could create a condition that required students to view a topic before gaining access to a quiz, or one that required them to post a message to a discussion topic before they could see a module.

If you attach multiple conditions to an item, students must meet all conditions before they can access the item. For example, you could require students to visit the first three topics in a unit before gaining access to an associated quiz.

Compatible Tools

You can put release conditions on the following items; Checklist, Resources modules and topics, Custom widgets, Discussion forums and topics, Assignment folders, Grade items and categories, News items, Quizzes and Surveys.

Note: Wherever you can see the Restrictions tab, you can create and apply a release condition.

Once a student meets a release condition, the condition is cleared for that student and cannot be reset. For example, you attach a release condition to a discussion topic requiring student to achieve more than 60% on a quiz before they can access that topic; one of your participants receives 72% on the quiz but you adjust their grade to 55%. The students will be able to access the topic because they met the requirement at some point.

RELEASE CONDITIONS

Overview

Compatible Tools

Note: Wherever you can see the Restrictions tab, you can create and apply a release condition.

BEST PRACTICE

Best Practice

Create all of your unit materials and set up your release conditions before the unit opens to students. This gives you a chance to check for mistakes in the conditions or for circular, contradictory or unnecessary conditions. If you add new release conditions after users have accessed the unit, students might be confused by resources disappearing. Since conditions cannot be reset, you also risk having students meet conditions before your resources are ready (e.g. accessing a topic before it is finished).

Scenario 1

Scenario 1: Release tools or resources to student of a particular enrollment type

You can target the delivery of resources or a tool to students according to their enrollment.

Scenario 2

Scenario 2: Use a checklist to organise activities

Create a checklist that lists the activities students should complete throughout the unit. For example, a checklist for the first week might include reading the unit’s introductory, posting a message to an introductory discussion topic, and submitting a list of learning goals to an assignment folder. You can set release conditions based on users checking off items from their checklist. For example, you might release a news item on your unit’s homepage once users check off that they have completed the first week’s activities.

Scenario 3

Scenario 3: Release topics in stages

Reveal topics to students only after they have read prior topic by attaching release conditions on the later topics or modules that require users to view earlier topics. This can provide a clear path through the material and prevent students from becoming overwhelmed by a large list of resources at the start of the unit.

Scenario 4

Scenario 4: Customise resources for groups within a unit

Create separate topics or modules for each project and attach release conditions based on group enrolment, particularly if your unit has group projects and you want to provide different instructions or resources for each group. Group members working on a project will see materials related to their work, without being distracted by unrelated materials.

Scenario 5

Scenario 5: Restrict access to assessments based on performance

Put a release condition on a assignment folder which restricts students from submitting part 2 of a project until they have a passing grade on part 1 or until they have read your feedback on part 1.

Scenario 6

Scenario 6: Using the NOT release conditions in Intelligent Agents and News item

On top of the existing release conditions, you can use the NOT operator in:

Not completed checklist, checklist item
Not achieved competency, learning objective
Not visited content topic
Not threads added/replies to topic/forum
Not submitted assignment
Not grade item
Not completed quizzes
Not completed survey

The Unit Chair can setup an Intelligent Agents to send emails to students who:

did not submit an assignment
did not post to a certain topics in Discussions
did not view a certain topic in Resources.

The Unit Chair can setup news item that only release to students who:

did not view a certain topic in Resources
have completed a quiz but did not view the related topic in Resources.

BEST PRACTICE

Best Practice

Scenario 1

Scenario 1: Release tools or resources to student of a particular enrollment type

You can target the delivery of resources or a tool to students according to their enrollment.

Scenario 2

Scenario 2: Use a checklist to organise activities

Scenario 3

Scenario 3: Release topics in stages

Scenario 4

Scenario 4: Customise resources for groups within a unit

Scenario 5

Scenario 5: Restrict access to assessments based on performance

Put a release condition on a assignment folder which restricts students from submitting part 2 of a project until they have a passing grade on part 1 or until they have read your feedback on part 1.

Scenario 6

Scenario 6: Using the NOT release conditions in Intelligent Agents and News item

On top of the existing release conditions, you can use the NOT operator in:

Not completed checklist, checklist item
Not achieved competency, learning objective
Not visited content topic
Not threads added/replies to topic/forum
Not submitted assignment
Not grade item
Not completed quizzes
Not completed survey

The Unit Chair can setup an Intelligent Agents to send emails to students who:

did not submit an assignment
did not post to a certain topics in Discussions
did not view a certain topic in Resources.

The Unit Chair can setup news item that only release to students who:

did not view a certain topic in Resources
have completed a quiz but did not view the related topic in Resources.

RELEASE CONDITIONS GUIDES

Create and attach a release condition

Creating a release condition from the edit page of the item you want to restrict. For example, if you want to attach a condition to a topic, you would go to the edit page for that topic and create your condition from there.

Click on the contextual menu of the topic.
Click on Edit Properties In-place.
Click on Add dates and restrictions.
Click on Create.
Select the Condition Type and complete the Condition Details. For example, if you wish to release a topic to students who have attempted a quiz, use Grade value on a grade item.
Click Create.
Repeat step 5 and 6 for additional conditions.
Choose whether access to the item is dependent on meeting all or any of your conditions.
Click Update.

Use the following steps to attach a condition to a discussion forum, discussion topic, a quiz or an assignment folder.

Go to the edit page for the item you want to attach the condition.
Click on Restrictions tab.
Click Create and Attach.
Select the Condition Type and complete the Condition Details. For example, if you wish to release a topic to students who have attempted a quiz, use Grade value on a grade item.
Click Create.
Repeat step 3 to 5 for additional conditions.
Choose whether access to the item is dependent on meeting all or any of your conditions.
Click Save.

Create and attach a release condition based on enrolment data

Student enrollment data (unit mode, campus location, course mode) is available as ‘Enrolment attributes’. This data is comes directly from Callista and is updated automatically each day to ensure it is current.

In order to deliver a topic or a tool e.g. an assignment to students with specific enrollment data (i.e. Students from the Burwood Campus) you will need to develop a Release Condition statement in order to ensure that only students from the Burwood Campus access the assignment.

Go to the edit page for the item you want to attach the condition.
Click the Restrictions tab.
Under Release Conditions, click Create and Attach to apply a new release condition.
Select the Condition type. For example, to release a topic to all cloud (online) students, use Section Enrolment.
In the Condition Details, select the item you wish to use and set the details
Click Save.

Attach an existing condition

If you have already created a condition and want to apply the same condition to another item, you can quickly select the condition from a list of existing conditions in your unit using the Attach Existing button. This saves you entering the criteria a second time.

Note: When you attach an existing condition from another item to a second item, the two conditions are not associated. If you change or remove the condition on either item, the other item’s release conditions will not be affected.

Go to the edit page for the item you want to attach the condition.
Click on Restrictions tab.
Click Attach Existing.
Select the condition.
Tip: To narrow the list of conditions, choose the tool the condition is based on from the View Conditions for list.
Click Attach.
Click Save.

Remove a release condition

Go to the edit page for the item you want to remove the condition from.
Click on Restrictions tab and locate the release conditions area.
Perform one of the following steps:
Click the Remove Condition icon for the condition you want to remove.
To remove all the conditions from an item, click the Remove All Conditions icon.
Click Save.

RELEASE CONDITIONS GUIDES

Create and attach a release condition

Click on the contextual menu of the topic.
Click on Edit Properties In-place.
Click on Add dates and restrictions.
Click on Create.
Select the Condition Type and complete the Condition Details. For example, if you wish to release a topic to students who have attempted a quiz, use Grade value on a grade item.
Click Create.
Repeat step 5 and 6 for additional conditions.
Choose whether access to the item is dependent on meeting all or any of your conditions.
Click Update.

Use the following steps to attach a condition to a discussion forum, discussion topic, a quiz or an assignment folder.

Go to the edit page for the item you want to attach the condition.
Click on Restrictions tab.
Click Create and Attach.
Select the Condition Type and complete the Condition Details. For example, if you wish to release a topic to students who have attempted a quiz, use Grade value on a grade item.
Click Create.
Repeat step 3 to 5 for additional conditions.
Choose whether access to the item is dependent on meeting all or any of your conditions.
Click Save.

Create and attach a release condition based on enrolment data

Go to the edit page for the item you want to attach the condition.
Click the Restrictions tab.
Under Release Conditions, click Create and Attach to apply a new release condition.
Select the Condition type. For example, to release a topic to all cloud (online) students, use Section Enrolment.
In the Condition Details, select the item you wish to use and set the details
Click Save.

Attach an existing condition

Go to the edit page for the item you want to attach the condition.
Click on Restrictions tab.
Click Attach Existing.
Select the condition.
Tip: To narrow the list of conditions, choose the tool the condition is based on from the View Conditions for list.
Click Attach.
Click Save.

Remove a release condition

Go to the edit page for the item you want to remove the condition from.
Click on Restrictions tab and locate the release conditions area.
Perform one of the following steps:
Click the Remove Condition icon for the condition you want to remove.
To remove all the conditions from an item, click the Remove All Conditions icon.
Click Save.

CUSTOMISING & PERSONALISING MESSAGES

Replacement Strings

Replacement strings allow you to personalise messages by providing the code to replace information that is specific to a student such as their first and last names. This allows you to send personalised messages to each student in your site without having to enter their personal details numerous times.

Replacement strings can be used:

where ever there is a WYSIWYG (What You See Is What You Get). Examples: HTML pages, Assignment folder descriptions, News items, widgets, discussion posts, etc.
emails sent by Intelligent Agents (within the body and/or the address field)

Note: Replacement strings cannot be used in emails sent via the Classlist.

Common Replacement Strings

Replace String	What will be displayed	Where it can be used
{OrgName}	The name of the organisation (e.g. Deakin University)	News – In the Headline and Content Discussions – In the Subject and Message Topic – When you create a new file Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{OrgUnitCode}	The code for the Org Unit (e.g. ABC123_Tri-1_2012)	News – In the Headline and Content Discussions – In the Subject and Message Topic – When you create a new file Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{OrgUnitName}	The name of the org unit (e.g. ABC123 – Introduction to the Alphabet)	News – In the Headline and Content Discussions – In the Subject and Message Topic – When you create a new file Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{FirstName}	First Name of the logged in user (e.g. John)	News – In the Headline and Content Discussions – In the Subject and Message Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{LastName}	Last Name of the logged in user (e.g. Doe)	News – In the Headline and Content Discussions – In the Subject and Message Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{OrgUnitStartDate}	The start date specified for the org unit (21 Feb, 2012)	Intelligent Agents
{OrgUnitEndDate}	The end date specified for the org unit (2 June, 2012)	Intelligent Agents
{InitiatingUser}	The user who performs the action that meets the agent’s criteria	Intelligent Agents
{InitiatingUserFirstName}	The first name of the initiating user (e.g. John)	Intelligent Agents
{InitiatingUserOrgDefinedId}	The Org Defined Id of the initiating user (e.g. jdoe)	Intelligent Agents
{InitiatingUserLastName}	The last name of the initiating user (e.g. Doe)	Intelligent Agents
{LoginPath}	The address of the login path for the site	Intelligent Agents
{LastLoginDeate}	The date the initialing user last logged in.	Intelligent Agents
{OrgUnitId}	The id for the unit.	Intelligent Agents
{LastCourseAccessDate}	The date the initialising user last accessed the unit.	Intelligent Agents

CUSTOMISING & PERSONALISING MESSAGES

Replacement Strings

Replacement strings can be used:

where ever there is a WYSIWYG (What You See Is What You Get). Examples: HTML pages, Assignment folder descriptions, News items, widgets, discussion posts, etc.
emails sent by Intelligent Agents (within the body and/or the address field)

Note: Replacement strings cannot be used in emails sent via the Classlist.

Common Replacement Strings

Replace String	What will be displayed	Where it can be used
{OrgName}	The name of the organisation (e.g. Deakin University)	News – In the Headline and Content Discussions – In the Subject and Message Topic – When you create a new file Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{OrgUnitCode}	The code for the Org Unit (e.g. ABC123_Tri-1_2012)	News – In the Headline and Content Discussions – In the Subject and Message Topic – When you create a new file Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{OrgUnitName}	The name of the org unit (e.g. ABC123 – Introduction to the Alphabet)	News – In the Headline and Content Discussions – In the Subject and Message Topic – When you create a new file Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{FirstName}	First Name of the logged in user (e.g. John)	News – In the Headline and Content Discussions – In the Subject and Message Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{LastName}	Last Name of the logged in user (e.g. Doe)	News – In the Headline and Content Discussions – In the Subject and Message Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{OrgUnitStartDate}	The start date specified for the org unit (21 Feb, 2012)	Intelligent Agents
{OrgUnitEndDate}	The end date specified for the org unit (2 June, 2012)	Intelligent Agents
{InitiatingUser}	The user who performs the action that meets the agent’s criteria	Intelligent Agents
{InitiatingUserFirstName}	The first name of the initiating user (e.g. John)	Intelligent Agents
{InitiatingUserOrgDefinedId}	The Org Defined Id of the initiating user (e.g. jdoe)	Intelligent Agents
{InitiatingUserLastName}	The last name of the initiating user (e.g. Doe)	Intelligent Agents
{LoginPath}	The address of the login path for the site	Intelligent Agents
{LastLoginDeate}	The date the initialing user last logged in.	Intelligent Agents
{OrgUnitId}	The id for the unit.	Intelligent Agents
{LastCourseAccessDate}	The date the initialising user last accessed the unit.	Intelligent Agents

CUSTOMISING & PERSONALISING MESSAGES

Replacement Strings

Replacement strings can be used:

where ever there is a WYSIWYG (What You See Is What You Get). Examples: HTML pages, Assignment folder descriptions, News items, widgets, discussion posts, etc.
emails sent by Intelligent Agents (within the body and/or the address field)

Note: Replacement strings cannot be used in emails sent via the Classlist.

Common Replacement Strings

Replace String	What will be displayed	Where it can be used
{OrgName}	The name of the organisation (e.g. Deakin University)	News – In the Headline and Content Discussions – In the Subject and Message Topic – When you create a new file Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{OrgUnitCode}	The code for the Org Unit (e.g. ABC123_Tri-1_2012)	News – In the Headline and Content Discussions – In the Subject and Message Topic – When you create a new file Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{OrgUnitName}	The name of the org unit (e.g. ABC123 – Introduction to the Alphabet)	News – In the Headline and Content Discussions – In the Subject and Message Topic – When you create a new file Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{FirstName}	First Name of the logged in user (e.g. John)	News – In the Headline and Content Discussions – In the Subject and Message Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{LastName}	Last Name of the logged in user (e.g. Doe)	News – In the Headline and Content Discussions – In the Subject and Message Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{OrgUnitStartDate}	The start date specified for the org unit (21 Feb, 2012)	Intelligent Agents
{OrgUnitEndDate}	The end date specified for the org unit (2 June, 2012)	Intelligent Agents
{InitiatingUser}	The user who performs the action that meets the agent’s criteria	Intelligent Agents
{InitiatingUserFirstName}	The first name of the initiating user (e.g. John)	Intelligent Agents
{InitiatingUserOrgDefinedId}	The Org Defined Id of the initiating user (e.g. jdoe)	Intelligent Agents
{InitiatingUserLastName}	The last name of the initiating user (e.g. Doe)	Intelligent Agents
{LoginPath}	The address of the login path for the site	Intelligent Agents
{LastLoginDeate}	The date the initialing user last logged in.	Intelligent Agents
{OrgUnitId}	The id for the unit.	Intelligent Agents
{LastCourseAccessDate}	The date the initialising user last accessed the unit.	Intelligent Agents

CUSTOMISING & PERSONALISING MESSAGES

Replacement Strings

Replacement strings can be used:

where ever there is a WYSIWYG (What You See Is What You Get). Examples: HTML pages, Assignment folder descriptions, News items, widgets, discussion posts, etc.
emails sent by Intelligent Agents (within the body and/or the address field)

Note: Replacement strings cannot be used in emails sent via the Classlist.

Common Replacement Strings

Replace String	What will be displayed	Where it can be used
{OrgName}	The name of the organisation (e.g. Deakin University)	News – In the Headline and Content Discussions – In the Subject and Message Topic – When you create a new file Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{OrgUnitCode}	The code for the Org Unit (e.g. ABC123_Tri-1_2012)	News – In the Headline and Content Discussions – In the Subject and Message Topic – When you create a new file Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{OrgUnitName}	The name of the org unit (e.g. ABC123 – Introduction to the Alphabet)	News – In the Headline and Content Discussions – In the Subject and Message Topic – When you create a new file Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{FirstName}	First Name of the logged in user (e.g. John)	News – In the Headline and Content Discussions – In the Subject and Message Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{LastName}	Last Name of the logged in user (e.g. Doe)	News – In the Headline and Content Discussions – In the Subject and Message Assignments – In Folder custom instructions & Feedback Quizzes – In Description, Introduction, Page Header and Footer Grades – In Comments Checklist – In Name and Description Groups – Descriptions
{OrgUnitStartDate}	The start date specified for the org unit (21 Feb, 2012)	Intelligent Agents
{OrgUnitEndDate}	The end date specified for the org unit (2 June, 2012)	Intelligent Agents
{InitiatingUser}	The user who performs the action that meets the agent’s criteria	Intelligent Agents
{InitiatingUserFirstName}	The first name of the initiating user (e.g. John)	Intelligent Agents
{InitiatingUserOrgDefinedId}	The Org Defined Id of the initiating user (e.g. jdoe)	Intelligent Agents
{InitiatingUserLastName}	The last name of the initiating user (e.g. Doe)	Intelligent Agents
{LoginPath}	The address of the login path for the site	Intelligent Agents
{LastLoginDeate}	The date the initialing user last logged in.	Intelligent Agents
{OrgUnitId}	The id for the unit.	Intelligent Agents
{LastCourseAccessDate}	The date the initialising user last accessed the unit.	Intelligent Agents

ROLES AND PERMISSIONS

Assigning Roles and Permissions

CloudDeakin system assigns users a role to a site. The role determines the permissions in the system.

The following two tables summaries the new roles and permissions:

Roles

Role	Description
Unit Chair	Can view and manage discussions, assessments, grades, content and enrol staff.
UC Dev	Can view and manage discussions, assessments, grades, content and enrol staff. Can manage interface, layout and widget design.
UC-I	Can view and manage discussions, assessments, grades, content and enrol staff. Does not appear in Classlist.
Lecturer	Can view and manage discussions, assessments, grades and content. Cannot delete discussion messages, add staff or reset quiz attempts.
Tutor	Can view but not manage content, groups, quizzes, can post discussion messages. Cannot manage assessments, grades or publish feedback.
Marker	Can view but not manage or contribute content, assessable materials, discussions and groups. Can publish feedback and enter grades. Cannot manage assessments or grades.
Marking Tutor	Can view but not manage content, groups, quizzes. Can post discussion messages and publish feedback and enter grades. Cannot manage assessments or grades.
Auditor	Can view but not manage content, groups, quizzes. Does not appear in Classlist.
Visitor	Can only view unit sites. Cannot contribute or manage in any way.
Participant	This role has the same permissions as Student except Assignment, Grades, Groups and Section Management, Quizzes, User Progress.

Permissions

Permissions	Unit Chair	UC Dev	UC-I	Lecturer	Tutor	Marker	Marking Tutor	Auditor	Visitor	Participant
View Content	✓	✓	✓	✓	✓	✓	✓	✓	✓	✓
Manage Content	✓	✓	✓	✓	×	×	×	×	×	×
View submitted assignments	✓	✓	✓	✓	✓	✓	✓	✓	×	×
Provide feedback to submitted assignments	✓	✓	✓	✓	×	✓	✓	×	×	×
Add, edit and delete folders in Assignments	✓	✓	✓	✓	×	×	×	×	×	×
Compose, reply and post on Discussions	✓	✓	✓	✓	✓	×	✓	×	×	✓
Grade Discussions topic	✓	✓	✓	✓	×	✓	✓	×	×	×
Manage Discussions	✓	✓	✓	✓	×	×	×	×	×	×
Enter Grades	✓	✓	✓	✓	×	✓	✓	×	×	×
Manage items and categories in Grades	✓	✓	✓	✓	×	×	×	×	×	×
Appear in Classlist	✓	✓	×	✓	✓	✓	✓	×	✓	✓
Enrol staff	✓	✓	✓	×	×	×	×	×	×	×
Manage Homepages and widgets	×	✓	✓	×	×	×	×	×	×	×

ROLES AND PERMISSIONS

Assigning Roles and Permissions

CloudDeakin system assigns users a role to a site. The role determines the permissions in the system.

The following two tables summaries the new roles and permissions:

Roles

Permissions

BROKEN LINKS

Overview

The Broken Links page stores a list of broken links found on your site. A broken link error is reported when a user clicks on a link and the item or page it links to, no longer exists or has been moved.

Link verification is done on text links, images, plug-ins, backgrounds, style sheets, scripts, Java applets, and more. The Broken Link page contains a continuously updated list of URLs.

Note: The Broken Link page provides a list of broken links, it does not fix the links.

On the Broken Links page you can see:

The number of broken links in your unit.
Date of last occurrence of a broken link.
URL where the item is supposed to be located (but could not be found).

Acess the Broken Links Viewer

Click on Setup in the navbar then click on Broken Links.

Remove Broken Links

Select the checkbox next to the link that is broken.
Click Delete Selected.

Note: This action is only removes the link from the list. You will now need to fix the link manually.