Cloud123 – Evidence for Learning

Cloud Services – Step by step

The Cloud Services option pack offers a significant upgrade to Evidence for Learning enabling centralised cloud storage, collaboration tools and the ability to push learning journeys to your learners’ parents.

Setup your Cloud Data

Overview

Before you can begin using your cloud effectively across your devices you will need to setup your cloud data. There are 2 things you need to do.

Firstly you need to upload all your learners, frameworks, tags and date ranges to the cloud, and…

Secondly you need to download learners, frameworks, tags and date ranges as required to each device.

There are some circumstances where instead of downloading data from the cloud to the device you will want to merge existing data on the device with the cloud (more info on that below).

The general approach for each type of data (learners, frameworks, tags and date ranges) is to create the data on a device then push it up to the cloud. You can either create everything you need on one device and push it all up to the cloud together or you can upload some data from one device, more from another and so on and so forth. The latter approach is often the best approach for users who have already begun using Evidence for Learning and have data spread across multiple devices that they want to keep.

Once you have your data in the cloud you’ll need to add the relevant learners, frameworks, tags and date ranges to each device. As mentioned above, in some circumstances you will not want to add data to the device becuase it already exists, instead you will want to ‘merge’ or make a connection between your local device data and the cloud data.

The exact approach you take will vary according to whether you are starting from scratch or whether you have already captured evidence you want to keep.

Share evidence between devices

You can copy evidence from one device to another …

On the first device:

Step 1: Tap Menu > Share Evidence.

Step 2: Choose ‘Share Evidence’.

Step 3: Apply a filter to narrow down the list of evidence being displayed and then tap each evidence that you wish to share. This will create a copy in the cloud (leaving the original on the device). If the connection is not great then it’ll automatically retry a few times.

On the other device:

Step 1: Tap Menu > Share Evidence.

Step 2: This time, choose ‘Pick Up Evidence’.

Step 3: Browse the list of shared evidence available to you. Tap to select each evidence you wish to pick up and then tap the [Pick up] button.

Step 4: Review each evidence and change from ‘Draft’ to ‘Published’.

Save files to Cloud Profiles

Save your Learning Journeys and Grids to a ‘Cloud Profile’ for the Learner. All devices linked to your subscription can view your learners’ Cloud Profiles.

Step 1: Tap Menu > Learner Profiles.

Step 2: Choose a Learner with the cloud icon next to it (indicates this is a learner in the cloud data set).

Step 3: Browse their files and tap ‘Save to Cloud’ next to any files you want to store in that learner’s Cloud Profile.

Now, on any device linked to your subscription…

Step 1: Tap Menu > Cloud Profiles.

Step 2: Choose a Learner to view.

Step 3: Browse and open files

Recycle Bin

All files deleted from Cloud Profiles are automatically sent to the Recycle Bin. Files in the Recycle Bin can be permently deleted or restored to the Cloud Profile.

Step 1: Delete a file from a learner’s Cloud Profile with a swipe from right to left.

Step 2: Tap Menu > Cloud Settings and enter your Cloud Admin Password.

Step 3: Tap Recycle Bin.

Step 4: Slide the switch next to any file you wish to restore. Swipe from right to left over any file you wish to permanently delete or tap the [Empty] button in the top right to remove all files from the Recycle Bin.

Cloud usage

Step 1: Tap Menu > Cloud Settings and enter your Cloud Admin Password.

Step 2: Tap Cloud Usage.

Step 3: View the amount of cloud storage used for your subscription.

Share with parents

You can select individual files stored in the learners’ Cloud Profiles to share directly with parents.

Note: Learning Journeys and Grids that include evidence data for multiple learners cannot be shared with parents.

Step 1: Tap Menu > Cloud Profiles.

Step 2: Choose a Learner to view.

Step 3: Browse the list of files. Those eligible for sharing with parents will have a switch called Parent View – slide it on to share with parents.

Step 4: You can check what the parent sees if you tap the [Parent View] button.

Step 5: You can slide the switch off to remove access for the parents.

Setup parent access

In order for parents to access the files you’ve shared with them you will need to add their email address to the learner’s details. This will create a parent account. The parent accounts then need activating, and they’ll need a password and a link to the secure web page.

Step 1: Tap Menu > Cloud Settings and enter your Cloud Admin Password.

Step 2: Tap Learners then choose a learner.

Step 3: Add a name and email address for Parent 1 and for Parent 2 as needed (each email address will create a separately managed parent account). Then tap save. – Repeat for all learners that require parent access.

Step 4: Back up a level and now tap on Parental Engagement. This screen shows an overview or status view of the active parent accounts P1 and P2 (green or red) as well as an option to allow your colleagues to send emails to parents without needing the Cloud Admin Password.

Step 5: Tap on the learner you wish to manage parent access for.

Step 6: Slide the switch next to the parent to activate and deactivate their account. You can send a password reset and a web link for the service to each activated parent account too.

Parent access

Parents are guided to follow a web link to their child’s online Learner Profile from the email sent from Step 6 above.

On any device, PC or Mac the parent can …

Step 1: Follow the link to their secure web page.

Step 2: Enter their password.

Step 3: Once logged in there are options to change password or browse and open the shared files.

Please get in touch if you have any questions: