step i – create artifacts f...step i – create artifacts folder in my workspace the first step is...

STEP I – CREATE ARTIFACTS FOLDER IN MY WORKSPACE

The first step is to create an artifacts folder in Resources in your My Workspace. This folder is intended tohouse all of your artifacts (the elements that make up your portfolio, such as essays, homework, etc.) thatyou’ll need when building your portfolio. 1. Log into UCMCROPS (http://ucmcrops.ucmerced.edu). 2. Create new artifacts folder:

a. Click on My Workspace (located at the top right-hand corner). Click on Resources under MyTools on the left column menu.

b. In the Add drop-down menu next to My Workspace folder, choose Create Folders.

c. Name the new folder (suggestion: Course Artifacts). When done, click on Create Folders Now.

3. In the Actions drop-down menu next to the newly created folder (previous step), choose Edit Details.

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4. Under Availability and Access section, make sure the publicly viewable option is selected. This is aVERY IMPORTANT step. If you skip this step, individuals you choose to share your portfolio with later(such as your instructor) may not be able to view your artifacts located in this folder.

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STEP II – PREPARE ARTIFACTS

Now that you have your artifact folder created, the next step is to upload your artifacts – work that you arerequired to include in your portfolio assignment – to this folder. Depending on your instructor preferences,you may be periodically uploading artifacts as you complete your assignments, or you may be uploading allartifacts at the end of the semester. Please ask your instructor for specific directions. In addition, pleaseremember to upload a picture of yourself, preferably a headshot. Finally, please also create a Personal Infoform. Both your headshot and your personal info will be the identifying elements of your portfolio, soplease use discretion when choosing these artifacts (however these elements can be changed if necessary). 1. Click on My Workspace (located at the top right-hand corner).

2. Upload artifacts to your newly created artifact folder:

a. Click on your artifacts folder (the one created from Step I). b. In the Add drop-down menu next to your artifacts folder, choose Upload Files. c. Find the files you’d like to upload from your computer and upload them to your artifacts folder. Repeat step for each file you’d like to upload to the artifacts folder.

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3. Upload a headshot to your newly created artifact folder:

a. Click on your artifacts folder (the one created from Step I). b. In the Add drop-down menu next to your artifacts folder, choose Upload Files. c. Find the headshot – a picture of yourself – you want to upload from your computer, and upload itto your artifacts folder.

4. Create Personal Info Form:

a. In the Add drop-down menu next to your artifacts folder, choose New Form Item. *If you don't see the "New Form Item" option in your menu, you can skip this step. During theportfolio assembly (Step IV), you'll have another opportunity to create your Personal Info Form.


b. On the Select a form screen, click on Personal Info under current semester's portfolio site (i.e.S10-Portfolios) and click Continue.

c. Complete Personal Info form by filling out the various fields. Click Continue.


d. Give a Name to the form item (i.e. Mike’s Personal Info) you just created. Keep default optionsfor all other fields. Click Finish.

e. Your completed Personal Info Form should now appear as a new item in your artifacts folder.


STEP III – POPULATE MATRIX

The next step of the portfolio building process is to add content. In general, there are two types of contentyou can add – cover notes and attachments. You will use the Matrices tool to guide you through theprocess of adding content to your portfolio. Make sure you are using the correct matrix for your course. 1. Click on My Sites (located at the top right-hand corner).

2. Click on current semester's portfolio site (i.e. S10-Portfolios).

3. Click on Matrices (located on left menu under Portfolio Tools). Look for your instructor’s name andcourse number. If you don't see it on the first page, click on Next. Click on the appropriate matrix (e.g.Truong – WRI 101).

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4. A matrix similar to the one below will appear with rows (sections of the portfolio) and column(evidence). Each cell has been pre-populated with a Cover Note form for you to complete as well as anoption to attach artifacts. To add content to a cell, click on it. For example, if you want to add content tothe Personal Introduction section of the portfolio, click on the cell to the right of it (under Evidencecolumn).

5. To add a cover note, click on Add Cover Note under Evidence section. To add other artifacts, such asWord documents, images, or other files, click on Add Other Evidence.


6. Once you click Add Cover Note, a text box will appear for you to type in your cover note. When you’redone with your cover note, and click Save Changes. Important Note: Do not copy and paste text from MSWord directly to the text box, as doing so will not work in CROPS. Instead, be sure to use the Paste fromWord icon. (Alternatively, you can copy and paste the text created on MS Word to a simple wordprocessing program, like Notepad, and then copy the text from Notepad to the text box.)


7. To attach artifacts, click Add Other Evidence, and a list of folders from your My Workspace Resourceswill appear. Locate your artifacts folder. Choose the artifact(s) you'd like to include by clicking Select. Allselected artifacts will appear at the top of the page. When done, click Continue at the bottom of the page.


8. Once you're done adding a cover note and artifacts to a particular section of the portfolio, you'll be ableto confirm your items. If everything is correct, then click Back to the Matrix.

9. When you're back on the matrix page, you should be able to see icons representing the various covernotes and artifacts (e.g. Word icon, PDF icon, image icon, etc.) included for the section of the portfolioyou've completed.

10. You can repeat the same process for each cell of the matrix until you are done.


STEP IV – CREATE A NEW PORTFOLIO

Now that you’re done populating your matrix, uploading your headshot, and creating a personal info form,the next step is to assemble your portfolio. A portfolio consists of three elements. The first is the matrix(see Step III), the second is the headshot (from Step II), and the third is the personal info (from StepII). You only need to create a portfolio once. The various elements (e.g. matrix, headshot, personal info)can be edited even after a portfolio is created. 1. Click on My Sites (located at the top right-hand corner).

2. Click on current semester's portfolio site (i.e. F09-Portfolios).

3. Click on Portfolios (located on left menu under Portfolio Tools). Click Create New Portfolio to start anew portfolio.

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4. When asked, “What type of portfolio would you like to create?,” select the available template (i.e.S10-Portfolio Template). Click Create.

Note: DO NOT choose “Design your own portfolio” because that option has not been properlyprogrammed. Doing so will result in an unreadable portfolio.

5. Naming and activating portfolio:

a. To rename your portfolio, click Edit next to name of newly created portfolio (i.e. S10-PortfoliosTemplate) located above the Summary and Add/Edit Content menu tabs), preferably to somethingthat’s easily identifiable (e.g. Mike Truong’s WRI 101 Portfolio).

b. In the Status box, make sure the “Active” option is checked. This will enable those you’ve shared


your portfolio with to view it. Since the Comments feature is not yet formatted with the template,it’s suggested that you leave it “Disable.”

6. Assembling your portfolio:

a. Click Add/Edit Content tab to begin assembling your portfolio by selecting the various elements. b. Choose Matrix: In the drop-down menu under Available Items, find the matrix that yourinstructor specifically created for your course. Look for your instructor’s name, course number, andsemester [e.g. Truong – WRI 101 (F09)]. Note: This is a very important step because it willdetermine where the portfolio will be drawing your work from. If you choose the wrong matrix, yourfinal portfolio will not be complete. c. Self-Portrait: In the drop-down menu under Available Items, select the headshot you’ve uploadedfrom Step II above d. Personal Info: In the drop-down menu under Available Items, select the completed Personal Infoform from Step II. If you didn't create a Personal Info form from Step II, you can click Create Newto create a new one. If you want to edit your Personal Info form, click Edit Selected and make theappropriate changes.

7. Important Note: Each element above needs to be selected one at a time; otherwise, your portfolio will


not be loaded correctly. Once an element is selected, you’ll need to wait until the system accepts thatelement before moving onto the next element. You’ll know that an element has been accepted when yousee the mouse pointer no longer showing the processing icon or the page is no longer loading.


STEP V – VIEW YOUR PORTFOLIO

When you are done assembling your matrix, you can view your finished portfolio. 1. Click on My Sites (located at the top right-hand corner).

2. Click on current semester portolio site (i.e. S10-Portfolios).

3. Click on Portfolios (located on left menu under Portfolio Tools). Click on My Portfolios tab. UnderPortfolio Name, click on your portfolio to view.

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STEP VI – SHARE YOUR PORTFOLIOOnce you’ve created your portfolio and are satisfied with it, the next step is to share it. There are essentiallytwo main groups of people you can share your portfolio with: 1) individuals in your class, and 2) individualsnot in your class, including those beyond the UCM community. 1. Click on My Sites (located at the top right-hand corner).

2. Click on current semester's portfolio site (i.e. S10-Portfolios).

3. Share your portfolio with individuals in your class:

a. Click on Portfolios (located on left menu under Portfolio Tools)

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b. In the Action drop-down menu next to your newly created portfolio, choose Share.

c. Next, click on “Click here to share with others.”


d. Click on Select by and then “browsing for people in selected groups.”

e. Click on your class (denoted by your instructor’s name, course and section number). A list of namesfrom your class will appear at the bottom. Check the box next to the individual(s) you’d like to shareyour portfolio with.


f. When done, click Add selected user, and finally. Click Add and return.


g. The names of the individuals you have chosen will appear under “Sharing with the followingpeople.” Check to see if the list is correct. If you want to notify individuals that your portfolio is readyfor viewing via an automatic email notification, click on Save and Notify. Otherwise, click SaveChanges, which will NOT send out an email notification.

h. Click on the Summary tab (located under the name of your portfolio). Under Status box, make surethe Active option is checked. This will ensure that individuals whom you’ve shared your portfolio withwill be able to view your portfolio without any problems.

Note: At minimum, you need to share your portfolio with your instructor; otherwise, your instructor willnot be able to access your portfolio, and therefore, cannot assign a grade. Please ask your instructor formore detailed instructions on whom else you should share our portfolio with.

4. Share your portfolio with individuals not in your class, including those beyond the UCM community:

a. Click on Portfolios (located on left menu under Portfolio Tools) b. In the Action drop-down menu next to your newly created portfolio, choose Share.


c. Check the box next to “Everyone on the internet can see it.” Click on Show public URL. Asecured public URL will appear. Copy and paste this URL to an email message and send to it to theindividual(s) you’d like to share your portfolio with. Click Save Changes.

e. Click on the Summary tab (located under the name of your portfolio). Under Status box, make surethe Active option is checked. This will ensure that individuals whom you’ve shared your portfolio withwill be able to view your portfolio without any problems.


STEP VII. – REVISE YOUR PORTFOLIO Once a portfolio has been created, you can still make changes to its content. Any changes you make willautomatically be reflected in the created portfolio. In other words, you don’t need to create anotherportfolio when you need to make changes. 1. If you want to correct an error in your cover note and/or make changes to attached artifacts for aparticular section of your portfolio, you can do so by editing that corresponding cell in the matrix (see StepIII).

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2. If you want to change your headshot, you can upload a new picture of yourself in the course artifactsfolder (see Step II) and update your portfolio elements (see Step IV).

3. If you want to correct an error in your personal info, you can do so by editing your Personal Info form(see Step IV).

4. Once you’ve made the desired changes, view your portfolio again to verify that the changes have takeneffect (see Step V).

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