Getting the students organised (24th Jan 2012)

Now for the important part - making the students happy.

Many of my students know about Google as a search engine, but do not know about Google Docs.  Many have a Google account, but only use it for e-mail.  So, the first task is to ensure that they all have an account.  They can watch the video on how to create one if they are unsure.

The next step is to convince them it is worthwhile to use a word processor that is not a fully featured as the one they use now.  The main advantages are:-


The only real resistance to using Google Docs is that they have not used it before - the fear of change.  However, they soon get over that and the Google Docs then becomes "normal".  So, how does the process work?

Well, first they need those coursework templates you created earlier.  They should download these form you virtual learning environment, Internet site or file sharing system.  They will be able to get them from O-VL once we get the website working.  They now have a copy which can be uploaded to their Google Docs account.

Having signed up for a GMail account, they now have Google Docs available.  They just go to the Google home page, sign in via the link on the top right and then select More>> from the menu at the top of the screen:-

They now have their Google Docs page where they can upload their coursework templates by clicking on the upload button circled below:-
Clicking the link will bring up a menu like this where they should click on the top option, File:-

This will open a file finding menu and they should navigate to wherever they saved the file(s) and double click on it (or click on it and press the Open button).

The student will then get the screen below.  Ensure that that Convert documents is checked - otherwise they will not be able to edit the file.  Pressing the large blue Start upload button will transfer the file to their Google Docs account:-

The upload only takes a moment and then this message appears to say that the transfer was successful.  Note that it says Conversion: On which means the document can be edited.  This popup can then be closed by clicking the x in the top right-hand corner.

The next stage is to change the title of the document to include the name of the student.  This makes filing (and therefore finding) their work easier.  Being able to find the work immediately impresses the student, the inspectors and the awarding body.  Click on Home and then the name of the file to the right to open the document:-

The document will now open allowing the student to double-click on the title top-left (highlighted in the mauve box).

This double-click will open a box in which the name can be amended, like this:-

As you can see, the title of the document still contain the unit number, an abbreviation for the unit name (Event Driven Programming), the criterion being assessed and the name of the student.  Filing and finding are now made easy.  All the student has to do is to click the large blue OK button.

The next step is to share this document with the person(s) who will mark it.  Once a document is shared, it stay shared until the original owner decides to revoke the share.  A document shared with you need never be shared again - even after the student edits it.  It is not like e-mail.  There is one copy of the document on the Google servers and both of you see that one document.  This means that you can watch the student type in their work - you see the changes in real-time - and they see yours.  It takes a minute or two to get its eye in at first, but you both see the edits the other makes once the system recognises that you are both working together.

Sharing a document is easy.  Click on the large blue Share button at the top of the screen on the right.  You will then get:-

The student now enters the e-mail address of their lecturer (1) and unchecks the Notify people via email box (2) and then presses the large green Share & save button.  Unchecking the tick box is not necessary, but it saves you wading through your Inbox.  The student will be asked if they really want to send an email and then they get:-

A top tip: Go to settings in your account and add a picture.  That picture will appear next to your name if they have entered the e-mail address correctly.  You can then ask them to check they have your image when they swear they have shared it with you.  They have the address wrong if the image is missing.

Pressing the large blue Done button then takes them back to the document and they can start the work on the secure knowledge that it cannot be lost, it is always available and that you can see it to help.

Sometimes students forget to share, whilst some think it a good idea not to share until they have finished.  My preference it to get them to share as soon as possible so that their progress can be monitored.

Therefore the final stage for you is to file the work.  Coursework that has been shared with you appears automatically in you document list.  You can then file the work by opening the collections and then dragging/dropping the documents.  Items that have not been filed can be found easily by clicking on the triangle on the right-hand side of the search box.  You will then get the menu below.  Clicking on the Not in collections link (underlined in the second column in the screen shot below) will leave a list of work to be filed - easy!

The process seems quite complicated the first time you do this because this is a new way of doing things.  However, it soon becomes "normal" because it saves so much time and effort.