OnTrack

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OnTrack is a web assessment tool that provides students with a task oriented approach to portfolio assessment to stay aligned by completing tasks as part of their learning. Students will work through a series of tasks in order to achieve a target grade to complete their unit learning outcomes.

OnTrack helps students to achieve their learning outcomes by taking the focus away from grades and placing the importance on learning of the content delivered by the unit. Grades will not be allocated for tasks during the course of their learning, instead, their learning will be assessed using the learning outcomes at the end of the unit.

The above will be achieved by the summative assessments completed at the end of the unit, by determining student grades with the evidence they present in their portfolio. The portfolio will consist of work that the student complete as part of tasks assigned in the unit. These tasks are designed in order to help students learn and demonstrate their achievements as part of learning outcomes of a unit.

To get started with creating and managing a unit in OnTrack, ensure your account is of the correct permission level.

  1. Log in to OnTrack.
  2. Select Manage Units from the Administration dropdown in the top right menu.
  3. Select Create unit button at the bottom right corner.
  4. Enter the name and unit code of the unit.
  5. After the unit is created, select the newly created unit from the list of units.
  6. Now that the unit is created, there are a number of settings which must be populated before the unit can be properly used. Please follow the steps below.
Unit Details

Select the first tab: Unit Details.

Ontrack Unit Details tab

Enter all details:

  • Unit Code
  • Unit Name
  • Unit Description
  • Start Date
  • End Date
  • Active (Whether or not the unit will is open)
Learning Outcomes

Select the second tab: Learning Outcomes.

Add learning outcomes for the unit by filling the fields in the Add Outcome modal. You can also modify or delete the previously added learning outcomes.

Learning Outcomes can also be batch uploaded or downloaded, by using the CSV file upload/download panel at the right-hand-side.

Staff

Select the third tab: Staff.

The staffs for a unit will include the unit chair and tutors. These staff can easily be added to the unit by searching for the staff member’s name, and then selecting the Add Staff button.

Note: The search field will auto-complete the staff members name. If the staff member you are trying to assign to a unit is not appearing, ensure the name is spelled correctly, and that the user has previously added to the OnTrack system. Refer to Assign staff to a tutorial guide for more details.

Tutorials

Select the fourth tab: Tutorials.

Tutorials include the physical and cloud / online tutorials for a unit for which students will attend. Each tutorial will have a tutor from the teaching staff for the unit assigned.

To create a new tutorial, simply select the Add Tutorial button, and fill in the fields in the modal. This includes:

  • Abbreviation – A short abbreviation for the unit, example: LA1.
  • Location – The room code for the tutorial. If the tutorial does not have a room, you can chose the text, for example Cloud.
  • Day – The day of the tutorial.
  • Time – The time of the tutorial.
  • Tutor – The staff member who will be taking the tutorial. This is the tutor who will receive the student submissions for the unit.

After completing the modal, simply select Create to create the tutorial.

Students

Select the fifth tab: Students.

Students is the list of students who are enrolled into the unit. You can enroll students by batch, or manually. Refer to  Enrol and Manage Users guide for more information on how to enroll and manage students.

Tasks

Select the seventh tab: Tasks.

The tasks are the individual learning tasks which your students needs to complete in a unit. Refer to (Insert link) Create and Manage Tasks guide for more information on how to create and manage tasks.
Ontrack Tasks tab

Task Alignment

Select the eight tab: Task Alignment.

Task Alignment is the relationship between a task, and each of the learning outcomes which were entered in a previous step. You should align each task to demonstrate how strongly it relates to a learning outcome.

For example, in this screenshot, task 1.1P Strongly (5/5) aligns with the CT learning outcome (Critical Thinking), but only weakly (2/5) aligns with the W (Writing) learning outcome. You can present a rationale for each alignment.

Groups

Refer to Create and Manage Student groups guide for information on creating and managing student groups in OnTrack.

Each tutorial in OnTrack should have an assigned teaching staff member, to ensure that the submissions for the tutorial are directed to the correct teaching staff.

To assign a tutor to a tutorial:

  1. Log in to OnTrack.
  2. Select Manage units from the Administration dropdown in the top right menu.
  3. Next, click on the appropriate unit to administer.
  4. Select the Staff tab to ensure that the tutor you wish to assign is enrolled in the unit, and has the correct permission.
  5. Once that is done, select the Tutorials tab.
  6. Select the tutorial in the list you wish to assign a tutor to.
  7. In the Tutor field, type the name of the appropriate tutor and select the tutor name from the dropdown.
User accounts in OnTrack include both student and staff accounts. There are two ways to create user accounts, manually and batch.

Edit an existing User
  1. Log in to OnTrack.
  2. Select Manage Users from the Administration dropdown in the top right menu.
  3. To edit an existing user, select the user in the list, and this will open the Edit user modal.
  4. From this menu, you can edit the following fields:
  • First Name
  • Last Name
  • Preferred Name
  • Email
  • Avatar
  • System Role – Student | Tutor | Convenor/Unit Chair | Administrator.
Create a New User
  1. From the Manage Users page, click the Add New User button on the bottom right to open the Create User modal.
  2. This is identical to the edit user modal previously discussed, however, you can also set the username for the account.

Note: You cannot change the username.

Batch Import/Export Users

Users can be batch imported and exported by using a CSV file. To find the format of the CSV to be uploaded, you can click the download button in the users export panel to view the format, even if there are no users enrolled.

There are 4 options for administering students in units:

  1. Batch enroll or withdraw students
  2. Manually enroll or withdraw a student
  3. View and change student class allocations
  4. View student page

All of these actions take place in the student tab of the unit administration page.

  1. Log in to OnTrack.
  2. Select the Administer Units section.
  3. Click on the unit you are administering.
  4. Finally, select the Students tab.
  5. From the students page, you can perform the various student administration tasks.
Batch Enroll / Withdraw

The batch enrollment section is located on the right hand side of the page. You can batch enroll students by dropping a CSV file with the student details. To view the format of the CSV required, simply download the current student enrollment (even if there are no enrolled students), to view the format and fields required.

  1. Select the blue Batch Enroll or red Batch Withdraw button in the batch upload panel
  2. Simply drag and drop the batch CSV, or select the dotted upload block to open a file navigator.
  3. After processing, OnTrack will alert you to any incorrect fields / errors.
Manually Enroll

To manually enroll a student, click on Enroll Student on the bottom right-hand side of the page, and simply enter the student ID and tutorial code.

Note: The student account must already be created in OnTrack, you can ensure this by asking the student to log in once. If the Tutorial Code is left blank (if not known), the student will still be enrolled, however no tutorial will be assigned.

Manually Withdraw

To withdraw a student from the unit, click the green tick box in the Enrolled column for the appropriate student.

View or Change Student Allocation

The student class / tutorial allocation is listed in the Tutorial column, with a dropdown box highlighting the currently assigned tutorial code.

To change this allocation, simply select the dropdown box and change the tutorial to one of the other options presented.

View student page

Any other actions to be performed on an individual student are accessible from that student’s individual profile page. This is accessible by clicking the blue link in the username column.

To manage students in a group, first you need to ensure your unit has group sets setup. A group set is a definition of the types of groups you can have in a unit. To setup a group set:

  1. Log in to OnTrack.
  2. Select Manage Units from the Administration dropdown list.
  3. Select the unit you wish to administer.
  4. Select the Group tab (last tab).
  5. Select New Group Set button at the bottom right corner. You will now see a new group created in the Group Set list, select the edit button to edit the following options:
    • Name – The name of the group set, by default this is called “Group Work”.
    • Create Groups – Who has permissions to create new groups in the group set, “staff only” or “staff and students”.
    • Manage Groups – Who has permissions to manage groups in the group set, “staff only” or “staff and students”.
    • Restrict to Tutorials – if true, then only students from the same tutorial can be in a group.
  6. Select Save then select the group set name in the group sets list to view more information:
    • Create a group of students in the group set, by typing a group name, and selecting Create Group button:
      OnTrack New Group
    • Add students to the group by typing the student name and then selecting Add Member button:
      OnTrack Adding Members

You can also export and import CSV files for batch group allocation. To view the correct format of the CSV file for import, you can export the CSV by selecting Download CSV.

Tasks are one of the most important aspects of running a unit in OnTrack. We will take a look at how we can create and manage tasks.

  1. Log in to OnTrack.
  2. Select Manage Units from the Administration dropdown.
  3. Select the unit you wish to administer.
  4. Select the Tasks tab.
  5. You will now see a list of tasks, or an empty panel if no tasks have been created in the unit.
Creating a task

In OnTrack, there is no difference in how you create and edit a task. Let’s take a look at how to create a new task.

  1. Select the green Add Task button in the Task List panel.
  2. Underneath the Task List panel, you will see the Create Task panel, with the following tabs on the left hand side (from top to bottom):
    • Task Description – The general information of the task.
    • Submission Details – The submission requirements students will need to meet in for the task to become complete.
      OnTrack Task Creation Submission tab
    • Task Resources – The task sheet or other resources used to help students complete the task.
    • Plagiarism Detection – If enabled, the percentage similarity where OnTrack creates a warning.
Batch upload or export of tasks

In OnTrack, you can batch import or export task definitions from the same tasks page. To do this, go to Tasks tab, and on the right hand side you will find:

  • Batch Upload Task Definitions
  • Download Tasks
  • Upload All Tasks
Student List

The student list is an important part of OnTrack, which shows all enrolled students in a unit, information such as student class allocation, and an overview of a student’s progression through a unit.

To view all student list,

  1. Log in to OnTrack.
  2. Select the unit from the Units You Teach list, then from the top-left menu, select Student List.
  3. You will see a list of students enrolled in the unit. The list is cut at 15 students per page, with pagination running across the bottom of the page. By clicking anywhere in a list, you will be taken to the student’s profile page, which shows individual tasks status, their target grade, and burn down chart.

The student list is broken down into a number of sections:
OnTrack Student List

Search bar and filter

The search bar allows you to search and filter for:

  • Student Name: The search for students with matching names.
  • Tutor Name: The students presented will belong to the tutor searched for.
  • Tutorial Filter: By selecting the dropdown on the right hand side, you will be able to apply filters such as:
    • All tutorials
    • My tutorials
    • Sort By Grade
    • Sort By Plagiarism
    • Sort By Portfolio Status
Basic Information

The left hand panel lists the Student ID, and Name of each student. You can sort by Student ID or Name, and by default the list is sorted by Name, indicated by the blue triangle next to name.

Stats/Progress

The progress bar in the stats column shows a quick-view of the student’s progress through the tasks in the unit. For example in the screenshot below, student_23 has failed 25% of tasks, not started 25% and completed 50%. You can also sort by progress – an easy way to view students who are not progressing through the unit quickly enough.

OnTrack Progress Chart

Flags

The flags column provides one of three icon:

  • Target Grade – Letter/s indicating the target grade, for example student_23 is targeting a credit C grade.
  • Portfolio Generated – if the Book icon is present, then the student has generated a portfolio in the unit.
  • Eye icon – If OnTrack has detected possible similarities between student work, then an eye icon will be present.
Tutorials

The tutorial dropdown column shows which tutorial the student is currently enrolled in. This can be easily changed by clicking the dropdown and changing the tutorial.

Action Buttons

On the bottom-right hand side of the page, there are two buttons:

  1. Export CSV: Exports a CSV of the information presented including name, student ID, progress, flags and tutorial allocation.
  2. Enrol Student: Manually enrolls a student into the unit.
Task List

The task list simply lists each of the tasks in a unit. To view Task list

  1. Log in to OnTrack
  2. Select the unit from the Units You Teach list.
  3. Then, from the top-left menu, select Task List.
  4. It is broken down into three panels shown below:OnTrack Task List
  • Task List
    The first panel, located on the left hand side, is the list of tasks in the unit. Selecting a task will automatically update the shown task PDF and task details.
  • Task PDF
    The center panel displays the task sheet Pdf which will be presented to students.
  • Task Details
    The task details, located on the right panel, show the intended learning outcomes for the selected task, the description, and key information such as the task level, target date, and due date (if applicable).

Note: Task information cannot be changed from the task list. You can change from the Unit Administration -> Task tab.

Marking student submissions in OnTrack is done through the Task Inbox page.

  1. Log in to OnTrack.
  2. Select the unit from the Units You Teach list.
  3. The task inbox is divided into 3 panels:
    • Task List, the left panel
    • The Submission, the center panel
    • The Comments, the right panel.
  4. To mark a submission, select the task from the task list, and view the submission in the center panel. There are a number of possible states you can place the task on, which are located on the bottom of the submission panel. In sequence of appearance these include:
    • Fail
    • Mark As Feedback Exceeded
    • Redo
    • Fix and Resubmit
    • Discuss
    • Demonstrate
    • Complete
  5. A description of each of these states can be read by hovering your mouse over the state:
    OnTrack View State Details
  6. Select the desired state for the submission, and the state will instantly be updated:
    OnTrack Task Marked Updated
  7. Leave a comment at any time during this process, you can leave a written, audio or image comment on the task. These comments are specific to each individual task between the teaching staff and the student. To leave an audio comment, simply click the Microphone icon, and click Record. Ensure you are using a modern browser if audio comments are not working. Image comments can be uploaded by dragging the image into the comment field, and clicking Send.
At the end of each teaching period, student portfolios need to be assessed and final numeric grades are to be awarded. There are four steps to this process:

  1. Select the student
  2. Review their progress
  3. View their portfolio
  4. Select a grade

These steps are elaborated upon in the following sections.

Selecting the Student

The first step in assessing the student portfolios is to switch view, and to select the student to assess. The following image shows this page in action.
Ontrack student portfolios select student

  1. Switch to the Student Portfolios section in the staff view to start assessing student portfolios. This page should contains all of the necessary details to perform the assessments.
  2. The Select Student tab is focused on selecting the student. The body of the page contains a list of students, their target grades, task status, and awarded numeric grade.
  3. You filter the student list with a search term that looks at student identifiers, names, and tutor names.
  4. Buttons on the right of the table header allow you to filter the student list. The first filter allows you to switch between all student and students with a portfolio. By default only students with a portfolio will be listed in the table. If you want to enter grades for students without portfolios you can change this option to show all students.
  5. The students can also be filtered to show all students or my students. By default all students are shown. Selecting “my students” filters the list, to show only the students in the tutorials you are teaching.
  6. Lastly, students can be filtered by target grade. By default all students are shown, clicking on the “P” will only show those aiming for a Pass grade, “C” will show only those aiming for a Credit grade, and so on. It should be noted that multiple filters can be applied. If you select students with a portfolio, my students, and P as filters, the list will only contain students in your tutorials who have a portfolio, and are aiming for a Pass grade.
  7. Click on each row in the table to select the student to assess.
  8. This tab also includes buttons to download all of the student portfolios (a slow process) and to download student grades. Downloading portfolios will download a zip file containing all of the student submissions. Downloading grades will download a CSV containing student identification details along with the final numeric grades and rationales.
Reviewing Progress

Once a student have been selected, you can switch to the View Progress tab to review their progress in the unit.
Ontrack Student Portfolios View Progress

  1. Select the View Progress tab to show the students progress in the unit.
  2. The main objective here is to review the Task List. Colors here indicate the task status for each of the student’s tasks. These should be linked back to your unit assessment criteria, and should give you a quick way to verify the grade the student has achieved. Hover over the tasks to see additional details if needed.
  3. Graded tasks in the list will have the grade awarded next to the task abbreviation. Similarly, tasks with quality points will have the number of points awarded shown.
  4. The burndown chart shows the rate of student progress. You can use this to inform your assessment of the student’s portfolio. Ideally, the students To Complete line should be close to or below the Target line.
  5. In some cases students may have completed tasks for higher grades that are now shown. You can view and change the target grade to quickly get a sense of the proportion of each of the grades the student has completed. It would be advisable to return it to the original target grade when finished.
  6. Use this page to get a quick overview of the students work, and to set your expectations for their portfolio.
View the Portfolio

Now you are set to review the work in the student portfolio, select the View Portfolio tab.
OnTrack Student Portfolios View Portfolio

  1. Select View Portfolio, and the page will download and display the portfolio for you to review.
  2. The PDF will appear in a viewer as the main body of the panel. You can scroll to view different sections.The portfolio will start with the learning summary report. This should outline the grade the student is applying for, and how they believe they have met this grade. Reflections within this report should confirm the general picture you received in the view progress page.Following the learning summary report is a table of contents that will allow you to switch to any of the tasks the student has included. You can click the items in the table to jump to that part of the PDF.Use the status and importance of a task to determine which tasks to review.Tasks signed off as Complete, Discuss, or Demonstrate should not need to be checked. These have been checked and indicated that they meet the desired qualities. Items still on Discuss or Demonstrate at this point have been checked, but the student has not subsequently discussed or demonstrated these to their tutor.Other tasks may need to be checked. In general you should have key tasks that you will focus on, if they are not complete you will need to check to see determine which grade to assign.
  3. If needed, you can download the Portfolio PDF.
  4. The key at this point is to remember that the work has already been assessed during the formative feedback within the teaching period. At this point the focus is on identifying an appropriate grade for the work presented. If this is requiring a large amount of time it would be advisable to review the task design to help ensure you have key tasks that indicate the achievement of each grade.
Assigning a Grade

The final step is to enter the grade for the student.
OnTrack Student Portfolios Assign Grade

  1. Select the Assess Portfolio tab
  2. Enter a rationale. This is text for other teaching staff in the units to help indicate why that particular grade was awarded. This is not shown to students, but can be used if a students wants to review their grades.
  3. Select the grade to associate with the work presented.Numeric grades are setup so that the difference between grade bands is larger than the difference within the grade.In general the x3, x5, x7 (eg 53, 55, 57) are the main scores awarded for a particular grade. These represent poor, average, and good outcomes within that grade band. Qualities necessary for higher scores should be indicated in the unit assessment criteria and can include things like quality of reflections, timeliness of submissions, quality of work, other factors, or a combination of these.The 50, 60, 70, and 80 scores are used as indicating a borderline result – something only just sufficient for that grade.Clicking the button will record the score and save the rationale. If you update the rationale, remember to reselect the grade to save both.Grades are not shown to students, and should be reported in other ways.
  4. Once a grade is recorded you can switch back to the Select Student tab to assess the next student.
  5. Final grades can be downloaded using the Download Grades button on the Select Student tab.
There are a number of different statistics available within the OnTrack, which can be viewed at any time during a unit by the teaching staff. We will explore how to view and interpret the different types of statistics. To view all unit statistics:

  1. Log in to OnTrack.
  2. Select the unit from the Units You Teach list.
  3. From the top-left menu, select Unit Analytics.
  4. You will now be presented with the unit analytics page.
Unit Statistics

The first tab provides two CSV download options:

  1. Task Completion Statistics – A breakdown of each student’s progress through the unit tasks.
  2. Tutor Assessment Statistics – A breakdown of the number of tasks assessed by each tutor in the unit (useful for calculating marking pay)
Task Status Statistics

Task Status Statistics provides a breakdown of each task’s status. For example in the image below, ~28% of the unit’s tasks are complete.

Ontrack Task Status

Most of the statistics can be broken down into 3 categories noted by the three-switch at the top-right.

  1. Building Icon – indicates the shown statistics are throughout the whole unit.
  2. Pencil Icon – indicates the shown statistics are throughout an individual tutorial.Ontrack Switch View
  3. Chart Icon – indicates the shown statistics are broken down by task.Ontrack Switch View

Note: These categories apply to multiple statistics views.

Task Completion Statistics

Shows the distribution of tasks completed in a unit. In the below example, this can be interpreted as out of the 10 tasks in the unit (Y axis), students have completed 3.5 on average.

Ontrack Task Completion

Target Grade Statistics

Shows a breakdown of target grades chosen by students:
Ontrack Target Grade

Task Statistics

The task statistics page simply shows every student’s progress in each of the tasks. Each bubble represents a tutorial, and the size of the bubble represents the amount of students in the tutorial. The placement of the tutorial across the X axis shows which state the task is in. In the example below, most of the tasks are in the “not started” state:
Ontrack Task Statistics

  • Administrator – Someone who has permissions within OnTrack to create and manage the OnTrack system. May or may not be a member of teaching staff.
  • Unit Chair/Convenor – The teaching staff member primarily involved with running a unit.
  • Tutorial – A group of students within a unit grouped by time and location. Campus tutorials have a room number, cloud tutorials may not.
  • Tutor – A member of the teaching staff, who is responsible for the marking of student task submissions for a given unit’s tutorial.
  • Unit – The subject or unit of study, for example: Introduction to Philosophy.
  • Task – An individual piece of work a student may be asked to complete in a unit.
  • Learning Outcomes – The academic outcomes which students will achieve at the completion of a unit.
  • Task Alignment – How closely a given task is associated with each of the learning outcomes.
  • Task Status/Task Grade – One of the possible task statuses a task can be on:
    • Fail – Not successfully met the requirements of the task.
    • Feedback Exceeded – Task has been submitted too many times, with the teaching staff concluding that the student is not heeding feedback.
    • Redo – The task has been assessed to be of low quality, or inappropriate, and should be restarted.
    • Fix and Resubmit – The task is on the right track, but needs to be improved or fixed.
    • Discuss – The tutor is happy with the submission, and would like to discuss the task with the student.
    • Demonstrate – The tutor is happy with the submission, and would like the student to demonstrate the work.
    • Complete- The tutor is happy with the submission, and it is ready for inclusion in the portfolio.
  • Portfolio – A collection of student tasks (submissions) throughout a unit, which provides evidence of student learning. Student and tutor comments are included in the final document, and it is this document which is used to assess a final grade for the student.
  • Target Grade – The grade which a student is aiming for, which dictates the sequence of tasks which should be completed in the unit. One of: Pass, Credit, Distinction, High Distinction.
  • Task Inbox – The list of tasks which have been submitted by students, for assessment and feedback from the student’s tutor.
  • Task Definition – An assignment-like document which details what is expected and required of students for satisfactory completion.
  • Plagiarism – In OnTrack, plagiarism refers to a report containing information about a possible case of student plagiarism.
  • Gravatar – The system which provides profile-photo support in OnTrack.
  • Student Groups – groups of students either within a tutorial or a unit, which allows submission of group work, rather than individual task submissions.
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