After learning how to create a Rubric Assessment, you may now want to use the Google Doc sharing capabilities.

Attaching the Google Doc

Important Notes:

  • You must be logged in via Google SSO in order to have access to your documents in Google Drive.
  • If you are the co-teacher of a class, the main teacher must log in one time with Google SSO in order for you to attach documents from your Google Drive.

  • While in your rubric assessment, select Choose File under Attachments.
  • Select the Google Drive icon
  • Choose the document you wish to share
  • Choose your sharing settings

*IF SELECTING "MAKE A COPY FOR EACH STUDENT" - PLEASE READ BELOW*

When selecting "Make a Copy for Each Student", Google will create that copy when the assessment has been assigned. We recommend assigning the assessment as far in advance as possible prior to when the students will actually need access to the document.

  • This is to allow Google enough time to generate the copies and delegate to each of the assignees.
  • If students try to access the assessment too quickly after it's been assigned, they may not receive the copy.
  • The more students you are assigning to, the more time you should allow for Google to generate the copies.

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Student Submission

  • The student will be able to edit the Google Doc directly within the assessment.
  • Hitting Exit in the upper right corner will save the assessment, but not submit.
  • To Submit, students must hit Submit Assessment at the bottom.
  • Teachers can view the student's progress on the document before the student submits. The teacher just needs to click on the student on the assessment grading page to see the doc in action.
  • The Google Doc will automatically submit along with the student's assessment. There is no need for the student to attach it.
  • Once the assessment is submitted, students will no longer have editing rights

To allow editing rights after it has already been submitted:

  • In the Assessment Settings, make sure to check "Allow Multiple Attempts"
  • When the student submits the assessment, they will not regain editing rights until their first attempt has been graded by the teacher.

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Google Doc Sharing with Rubrics FAQ

Why does it say "Please wait while Google processes your copy"? This is a message Google generates and displays in Otus when it is still making a copy of the document for the student. This message will appear if the student opens the Rubric Assessment before Google has had enough time to make all of the copies. Have the student log out, wait a few minutes, then log back in again to check if their copy has appeared.

How long should it take for the copies to be made for my students? It can take anywhere from just a few minutes to up to 4 hours. Both the number of students you are assigning it to and the size of the document itself can impact the speed at which the copies will generate. If it has been at least 4 hours and not all copies have been made, please reach out to us in our chat feature, and we can help!

If I turn on Multiple Attempts, how does that impact the Google Doc? The student will continue to have editing rights to the Doc even after it has been submitted and graded. In order for the second (or any subsequent) attempts to become available for the student, their most recent submission must be graded. Once it is graded, the student will be able to go back into the assessment to make edits. The content of the Doc will remain the same as it was when they submitted it; the students will not be starting from scratch.

If I choose to assign the assessment at a later date, how does that impact the Google Doc? If you chose to make a copy for each student, Google will begin making the copies immediately; it does not wait for the assign date. Similarly, if you chose to have the Doc as view only, the students will have access to the doc immediately.

If I unassign the assessment, how does that impact the Google Doc? Unassigning the assessment will leave the Doc in the student's Google Drive. You will still have access to the folder and the Docs that Otus created for each of your students. To change the editing rights on the student's Docs after the assessment has been unassigned, you'll have to do that via your Google Drive.

Why is it not allowing me to assign the assessment with the Google Doc? In order to use a Google Doc in a rubric assessment, the teacher assigning the assessment has to have editing rights to the Doc. If the Doc was shared with you, the owner will have to give you the correct permissions for you to be an editor. You aren't able to use a Doc that you only have viewing rights for.

Can an assessment have more than one Google Doc attached? Yes. You can attach more than one Google Doc to a rubric assessment.

How can my student access their document again after its submitted for grading?

  • If multiple attempts is not on: the document will remain in the student's Google Drive and will switch to view only. Once the assessment has been graded, they will be able to review their assessment in Otus and see the Doc there as well, but they will not be able to edit it.
  • If multiple attempts is on: the document will remain in the student's Google Drive and they will still have editing rights to the Doc. In order for them to access the Doc in Otus for the next attempt, the assessment will need to be graded. Once the assessment is graded, they will be able to begin the next attempt with the same Doc they submitted previously.

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