FSO - Supporting Faculty and Students (LMS)

Support Agents: Please use this internal guide when assisting with the LMS. For more info, please use the Faculty and Student manuals.

Supporting Faculty

Grading

Course Content & Setup

 Messaging & Communication

Other

 


Supporting Students

   Coursework & Submissions

   Messaging & Communication

   Other


 

Can a student take a test after the due date?  

Once a test's due date has passed, no more students in the section can take it. No exceptions can be provided. This is due to compliance and to uphold Full Sail's Academic Dishonesty Policy (all of the answers are revealed to any student that submitted the test).

Instructors have the ability override the student's test grade, readjust the test's weight for all students in the section, and provide alternative work outside of the LMS. Instructors should check with their Program Director or leadership for additional guidance. 

 


 

How to enable auto-grading  

When creating an assignment, the Auto-zero incompletions feature is disabled by default. This means that if a student doesn't complete the assignment, they won't receive a grade for it until the instructor enters one.

autozero1.png

 

When selected, Auto-zero incompletions will automatically award a zero (0) grade to any student that did not complete the assignment by the due date.

One important thing to note is that when selected, the Auto-zero feature will disable late submissions. This means that students will not be able to submit late work or complete the assignment after the due date. (The Completion area will be greyed out for the student.)

autozero2.png

 

Regardless of whether Auto-zero incompletions is checked or unchecked, instructors can still provide individual exceptions on a Completion, Upload, or Essay assignment to give one or more students more time to complete their work.  

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How to give an exception  

Giving an Exception extends an assignment's due date for one or more students. 

Note: Exceptions cannot be made for a Test once its due date has passed. (More info

 

To give an exception:

1. Open Classes from the Side Panel and select the desired class section.

exception1.png

 

2. Click the the desired assignment from the list.

exception2.png

 

3. Check the box next to the student(s) who should get an exception.

exception3.png

 

4. Click the "give exceptions" button which appears in the upper-right corner.

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5. Select the new publish and due date, then click save.

exception5.png

 

6. The student(s) receive a Notification notification.png informing them of the exception. 

 

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How to Batch Download submissions  

The Batch Download feature allows an instructor to download all submissions for an Upload assignment at once, instead of downloading each submission individually. Here's how to do it:

1. On the Grading page, click the ellipses (...) to the right of the desired Upload assignment and select Batch Download.

batchdownload1.png

 

2. A pop-up will appear with a link to generate the download. Click "Generate Download."

batchdownload2.png

 

3. A .zip file containing all of the submissions will be generated and emailed to the user's Full Sail staff email. 

batchdownload3.png

 

If any issues occur, ask the user to reset their browser's cookies/cache, disable 3rd-party extensions, test an incognito/private browser window, or try an alternative browser. 

 

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How to export grades to Excel  

Instructors can export their class section's grades to an Excel spreadsheet using Google Chrome or Firefox (Safari is currently unsupported). Here's how:

1. Open Classes from the Side Panel and select the desired class section.

exception1.png

 

2. Click on the ellipses (...) in the upper-right corner and select Export Grades from the dropdown.

exportgrades1.png

 

3. A pop-up appears. Click Generate Export.

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4. Click the download button. A spreadsheet in .csv format containing the class section's grades downloads to your machine. 

exportgrades3.png

 

The file will be named as follows: TERM_COURSECODE_SECTION_Gradebook.csv

It will contain that section's student names, student numbers, and scores for each assignment.

exportgrades4.png

 

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How to flag an at-risk student  

Flagging a student is a quick way for faculty to notify the Outreach teams that a student is At-Risk. The At-Risk Student LMS Policy provides details on when to flag a student.

When a student has been flagged, a new case will be generated within Salesforce based on the selected flag. The Outreach teams will then work directly with the student on the case and copy instructor(s) on updates to the case via email.

How to Flag a Student
1. Navigate to one of these key areas:

Grading > Students > Each student row has an options button where you can select “Flag” from the dropdown:

flag1.png

 

Grading > Students > View a selected student > The ”Flag” option will be available in the options button at the top right of the page:

flag2.png

 

Grading > Student’s Module, Assignment or Test > The “Flag” option will be available on all of a student’s Modules, Assignments and Tests in the options button at the top right of the page:

flag3.png

 

People Page > Student Detail > When viewing a student’s profile, you can select the option to “Flag” from the ellipses (...) dropdown menu: 

flag4.png 

 

2. An overlay window will appear; select the appropriate flag, enter a note for the outreach team (recommended), and click the create button:

flag5.png

3. A success message will display when the flag was successfully applied:

flag6.png

Notes:
1. Instructors may select and create only one flag at a time.

2. If you have already used one of the available flags and return to this tool for the same student, that flag will not be available to you again. (For example, if you have already flagged a student as “Absent”, only the “Not passing” flag will be selectable.)

3. When selecting a flag, it is recommended that the instructor add a specific comment that indicates any efforts made to contact the student. For example, "I called the student on day 3 and sent a followup email immediately following and have had no response from the student." This information will help the teams when reaching out to assist these At Risk students. This tool is meant to complement the existing MIA policy which can be found in the Faculty Manual.

How flagged students appear to faculty:
Once you have created a flag, a FLAG badge will appear in all Grading pages and on the People pages. These badges are permanent and not dismissible:

flag7.png

Hovering over the badge will display a tool tip with the students assigned flag:

flag8.png 

 

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What is the Sandbox? How is it used?  

The Sandbox is where assignments are created. It is where instructors build draft assignments until they are ready to be published.  

Each instructor has their own draft assignments in the Sandbox. By default, the Sandbox lands the instructor in their own content (My Content).

With special permissions (granted by Faculty Affairs), instructors can see their colleagues' Sandbox content. To do this, simply click the dropdown next to My Content.

sandbox1.png 

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Each assignment has an Enabled/Disabled switch which basically indicates whether it is "ready" or "not ready" to be published.

When Disabled, the assignment is in "draft mode" which allows the instructor to make edits to the draft.

disabled.png

 

When Enabled, the assignment is "ready to publish" and can be copied to an actual section.

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Note: Toggling the Disabled/Enabled switch in the Sandbox has zero effect on the actual course section where students participate.

 

The Duration is optional* and says how long the assignment should stay open.

duration.png

 

The Offset is optional* and says at what point in the term the assignment should become available.

offset.png

 

*If these are left alone, that is fine. The instructor can manually set the publish and due dates later, after the assignment is copied into the actual section. Some instructors find Offset/Duration features confusing and prefer to manually set the calendar dates. 

 

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How to publish assignments  

Assignments are first drafted and composed in the Sandbox (see above). Once they are ready to be published, they can be copied to a current or future term where students will view and interact with them. 

 

To publish assignments:

1. From the Sandbox, locate the course and then the assignment(s) to be published.

publish1.png

 

Note: By default, the Sandbox shows your own draft assignments (My Content). If publishing a coworker's content, the user must select their coworker's icon from the dropdown menu (next to My Content).

sandbox2.png

 

2. Make sure the draft assignment(s) are Enabled enabled.jpg otherwise they cannot be published.

enabled.png

 

3. Check the box next to each assignment to be published.

publish2.png

 

4. In the upper-right corner, click copy to, then select an option from the drop-down menu.

publish3.png

 

5. Select the destination term and section where the assignment(s) should go, then click the carat (v) to collapse the dropdown menu.

publish4.png

 

6. Click copy to publish the assignments.

publish5.png

 

7. Once published into a term, assignments can be further organized and edited.

 

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How to copy a course forward (to a future term)  

After a course has been fully organized, arranged, and updated, its content can be easily copied forward to be re-used for a future term. Here's how:

 

1. Open Classes from the Side Panel.

classes.png

 

2. Locate the desired class, section, and term from which to copy.

Tip: Use the search tool to quickly find a course.

copyforward1.png

 

3. Click the ellipses (...) to the right, then select Manage Section.

managesection.png

 

4. Check off each assignment to be copied. To copy all course content, check the master box at the top.

Note: Assignments must be Enabled enabled.jpg to be copied.

copyforward2.png

 

5. In the upper-right corner, click copy to section(s)

copyforward3.png

 

6. Select the destination term and section where the assignment(s) should go, then click the carat (v) to collapse the dropdown menu.

publish4.png

 

7. Click copy to copy forward the assignments.

publish5.png

 

8. Once copied forward, publish and due dates are estimated for the future term, however they may not be perfect (due to holidays and breaks). Due dates and content should be always be manually reviewed. 

 

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How to group, organize, and arrange assignments  

Published assignments can be grouped and rearranged as needed. See the steps below:

 

To group assignments:

This can be done within the Sandbox or the Terms page.

1. Open Classes from the Side Panel.

2. Locate the desired class section and click the ellipses (...) to the right, then select Manage Section.

managesection.png

3. Click the new module button in the upper-right corner.

4. Create a title for the group of assignments (i.e. "Week 1").

5. You can drag and drop assignments into or out of the group.

 

To rearrange the order of assignments: 

1. Open Classes from the Side Panel.

classes.png

 

2. Locate the desired class section and click the ellipses (...) to the right, then select Manage Section.

managesection.png

 

3. Click, drag, and drop each assignment into the desired order. Changes are autosaved.

reorder3.png

 

Note: Assignments can be reordered even while they are Enabled enabled.jpg

 

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How to edit assignments  

Most published assignments can be edited as needed, except for a couple of scenarios:

 

Discussion Board Settings

Once there has been at least one student interaction against a discussion, the instructor cannot adjust its settings -- they will appear grayed out and not available for changes. Content can still be edited.

Tests

Once a student submits a question for a particular test, the LMS restricts you from editing the test further (with one exception: you may edit the test title, at your discretion).

 

Otherwise, please see the instructions below to edit published Uploads, Completions, Essays, Discussions, and Tests without student interaction.

 

To edit or rename published assignments:

1. Open Classes from the Side Panel.

classes.png

2. Locate the desired class section and click the ellipses (...) to the right, then select Manage Section.

managesection.png

3. Make sure the assignment is Disabled disabled.png so it can be modified, then click on it.

reminder1.png

4. To rename it, simply click on its title and type the new name. 

5. To edit the content, simply hover over the part you want to change and click the cogwheelcogwheel.png

6. After making your changes, click the save button (you may need to scroll down).

7. To delete some content, hover over the part you want to delete and click the trash cantrash.png

 

To edit or rename unpublished (draft) assignments:

1. Open Sandbox from the Side Panel and select the desired course.

2. Make sure the assignment is Disabled disabled.png so it can be modified, then click on it.

reminder1.png

3. To rename it, simply click on its title and type the new name. 

4. To edit the content, simply hover over the part you want to change and click the cogwheelcogwheel.png

5. After making your changes, click the save button (you may need to scroll down).

6. To delete some content, hover over the part you want to delete and click the trash cantrash.png

7. Note that editing an unpublished (draft) assignment only affects the Sandbox copy, not the published copy. The draft will need to be Enabled enabled.jpg  and then republished to the term. 

 

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How to adjust due dates  

1. Open Classes from the Side Panel.

classes.png

 

2. Locate the desired class section and click the ellipses (...) to the right, then select Manage Section.

managesection.png

 

3. Click on the Publish or Due date of the desired assignment. A calendar dropdown appears. Click on the new date. Changes are immediately saved.

duedates1.png

 

Notes:

  • When copying a course to a future term, publish and due dates are estimated for the future term, however they may not be perfect (due to holidays and breaks). Publish and Due dates should be always be manually reviewed. 
  • Manually adjusting Publish and Due dates in the Term ("Manage Section" area) does not affect the Sandbox. Remember, Terms (a.k.a. "Manage Section") and Sandbox are separate areas that do not affect each other. 

 

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Who can give a faculty member permission to a course?  

All faculty requests to access a specific course on the LMS are done through Faculty Affairs.

The faculty member should email FacultyAffairs@fullsail.com with the course code and section(s) to which they would like access.  

Faculty Affairs will then review the request and follow up with them directly.

 

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How to adjust faculty email notifications  

(For student email preferences, click here.)

By default, FSO will email an instructor whenever:

  • A student completes an assignment/test
  • A student makes a late submission
  • Someone sends them a message on FSO
  • A student in their section leaves assignment feedback
  • Another instructor leaves assignment feedback for a student in their section

 

To update your email preferences, click on your avatar in the upper-right corner, then select Account.

account1.png

 

Scroll down until you see Emails. Check or uncheck each preference. Changes are auto-saved. 

emails2.png

 

Note: Currently, there is no way for faculty to opt-out of emails whenever another instructor leaves assignment feedback for a student in their section, other than deselecting "When I receive a new message or feedback." This is an all-or-nothing preference.

 

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How to send an announcement  

Instructors may want to send an Announcement to all of the students in their section. Announcements may include recommendations for research, tips for successfully completing an assignment, or a reminder of an event relevant to the course. The LMS allows instructors to send, view, edit, and delete announcements across an entire class section.

NOTE: You cannot reply to an announcement.

 

1. Select the desired course from the list of Classes.

2. Open the Side Panel and then select Announcements

3. In the header, click the New button to create a new announcement.

4. Enter the subject of your announcement in the Subject text field.

5. Enter your message in the bottom text field.

6. Format your message.

7. Click send.

8. Students will receive a Notification notification.png each time an announcement has been sent/updated.

 

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How to schedule an announcement for later (reminder)  

In LMS 4, an announcement must be written and sent immediately. Some instructors, however, prefer a pre-written, time-released message. This is still possible by using the Reminder feature.

 

To schedule a reminder:

1. Open Classes from the Side Panel.

classes.png

 

2. Locate the desired class section and click the ellipses (...) to the right, then select Manage Section.

managesection.png

 

3. Locate the assignment to which the reminder pertains. Disable it disabled.png so it can be modified, then click on it.

reminder1.png

 

4. Click the cogwheel  cogwheel.png  in the upper-right, then check the box to Email a reminder.

reminder2.png

 

5. You can select between a default or custom-written message. Click save to schedule the reminder.

reminder3.png

 

Notes:

  • Reminders are always sent at 12am EDT.
  • Reminders are attached to assignments, and therefore copy forward with the assignment from month to month.
  • Reminders can be attached to Sandbox assignments, and then copied to the term.
  • Alternatively, you can skip the Sandbox and create the reminder in the term (a.k.a. "Manage Section" area) as described above.

 

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How to edit or delete an announcement  

1. Open Classes from the Side Panel and select the desired class section and term.

exception1.png

 

2. This will land you in the Grading area. Click on Announcements from the Side Panel.

announcements1.png

 

3. Any announcements made in the section will appear. Click on the one you would like to edit or delete.

announcements2.png

 

4. Edit and Delete options appear below the announcement.

announcements3.png

 

5. Students will receive a Notification notification.png each time an announcement has been updated.

 

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Report a bug   

Any LMS bugs and glitches must first go through Technical Support for basic troubleshooting before they can be escalated. If a student or staff member reports a bug, please follow these steps:

 

1. Offer empathy and let them know you will be happy to assist.

 

2. Explain that you'll need to gather some information before you can report the bug:

  • Student or Faculty Name
  • Student or Faculty Email
  • Student Number
  • Operating System / Browser
  • Website URL
  • LMS Term
  • Course Code
  • Section
  • Brief description of issue

 

3. Check the Daily Report and/or Workflow chat to see if this is a known issue.

 

4. Try to recreate the issue on your end. You can use the Accounts tool to impersonate the user.

accounts.png

 

5. Isolate the issue as much as possible. Consider the following:

  • Does this issue occur in multiple browsers?
  • Have we tried clearing the browser's cookies/cache?
  • Have we disabled 3rd-party browser extensions?
  • Have we tested another wi-fi location?
  • Does this issue occur on just one device/computer?
  • Does this issue occur just for this user? Have we tested another user?
  • Does this issue occur for just one course/section?

 

6. Create a Salesforce case. If you could not resolve the issue and still need to escalate, send an email (within the case) to support@imthelpdesk.zendesk.com carefully following the Snippet Macro template (Attn. LMS Product Team). They will reply within 1-2 business days.

 

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Suggest an idea/feedback  

All faculty members can suggest their LMS ideas at http://lmsideas.fullsail.com. Suggestions are reviewed daily by the LMS Product Management team. 

Faculty members can vote on other users' suggestions and see their statuses (declined, planned, started, completed).

 

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Time zone and assignment deadlines  

The very first time a user logs into FSO, they must acknowledge the deadline policy.

timezone1.png

 

Due times are set to correspond with an 11:59pm EST deadline for all assignments. 

timezone3.jpg

As an example, if a student were in California which is 3 hours behind, then 11:59pm EST would be equal to 8:59pm PST.  This would mean the student would need to submit the assignment before that time.  

FSO displays the deadline time next to each assignment based on the user's time zone setting.

timezone2.png

 

To update your local time zone, click on your avatar in the upper-right corner, then select Account.

account1.png

 

Scroll down to the bottom, then select your Time Zone from the dropdown menu. Changes are auto-saved.

timezone4.png

 

Assignments will display due times according to your Time Zone selection.

 

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How to embed photo/video on discussion board  

Students and instructors can embed inline photos/videos in the discussion board, as well as other areas (such as Feedback, Messages, etc.).

 

How to embed a photo

1. Select the image button from the toolbar.

embed1b.png

 

1. Select the Upload tab, then drag your image file into the upload section. Click insert.

embed_image.png

 

How to embed a YouTube, Vimeo, or 3rd Party video

Select the Embed button from the toolbar.

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2. Locate and copy the embed code from your video's homepage. (Youtube instructions)

 

3. Paste the embed code and select insert.

embed_youtube1.png

 

How to embed an MP4 video

Select the video button from the toolbar.

embed1mp4.png

 

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How and when to use the Activity Feed (Audit)  

Any Completion, Test, or Essay assignment actions, made by a student - can be viewed from the Activity Feed section of each assignment.

Preferably, you would impersonate the instructor, instead of the student. Reason being, you will see additional actions - only the instructor can see.

You will need to know the instructor's name or staff email, term, and the specific assignment in question. Impersonate the instructor first:

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Choose correct Term, under Classes:

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Under Grading, choose correct Week and Assignment:

 01.png

 

02.png

 

Lastly, click on Activity where you will find any actions generated, for that specific assignment. These will include actions by both - the student and the instructor.

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These steps make it easier for us to to assist with issues regarding what a student "did or did not do" in an assignment.

Keep in mind instructors are free to use the Activity Feed on their own. Some instructors may not be aware this feature exists, so we can help train and educate them on where to find it in the future.

Students can also see their own Activity Feed, which excludes whether or not they have 'viewed' the assignment. 

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How to adjust student email notifications  

(For faculty email preferences, click here.)

By default, FSO will email a student whenever:

  • Their instructor grades one of their assignments
  • They did not complete an assignment and it auto-grades to 0
  • Their instructor changes an assignment's publish/due date
  • They receive an exception (extra time to complete an assignment)
  • Someone sends them a message on FSO
  • Their instructor leaves assignment feedback
  • There is a new announcement

 

To update your email preferences, click on your avatar in the upper-right corner, then select Account.

account1.png

 

Scroll down until you see Emails. Check or uncheck each preference. Changes are auto-saved.

emails1.png

 

Note: When selected, students will receive emails for all assignment grades, for both weighted and unweighted assignments. Currently, there is no way for students to opt-out of emails for unweighted assignment grades, other than deselecting "When I receive a grade." This is an all-or-nothing preference.

 

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How to view messages & feedback  

On FSO, messages and assignment feedback are found in the same area. Students can view their messages/feedback in 2 ways:

  • Only messages/feedback for a specific course
  • All messages/feedback (on a global level - for all courses and terms)

 

To view messages/feedback for a specific course:

1. Navigate to the desired course. This can be done by selecting Classes from the Side Panel and then selecting the desired course section (use the dropdown menu to go to past terms).

classes_student.png

 

2. Select Messages (the one in black font) from the Side Panel.

messages2.png

 

3. All messages from the course section will appear. 

messages3.png

 

4. Use the dropdown carat (v) to select Feedback. All feedback from the course section will appear.

messages4.png

 

To view all messages and feedback (for all courses):

1. From anywhere on FSO, select the Messages Icon messages.png in the upper-right corner. The Messages Panel will expand, showing a snippet view of all received messages. 

messages5.png

 

2. Selecting view all messages will bring you to a page with all of your messages and feedback.

messages6.png

messages7.png

 

3. Use the dropdown carat (v) to select Feedback. Feedback from all course sections will appear.

messages8.png

 

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How to enable or disable a user  

Students cannot access the LMS while in an inactive school status. They will encounter the following error:

loginfailed.png

 

To disable a user:

Requests to manually disable a user should be directed to Technical Support Leadership (FSOSupportLeaders@fullsail.com). Sometimes Advising may request a student's account be disabled due to probation, withdrawal, etc.

 

To enable a user:

1. Check the student's school status in CampusVue.

2. If the student is in an inactive status, they cannot be re-enabled by Technical Support. Please refer them to Advising to discuss their school status, if necessary.

3. If the student is in an active status, check to see if they have been manually disabled inside the LMS. Use the LMS Accounts tool to search for the student, then click on their account. They should show enabled or disabled in the upper-right corner.

account_disabled.png

If the student has been disabled in the LMS, you can check with Advising or research existing cases to determine why they have been disabled. Any requests to manually re-enable a user inside the LMS should be escalated to Technical Support Leadership (FSOSupportLeaders@fullsail.com).

 

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Profile Photo Policy  

Below is a copy of the student-facing Profile Photo Policy:

We must be able to clearly see your entire face. To have a profile photo approved, we will need an unenhanced photograph, meaning no cartoons or caricatures, borders or photo filters.

Keep in mind  

  • Photo must be a headshot, looking directly into the camera. 
  • Face should make up the majority of the photo.
  • Leave some space above head and below the neck.
  • Your photo files should be a max 500kb in size.
  • Your photo files should be in jpg, png, gif format.

 

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Student User Guide  

Here is the link to the Student User Guide

Students can find this on FSO by selecting their Avatar > Resources > Student Manual.

student_manual.png

  


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