Online Tutoring & Mentoring Program

Online Tutoring & Mentoring Program Engineering Science Corps, UCLA Tutorial for Teachers Welcome to the UCLA Henry Samueli School of Engineering & Applied Science (HSSEAS), Engineering Science Corps Online Tutoring & Mentoring Program. We are excited to have you join our team in providing these outreach services and having an opportunity to build community with you and your students. There are a few steps to participating in this program, including: 1) OTMP Info-session - Meet the Engineering Science Corps (ESC) staff to discuss program components and your classroom needs, schedule visitations, answer any questions about the program or online service, 2) ESC staff will create an OTMP website for your school/classroom and invite you to the site, 3) CCLE Training The Common Collaboration & Learning Environment is the online tool used to deliver the OTMP. ESC staff will provide a training to set-up and manage your school s OTMP website. 4) You will need to create a UCLA account and logon using your UCLA Logon ID (see Getting Started handout for instructions) to access your site. Table of Contents ONLINE TUTORING & MENTORING PROGRAM WEBSITE OVERVIEW...2 NAVIGATING TO YOUR SITE... 2 INTERFACE AND CONTROLS... 2 STRUCTURING YOUR WEBSITE...4 CREATING YOUR CLASS SECTION(S)... 4 ADDING SUBHEADER(S) TO YOUR SECTION... 5 ADDING CONTENT TO YOUR SECTION...7 UPLOAD A FILE... 7 ADD CONTENT TO YOUR SECTION - ACTIVITY/ RESOURCE TOOL... 8 ADD AN ASSIGNMENT SUBMISSION... 9 ADD A QUIZ... 11 ADD A QUESTIONNAIRE (SURVEY)... 15 ACCESSING ONLINE TUTORING & MENTORING... 19 DISCUSSION FORUMS... 19 SETTING UP DISCUSSION TOPICS... 19 LIVE TUTORING CHAT FORUM... 22 FORUM & LIVE TUTORING CHAT FORUM GUIDELINES... 22 OTHER FUNCTIONS... 23 EDITING YOUR WEBSITE... 23 RESTORING DELETED ITEMS... 24 CREATING AND MANAGING GROUPS... 25 REARRANGING CONTENT ACROSS SECTIONS... 27 CHANGING EMAIL PREFERENCES & FORUM SUBSCRIPTIONS... 28 TEACHERS WHO HAVE AN EXISTING CLASS WEBSITE... 29 LAUNCH... 29 1 P a g e

Online Tutoring & Mentoring Program Website Overview Navigating to your site You will be invited via email to your school s Online Tutoring & Mentoring Program website. You can also navigate to your site by visiting: https://esc.seas.ucla.edu/ and selecting the link to the Online Tutoring & Mentoring Program. Navigate to Affiliate Schools and click on your high school. Your website is run by UCLA CCLE - Common Collaboration & Learning Environment. This system is UCLA s campus-wide online course management system which the Online Tutoring & Mentoring Program utilizes to provide services to your school. For more information on UCLA CCLE, please visit: http://www.oid.ucla.edu/content/about-ccle. This tutorial will highlight commonly used functions. It is designed as a tool to help you get started. For a full-set of tutorials on managing the CCLE website, please visit: https://docs.ccle.ucla.edu/w/main_page. (Under Need Help -> View self help articles) Interface and Controls Each affiliate school will have a page set-up on our Online Tutoring & Mentoring Program webpage. Your page can be broken up in sections to provide a space for your individual classroom/courses. It is important to note that all teachers and students at your school will be sharing the same webpage and content posted will be visible to all participants based on the access rights assigned to their role (see below). For this reason we discourage teachers from using the online grading tools available on our site. 2 1 4 5 3 6 Online Tutoring & Mentoring Program website user interface 1. Username - Each user will be assigned a role that provides them specific access rights to our system and content on your website. It is important to keep this information confidential, as you will not want your students to have access to your account or to act on your behalf. Please make sure you remember to logout to prevent this. 2. Roles - Teacher Instructional Assistant role (full access to edit site settings, course content, invite users, and view submitted work by students). Student Student role (can participate in activities and view private course content but not alter them and can view their own assignments but not view others ). 2 P a g e

3. CCLE system navigation Navigate around the CCLE Online Tutoring & Mentoring collaboration site. You can use this to quickly navigate back to your school s Online Tutoring & Mentoring homepage. To navigate back to the Online Tutoring & Mentoring Program homepage please click the link located under your school s logo. 4. Site info located in the left column on your screen is a navigation menu that will allow users to more easily move around your site. Each course is divided into sections. These are automatically labeled with your last name and the subject you teach. To navigate to these sections, simply click on the section names in the Site Info block, located on the left side of the page. The section you are currently looking at is highlighted. If you want to look at the contents of the entire course simultaneously, select Show all. 5. Content area This area is an area you can populate with information and activities associated to your class. Information on adding content will follow. 6. Editing - There are two ways to edit your course website. The Control Panel, which is the primary method to add content to your website, is organized into two tabs: Common and Advanced functions. You will find most tools needed to add The Control Panel content to your website in the Control Panel s common functions tab. Turn editing on Click the Turn editing on button, which is the primary method to edit content already added to your site, is located in the upper right-hand corner. Red text should now appear on your page anywhere you can edit. Click on the red actions to edit your course webpage. 7. Administration There are 3 menus under administration. 1. Course Administration has setting configurations that allow us to appropriately administrate the system and ensure your student s privacy is protected. In most cases, you will use the editing tools instead of this. 2. Switch role to The Online Tutoring & Mentoring Program will only use roles of the System Administrator (ESC Staff), Instructional Assistant (Teachers), and Student. This function allows you to switch your role and view what your students will see when they access the site. 3. My profile settings allow users to create a profile and set-up and manage email notifications. 3 P a g e

Structuring your website Here is an example of a populated school s Online Tutoring & Mentoring program website: https://ccle.ucla.edu/course/view/sample_high_school We ask teachers to help structure their website to align with the training we provide our tutors. The content you choose for your website is entirely up to you. We encourage teachers to populate their website to accommodate their needs and best facilitate their student s engagement. Some teachers will choose to fully integrate their school s Online Tutoring & Mentoring Program website into their classroom while others will simply make it a gateway to our tutoring and mentoring services. If you prefer to use your own class website, skip to the Adding content to your section section. Now that you have familiarized yourself with the Online Tutoring & Mentoring Website and had a chance to look at an example of a populated school page, let s begin structuring your school s Online Tutoring & Mentoring program webpage. Creating your Class Section(s) Each school is provided a webpage that is shared amongst teachers. Each teacher may create their own sections for each class they teach. ESC Staff will set up the sections with your name and the section you teach, but we will go over how to add and edit your own sections in case you want to make your own changes. We ask that teachers divide their school s website into sections by class. (i.e. separate sections for Algebra I and Algebra II) NOTE Remember that this is a shared webspace with all teachers and students at your school who will be able to view content based on the access rights assigned to their role (teacher/student). There are multiple ways to edit the sections. The quickest was is to turn editing on and then clicking Which is found on the top left of every page. The other way is to click on Control Panel and then Modify site menu sections. 4 P a g e

Edit or Add Sections. You may either edit your own section, or create a new section on this page. Add a section by clicking Add new section or by just renaming an unused section (a blank section created by default on CCLE named Week #). Title your section Last Name Class Name (ex: Wilson Calculus, Smith Physics) NOTE one for each class. VERY IMPORTANT: - Do not change the landing page. - Do not delete another teacher s content or sections. Click Save changes when finished. Adding Subheader(s) to your section Navigate to your class page under Site Info to begin setting up your section. Begin by clicking We will begin by adding subheading, to organize your material. Click on Add subheading Example subheadings include: Homework, Lesson Notes, Assignments, Practice Exams 5 P a g e

Use these tools to change the formatting of your Subheader. Here, we are creating a subheading for Homework. Example subheadings include: Homework, Lesson Notes, Assignments, Practice Exams Make your material Private to make your content only available to enrolled students. Here you can drag and drop your content to change the order. Click Save Changes when you are done. To create multiple subheadings with the same formatting, you may Duplicate subheadings. Return to your course page and click Edit next to your subheading then click Duplicate. Note: You can rearrange your content by dragging and dropping the icon to the left of your content On the duplicate, click Edit and then Edit Settings. You will be taken to the editor shown previously. This way you do not have to reformat each subheader. (This is also how you edit any item.) 6 P a g e

Adding content to your section The next step is to populate the newly created labels in your class section of the website. Common tools (Upload file, Add link, Add text) which can be accessed quickly in your section, under your section name. (As shown below). Add link and Add text are similar to Add subheading, which was explained previously VERY IMPORTANT: Please do not remove your Question Forum or Syllabus from your course section. Upload a File Add documents that you would like your students to have access to. Examples of documents include a class syllabus, practice quizzes, handouts, etc. Navigate to your class page and begin by turn editing on Click Upload File Add files by clicking Add, clicking the blue arrow, or dragging files into the box. Name Choose a title Description Optional Enable Public/Private Do not make content public. This will allow the general public access to this content. Add to section Post to the appropriate section on your school s website. You can drag and drop your new file to the appropriate label in your class section. Restrict access Optional; This allows you to control the period of time your students will be able to access the document. You can designate a start and end date and time. Save changes when you are done. 7 P a g e

Add Content to your Section - Activity/ Resource Tool CCLE provides several resources to assist in setting up classroom resources and activities. We will go over how to set up: Quiz, Assignment, and Questionnaire (survey) in the following pages. These are the staple activities/resources, but please feel free to explore the other resources provided. VERY IMPORTANT: Tools to have students submit assignments and quizzes directly through the CCLE system are available. If you elect to have students respond to Written Assignments or Practice Quizzes through CCLE, note that all teachers participating in our program at your school & ESC staff will have access to view your student s submission & any feedback you provide them. Go to your class page and Turn Editing On. Press the Add an activity or resource button at the bottom of the page. The Add an activity or resource window will appear. This provides a list of options, including adding: Assignment Submission, Questionnaire(survey), and Quizzes. Clicking an activity will show a description of what it is on the right. Select an activity and click Add Here, we are adding a Quiz to our page. 8 P a g e

Add an Assignment Submission This is the landing page after you add Activity via the Add an activity or resource window. Name the assignment and add a description. Next, we will go over the settings. Most settings will have this icon next to them: Clicking this will open a window, which explains the function. * Check the Enable box for functions you would like to use. Assignments can be set to be open for a set time period (good for graded). In this example, students will be able to start submitting assignments Sept. 15 at midnight and have until Sept. 22 at midnight to submit it. Enabling a cut off date will allow students to submit late assignments. In this example we are requiring students to upload a.pdf document only. You may check Online Text if you would like the student to type their assignment directly into CCLE. You can control how many documents the student can submit. Here, 2 documents are allowed. If you have selected Online Text you may put a word limit on the student s submission. Here, PDFs is selected so students may only submit.pdf files. This can be extended to other filetypes (e.g..doc,.ppt,.zip) The other options may be ignored. 9 P a g e

Requiring the student to click the submit button will save their submission as a draft until they click submit. Students may be forgetful and forget to click this button, so it is not recommended. Click Save and display to navigate to the assignment page. This is the assignment landing page. Under Administration (to the left) you may edit the assignment settings, view the grades, and download all the submissions. Under Grading Summary you can view number of submissions and number of ungraded assignments. Clicking View/grade all submissions will lead you to the submissions page. This is what the students will see when they attempt to submit their assignment. Here, they can also view their grade. You may click Add submission to test the assignment page as if you were a student. 10 P a g e

Add a Quiz This is the landing page after you add Quiz via the Add an activity or resource window. Name your quiz and add a description (optional). The description will be shown before the student starts the quiz. Next, we will go over the settings. Most settings will have this icon next to them: Clicking this will open a window, which explains the function. * Check the Enable box for functions you would like to use. Quizzes can either be indefinitely open (good for practice) or open for a set time period (good for graded). In this example, students will be able to start taking the quiz Sept. 15 at midnight and have until Sept. 16 at midnight to complete it. There is no time limit. This controls what the student can see after answering a question. Checking The attempt will allow students to view answers and feedback for the quizzes. For graded quizzes, it is recommended to only check The attempt for After this quiz is closed so answers are not visible until the quiz closes. 11 P a g e

The questions may be shuffled. Displayed on the right is the window which gives an in depth explanation of the function. If you do not want the questions to be shuffled, select As shown on the edit screen. The questions can either be viewed by the student as 1 question per page, or multiple on one page. This function is for graded quizzes. In this example, students are allowed 2 attempts at the quiz and the higher grade of the two is recorded. For practice quizzes, change attempts allowed to unlimited. If you want more restrictions on which students can take your quiz, you may add a password to the quiz which students will be required to enter in order to take the quiz. You may also restrict which groups are allowed to view the quiz. Click Save and display to navigate to the adding questions page. 12 P a g e

This is the landing page for students. They will see this page before starting the quiz. Click Edit quiz to start adding questions. You can also edit by clicking Edit quiz under Administration. Select Add a question and the following window will appear. Select a question type to see its description. In this example, we will select Matching This is the landing page for Matching 13 P a g e

Insert the questions and the answers. Click Save changes and continue editing to continue working on the same page. When you are done with editing the question, click Save changes. Your question will now be displayed. You may change the amount of points the questions and quiz are worth from this page. You may also change the order of the questions using the arrows to the right of the question. Selecting Preview under Administration (to the left) will allow you to preview and test your quiz. 14 P a g e

Add a Questionnaire (Survey) This is the landing page after you add Questionnaire via the Add an activity or resource window. Name your questionnaire and add a description (optional). The description will be shown before the student starts the quiz. Next, we will go over the settings. Most settings will have this icon next to them: Clicking this will open a window, which explains the function. * Check the Enable box for functions you would like to use. Surveys can either be indefinitely open or open for a set time period. Setting the time to 00:00 will make the quiz available until midnight. The default options here will suffice, but explore the windows for a more customized set up. *Allowing branching questions will allow for more complex surveys, where the student will see different questions based on their answers. Click Save and display to navigate to the adding questions page. 15 P a g e

Here is the landing page after creating Questionnaire/Survey. Under Administration you may edit your survey, edit the survey questions, and preview the survey. Click Add questions. Select your desired question type and click Add selected question type. In this example, we are selecting Dropdown Box Here is the landing page for adding a question. Use a Question Name in order to keep track of your questions (important for later). Check where or not the question is mandatory. Insert the question. Insert the possible answers. Answers are separated by line. Click Save changes 16 P a g e

Here is the landing page after clicking Save changes Here, you may add more questions and mange the questions. In this example, two more questions have been created. 1. Change the order of the question 2. Edit the question 3. Delete the question 4. Toggle if the question is mandatory or not (red=mandatory, green=optional) Here is the landing page after choosing to change the order of the question What is your favorite month? Click this box to have it appear after this question. Click this box to have it appear after this question. 17 P a g e

After you launch your survey, and there have been responses, your survey landing page will change. Click View All Responses To view statistics and responses You can view which students have or have not responded, and see either their unique responses or a summary. Clicking Download in text format will allow you to export the responses to excel. The summary view shows a quick statistical breakdown of each question. 18 P a g e

Accessing Online Tutoring & Mentoring The following provides information on how to access our online tutoring and mentoring services from your site. Note that the school homepage is already populated with Announcements, UCLA Engineering Forum, and Live Tutoring Forum. Each class section also has a specific discussion forum. Discussion Forums The Discussion Forums is an area where students can post questions to our UCLA tutors about their STEM courses as well as questions about pathways in engineering. It is also an area where students can interact with one another about their coursework. There will be 3 Forums located on your school s main Online Tutoring & Mentoring Program website. 1) Announcements for tutor and OTMP staff announcements, 2) UCLA Engineering Forum for all students to ask questions about UCLA or engineering, 3) Live Tutoring & Open Forum for live tutoring services and questions from students not enrolled in a participating class. In addition, ESC will create a Forum for each of your classes where your student s questions need to be posted. About our tutors Online Tutoring and Mentoring Program tutors are all current UCLA engineering undergraduate and graduate students. Our program tutors are volunteers with demonstrated science and math skills as well as experience and desire to work with and mentor younger students. Our tutors go through a training to work with your students and are supervised regularly by ESC staff. Generally, UCLA tutors will respond to student posts within a 24 hour period. Teachers should notify ESC staff if questions are not being answered within a 24 hour period. Please note that teachers are also able to and encouraged to answer student s questions and verify accuracy of response posts. Setting up Discussion Topics Once ESC staff creates your class Forum, teachers should create Discussion Topics to organize posts in a way that will help tutors locate new questions and increase the efficiency of responses. To reduce clutter and be more organized, we recommend titling discussion topics by main topics of the course or by the chapters discussed in class. This also helps tutors navigate the forums and answer questions. In addition to any instructions you provide, please include these instructions in your discussion topics: 1) Please find the most appropriate Discussion Topic, 2) Look for previous posts regarding your question to avoid re-asking a question, 3) Please include a. A copy of the original equation or problem, b. Your work/progress, c. Your question, and d. Any reference that might help a teacher/tutor respond to your query. e. Optional: add an attachment (example - photo or word doc file) including the original equation or problem and your work/progress. 19 P a g e

Enter your class s discussion forum. Begin adding topics by clicking: Please organize topics in a way that would be easy for tutors to navigate. Ex) Homework #1 Questions Unit #5 Questions Only teachers should create discussion topics. Complete the form as follows: Subject: We recommend titling discussion topics by main topics of the course or by the chapters discussed in class. Message: Please include the instructions providing at the start of this section in addition to any instructions you provide. Subscription decide whether you want to receive email copies of forum posts. Attachments attach one or more files to a forum post, such as a worksheet, lecture notes, image file. Mail now Check this box to announce to the students that a new topic is available. Display Optional; create start/end dates for the topic. Post to forum click to post. 20 P a g e

Discussion topics will now appear in the Forum page. Your students can now post a question by selecting the appropriate discussion topic. Please refer to the Quick Reference Guide for detailed instructions. Once students select the appropriate Discussion Topic, they can post a question by selecting, reply. Students can choose to keep the current subject line or change it to reference something more specific. For example Instead of RE:Chapter 1, students can change the subject to Chapter 1, Homework set 2, Question 17. Message guidelines Student s question based on the instructions you provided them in the Discussion Topic. Post to forum click to post. Teachers and tutors can respond by clicking reply in the lower right corner of the question post. NOTE Teachers and Tutors please edit the subject line to include the prefix, Teacher or Tutor. Ex) Tutor Chapter 1 Question 17 (please remove the RE:) 21 P a g e

Additional important menu options View control how you view the discussion post threads. NOTE We recommend using the Display replies in nested form to more easily identify if student s posts have been answered. Delete any inappropriate posting. NOTE There is no way to move a post from one discussion topic to another. If a post needs to be moved it must be deleted from the incorrect discussion topic and reposted in the appropriate area. Live Tutoring Chat Forum Live Tutoring Chat Forum will be available on Mondays Fridays from 3:30-6:30 PM. This is an opportunity for your students to chat live with an Online Tutor. To participate in live chat, access the Live Tutoring Chat Forum on your school s Online Tutoring & Mentoring Program website and hit the Live Tutoring Chat Forum button. Live Tutoring Chat Forum works similarly to the Discussion Forum but will be staffed by a person during these hours to provide an immediate response. NOTE Tutors will be unable to answer technical questions about the Online Tutoring & Mentoring website or CCLE. Please direct these questions to ESC staff. Forum & Live Tutoring Chat Forum Guidelines 1. Remember, your chat session will be viewable to your teacher and others in your class. 2. Your questions should be limited to content related to your coursework and questions about engineering. 3. You must adhere to your institution s policies established on acceptable use of internet resources. 4. Our tutors are trained to report inappropriate dialog with minors. Engineering Science Corps staff will address these situations immediately with school site teachers and administrators. Inappropriate behavior can result in losing access to our programs. 22 P a g e

Other Functions This section will go over miscellaneous functions and tools that will help you edit content on your course page. Editing your website Now that you ve added content to your class section and Discussion Topics to your Question Forum here is a bit of information on how to edit your site. Edit settings edit content you ve added, Duplicate allows you to copy content in this section Delete the page You can also change the order of items by clicking on the next to each subhead Note This tutorial provides the basic menu options that are most commonly used. For additional tips on editing your page, please navigate to the Help and Feedback page by selecting the link in the upper right corner of your page. A limited amount of editing options is available in the Discussion Topics. You can edit the information you provide for a Discussion Thread by selecting the Edit button and delete a posting. Use this option if a student asks a question that belongs in another Forum and you would like to move it to the appropriate Forum. For example, let s say a student asks an engineering question in your course s Chapter 1 Discussion Topic, you can move the post to the UCLA Engineering Forum on your school s main website. Unfortunately you cannot move a post from one Discussion Topic to another. If a student asks a question in the wrong Discussion Topic it must be deleted and reposted in the appropriate area. 23 P a g e

Restoring Deleted Items Deleted items will be stored in a recycle bin for 35 days. If you have accidentally deleted something, you will be able to restore it to the area it was deleted from. Locate Administration on the left hand side of any CCLE page. Click Recycle Bin Locate the item you want to restore and click the restore icon The item will be restored to the page it was deleted form. 24 P a g e

Creating and Managing Groups This is an optional function. Groups are useful for teachers with many class periods. Groups with specific enrollment keys can be made for different class sections, so students will self enroll into the class section and only have access to the content to the school s main page and the class section they are enrolled in. NOTE: Students cannot self enroll into two groups. Teachers have to manually enroll students in multiple groups. Scroll down and locate the Administration block on the bottom left. Click on Users to expand Click on Groups This is the Groups page. Click Create Group On the Groups page you will only need to fill out: Group Name: Your class section Enrollment Key: Give this to your students so they can self enroll into your group. All other settings can stay at default. Click Save Changes 25 P a g e

Manually Add/Remove Users Start on the Groups page. On the left, select which group you would like to edit. On the right, click Add/remove users On the right, select the student(s) you want to add to your group. Then click Add in the middle. You can remove student(s) by selecting them on the left and clicking Remove You can select multiple students by pressing: Ctrl + Click If the students names are next to each other, you can click and drag You may also search for students. When you are done click Back to groups 26 P a g e

Rearranging Content Across Sections This function allows instructors to move content from one class section to another class section. This is useful for teachers with multiple class sections. An example of its use is duplicating Subheaders from one section and moving them into another one. Be careful to not alter another teacher s content. If you do, do not press Save Changes. Click Turn Editing On and then click Rearrange materials to the left. You will be taken to this page. Click Expand and the section you want to drag content from and the section you want to drag content to. From here, drag and drop content from one section to another. Click Save changes once you are done. If you make a mistake, refresh the page instead of saving changes. 27 P a g e

Changing Email Preferences & Forum Subscriptions You may edit the subscription settings for your students on most content by selecting Edit Settings on the content and navigating to Subscription and tracking. You may Automatically Subscribe your students (and they can choose to unsubscribe themselves later), or Force Subscribe your students, and they may not unsubscribe themselves. Forced subscription is not recommended for very active forums. You may also Disable Subscriptions. Change your Email Preferences Under Administration, expand My profile settings and click on Edit profile You will be taken to this page. Change the format of emails you receive from the forums you are subscribed to in Email digest type. Choose which option best suits your subscription needs after clicking the question mark. Change how you are subscribed to forums under Forum auto-subscribe. Click Save Changes when done. You may unsubscribe/ subscribe to individual forums. Go to the desired forum. Under Administration click (Un)Subscribe to this forum You may also quickly change the subscription mode here. (Optional, forced, etc.) 28 P a g e

Teachers who have an existing class website We realize some affiliate schoolteachers already have a webpage they are using in their classroom. Some of you may choose to continue using your existing website and want to use your school s Online Tutoring & Mentoring Program (OTMP) website as a portal to the discussion forums only. For those of you electing to do this, please follow these set of guidelines: 1. Please inform OTMP staff that you intend to use your school s OTMP website as a portal to the discussion forums only. This means you plan NOT to post any material on your school s OTMP website. 2. Set-up your section/class on your school s OTMP website (see page 4). 3. Upload your syllabus and create a link to your class webpage (see page 10). 4. Please follow the Accessing Online Tutoring & Mentoring guidelines (see page 17). Your class section should look similar to the following: Launch When you are satisfied with your website, you can send an email to your students inviting them to visit and join the online system. Include the link to the website and your enrolment key. We will provide you and your students a Getting Started and Online Tutoring & Mentoring Quick Reference Guide handout with instruction on how to access the Online & Tutoring Mentoring Program website that you should hand-out in class or email as an attachment. 29 P a g e