EQUELLA user guide for Monash Universityocio-web41-v02.ocio.monash.edu.au/assets/documents/userguidepilot... · EQUELLA user guide for Monash University A brief introduction to EQUELLA

EQUELLA user guide for Monash University

A brief introduction to EQUELLA

Why are we implementing EQUELLA at Monash University?

EQUELLA and your obligations

Commonly Used Terms

Log into EQUELLA

Add a Resource to EQUELLA

Restrict access to a Resource in EQUELLA

Search for a Resource in EQUELLA

Advanced search

Manage search results

Filter by Owner

Filter by last modified date

Filter results for an Object of a particular type

Bookmark/ Save an EQUELLA Object

View Resource moderation information

Add an EQUELLA Object (i.e. file/attachment/url) in Moodle

Add a link to an Object (file/attachment) within an EQUELLA Resource

Update an EQUELLA Resource or Object

Edit an EQUELLA Resource

Locate the Resource

Edit or Update the Metadata

Edit an Object (files/attachments)

Make a change within an Object (file/attachment)

Replace the existing Object with a new Object

Delete the existing Object

Create a new version of an Object in EQUELLA

Save a search

Reuse a search

Appendix A: Editing an Object or Resource vs. creating a new version

A brief introduction to EQUELLA

EQUELLA is a digital repository that provides a central platform on which to house Monash University’s teaching

and learning content. EQUELLA is currently in use in a wide range of schools, universities, colleges, TAFEs,

departments of education, government agencies, and corporations worldwide. One instance of EQUELLA is in fact

already being used at Monash University by the Faculty of Medicine, Nursing and Health Sciences, and the library.

Why are we implementing EQUELLA at Monash University?

EQUELLA is being implemented at Monash University to allow us to establish a central location for teaching

content and to help overcome some of the limitations of file management in Moodle.

Some of the benefits of implementing EQUELLA include:

increased capacity for learning materials to be shared/ reused among academic staff across the University

reduced time and effort to search for/ find a particular or due to the inclusion of Metadata

single ‘point of truth’ for learning and teaching

EQUELLA and your obligations

As Monash staff, you need to be mindful of your rights and responsibilities around issues such as copyright and

privacy in relation to EQUELLA. If you're not sure about the copyright status of an Object (file/URL) you'd like to

upload, please visit http://copyright.monash.edu.au/.

Commonly Used Terms

Collection – In the Monash context, a Collection refers to a group of Resources ‘owned’ by a particular faculty

Resource – A Resource is the container for the Object - it can be likened to a folder. The term is used variably

(and a little confusingly!) in both EQUELLA and Moodle. When Moodle refers to a Resource it

means an Object, and in most cases, so does EQUELLA, however on some screens Resource is

used interchangeably with Object. It is important that you link to an Object rather than a Resource

because linking to an entire EQUELLA Resource means students will see all of the Metadata

relating to the resource such as title, author, description/ keywords, etc. They will also have access

to the previous versions of the Resource (for more information see Add an EQUELLA object in

Moodle). Metadata – Data that describes data. In this case the Metadata is data that describes the Object(s) contained

in the Resource .

Object – Object(s) can be files, url’s, or even links to existing EQUELLA Resource or Objects.

Back to Contents page…

http://copyright.monash.edu.au/

Log into EQUELLA

1. Open your web browser and enter the EQUELLA login URL https://equella.monash.edu/learning-systems.

2. Enter your authcate username and password, and click Log in.

3. The EQUELLA dashboard will appear in your browser - the key elements of the dashboard are highlighted

below (see Figure 1 Dashboard):

Figure 1 Dashboard

Contribute Click here when you want to add a Resource to EQUELLA.

Quick search

Use the Quick search function when you want to do a quick keyword search for an Object or a Resource in EQUELLA.

Search

Click here when you want to do more advanced searching (e.g. searching for a Resource within a particular Collection; with a particular owner; of a particular file type, etc.).

Browse resources

Browse through the EQUELLA Resource by Faculty, unit code or study area.

Useful websites Quick links to frequently used websites.

My resources Click here to see a full listing of the Resource you own within EQUELLA.

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2

3

4

5

6

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2


5

1

4

3

6

https://equella.monash.edu/learning-systems

https://equella.monash.edu/learning-systems

Add a Resource to EQUELLA

The first step of creating a Resource is to add its Metadata .

1. From the EQUELLA dashboard, click Contribute (see Figure 2 Contribute):

Figure 2 Contribute

2. If you have access to multiple Collection(s) you will need to select the Collection to which you want to

contribute the new Resource ; otherwise, proceed to step 3.

3. The EQUELLA Contribution Wizard will appear (see Figure 3 Contribution Wizard) prompting you to enter

information about the Resource you are adding. Mandatory fields are those with an asterisk (*) beside their

title:

Figure 3 Contribution Wizard

The Contribution Wizard consists of a combination of mandatory and optional fields.


*Note* The Contribution Wizard for your Collection may not include all the fields listed below

Field Description Tips/ Hints for completion

Author of the

resource

Individual(s) who developed/ wrote the Object

in the resource. The Resource can have one

or many authors, internal and external to

Monash University.

Change/Add other authors as necessary.

Description/

Keywords

A means of telling other EQUELLA users what

the Resource contains or is useful for.

Keep it simple.

Unit code/ Course

code/ Faculty wide #

Units or courses to which the Resource is

relevant.

Select all units and courses for which the

Resource is relevant. If the Resource is

fairly general in nature, consider selecting

Faculty wide instead.

Discipline/ Area of

Study #

Disciplines/ Areas of study relevant to the

Resource .

Select all disciplines/ areas of study relevant

to the Resource being contributed. If the

Resource is fairly general in nature, you can

leave this field blank.

Access Group that will have view access to the

resource once it has been published in

EQUELLA. Those granted access under the

All of Monash and My faculty options will be

given view access to the resource; those

granted access under the Owners and

Collaborators only option will be granted both

view and edit access if they have Owner or

Collaborator permissions (see Restrict Access

to a resource in EQUELLA).

Default will be My Faculty. If you believe the

Resource would be valuable to other

faculties, consider selecting All of Monash

instead.

For more information on the Owners and

Collaborators only option, please see

Restrict access to a resource in EQUELLA

section of this document.

File Upload Use this to select and upload an Object to the

selected Resource .

Consider whether it is appropriate to upload

multiple files to a single EQUELLA

Resource . For example, you may wish to

upload both the Microsoft PowerPoint and

Adobe PDF versions of lecture notes to the

one Resource

Notes and Other

fields

A field in which to capture details about the

Resource that could not be captured

elsewhere in the Contribution Wizard. In this

space, you can record information regarding

the Resource including the intended audience,

language, associated graduate attributes etc.

You can also capture general notes about the

Resource

Do not use this field as a substitute for any of

the fields listed above and keep it simple

(e.g. Theme=mathematics; Suitable for

accreditation).

# Multiple selections are available for these items. Start typing the name of the relevant unit, course, area of study,

etc. into the field; select an item from the dropdown list that appears (see Figure 4 Selecting the unit, course, or area of

study) and Enter.


Figure 4 Selecting the unit, course, or area of study

4. Repeat this procedure for each relevant unit, course, discipline/ area of study, etc.

To delete a selection, click the x corresponding to that selection (see Figure 5 Deleting a selection):

Figure 5 Deleting a selection

5. When you have completed all necessary fields, click the Save button (see Figure 6 Saving or cancelling a

resource), or Cancel if you don’t wish to save the Resource

Figure 6 Saving or cancelling a resource

6. If you are ready to publish your Resource click Publish.

7. If you would prefer to come back and publish it later, click Save draft (see Figure 7 Publish-Save-Cancel).

Figure 7 Publish-Save-Cancel


Restrict access to a Resource in EQUELLA

As mentioned in the Add a Resource to EQUELLA section, when contributing a new Resource the Contribution

Wizard requires you to enter information about the Objects. One of the required fields, Access, is where you are

asked to select the group that can view the Resource once it has been published in EQUELLA.

If you are happy for the Resource to be viewable by all of Monash, select the All of Monash option; if you would

prefer view access to be restricted to staff within your Faculty, select the My Faculty option.

If you wish to restrict view and edit access to yourself and selected others, you will need to:

1. Select the Owners and Collaborators only option in the ‘Access’ field when adding the Metadata .

2. When you have completed all necessary fields, click the Save button at the top right of the Contribution

Wizard (see Figure 6 Saving or cancelling a resource):

3. Navigate to the Actions list and click the Change ownership link (see Figure 8 Change ownership) on the

right of your screen:

Figure 8 Change ownership

4. Navigate to the Collaborators section and click the Add collaborators link (see Figure 8 Change ownership):

5. Start typing the surname of the first individual you would like to grant access to the EQUELLA Resource

and click Enter.

6. Select the individual’s name from the dropdown list that appears and click the Select these users button

(see Figure 9 Select the users):


Figure 9 Select the users

7. Repeat steps 5 – 6 for each of the individuals you would like to grant View and Edit access to the EQUELLA

Resource .

8. Return to the EQUELLA dashboard by clicking on the Dashboard link in the top left of your screen.


Search for a Resource in EQUELLA

There are several ways in which you can search for a Resource in EQUELLA:

This user guide will describe searching using the advanced search function only.

You can do a

quick search by

entering key

terms into the

quick search

textbox on the

dashboard and

clicking on the

magnifying

glass button.

You can browse

through the full

suite of EQUELLA

by Faculty/ Unit

Code or Study Area

You can use the

advanced search

function


Advanced search

1. From the EQUELLA dashboard, click Search (see Figure 10 Search):

Figure 10 Search

2. Remove any existing search filters (if necessary) by clicking clear filters (see Figure 11 Clear existing filters):

Figure 11 Clear existing filters

Enter key words relating to the Resource you are looking for into the Search box. If desired, restrict your

search to within a particular collection (i.e. Faculty of Medicine, Nursing and Health Sciences) by clicking on

the dropdown box next to Within and making your selection (see Figure 12 Enter Key Words | restrict your search)

Figure 12 Enter Key Words | restrict your search

3. Click Search.

4. A list of Resource matching the search criteria are returned (sorted by relevance).

5. The default number of results per page is 10. If you would like to change this, click Screen options (see

Figure 13 Increase results) at the top right of your screen to expand (and collapse) the section:

Figure 13 Increase results Back to Contents page…

6. Click the dropdown box next to Number of results per page and make your selection.

7. Click Screen options again to collapse the screen options section.

NB. If a large number of results are returned you can filter or sort it (see Manage search results below)

Manage search results

When you run a search in EQUELLA, the number of Resource returned in the results set may be very large. To

quickly and easily find the Resource you are after, you may choose to sort or filter the results. There are a number

of ways you can do this:

sort the results by relevance, title, last modified date or user rating

restrict the results to Resource owned (i.e. developed or collaborated on) by a particular user

restrict the results by modification date

restrict results to a Resource of a particular type (e.g. PDF document, video).

These methods of managing your search results are described in more detail below:

Sort the returned by relevance, their title, last modified date or user rating

1. When you have the results of a completed search on your screen, navigate to the Sort section on the right

side of your screen and expand the section by clicking Sort (see Figure 14 Sort) :

Figure 14 Sort

2. Click the dropdown box below Sort results by and make your selection (if you would like the results

displayed in reverse order, check the box next to Reverse order of results) (see Figure 14 Sort).

NB. To return to the original view of the results, select Relevance from the dropdown box below Sort results by

Filtering Search results

1. Once you have the results of a completed search on your screen, navigate to the Filter section on the right

side of your screen, and expand the section by clicking Filter (see Figure 15 Filter):


Figure 15 Filter

Filter by Owner

1. Click the Select User button (see Figure 15 Filter).

2. Enter part of the name of the surname or authcate of the owner you would like to restrict the results to and

click Search.

3. Select the name of the owner/ collaborator from the list and click Select this user.

4. Review the results.

5. To change the owner/ collaborator on which the results are filtered, click the Change user button (see Figure

16 Change user); to remove the owner filter, click the Clear button:

Figure 16 Change user

NB. To return to the original view of the results, click Clear filters at the top of the screen

Filter by last modified date

1. Click the dropdown box below Filter by date modified (see Figure 17 Date Modified) and make your selection.

2. Complete the date field(s) as required.



4. To remove the date modified filter, click Clear.

Figure 17 Date Modified

Filter results for an Object of a particular type

1. Navigate to the Filter by type and make your selection(s) (see Figure 18 Resource type).


3. To change the type filter, check and uncheck the boxes in the Filter by type section as required; to remove

the filter, uncheck all of the boxes in this section.

Figure 18 Resource type

NB. To return to the original view of the results, click Clear filters at the top of the screen


Bookmark/ Save an EQUELLA Resource

You may have a resource that you anticipate using multiple times – one that you would like to bookmark or save for

future use. To save a Resource to your favourites:

1. Locate the Resource you would like to bookmark/ save and open it into the individual Resource summary

screen.

2. To add or remove a favourite click the Add to (or Remove) favourites button on the top right side of your

screen (see Figure 19 Favourites) and add any tags that would help you search for the Resource at a later

date under the ‘Provide tags to help when searching (optional)’ heading.

Figure 19 Favourites

3. Update the ‘Select version to add’ section as necessary and click Add

4. You should see a ‘Successfully added to favourites’ message at the top of your screen (see Figure 20

Successfully added)

Figure 20 Successfully added


View Resource moderation information

There may be times when you need to look back at the history of an EQUELLA Resource – to see when it was

contributed or added to; when a new version of the was created; or when a new version went live.

To access the Resource moderation information:

1. Search for the EQUELLA for which you would like to view a history.

2. Click Moderation history (see Figure 21 Moderation history):

Figure 21 Moderation history

3. Adjust the level of detail given in the moderation history by selecting (and deselecting) the options below the

Moderation history table (see Figure 22 Moderation options).

Figure 22 Moderation options

NB. Because the date section in the Moderation history table is not specific (i.e. 13 days ago, 2 months

ago, etc.), you may like to add a date into the title of each version of your resource so that you can

quickly and easily determine when that version was used/ valid.


Add an EQUELLA Object (i.e. file/attachment/url) in Moodle

Prior to the start of each semester, teaching staff are given the opportunity to update their Moodle units with

content relevant for the upcoming teaching period. Rather than uploading an Object (e.g. lecture notes, unit guides,

etc.) directly into Moodle, teaching staff can now link to Object(s) stored in EQUELLA.

Add a link to an Object (file/attachment) within an EQUELLA Resource

1. Navigate to your Moodle unit page and ensure editing is on.

2. Locate the Moodle section where you want to add the EQUELLA Object and click Add an activity or

resource (see Figure 23 Moodle Add an activity or resource); also, note that the term ‘resource’ in Moodle can

refer to an EQUELLA Resource or Object:

Figure 23 Moodle Add an activity or resource

3. Select ‘EQUELLA Resource’ from the Resources list within Moodle, and click Add (see Figure 24 EQUELLA

Resource):

Figure 24 EQUELLA Resource

NB. If you see two EQUELLA Resource items in your Resources list, make sure you select EQUELLA

Resource and not EQUELLA Resource – Medicine (unless you are from Medicine)

An EQUELLA window should now open in your Moodle screen


http://vle.monash.edu/supporttraining/learnbytech/moodle/about/introducing-the-workspace.html#Sub3

4. Locate the EQUELLA Resource that contains the EQUELLA Object you wish to add using either the

Search, Browse or Recent functions (Figure 25 Locate a resource) (see Search for a resource in EQUELLA

section for further information on how to use these functions):

Figure 25 Locate a resource

5. Determine which EQUELLA Object (file/attachment) you would like to link to in your Moodle unit and click

the Select button to the immediate right of the EQUELLA Object (file/attachment).

6. Repeat steps 4 and 5 until you have selected all of the EQUELLA Object(s) (files/ attachments) you wish to

add to Moodle at this time.

7. Click Select in the breadcrumbs at the top of the screen (see Figure 26 Select object):

Figure 26 Select object

8. Navigate to the Selection section and review the EQUELLA Object(s) (files/attachments) you selected.


9. Once satisfied with your selections, click the Return selections button (see Figure 27 Return selections),

followed by a second Return selections button, to return to your Moodle unit.

Figure 27 Return selections

Your selected EQUELLA Object (files/attachments) should now appear in your Moodle unit.

NB. It is best to link to an EQUELLA Object, rather than the entire EQUELLA Resource Linking to an entire

EQUELLA Resource results in students seeing the metadata relating to the Resource such as title, author,

description/ keywords etc.; they will also have access to the previous versions of the Resource


Update an EQUELLA Resource or Object

After you have saved an EQUELLA Resource , you can go back and edit the entire or selected Object at any time

or create a new version of the Resource or Object. The situations in which you opt for editing a Resource or

Object vs. creating a new version vary – Appendix A explains the difference between editing a Resource or

Object and creating a new version, and when it is appropriate to opt for one over the other. The following section

will explain the process for updating an EQUELLA Resource and Object using both methods:

The rules for editing versus creating a new version, which are explained in Appendix A, are generic.

Please see your Faculty Administrator about when each is appropriate for your faculty.

Edit an EQUELLA Resource

An EQUELLA Resource contains two key elements:

1. Object (i.e. files/attachments).

2. Metadata (i.e. information about the Object(s) such as title, description, etc.).

The steps required to edit each are detailed below:

Locate the Resource

1. From the EQUELLA dashboard, click My resources (see Figure 28 Dashboard My Resources):

Figure 28 Dashboard My Resources


2. At the top of your screen, you will see a My resources heading with a series of subheadings below (see

Figure 29 My resources):

Figure 29 My resources

3. Click each of the subheadings to scroll through the full suite of Resource (s) owned by you.

4. Locate the Resource you want to edit under the Results heading in the centre of your screen.

NB. If the Resource you want to edit is not visible on the page, use the sort or filter function on the right

of your screen to assist

5. Click the title of the Resource you want to edit and review its information, then either Edit or Update the

Metadata or Edit the Resources Objects (Attachments/File).

Edit or Update the Metadata

1. Locate the Actions list at the bottom right of your screen and click Edit this version (see Figure 30 Resource

Information).

2. Update the Metadata pertaining to the Resource as necessary and click Save.

3. Once you have been returned to the Resource summary screen, you should see a ‘Successfully saved’

message at the top of your screen (see Figure 31 Successfully saved).

Figure 30 Resource Information

Figure 31 Successfully saved



Edit an Object (files/attachments)

1. Locate the Actions list (see Figure 32 Actions), then click Edit this version.

2. Scroll down the page to the File Upload section.

3. If you would like to simply add a new Object (file/attachment) to the EQUELLA Resource

a. Click Add a resource button.

b. Proceed to add your chosen Object (file/attachment) (see Add a resource to EQUELLA section for

further information).

Figure 32 Actions

Make a change within an Object (file/attachment)

1. Click on the Edit (see Figure 33 Edit) link next to the Object (file/attachment) you would like to edit.

2. Then click Edit file with default editor.

Figure 33 Edit

NB. Editing a file with the default editor (e.g. Microsoft Word for documents; Microsoft PowerPoint for

slide shows, etc.) requires you to have a Java plug-in installed. EQUELLA will lead you to the

appropriate plug-in download page at this time if you don’t already have it installed.

3. Update/ edit the Object (file/attachment) in the default editor as required and save the

4. Close the default editor to return to EQUELLA.

5. Click Save.


message at the top of your screen (see Figure 31 Successfully saved). Back to Contents page…

Replace the existing Object with a new Object

1. Click on the Replace link next to the Object you would like to replace (see Figure 34 Replace). 2. Work through the series of steps to upload an Object (new file/attachment) in its place.

3. When you have replaced the existing Object (file/attachment) successfully, click Save.

4. You will be returned to the summary screen, and should see a ‘Successfully saved’ message at the top of

your screen.

Figure 34 Replace

NB. If you replace the existing Object in EQUELLA with a new file of the same name, any links to the

file in Moodle will be updated automatically. If, however, the replacement file has a different name, you

will need to return to the Moodle unit(s) in which a link to the file exists and update the links so that they

point to the new replacement Object.

Delete the existing Object

1. Click on the Delete link next to the Object you would like to remove from the EQUELLA Resource (see

Figure 35 Delete).

2. Work through the prompts and then click Save.


message at the top of your screen (see Figure 31 Successfully saved).

Figure 35 Delete

NB. If you delete an existing Object in EQUELLA but then add a new Object of the same name, any

links to the Object in Moodle will be updated automatically. If, however, the new Object has a different

name to the deleted Object, you will need to return to the Moodle unit(s) in which a link to the Object

exists and update the links so that they point to the new Object.

If you are not replacing the deleted Object with a new Object, please ensure you remove any

corresponding links from Moodle accordingly.


Create a new version of an Object in EQUELLA

1. Follow Steps 1 – 4 of Locate a Resource or Object.

2. Click on the title of the Resource that contains the Object you want to create a new version of.

3. Locate the Actions list at the bottom right of your screen and click Create a new version (see Figure 32

Actions).

4. Update the Metadata and/or Object accordingly, and then click Save.

Figure 32 Actions

NB. Your faculty may have specific requirements when it comes to creating a new version of a Resource or

Object (e.g. specific naming conventions, the addition of a note in the Notes section, a need to alert certain

individuals to the fact that you are creating a new version, etc.). Please see your Faculty Administrator about when

each is appropriate for your faculty.

Once you have been returned to the Resource summary screen, you should see a ‘Successfully saved’

message at the top of your screen (see Figure 36 Saved | Version). You will also note that the version number now

associated with the item has changed (see Figure 36 Saved | Version).


Figure 36 Saved | Version

To go back and view previous versions of the Resource

1. Click on the show all link next to the current version number (see Figure 36 Saved | Version).

2. Select the version that you would like to view/edit.


Save a search

You may have a search term that you anticipate using multiple times – one that you would like to save for future

use. To save a search:

1. Once you have the results of a completed search on your screen, navigate to the Add search to favourites

button on the right side of your screen (see Figure 37 Add search to favourites).

2. Click the Add search to favourites button, enter an appropriate name for the search and click Add.

3. You should see a ‘Successfully saved’ message at the top of your screen.

Figure 37 Add search to favourites

Reuse a search

1. From the EQUELLA dashboard, click Favourites (see Figure 38 Favourite Search).

2. Under the Favourites title, select Searches.

Figure 38 Favourite Search

3. Browse the list of saved searches and select the one you are after.

4. You will be taken to the Search screen where you can review the latest results for that search or amend/

update the search as necessary.


Appendix A: Editing an Object or Resource vs. creating a new version

Prior to the start of each semester, teaching staff are given the opportunity to update their Moodle units with

content relevant to the upcoming teaching period. With the introduction of EQUELLA, rather than uploading

files/Objects (e.g. lecture notes, unit guides, etc.) directly into Moodle, teaching staff can add links to

Objects stored in EQUELLA.

There may be individual Objects or entire Resource (s) in EQUELLA that are already fit for purpose and

don’t need to change from semester to semester. Examples may include study guides, videos and software.

In this case, you would simply add a link in your Moodle unit to the existing EQUELLA Object (see Add an

EQUELLA Object in Moodle).

For archiving and statutory purposes Monash are required to keep a copy of Objects/ Resources that have

been used in each teaching period. If the Object or Resource does not need to be updated or changed you

don’t need to do anything – the Object link will be rolled over with Moodle. If, however you need to update or

change the Object in any way (e.g. a Unit Guide), you need to ensure a new version of that Object is

created and the new link is added to the current Moodle Unit (see Figure 39 When to create a new link).

Figure 39 When to create a new link

Linking to an entire EQUELLA Resource results in students seeing the metadata relating to the

Resource such as title, author, description/ keywords etc.; they will also have access to the previous

versions of the Resource (see Figure 39 When to create a new link).

It is therefore recommended that the following process be followed when updating or changing an

Object/Resource prior to and over the course of a teaching period:

Moodle

S1, 2013

Moodle

S2, 2012

Moodle

S2, 2013

Resource

Object YouTube Link

Object Unit Guide S2, 2012

Object Lecture notes

EQUELLA



Edit Object – create new version with a new name, delete old link in new Moodle unit and add link to new version.

Object unchanged – keep link that is rolled over or add same link (YouTube and Lecture Notes)

Steps to be undertaken just prior to the commencement of a new semester/ teaching period are as

follows:

1. For Objects/Resource (s) that are updated semester-to-semester (e.g. tutorial/ lab instructions,

assignments, lecture notes, etc.):

a. The person responsible for the Object/Resource in question (e.g. the Unit Coordinator or

lecturer) must create a new version of the Object/Resource in EQUELLA, prior to the start of

semester (see Create a new version of an object in EQUELLA section above).

b. When the person responsible has finished creating a new version of the Object/Resource as

necessary, he/ she needs to go through their Moodle units for the upcoming semester and

update the links to new EQUELLA .

c. If there are others who may have used this Object in the past, the person making the changes

needs to advise them to update their links (as required).

2. For items that do not need to be updated semester-to-semester (e.g. study guides, videos, software, etc.

a. No action required (see Figure 40 Replaced | Edited).

If the person responsible for an EQUELLA resource wants to make changes to an Object contained in a

Resource during a semester/ teaching period e.g. change the information about the item, update the

attachments, etc., they should:

3. Determine whether a new version of that Object

was created at the start of the current teaching

period (see point 1 above) or whether the

Object was retained ‘as is’ from previous

teaching period (see point 2 above). This

information can be discovered by looking at the

moderation history of the resource (see View

resource moderation information section above). Figure 40 Replaced | Edited

Figure 40 Replaced | Edited provides a guide to when you should keep or change a link.

If a new version of the item was created at the start of the current teaching period (e.g. tutorial/ lab

instructions, assignments, lecture notes, etc.):

4. If the Object was retained from the previous teaching period (e.g. study guides, videos, software, etc.):

a. Create a new version of the Object before you make any changes/ updates to it.

b. Make changes/ updates to the new version of the Object as required.

c. Determine if others have been using the previous version of the Object and advise them that

there is a new version available.

d. Go into your Moodle units and update the links to the edited Object(s).

An example:

You want to reuse a Study Guide in Semester 1, 2013 that has been used for the past three years. You simply

retain the link to that resource in your Moodle unit(s).

In the middle of Semester 1 2013, you need to make some changes to that Study Guide. Because it was used in

Moodle units over the past three years, those units need to continue to point to the Study Guide in its original form.

So, you need to create a new version of the Study Guide so as not to compromise the integrity of the previous

years' Moodle units.

This may need to be communicated to others if multiple units are using that Study Guide for Semester 1, 2013 as

they will also need to update their links in Moodle.

KEY MESSAGE

When you want to update/ change an EQUELLA Object that has been used in a previous teaching

period, create a new version first.

If the

Object is:

If the Object has the:

Same Name Different Name

Replaced Keep link Change link

Edited Keep link Change link

Deleted Remove link Remove link


Documents

EQUELLA user guide for Monash Universityocio-web41-v02.ocio.monash.edu.au/assets/documents/userguidepilot... · EQUELLA user guide for Monash University A brief introduction to EQUELLA