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Barbara Lee Schueppert, Ed.D. Using the eFolio Dental Assisting Template July 13, 2011 – Presentation for Dental Assisting instructors at Central Lakes,

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Presentation on theme: "Barbara Lee Schueppert, Ed.D. Using the eFolio Dental Assisting Template July 13, 2011 – Presentation for Dental Assisting instructors at Central Lakes,"— Presentation transcript:

1 Barbara Lee Schueppert, Ed.D. Using the eFolio Dental Assisting Template July 13, 2011 – Presentation for Dental Assisting instructors at Central Lakes, Century, Hennepin Tech, Minneapolis, Minnesota West, Northwest Tech, Rochester, St. Cloud and South Central Colleges.

2 Institutional/Program Electronic Portfolios An electronic portfolio is an efficient tool to organize and present an electronic snapshot of the academic and operational aspects of an institution or a program. It is a vehicle to display and archive information, documentation, and resources for program, project, discipline, or institutional accreditation purposes, including electronic publication of a self-study. It provides a means to demonstrate and foster accountability to constituents. It can be totally public, private, or semi-private.

3 Dental Assisting eFolio Template The Dental Assisting eFolio template allows an institution’s Dental Assisting program to electronically organize and publish its CODA accreditation self-study.template The template includes the current CODA Standards and all required sections of the self-study. The program faculty enter their own responses to each element of each Standard and upload their program documentation.

4 eFolio Project Version Functions Fundamentals Site Administration Quick Tips Help Tab Live Site Security Site Management Content Tools Management/Design Center/Custom Banner Adding Content/Word Processing Functions Uploading Documents/Images/ Audio/Video Adding Items, Adding Content to Items Sidebar, Hyperlinks, & Related Links Managing Sections, Making Sections Private Creating & Updating Items Advanced Functionality –Document Repository –Tables and Charts –Custom Views –Using Link Builder –Map Site Content to Dental Standards –Obtaining Feedback Forms Guest Book Super Forms –Managing Promotions

5 eFolio Structure and Terminology Sections / Subsections All are “sub” sections of the Home section First “tier” subsections (those added directly to the Home section) appear in left hand menu Subsections of first “tier” subsections appear in left hand menu when that subsection is clicked. Parts of sections to input include Section Title, Section Introduction. Items can be added, except to Home section

6 eFolio Structure and Terminology Items Items are added to subsections. (Items cannot be added to the Home section.) Items appear on the subsection page headed by a hyperlink header. Items parts include: Headline (hyperlink) Summary (text) Body – this is the text page that appears when the Item headline hyperlink is clicked. NOTE: In the template, the Item Headline and Summary show the specific standard (already entered). Your response goes in the Body.response

7 Key URLs Your institution’s dental assisting template Web site address is: To build your eFolio, type or add /admin after the Web site address: To build out your site (to get into the administration side of the site), you will need to enter your username and password. Your initial username and password are “beta” for both. Change them right away under the Security tab. Institutional Electronic Portfolios Resource Center: eFolio Help: Using Dental Assisting Template powerpoint and example files: (available temporarily)

8 Building Your Site: Accessing the Administration Side Enter your username Enter your password Click “login” Note: Site management security allows 20 minutes of static time before the site logs off. BE SURE TO SAVE (CLICK ON FINISHED) REGULARLY.

9 Content Tools Tab Clicking "Content Tools" will take you to this screen, which is the main navigation page. From this page you can access any of the sections to add information such as text, documents, images, or other types of files. You can add new sections & subsections. Note that some of the sections have [off] next to them. These sections have been turned off and cannot be viewed publicly.

10 Site Management Tab The first step to individualize the site is to put your institution’s name in the banner and to select a design. Click “Site Management” Click “Design Center” Note: It is recommended that you create a Custom Banner, e.g., Anoka-Ramsey Community College. Have your webmaster or IT staff visit for information and to submit a request for a custom banner.College Note the other features under Site Management and what they allow you to do. You can also see how many MB you have used (maximum is 75 MB).

11 Security Tab Click on Users, then Edit to change the Superuser user name and password from beta/beta. DON’T forget what you changed it to! The Security Tab allows you to add new users and assign permissions to edit the portfolio or to view the Private pages in the portfolio.

12 Help Tab: Help is Available! 1. There are Quick Tips on the right-hand side of each screen. READ these for tips on each aspect of the page currently showing. 2. Click on the "Help" tab. This allows you to send the Help Center a request by Go directly to the Help Center at Find Answers Ask A Question Web Chat.

13 Live Site Tab: Viewing Your eFolio To view the public side of your site, you can click on the “Live Site” tab. Or you can open up another browser and type in the eFolio URL. Note: If you want to see your changes—before you click “Finished,” then click “Preview.” If you go directly to the live site without clicking “Finished” you will lose all new content!

14 Using Content Tools Features When first entering a Section, click Show Advanced Tools to reveal Section Tools. With “Section Tools” Your eFolio Sections can be customized/edited by using Configure Section (this is also where you make a section Private). Your Sections can be organized to your liking by using Move This Section. Subsections can be added to the section you are in by using Add Subsection or deleted by using Delete This Section.

15 Adding Content to the Home Page Click first on the “Content Tools” tab then click on the word “Welcome Page” in the list that comes up. This is the “Home” section of the template and is the first page a user sees when coming to your site. On this screen you can turn “On” or “Off” sections by clicking the green “On” button by “Section Display.” When a section is “On” your portfolio home page can be viewed on the Internet. (For other sections, when the Section Display button is “on” the section title appears in the menu.) When the Section Introduction is “On”, the text can be viewed. To enter content, click “Edit.”

16 Adding Content to the Home Page Fill in Section Title Fill in Section Intro (Message Body) Click “Preview” or “Finished” and “Live Site” to view what you just entered. Note: You must turn “On” the Section Introduction on the previous screen, or nothing will appear on the page. Remember: If you are in the administrative eFolio and have not clicked on any links or buttons for a while, the eFolio system manager thinks there is no activity. Thus it will automatically logout as a security measure. Inactive time = 20 minutes.

17 Adding Content to Factual Summary Type in the answers in the appropriate places. Click Finished (scroll down, if necessary) Click on Factual Summary under Content Tools. Click on Edit.

18 Adding Content to Administrator Verification Enter content on Administrator Verification section just like you did for Factual Summary. Click on Administrator Verification section in Content Tools. Click Edit. This text box has a table. Enter your information in the table. Click Finished (scroll down if necessary).

19 Adding Content to Items on Template Your e-Systems Portfolio Template has preinstalled the Standards and all their component parts that you will want to address. Each underlined and bolded component on this page is an Item.

20 Adding Content to Items (Responding to Standards) Click on the + in front of the Standard in Content Tools. This reveals the subsections of the Standard. Click on one of the subsections. Click edit for the item you wish to respond to.

21 Responding to Standards The part of the Standard that you are to respond to is already entered in the text box. Click on Body. (The Body is where all your Standard responses will go.) Delete the directions in the box. Enter your content in the text box. Apply formatting as needed. Click Finished (scroll down if necessary to see the button).

22 Tips for Adding Content Type your responses in a Word document (this will help ensure that you don’t lose content by being “timed out”). Copy the text. You can copy formatted text, but if you have any issues with it copying correctly, do the following (this eliminates extraneous HTML, which takes up a lot of your storage space): Paste it temporarily into Notepad or WordPad to avoid problems caused by copying extraneous html from Word. (This step removes formatting and html.) Immediately recopy the text (you do NOT have to “save” this). Paste it into the text box in your eFolio. Make any formatting changes you wish using the word processing tools: Bold, Italics Lists—bullets, numbered Line spacing (e.g., single, double) Cut, copy, paste Fonts and Sizes (NOTE: Font sizes are listed in relative size of 1, 2, 3, etc, not by usual font size like 10, 12, etc) Color Align left, center, right, justify (View sample site to see examples of how various formatting options appear in an eFolio.)site

23 Uploading a Document Placing an image, document, video or audio file in your portfolio is simple. Click on the Section where you want to place your document and click on “Edit.” Then click on either the image, document, audio or video blue tab on the left side of the screen. Click on the “Browse” button and select the file that you want to upload. When you have selected the file hit “Upload” and the information is moved to your site. Next complete the required fields, click “Apply” then hit the green “Finished” button. Note: It is recommended that you convert your Word doc to a PDF and upload the PDF. View sample site.site

24 Uploading an Image Click on Section in which you want to place the image. Click “Edit.” Then click on the Image blue tab on the left side of the screen. Click on the “Browse” button and select the file that you want to upload. When you have selected the file hit “Upload” and the image is moved to your site. Next complete the required fields, click “Apply” then hit the green “Finished” button. Note: It is recommended to upload charts and tables as Images.

25 Uploading an Image Once the image is uploaded, you can type the Caption (this is what will appear underneath the image), and include a URL link to the site, if appropriate, but if you do, be sure to select “New Window” rather than “Inline” (which is shown above) for Target. Decide on the Image Dimensions. Typically the Recommended Display Size is best. Click “Apply.” Select image alignment (alternating, left or right). You can add other images to the page by repeating the same steps. Click the green “Finished” button. View sample site.site

26 Creating a HyperlinkHyperlink You can create hyperlinks in the text, in the Sidebar, and even in the title of a Section. Here, the hyperlinks are underlined. NOTE: You can make hyperlinks to related exhibits in your responses to the standards. Link to the URL of the page of the document in the Document Repository, rather than to the document itself if you think you may ever make revisions to the document.hyperlinks to related exhibits

27 Creating a Hyperlink Highlight the text on which you want to make the hyperlink (CODA in the example). Click on the "Link" Symbol in the tool bar. A new box comes up. Type the URL, without the in URL box. (In this case, we typed Choose “New Window” instead of “Inline” (this opens the new site in a new window). Click “Create Link" Click "Finished.“ (NOTE: you often have to scroll down the page to reveal the “Finished” button, but DO NOT FORGET.) Go to "Live Site" or second browser to see results.

28 Adding a New Section (Subsection) Click “Content Tools” Go to the “Welcome Page” (Home). Click on “Add Subsection” under “Section Tools.” Name the new Section and choose its “Section Type.” Click on “Finished.” Turn ON Section Display Turn ON Section Introduction (NOTE: New sections show up at the bottom of the list of sections.)

29 Adding a Hyperlinked Section If you want a section in the left hand menu to lead directly to a specific URL when clicked: Add a Section to the Welcome Page (Home) Type the title of the section, e.g., “Northwest Technical College Website” In Section Type, click “External” Type in Web site address (http://www.ntcmn.edu) Click “Finished”

30 Sorting Sections Click on “Home.” Choose the “Sort Subsections” option. Click on Section to be moved. Click on the “Up” or “Down” options. Click on “Finished” when desired order is achieved.

31 The Document Repository A Document Repository is a Section already installed on your site for your general exhibits. There is also a Curriculum Repository for your curriculum exhibits. All of your documents (preferably in.pdf format) can be stored and displayed as Items in your Document Repository. You will be able to hyperlink to documents in the Repository from anyplace in your portfolio. Using a Document Repository allows you to update documents without having to change the hyperlinks. A Document Repository allows a central access point to view all of the documents used throughout your portfolio. View NTC’s Document Repository and Curriculum Repository.Document RepositoryCurriculum Repository.

32 Creating an Item for Documents in the Document Repository Click on blue "add item“. (The template already has one item loaded) Fill in Headline and Summary. (This page will be the first page viewers see. The Headline is what viewers will click on to see as it appears in the form of a hyperlink. Include your exhibit number in the headline, if any. Enter a short summary into the "Summary" text box. The summary should give a brief overview of the content that describes what document(s) the link will take them to.

33 Adding Documents to the Document Repository Click on Document. Note: you can upload as many documents (attachments) in an Item as you wish. Two documents have been uploaded here. OPTIONAL: If you want to include an introduction or overview of the document(s) that will appear when the viewer clicks on the Item, you do this in the Body textbox. Without this, the page will simply list the name(s) and description(s) of the document(s) you uploaded for this item. Introduce document(s) here

34 Adding Documents to the Document Repository Click on “Browse” Select document (easier to access if it is on your desktop) Click “Open” Click “Upload” Fill in Description (if you wish). Description will appear on live site. Click “Apply” and “Finished” Remember to turn “on” the item. View sample site.site

35 Sorting Items in the Document Repository You may want to have your documents appear in a certain order on the Document Repository “home” page. To sort items in the repository, click on “Document Repository” in the admin side of the site. Click “Edit” on the Item you want to reorder. Live site

36 Sorting Items in the Document Repository Click on “Sort Order” Change Sort Order number—Note: the lower the number the higher it will appear on the page. Click “Finished” Follow the same steps for each item that you want to reorder.

37 Using the Document Repository Note: From the live site, use the URL (green arrow) in the Body section of the Item to hyperlink. Use that URL to hyperlink that document to appropriate content throughout your site. Do not hyperlink to the actual opened document.

38 Updating an Item in the Document Repository Find the document in YOUR computer that you want to modify. Update it and save it both as a Word document (for future updating) and as a pdf to upload to the portfolio. Now in your eFolio, Admin Site, Document Repository, click “Edit” on the Item you want to update. After you click Edit, you will see the image on your right appear.

39 Updating an Item in the Document Repository Click “Document” Click “Browse” Select your updated document Click “Upload” Complete “Description” if you wish. Click “Apply” Click “Finished” Delete the original document that you needed to update. Now, everywhere that document has been previously posted, via a hyperlink to the live Body URL, will change automatically.

40 Security: Making Pages Private Control access to your entire site by granting users and groups specific permissions to specific sections or to your entire site. The "Security" area of your site allows you to control access to your admin area either by individual users or by a group of users. It also allows you to control what pages you wish to make visible to the public. These pages are User Name and Password protected—granting access to only those to whom you give the User Name and Password. Note: If you make the entire site password protected, your viewers on the live site will have 20 minutes to view one page before it times out.

41 Making Pages Private To make a page secure (this is a multi-step process): Click the “Content Tools” tab. Choose the section you want to put under restricted access. Example: Security will be set for the Workplan section of the electronic portfolio. Click “Workplan” in the Content Tools listing to begin. Click “Configure Section” 1st 2nd 3rd

42 Making Pages Private Here, you are in the Configure Section area of the Admin site. Change the Section Access from “Public” to “Private.” Click green “Finished” button on bottom of the page.

43 Click “Security” tab to set Security permissions for specific users in the Workplan section. Click on “Users” link. Click “Add a New Item.” Making Pages Private

44 You must set the user name and password for each “user” or “group” before continuing. In this instance, the username and password are both set as “guest.” If you want to keep track of users, click on User Information and fill in the information. (You won’t be entering the password so you’ll need to keep track of that. If you lose it, you’ll need to reset it with a new one.) If you’re satisfied with your user information, click “Finished.” NOTE: Use this same process to add new users who need rights to add content. Assign appropriate rights for modifying/publishing. To assign rights to everything, you can make this person a superuser.

45 Making Pages Private Finally, find the new user in the list of users. To activate the access permissions for a user, click the red “off” button (see green arrow). The button will change to a green “on” button. Click on the “Permissions” tab. In the “View” column there will now be a box rather than the word “Public.” Click on the + if there is one, to open up the subsection list. Put a check mark in each box. Make sure you click the “Save” button when you are through. Go to the public site and try out the user name and password.

46 Recap: Security— Making Pages Private This is a multi-step process. First, from the /admin portion of your eFolio, choose the section that you want to restrict access to. Find the “Configure Section” link and click on it. In the second data field down, called “Section Access,” change the access to "Private" from the default which is "Public" and click the green “finished” button. Then find the tab near the top of the page that says “Security” and click on it. Click on the “Users” link. Find the blue “Add a New Item” button and click on it. Create a User Name and Password for the person that you want to have access to “Private” pages, and click on the green “Finished” button. Finally, find the new user in the list of users, and click on the blue “Permissions” tab to the right. In the “View" column there will now be a box rather than the word "Public." Put a check mark in this box by putting the cursor on the box and clicking the mouse. Turn ON the section. Click the green "Finished" button when you are through. Note: If you make the entire site password protected (select Home section and follow the same make pages private steps), the live portfolio times out after about 20 minutes, if there is not some activity, but one can simply re-sign on to resume reading it.

47 Adding a Related Link This option lets you include a link to a Web site or to a page in your e-portfolio. Click on "Related Links" Click on the “Add a Related Link" button. Give the Link a Title and enter the URL. Description is not a required field. Click "Apply" and “Finished” View sample related link.link

48 Deleting a Section First, you must click on Content Tools Tab to give you access to the Sections. Then click on “Home” To Delete a section, choose the Section you want to delete Click on the “Delete This Section” option. Note: If you are unsure about whether to delete the section, you may want to turn off the “Section Display.”

49 Moving a Section to a Subsection To move a section into a (sub)section:

50 Moving a Section into a Subsection Select the section, e.g., Site Examples Click “Move this Section” Click on the Section you want to Move into another Section. Click on any of the section titles to move this section into that one. (e.g., If you click on Worksheets section, you will move Site Examples to Worksheets section.)

51 Moving a Section into a Subsection Here’s how the finished product looks in the Admin and the Live site. Note: To restore Site Examples to a Section: select it (click on it), click Move this Section, and click Home. Site Examples will now return as a Section on your main navigation menu. √ You can then change the Section order by following the procedure described in slide 37. Live site

52 Sorting Attachments You can sort the attachments on your page. Click “Edit” on the Item for which you have placed attachments and for which you want to change their order. In this case, we clicked on Making Pages Private. Click “Document” Click “Sort Attachments” View sample site.site

53 Sorting Attachments Select the Attachment you wish to reorder. In this case, we have selected Third Document. Click on “Up” or “Down” until you have it placed at the desired order. Click “Apply” Remember to click “Finished” This is how the attachments look on the live site after they have been sorted.

54 Link Builder – Mapping your Site Content to HLC Criteria Index, Standards, or Competencies The Link Builder is offers institutions the ability to link their site content (page) and Exhibits (located in Exhibit Document Repository and the Curriculum Repository to specific Standards. The CODA Standards and their components are pre-installed in LinkBuilder. This is an optional feature and won’t be copied into your hard copy or pdf versions.

55 Using Link Builder Click on the + in front of Exhibits Linked to Standards section under Content Tools, then choose a Standard, e.g., Standard One. Turn on Section Introduction if you want to add text in the message box. Click “edit” to add the text. Find “Configure your list of links” and click edit. Click Standard One component 1-1or whichever component that you wish to link exhibits to.

56 Using Link Builder You can type an introduction in the text box if you want, but it isn’t necessary. The Standard and Components will appear on your page above your links. (NOTE: Directions are in RED in the text box on the template. Delete them.) Scroll down the page below the text box. To link to an Exhibit in the Document Repository or Curriculum Repository (or another section of the portfolio), click on eFolio Section (it’s the default). Then click on the arrow to bring up the list of sections/subsections in your portfolio. Pick the Section you want (e.g., Exhibit Document Repository).

57 Using Link Builder “Choose an Item” (red arrow) lets you pick an Item in the eFolio Section that you have selected (in this case, the Exhibits-Document Repository section). The pull-down menu (black arrow) lists all of the pages in your site and the documents in the Document Repository. Click on the Item you want to link to. The example above shows several links as you would select them. The page on the right is what it will look like in your public site.

58 Using Link Builder NOTE: Remember, every time you do a new link, you need to scroll down. You can also link to External Web sites. Note: You must fill in the URL. You can use this option to link directly to a document if you wish. Open the document you wish to in the public site, then copy the URL and paste it in the External Link/URL box. Do not type the part of the URL as that is already install. Type in a label, which will appear on the public site as a hyperlink. (see right hand illustration). Click Finished to save links.

59 To make a pdf of portfolio pages:pdf Copy and paste pages into one Word file. Enter your public site. Starting from the beginning, open each page of each section, in order. Click on Printer Friendly version. Highlight the page’s contents, copy, paste into a Word document. Review each page for formatting, font, pagination, etc. Label the illustrations, tables and figures.

60 Making a pdf continued: While your electronic files must include all documentation and not require connection to the internet to see the documentation, readers may still choose to read the file electronically. In that event, you may want to include at the beginning of your pdf document some directions to readers regarding the hyperlinks. This also can give them the URL to your eFolio site, plus you will need to provide the user name and password if any of your eFolio is Private. Here is an example: NOTE TO READERS: If you are reading the electronic pdf copy of this Self-Study while connected to the Internet, clicking on active links will take you to our web-based electronic portfolio version of this Self-Study. The URL is We encourage you to view our portfolio at this site. Some sections of the portfolio are password protected. Username = XXXXX; password = XXXXX.

61 Making a pdf continued: Save as master Word document (you’ll want this to make any additional revisions).” NOTE: If you make content changes or fix typos in the Word document, remember to go back into your eFolio to make the same changes. Formatting changes do not need to be replicated in the eFolio. Save as pdf when the document is just as you want it. Follow the directions in CODA’s “Electronic Submission of Self-Study Guides” for how to organize and submit the files electronically on a CD. For example, each individual Exhibit pdf file might be saved in an Exhibits folder. Make your printed (hard copy) of the Self-Study and the Exhibits from the final pdf files.

62 Archiving your site When your review has been completed and you would like to archive your site, send a request to Give your current site URL and request that it be cloned and the clone have the year inserted after your institution name. This will be your archive. (ex: BE SURE to make a note on the site to this effect. The links may not work as they link to the original URL. You can do this in a sidebar.

63 Resources! Institutional Portfolio Resources: Using the Dental Assisting Template Powerpoint can be found at: Resource Center: Institutional eFolio Training Workshop site: – click on Workshop Materials, eFolio Training Powerpoints for slides on additional features of eFolio (institutional/project version) For more information: Barbara Lee Schueppert:


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