Administrators have the ability to organize assessments into folders and share those assessment folders with other users.
Article Table of Contents:
Sharing an Assessment Folder
Step 1: While in the Assessments module, select the ellipsis to the right of the desired folder:
Step 2: Choose the users to share it with.
Begin typing the name of the teacher or group you'd like to share the folder with (type a minimum of 3 characters to search).
Select a name when it appears. You can share with multiple users at once.
Determine whether you'd like to allow the users you've shared the folder with to clone (i.e. make copies of) the assessments in that folder. *Note - this setting can be adjusted post-sharing.
Step 3: Select Send.
💡 Tip from the Otus Team: Keep in mind that when an assessment folder is shared, the assessments within the folder are shared as locked assessments. There is not an option to share a folder of unlocked assessments.
Sharing Parent Folders vs. Child Folders
➡️ Rule: Sharing a parent folder will share all of its child folders.
In the example above: if the ELA parent folder is shared with a user, that user will also have the 1st Grade, 2nd Grade, 3rd Grade, and 4th Grade child folders shared with them.
➡️ Rule: Sharing a child folder does not share the parent folder.
In the example above: If the 1st Grade child folder is shared with a user, that user does not automatically have the ELA parent folder shared with them.
➡️ Rule: Sharing a child folder does not share the other child folders.
In the example above: If the 1st Grade child folder is shared with a user, that user does not automatically have the 2nd, 3rd, or 4th Grade child folders shared with them.
➡️ Rule: The cloning abilities you share with a parent folder will remain the same for the child folders.
In the example above: If the ELA parent folder is shared allowing users to clone the assessments, the same will apply to the 1st, 2nd, 3rd, and 4th Grade child folders that are automatically shared along with the parent folder.
💡 Tips from the Otus Team:
If you want to share child folders with different cloning abilities, share them separately, rather than sharing the parent folder.
You can only share child folders from My Folders. You are unable to share child folders from the Share With Me folders.
Managing User Access
After sharing, you can remove users' folder access. You can also edit the ability to clone those assessments.
Step 1: While in the Assessments module, select the ellipsis to the right of the desired folder.
Step 2: Select Manage User Access.
Step 3: Select the X next to any user or group you'd like to remove access from. You can also change the toggle for cloning abilities here.
❓ If an assessment folder is shared with a teacher group, how do you remove access from just a single teacher in that group? If you remove the teacher from that teacher group, that assessment folder will no longer appear in their account.
Using Shared Assessment Folders
Select the button below to learn more about how teachers and administrators can use shared assessment folders.
Otus Live Video
Below is a video from our Otus Live series on how to share Assessment folders with teachers and teacher groups.
Sharing Assessment Folders FAQ
When I try to share an assessment folder, the teacher name is grayed out. Why? That indicates the folder has already been shared with them by another administrator; this is so the teacher doesn't receive two copies of the same folder.
Can an assessment folder be used to shared unlocked assessments? No, the assessments shared in folders are always shared locked. To send a copy of an unlocked assessment, you can send the assessment individually.
There is an assessment folder shared with a group of teachers. If more teachers are added to that group, will those teachers have access to assessment folder, or does it need to be re-shared? Adding teachers to the group will automatically share the folder with them.
If an assessment folder is shared with a teacher group, how do you remove access from just a single teacher in that group? Simply remove the teacher from that teacher group. The folder will be removed from the teacher's account.
Can teachers share assessment folders? Folders were built with different purposes for teachers and administrators. For teachers, they serve as a means of organization. For administrators, folders help distribute locked assessments in a cleaner, easier, and more organized method. To allow users other than administrators to share folders could open an unlimited number of pathways for one assessment, making fixing errors in answer keys, completing required edits, or identifying who created the assessment, and many other things extremely challenging. Limiting the sharing of folders to administrators helps maintain assessment integrity, making for much easier distribution of “live” changes and data collection.
For more detailed information about sharing folders, click here.