CourseFolders are designed to provide an instructor a flexible and secure data folder structure to enhance electronic posting and collection of course work documents. The creation of the folders are facilitated through the AIS Student Records\Student Grades interface.
The directory structure naming will start with the Year and Term (i.e. 2003 FALL) for each semester. The next level will be the Department Name that the course is offered under (i.e. ENG). Next, the course name in the format of Course Number-Instructor-Time Class Meets (i.e. ENG 101 BARBER 820 T). . The
CourseFolders naming convention is pre-defined based on the catalog names and cannot be modified.
Creating CourseFolders:
Enter AIS with your logon credentials and then click on the
Student Records icon in the left pane. In the right pane click on the
Student Grades icon.
Next, fill in the Term, Year and Instructional Code in the Grades window.
Fill in the Call No. of the course you would like to build folders for. Choose the
Build CourseFolders button.
Choose the options (described below) from the Build CourseFolders window, and click OK.
Folder Structure Model:
Two different security models are available to choose from - Full Access and Restricted Access. Under each model only the course instructor and students enrolled in the course have access rights to that
CourseFolders structure.
Full Access - This model provides the most open structure and flexibility. It allows the Instructor and students full rights to the entire
Course Name folder structure. The instructor has the option of creating a sub-folder structure as they choose.
Options:
Generate Individual Student Folders - This will create an individual folder for each student enrolled in the course under the
Student Folders sub-folder. The folder will be named with the student's eAccount ID. Under the
Full Access model all students within the class will have full access to all student folders.
Generate Student Course Dropbox - This will create a directory named
Dropbox that allows a student to submit assignments to the instructor. The student can only modify/read the files they created but can see all file names. The instructor has full read/write privileges to the folder.
Restricted Access - This model provides the most secure environment. With this model the
Generate Individual Student Folders option is automatically selected and an additional directory named
Common is generated. The Common folder is to allow the option of creating a sub-folder structure of the instructor's choosing. Under the
Common folder, the naming convention is free form and all course users have full rights.
Options:
Generate Individual Student Folders - This option is automatically selected and will create an individual directory for each student enrolled in the course under the
Student Folders sub-folder. The folder will be named with the student's eAccount ID. Under the
Restricted Access model all students within the class will have access to only their named folder.
Generate Student Course Dropbox - This will create a directory named
Dropbox that allows a student to submit assignments to the instructor. The student can only modify/read the files they created but can see all file names. The instructor has full read/write privileges to the folder.
Updating course enrollment:
Enrollment changes during the drop/add period can be facilitated by accessing the same interface that was used to create the original structure.
Once a CourseFolders structure has been defined the options that were originally chosen are locked in and cannot be changed. The interface will show the options originally chosen and prompt to update the enrollment for the course. Clicking
Update will add new students and student folders if that option was originally selected. Any students that have dropped the course will have their permissions removed.
Archiving and Purging:
The original structure will remain for one complete academic year to accommodate any students with an incomplete in the course to finish. At the end of that cycle the folders will be purged (i.e. - the 2003 Fall folders will be deleted the week before 2005 Spring semester begins). For those instructors who would like to maintain their content past that period, archiving needs to take place before the purge occurs. Instructors can archive the
CourseFolders structure for their course by copying the original structure to the
Archive\Dept directory. The archive folder will remain online as long as drive space permits.
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