Office 365: Online Module Boxes for Academics

Getting started video for Academics

Step by step video with audio on how to use Online Module Boxes (click YouTube to watch full screen)

Please watch this video before you upload content into your online module box. Additional step by step help guides can be found further down the page.

Introduction

Using a bespoke new University SharePoint team site that you access via a link in Moodle Module sites, colleagues have the opportunity to have a secure, robust and easily accessible online space to store module box contents where needed. Every school can have its own module box that will be owned and administered by the school office.

Drivers for Online Module Boxes

  • External Examiner feedback in wanting module box content in one place
  • External Examiner feedback in wanting to access module boxes remotely before they visit
  • Data security issues of using 3rd party solutions such as Dropbox and Google Drive
  • Moodle sites life cycle is not long enough to store module box content for QA purposes

Online Module Box Improvements

  • The semester code drop down is having the 17/ session codes added alpha-numerically. Staff will be able to choose their session from a drop down list or start typing 17/AY etc into a predictive text box to shorten the session options shown.
  • Each item on the document type list will have [OMB] added as a prefix, all document types will still be accessible using the tags icon as before, but also in the predictive text box you can type [OMB] and the list of document types will show underneath, reducing the number of clicks to see the document types available
  • All School Module Box titles will now include ‘Online Module Box’ at the start, to prevent confusion with School team sites
  • New Help and Guidance website, with videos, help sheets for all users (this website will be linked from every School Module Box)

  • An email template to send to staff before first use to highlight best practice, hints and tips for using module boxes for the first time
  • In some schools you have to click the title of the School twice to access the Module box, this will be changed and only one click required from the top level page
  • Academic awareness and training sessions scheduled for each School in both Semesters, so Academics can find out more or build their module box in the session with support
  • A new ‘Refresher and Troubleshooting’ session offered to Admin colleagues (a troubleshooting guide will be made available to Academics via the help website).

Hints and Tips

  • To access your Module box go to your Moodle site and there will be a hidden link in the top section that will take you into your Module Box
  • Please do not use drag and drop when adding files, use the 'upload' option
  • Put your sample work into a zip folder for each assignment. Name the zip file with the module code and assessment name
  • Please ensure the files you want to upload have the module code at the start (except sample work, each sample work file doesn't need the module code, just the zip file that contains them all. See point above)
  • Ensure you enter the module code and session code carefully when asked to during the upload process



Troubleshooting and FAQs

I can’t see the module box link in the Moodle site?

  • Speak to your Faculty Office as they need to create the module box for you and put the link in Moodle

I can click on the link to the module box, but I get 'permission denied'  

  • Speak to your Faculty Office as they need to add you to your School module box area as a member 

I uploaded files using the 'drag and drop' option and the files aren't showing in my module box

  • Go to ‘all documents’, click on ‘modified by’ filter and select your name and click on the ‘last modified’ date and set that to the date of upload

  • Check the module code and semester on the files are correct

  • If either of these are incorrect, right click on the tick icon at the start of the columns and choose properties. This will allow you to change the module code and semester.  

  • If your codes are correct look for any documents with a green box on the icon in the first column as these files need checking in

  • For any showing the green icon, right click on the tick icon at the start of the columns and choose advanced and check in

  • Click on the … and find your module box and check your files have reappeared

  • If your module code and semester are correct on your file, but they still don't appear in your module box, please contact your Faculty Office and ask them to check your view settings

  • Video of the process

I didn’t use the link from the Moodle site and now I can see documents from a lot of modules  

  • If you don’t use the direct link from the Moodle site you will land on the ‘all documents’ page, which will show all documents for your school. To find your module box use the … icon and all module boxes are listed there, select your module box from the list

I uploaded a file using the 'upload' option and the file isn't showing In my module box  

  • It is possible that you have accidentally made a mistake in applying either your module code or semester during the upload process

  • Double check the title and semester code on your module box  

  • Then go to ‘all documents’, click on ‘modified by’ filter and select your name and click on the ‘last modified’ date and set that to the date of upload

  • Check the module code and semester on the files are correct

  • If either of these are incorrect, right click on the tick icon at the start of the columns and choose properties. This will allow you to change the module code and semester.  

  • If your codes are correct look for any documents with a green box on the icon in the first column as these files need checking in

  • For any showing the green icon, right click on the tick icon at the start of the columns and choose advanced and check in

  • Click on the … and find your module box and check your files have reappeared

  • If your module code and semester are correct on your file, but they still don't appear in your module box, please contact your Faculty Office and ask them to check your view settings

  • Video of the process