User s Guide: Archiving Work from an LMS PROJECT SHARE

User s Guide: Archiving Work from an LMS PROJECT SHARE

Table of Contents Courses... 2 Groups... 8 eportfolio... 10 File Manager... 14 Institution Administrators... 15 Page 1

The Epsilen learning management system (LMS), used to deliver Project Share s online professional development courses, will continue to be available to Texas educators and students throughout summer 2015. The Epsilen contract is scheduled to end prior to the beginning of the 2015 2016 school year. Before the contract period ends, users should take inventory of their content housed in Epsilen and complete steps to download and save their work. Below is a list of suggested steps for archiving work completed in Epsilen. This list provides detailed steps and screen shots specific to the Epsilen LMS. For additional assistance, please contact projectshare@tea.texas.gov. Courses To save files in each course, complete the steps below. 1. Select Learning > Courses in the left-hand navigation menu on the My Portal page. 2. In the Filter By drop-down menu, select All Courses. 3. Click on the My Role action arrow to alphabetize roles. 4. Select the desired course by clicking on the Course Title. Once in the course, consider each of the following tools (located in the left-hand navigation menu of the Course Home Page) and items that may need to be saved within each tool. You can skip sections if you have confirmed that you have nothing to save in those sections. Certificates of Completion You will want to print or save your certificates of completion. 1. Log in to courses you have completed as a student. 2. Select Student Reports in the left-hand navigation menu. 3. Click on Certificate of Completion. 4. Click the Generate Report icon. 5. Select the Print Certificate icon, and print or save as a PDF file. Syllabus Syllabus content can be archived by saving it as a PDF file. 1. Click on the Syllabus tab on the left-hand navigation menu, and select the Print icon at the top of the page. Page 2

2. Select Adobe PDF (or PDF reader) from your printer options, and click OK. (The screen may appear different from the image below due to the type of Web browser that you are using.) 3. Save the PDF file to your computer. Lessons (instructions for course owners/instructors/administrators) Lesson content can be archived by saving to a PDF file. 1. Click on the Lessons tab on the left-hand navigation menu. 2. Click on the Lesson Title to open the content. 3. Here you will see all of the lesson sections. Page 3

4. Click each Lesson Section to view content. Save content to a PDF file by clicking the Print icon and choosing to print to a PDF file. 5. Save the PDF file to your computer. 6. Repeat the steps above for all Lesson content. Resources Most Resources are either files or URLs. 1. Click on the Resources tab on the left-hand navigation menu. 2. To download a File, click the File Title in the File/URL column as shown below. A URL can be bookmarked using your preferred Web browser. Page 4

Drop Boxes Content uploaded to the Drop Box can be downloaded. 1. Click on the Drop Box tab on the left-hand navigation menu. (Note: If you do not see this tab on your navigation menu, you most likely do not have any files in the Drop Box.) 2. Click the Download file button under the File column, or go to the Action drop-down menu, and select Download. Take Notes Content created in the Take Notes tool can be exported. Click on the Take Notes tab on the left-hand navigation menu. Click on Export at the bottom of the Take Notes screen. Page 5

You can either export to HTML (click the Export to HTML icon) or to Word (click the Export to Word icon) as shown in the image below. Wiki A course Wiki can be exported to HTML format to create a free-standing web page. 1. Click on the Wiki tab on the left-hand navigation menu. (Note: If you do not see this tab on your navigation menu, you most likely do not have a Wiki.) 2. Click the Wiki Title you would like to download. Select Export from the drop-down menu as shown in the image below. This will save the contents of the Wiki to an HTML file on your computer. Page 6

Grade Book (instructions for course owners/instructors/administrators) 1. Click on the Grade Book tab on the left-hand navigation menu, and select Export Grades. 2. On the Export Grades page, click the Export icon. 3. Save the Excel spreadsheet to your computer. Tests/Quizzes (instructions for course owners/instructors/administrators) Tests and Quizzes can be archived by saving to a PDF file. 1. Click on the Tests/Quizzes tab on the left-hand navigation menu. 2. For each test, go to the Action drop-down menu, select View Reports, and click Response Frequency Report. 3. This report can be saved as a PDF file by clicking on the Print Report icon and choosing to print to a PDF file. 4. Save the PDF file to your computer. Page 7

Groups If you have used the LMS Groups and would like to save the files within each group, follow the steps below. Wiki 1. Select Collaboration > Groups in the left-hand navigation menu on the My Portal page. 2. On the View Groups page, select the desired group by clicking on the hyperlinked Group Title. 3. Once in the group, consider each of the following tools (located in the left-hand navigation menu of the Group Home Page) and the items you may need to save in each. You can skip sections if you have confirmed you have nothing to save in those sections. A group s Wiki can be exported to HTML format to create a free-standing web page. 1. Click on the Wiki tab on the left-hand navigation menu. (Note: If you do not see this tab on your navigation menu, then you most likely do not have a Wiki.) 2. Click the Wiki Title you would like to download. 3. Select Export from the drop-down menu, as shown in the image below. This will save the contents of the Wiki to an HTML file on your computer. Drop Boxes Content uploaded to a Drop Box can be downloaded to a personal computer. (Note: If you do not see this tab on your navigation menu, you most likely do not have any files in the Drop Box.) You can either click the Download file button in the File column, or select Download from the Action drop-down menu as shown in the image below. Page 8

Take Notes Content created in the Take Notes tool can be exported. Click on the Take Notes tab on the left-hand navigation menu. Click on Export at the bottom of the Take Notes screen. You can either export to HTML (click the Export to HTML icon) or to Word (click the Export to Word icon) as shown in the image below. Page 9

eportfolio Complete the following steps to save your eportfolio to another location: Select eportfolio in the left-hand navigation menu to expand the menu selection. Carefully check each section, and decide what you want to save or delete. Contact Info The Contact Info section typically doesn't contain information that needs to be saved, but it may contain information that you want to delete. If you would like to remove contact information, highlight the appropriate text fields and delete. Click the Update icon at the bottom of the page when complete. Welcome Notes 1. Select Welcome Notes in the left-hand navigation menu. 2. From the Welcome Notes table, go to the Action drop-down menu to the right of the note you want to save, and select Edit. (To delete the note, select Delete, and confirm by clicking OK.) 3. You can save the note as text or HTML. To access the note in HTML, click the HTML icon at the bottom of the Content text box. 4. Click inside the Content text box, select the text, and copy and paste into a note taking or word processing tool. 5. Save the new file to your computer. Pictures/Videos 1. Select Pictures/Videos in the left-hand navigation menu. 2. On the Picture Manager tab, click the pencil icon in the panel for the image you want to save. (To delete, click on the trashcan icon, and confirm by clicking OK.) Page 10

3. In the Edit Picture window, click on the image itself to open the Picture Preview window. 4. Right click on the image, and select Save Image As. 5. Navigate to where you want to save the image, and name the image in File name. 6. Click the Save button. Complete the following steps to save or delete any video links you have stored: 1. Select Pictures/Videos in the left-hand navigation menu. 2. On the Video Link Manager tab, go to the Action drop-down menu to the right of the video you want to save, and select Edit. (To delete the video, select Delete, and confirm by clicking OK.) 3. Click in the Video Link/Web Address text box. 4. Copy and paste the entire URL, and bookmark using your preferred Web browser. QuickLinks Complete the following steps to save any links you have stored: 1. Select QuickLinks in the left-hand navigation menu. 2. On the QuickLinks tab, go to the Action drop-down menu to the right of the link you want to save, and select Edit. (To delete the link, select Delete, and confirm by clicking OK.) 3. Click in the Web Address text box. 4. Copy and paste the entire URL, and bookmark using your preferred Web browser. Résumé Complete the following steps to save or delete any resumes uploaded to the LMS: Page 11

1. Select Résumé in the left-hand navigation menu. 2. Download the résumé by clicking the Résumé Title, and save to your computer. Complete the following steps to save or delete any résumés created within the LMS: 1. Select Résumé in the left-hand navigation menu. 2. Go to the Action drop-down menu to the right of the résumé you want to save, and select Edit. (To delete the résumé, select Delete, and confirm by clicking OK.) 3. In the middle of the page, just above the Résumé Viewable By heading, click the Edit this résumé using an HTML editor link to open the Add/Edit Résumé page. 4. Click inside the Résumé Body text box, select the text, and copy and paste into a note taking or word processing tool. 5. Save the new document to your computer. Showcase Complete the following steps to save any pictures, files, or links you have stored in this location: 1. Select Showcase in the left-hand navigation menu. 2. To save a File, click the File Title to download to your computer. 3. To save an Image, click on the image icon to open the picture file. Right click on the image, and select Save Image As. Navigate to where you want to save the image, and name the image in the File name. Click the Save button. 4. To save a Link, go to the Action drop-down menu to the right of the showcase item, and select Edit. Click in the Web Address text box, copy and paste the entire URL, and bookmark using your preferred Web browser. 5. To delete a Showcase, select Delete in the Action drop-down menu, and confirm by clicking OK. Publications Complete the following steps to save any publications to another location or to delete: 1. Select Publications in the left-hand navigation menu. 2. In the table of publications, go to the Action drop-down menu to the right of the publication, and select Edit. (To delete the publication, select Delete, and confirm by clicking OK.) 3. You can save the publication as text or HTML. To access the HTML, click the HTML button at the bottom of the Content text box. 4. Click inside the Content text box, select the text, and copy and paste into a note taking or word processing tool. 5. Save the new document to your computer. Page 12

News Complete the following steps to save any news items to another location or to delete: Blog 1. Select News in the left-hand navigation menu. 2. Be sure to check both the Current News and Expired News tabs for items. 3. In the table of news items, go to the Action drop-down menu to the right of the news item, and select Edit. (To delete the news item, select Delete, and confirm by clicking OK.) 4. You can save the news item as text or HTML. To access the HTML, click the HTML button at the bottom of the Content text box. 5. Click inside the Content text box, select the text, and copy and paste into a note taking or word processing tool. 6. Save the new document to your computer. Complete the following steps to save any blog posts to another location or to delete: 1. Select Blog in the left-hand navigation menu. 2. In the list of blog posts, mouse over the action arrow to the right of the blog post, and select Edit. (To delete the blog post, select Delete, and confirm by clicking OK.) 3. You can save the blog as text or HTML. To access the HTML, click the HTML button at the bottom of the Content text box. 4. Click inside the Content text box, select the text, and copy and paste into a note taking or word processing tool. 5. Save the new document to your computer. Options The Options section does not, by default, contain any personal information. However, if you have created a custom menu item, you may want to save or delete this content. Complete the following steps to save any custom content to another location or to delete. 1. Select Options in the left-hand navigation menu. 2. Click the Custom Menu Items tab. 3. In the table of custom menu items, go to the Action drop-down menu to the right of the custom menu item, and select Edit. (To delete the item, select Delete, and confirm by clicking OK.) 4. You can save the content as text or HTML. To access the HTML, click the HTML button at the bottom of the Menu Content text box. 5. Click inside the Menu Content text box, select the text, and copy and paste into a note taking or word processing tool. 6. Save the new document to your computer. Page 13

File Manager The File Manager only contains files that you have uploaded into the LMS. After completing the steps in the other sections, use the file manager to confirm that all files have been deleted or saved in another location. 1. Select Utilities > Files/Folders from the left-hand navigation menu to open the File Manager page. 2. In the left-hand pane, click on the first folder. If the folder is empty, click on the next folder. 3. If a folder contains content that needs to be saved, click on the file to download, and save the content to your computer. The file may also be deleted using the Action drop-down menu, selecting Delete, and confirming the command by clicking OK. 4. Be sure to check every folder and sub-folder to find all files. 5. Note that items you have uploaded elsewhere on Epsilen may be stored in these folders. In particular, the Courses folder contains a folder for each course you administer, including items uploaded to that course. Page 14

Institution Administrators If you used the institution homepage as your district s website, please note that content (listed below) can be deleted but not saved. Steps after the Archiving Process Every account holder is encouraged to review, archive, and/or delete any personal data stored within Epsilen. At the end of the contract period (scheduled for late summer 2015), TEA will work with Epsilen to guarantee permanent deletion of any remaining data. TEA will continue to provide updates on the contract close-out process, including a contract end date and TEA-managed course completion dates. If you have questions or need assistance, please contact projectshare@tea.texas.gov. Page 15