Distribute as a Teacher or Campus Administrator
Distribute as a District Administrator
Sharing as a Teacher or Campus Administrator
Distributing assessments is primarily a PLC/Data Teams feature. If you aren't yet in a PLC/Data Team, or if you would like more information on how PLCs work in ALL In Learning, please see our article for an overview of this great feature.
Once you've created an assessment that you would like to distribute to your PLC, go to the assessment in your Lessons / Assessment tab and click Actions > Distribute.
In the new modal that opens, select the PLC to which you would like to share the assessment.
Once you've selected the PLC, now you need to choose the appropriate parameters for sharing your Assessment.
Anytime you share an assessment, you can select from the parameters listed below.
1. Email a personal note
You can write an email to all the recipients in your PLC/Data Team. The message will be sent to the email they use to log in to ALL In Learning.
2. Use Locked Browser
If students will be using a device for this test, you may not want them to be able to leave the assessment screen (by clicking a different browser tab, calculator, etc.). This setting will notify them of this limitation when they start the assessment and then if they click outside of the assessment's browser tab they will be notified they are locked out and must see their teacher about regaining access.
3. Assessment Settings
"Start/End Date" - This setting lets you create a window that the assessment can be graded during. Recipients will see the Start Date and End Date, and if they try to start the Assessment before the Start Date, they will see a message informing them that the assessment is not yet available.
"Allow Copying" - To protect data integrity, once an assessment is distributed, it cannot be edited either by the distributor or a recipient. The "Allow Copying" setting will allow teachers who receive your assessment to copy it, creating a new copy with a different ID (under the hood), which means the teacher can use the copy for other purposes outside the distribution. Any edits made to the copy will not affect the original and the copy's grades will not aggregate with the original distributed assessment's grades.
"Allow Sharing" - This option allows recipients to further share your assessment to additional teachers. This is a great option for an instructional coach who creates an assessment, shares that assessment with PLC Team Leaders, who then share it with the teachers in their PLC. Sharing keeps the same test ID, so all data from all teachers who activate this distributed assessment will aggregate for administrator reports. Notes: 1. If you are the original sharer, and you allow sharing, assessments shared by others will remain open according to the distribution settings they chose. 2. If you allow sharing but prohibit copying, another teacher who shares the assessment may allow copying. 3. You won't be able to delete an assessment as long as it is shared, even if you end sharing, but another teacher has shared the assessment and it remains open.
4. Review and Remediation Settings
By default, all three of these options are checked and there are no date parameters.
Remediation and the Student Portal are great ways for students to review and correct assessments. For more information on how these features work, please look here for our articles on the Student Portal and Remediation.
One of the options available to you as the author of the test is to set a time limit for remediation. This ensures that all activity for an assessment is ended by a particular time and that all data is complete.
Once you have selected your PLC/Data Team and set your parameters and have, click Confirm to share the assessment. The recipients will be able to see the assessment on their Lessons / Assessments list.
Distribution of assessments is primarily designed to be used with PLC/Data Teams, so there is not a specific option for sharing to one individual teacher. However, by adjusting the recipients, you can include or exclude any of the available teachers on campus and in this way share to one individual teacher.
Follow the steps for sharing to a PLC/Data Team, including selecting your specific parameters, as outlined above. Then, click on the Distributed Assessment button at the top of your Lessons / Assessments tab.
This opens up your Distributed Assessments portal.
On the left are listed the assessments you have already shared. Click on the assessment you would like to share to one teacher and on the right, adjust the distribution list by clicking Add/Remove.
The Distributed Assessments dashboard is your way to adjust the settings for any of your shared assessments.
Select a distributed assessment on the left to adjust these settings (on the right):
Distributed By - Shows the user that distributed the assessment.
Distribution List - Shows to whom the assessment has been shared and provides options to invite new teachers or remove those in the list. (It is here that you can invite any teacher on campus to view your shared assessment whether or not that teacher is in the original PLC/Data Team or distribution list.)
Start Date / End Date - Designates the date for when the shared assessment is available for activation. As soon as an assessment is shared, it is viewable for those in the distribution list, but they will not be able to activate it until the start date. Once the end date is expired, it will remain on the recipients' Lessons / Assessment list, but they will no longer be able to activate it. Even if a teacher has an unfinished assessment, you can end the assessment. Please note that this will restrict the teacher from fully ending the assessment.
Use Locked Browser - If students will be using a device for this test, you may not want them to be able to leave the assessment screen (by clicking a different browser tab, calculator, etc.). This setting will notify them of this limitation when they start the assessment and then if they click outside of the assessment's browser tab they will be notified they are locked out and must see their teacher about regaining access.
Email Recipients - You can send an email to each of the recipients to inform them of changes, remind them of impending deadlines, or any other message you would like. The email is sent to teachers currently in your distribution list and is sent to the email they use to log in to ALL In Learning.
Unfinished Assessments - If a teacher has a paused session and is listed as unfinished, a message will show in the Info/Actions view for that assessment. You can check which teachers have unfinished assessments by clicking the "View" button for Unfinished Assessments. The list of teachers with unfinished assessments will show below, and these teachers can be contacted and reminded to finish their assessments. An assessment cannot be deleted until all unfinished sessions are ended.
Delete Distribution - This isn't a button to delete the assessment but to delete the distribution of this assessment. Click this button to stop sharing the assessment. Remember that if an assessment is unfinished and pending, you will not be able to delete the distribution.
Sharing to a teacher who is not on your campus is different than distributing in any other way in that it is not really sharing but rather sending a copy of the assessment. The recipient's grades will not aggregate with those on your campus.
Go to the lesson and click Actions > Edit.
(If the assessment you wish to send has already been graded or shared, then you won't be able to edit it. You'll first have to make a copy and apply these steps to the copy.)
Once the Assessment Editor is open, click Slideshow > Email Presentation. From here, you can enter any email address you wish, and the recipient will receive an email and link directing them to receive the assessment.
Distributing as a District Administrator
District Administrators have the ability to distribute specific assessments to teachers, grade levels, or specific subject tags as Common Assessments and to have these assessments, once graded, to aggregate automatically in the District Administrator's Reports Common Assessment sub-tab.
Distributing by tags aligns with the tags selected by teachers when forming their classes. Make sure that before you distribute the assessment by tags that your teachers have accurately tagged their classes. These tags can be the normal grade level and subject matter tags, or even custom tags!
So, teachers will need tags assigned to their classes in order for distributing to work. For your convenience, here are instructions for teachers to follow in order to assign tags:
How Teachers can Assign Tags to Classes
Click on your Classes tab in your ALL In Learning account, then click on the class name for which you would like to assign tags, and click on Class Info.
To distribute the assessment as a district admin, select the Distribute Assessment option from the Actions menu.
On the next page, you can select the grade level, subject category, or enter custom tags. These tags must be set up by teachers in their classes tab prior to assessment distribution.
On the next page, complete the distribution parameters. From here, you can add additional teachers that might not have the appropriate tags, or you can remove teachers that don't need the assessment.
About the settings on the above screen:
Assessment Settings: Sets the start date and end date for the assessment. These are required, though they can be changed at any time.
Restriction Settings: Allow you to choose to require the lock-down browser and whether you would like to restrict administrator editing.
Lock-Down Browser: Will log students out if they try to click out of the testing screen.
Restrict Administrator Editing: Allows you to prohibit fellow District Administrators and Campus Administrators from editing the assessment. Currently, they have that option, but this restriction will turn that option off. Teachers can never edit the assessment.
Remediation Settings: Learn about our remediation feature here.
Send: Sends the assessment to all the teachers with the parameters set up directly to their Lesson / Assessment tab. You can view the reports as they are completed by clicking on your Reports tab and clicking on the Common Assessment sub-tab.
Changing Distribution Settings
If you would like to adjust who the assessment has been distributed to, the start or end date, or any of the settings, click Distributed Assessments on your Lessons / Assessment tab. This will open up the Distributed Assessment Portal. Look here for the various features included in this portal.
A common problem is when a teacher has two of the exact same assessments in their account, like in the picture below:
This has happened because the original sharer of the assessment has shared the assessment twice. The original sharer's Shared Assessment Portal matches the recipient's Lesson / Assessment tab.
This usually happens because a new team member has joined a PLC/Data Team and needs to be sent the assessment. The original sharer hovers over the Actions button, then clicks on Share again, and each time this happens the assessment is shared with each team member. The new team member will only see one assessment, while all the original team members will see duplicate assessments.
To solve this issue, the original sharer will need to end both assessments and then re-share the assessment a third time for all team members. You will need to end both in order to make sure that when shared again, all team members have only one assessment.
To keep this issue from happening in the future, and to share to a new team member, or to re-share if someone didn't receive it the first time, see this section above.
All reports and data, no matter which assessment from the two a teacher has Activated, will aggregate and combine into one Report.
In other words, there are no data problems from duplicate assessments, and so this problem can also be ignored. Most teachers find it confusing and distracting, and it might be best to solve it for those reasons, but duplicate assessments will not affect grades, reports or scores.
Once an assessment has been shared, it cannot be edited from the Lessons / Assessment tab. If the assessment is discovered to contain an error, it can be adjusted from the sharer's Reports tab and Edit Key & Standards.
Please check our article here for how to do this.
Many teachers want to know how to delete a shared assessment from their Lesson / Assessment tab once they have completed the assessment.
A Shared Assessment can only be removed by the sharer of that assessment. In other words, if it is shared with you, you won't be able to delete it on your own. You can contact the sharer of the assessment ask them to end the distribution, as explained above.
In order to clean up your Lessons / Assessment tab with older shared assessments, many teachers also create a folder, labeling it "Shared with Me," and moving these assessments to that folder. That way they are out of the way and off your Lessons / Assessments list.
If you've shared an assessment with your team and designated an end date, and a teacher has begun grading it but left it unfinished (or paused), and has not clicked "End Session" to generate a report before the end date passed, then they will still be able to see the assessment in their list, but when they try to activate it or finish it, they will receive a message notifying them that it cannot be activated because it is expired.
They will also be given a link to automatically send an email request to the person who shared it to ask them to extend the end date for them and allow them to finish grading it.
Whether or not you received the email request, you can always extend a lesson's end date for a specified user.
Here are steps to extend an end date for a specific user:
- In your Lessons/Assessments tab, click the "Shared Assessments" button.
- Select the assessment.
- Select the View button to see the teachers.
- Remove all teachers except those for which you want to extend the date.
- Change the end date and then click Save.