Create and Manage Portfolios

Create and Manage repositories for learners and advisors to request, review and store portfolio entries

 

Article Content

This article covers the following topics. Click on the topic to go to that section of the article.

Create a Portfolio

Add Tasks to a Portfolio

Edit a Portfolio

Delete a Portfolio

Portfolio Notifications

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Portfolio Overview

The Portfolio itself is the highest level “container” of the Tasks that Learners will complete to fulfill their Portfolio requirements. Key settings for the Portfolio are set at this level, such as the active Curriculum Period in which Learners are being assigned and are completing Tasks, as well as the assignment of Learners to their respective Academic Advisor. 

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Portfolio Submission 

In the portfolio module, learners can submit various content types for assessment, showcasing their progress and skills. Advisors assess submissions, provide feedback, and guide learners for improvement, enhancing the learning experience.

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Assessment and Feedback 

Advisors assess submissions to provide feedback visible to learners, administrators, and others, fostering communication and guiding improvement in a supportive learning environment.

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Administrative Oversight

Administrators have access to track completion rates, generate task completion reports, and provide proactive follow-up. They oversee and enhance the learning process for successful outcomes.

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Monitoring Task Progress 

Monitoring task progress is essential for staying organized and meeting goals. Administrators and learners can track tasks reviewed, pending tasks, overdue tasks, due dates, target audience, task type, and task categories. Users can gain deeper insights into learner progress by clicking on individual tasks. This detailed information promotes better communication and understanding between learners and advisors, enhancing the learning experience and driving continuous improvement.

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Create a Portfolio 

Purpose: Admins drive portfolio creation and structure.
Access: MedTech admin, Staff admin, Staff P Coordinator, Faculty Admin

Step 1: Navigate to Admin Menu > Manage Portfolios.

Step 2: Click the + beside 'Add New Portfolio' and provide the required information.

Step 3: Enter Portfolio Name . This is required and will be displayed to both learners and faculty advisors.

Step 4: Enter required Curriculum Period

• To add a Curriculum Period, select the correct Curriculum Layout first which will scope the Curriculum Period selection option to the corresponding layout, and then select the appropriate Curriculum Period. This field is required to enable Admins to rollover a Portfolio in the future, and filter dashboard results.

Step 5: Enter required audience - Select at least one of the 3 available Audience Types. Multiple Audiences can be selected. There are no restrictions on combining any of the three.

• The Audience field determines which Learners will have access to the Portfolio, once it has been set as ‘Visible to Learners’. Learners can be added via the different audience channels: (1) Cohorts (pulls a list of all Cohorts in the Organisation), (2) Course Groups (pulls a scoped list of Groups based on the Course selected and the active Curriculum Period) and (3) Individual Learners (pulls a list of all active Learners in the current organization). 

Select Individual Learners : Navigate through the list of all learners, and select one by one. 

Step 6: Click Next once all items are selected

Advisor Relationship Tab

In this tab you will be assigning the Advisor-Learner relationship, one or more unassigned Learners can be assigned to a Faculty Advisor.

You can optionally select one or more secondary advisors to act as a backup to the Advisor. 

Step 7: Select Advisor - Only one can be selected.

• Purpose: Review entries submitted by learners for portfolio tasks.
• Tasks: Review and assess learner portfolio entries.

Step 8: Select Secondary Advisor/s - Multiple can be selected

• Purpose: Act as backup or access for course directors 

Step 9: Select Applicable learners from Unassigned learner list. (list will be generated based on your selection in the Audience section of the last tab)

• Access: Assigned tasks within portfolios by admins and faculty.
• Tasks: Complete assigned portfolio tasks and submit entries.

Step 10: Click Create relationship

Step 11: Review list of relationships created. 

Step 12: Click Next. 

If an error was made during this step,  select the elipsis on the top right hand side of the list beside the collapsible arrow, and edit or delete the data.

Finish Tab

Your portfolio will be successfully created. 

Publish to learners toggle will appear. This can be selected now, or once you have added all Learner tasks associated with the portfolio.  (Step 9 in Adding Tasks to Portfolios)

Note that By making the Portfolio visible to Learners, this will mean that they can access and view the Portfolio.  It is best practice to keep the Portfolio hidden, until Tasks have been created, as it would appear empty to the student if shared at this time.

"Start Added Learner Tasks" button is available, Tasks can be added immediately, or you can navigate back to the Portfolios list and edit at a later date. 

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Adding Tasks to Portfolios:

Purpose: Define tasks learners will complete.

To initiate the Task creation process, Admins can navigate from the Portfolio creation workflow or simply click on a Portfolio from the main page in the module to access the Tasks page. Next, they can click on the blue plus button to begin the Task creation workflow.

Step 1: Add a Task Label to group related tasks.This is required and will be displayed to both learners and faculty advisors.

Step 2: Enter required audience - Select at least one of the 3 available Audience Types. Multiple Audiences can be selected (list will be generated based on your selection in the Audience section of the Portfolio setup tab)

• Cohorts
• Course Groups: select Course, then select Course Group within 
• Select Individual Learners : Navigate through the list of all learners, and select one by one. 

Add task details 

Step 3: Enter Task Name (required)

Step 4: Enter Task Description (required)

Step 5: Select Task Type (required)

• Text: Learners type responses.
• File: Learners upload files, you can specify a restriction on how many files the Learner will be allowed to upload in a single submission.
• Form: Learners complete a specific form., max file upload, due date).

Step 6: Attach advisor assessment form (optional).

Step 7:  Select Due Date

Step 8: Click Add Another Task OR Click Next 

Step 9: If add Another Task is selected. Repeat steps 3 - 7.

•  If Next is selected. you will be directed to the Finish Tab, and "Task" Successfully Created will appear. from here.
• Repeat this process until all tasks are created or view the tasks you've already built.

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Edit an Existing Portfolio

Step 1: Navigate to Admin>Manage Portfolios.

Step 2: Click the blue ellipsis button in the Edit column for the relevant portfolio.

Step 3: Select Edit. 

Step 4: Navigate through the tabs to access relevant information required to edit. 

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Delete an Existing Portfolio

Step 1: Navigate to Admin>Manage Portfolios.

Step 2: Select ellipsis to the right of the portfolio

Step 3: Popup will appear with warning “ You are about to delete this portfolio and all its contents"

Step 4: Click into checkbox to the left of the warning

Step 5: Confirm your choice by clicking Delete.

Step 6: You will see a success message that the portfolio was deleted and be returned to the Manage Portfolios screen.

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Notifications

• Notifications appear in the system's notification area, allowing learners and administrators to address any comments or tasks that require attention.
• Centralized notifications are available via a notification bell for all user roles when enabled, providing meaningful updates based on user activity and module usage.