This article outlines all of the various ways to use Google Docs/Slides in Otus. Although this article refers to Google Docs, any of the processes described below can be done with Google Slides as well!
❗ Some of the functions outlined in this article will only be available to users who sign into Otus using Google, ClassLink, or Clever accounts that are associated with a Google email address. Note that if you are the co-teacher of a class, the main teacher will need to log in at least once using the Google Single Sign-On option.
Making Individual Student Copies
Individual copies of Google Docs can be made using a Rubric Assessment.
When is this the best option?
When you need Otus to automatically make a copy of the Google doc for each student and have it accessible within Otus.
Details:
The Google Doc will appear in the student's Google Drive, as well as within the rubric assessment in Otus; they can access and edit it in both places.
The Google Doc will also appear in the main teacher's Google Drive.
Teachers can give students continued access to the Google Doc by using the Allow Multiple Attempts setting. Using rubric assessments this way will allow you to assign an ongoing assessment/activity.
💡 Tip: Do you want to distribute individual copies of a Google doc and view student progress, but don't want to count it for a grade? You can still use a rubric assessment but exclude it from the total grade.
Use in Assessments
Rubric Assessments - Students can submit a Google doc for grading.
Advanced Assessments - Teachers can link or embed a Google doc in a question.
See below for additional details and links.
Rubric Assessments
When is this the best option?
If the Google Doc represents the entire assessment.
If you want students to have continued access to the Google Doc.
Details:
When the Google Doc is to be used as part of a larger assessment where there are other questions involved.
When you do not need to make an individual copy for each student. Advanced assessments allow you to embed an editable or view only copy of the document.
If the student needs to attach their own Google Doc as part of a larger assessment.
Advanced Assessment
Teachers can embed a Google Doc or link to a Google Doc in any advanced assessment question.
When is this the best option?
When the Google Doc is to be used as part of a larger assessment where there are other questions involved.
When you would like students to view or edit a shared copy of a Google doc as part of the assessment.
Details:
Advanced assessments allow you to embed an editable or view only copy of the document. (Note that any editable copy will be shared by all students who have been assigned the assessment; it is not possible to make an individual copy for each student using this method).
Distribution
The following methods can be used to distribute or share Google Docs with students when individual copies are not needed, and the Doc does not need to be part of an assessment.
💡 Tip: If you need to share a Google doc with family members, family accounts can access resources shared with their linked students on the Class Board, Bookshelf, and Blog, or sent to them through the Mailbox.
See below for more details and links.
Lessons
When is this the best option?
If the Google Doc is to be used in a series of activities.
If you want to see when students have marked the Google Doc as complete.
Details:
Teachers are able to track student progress of lessons.
Students can mark when a lesson activity has been completed.
Only students have access to lesson content.
A notification appears on the student's and family's home page when a lesson is assigned.
Class Board
When is this the best option?
If the Google Doc is part of a classroom announcement.
Details:
Both student and family accounts can see the announcements the Class Board.
You can enable or disable student commenting on the post.
Students and parents are sent a notification when a class board post is made.
You can pin a class board post to the top of the page.
Bookshelf
When is this the best option?
If the Google Doc is to be used as a resource or reference item that you'd like to add to the student's personal library.
Details:
You can share resources on the bookshelf with entire classes, groups of students, or individual students.
Both student and family accounts have access to the content on the bookshelf.
Blog
When is this the best option?
If the Google Doc is to be used as part of a conversation with the students.
Details:
Both student and family accounts can view blog posts from the teacher.
You can enable or disable student commenting on the post.
Student and family accounts are sent a notification when a blog post is made.
Mailbox
When is it the best option?
If you want to send the Google Doc as part of an email message.
Details:
Messages sent from the Otus Mailbox will go directly to the recipient's email inbox.
Family members and students can reply back to your message; the reply will go directly to your email inbox.
Documentation
If you want to use a Google Document to store student information that is only accessible to teachers, you'll want to add it as an attachment to the Student Profile.
Student Profile
When is this the best option?
If the Google Doc is not something the students or parents need access to but still needs to be associated with that student (for example, a list of IEP accommodations).
Details:
Attachments added here are not viewable by the student or families.
Attachments here can be seen by any of the student's teachers.
Anything added here will stay with the student from year-to-year, unless it is removed.
Highlight Work or Accomplishments
If you'd like to use a Google Doc to highlight student work or special accomplishments, you'll want to add an attachment to the Student Portfolio.
Student Portfolio
When is it the best option?
If the Google Doc is intended to highlight noteworthy student content, achievements, or milestones.
Details:
Both student and family accounts can access the information on the student portfolio.
Items here will travel with the student from year-to-year, unless they are removed.
Students and teachers can leave comments on items in the portfolio.