There are a lot of ways to share an assessment through ALL In Learning and several great options and feature for you to choose from. You can share to your PLC/Data Team and to individual teachers.
Skip to the section below which best meets your need, or read through to get a great overview of the different sharing features.
SHARING AS A TEACHER OR CAMPUS ADMINISTRATOR
SHARING AS A DISTRICT ADMINISTRATOR
Sharing as a Teacher or Campus Administrator
Sharing assessments in ALL In Learning is primarily designed for sharing with PLC/Data Teams.
If you aren't yet in a PLC/Data Team, or if you would like more information on how this works 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 share with your PLC, click on your Lessons / Assessment tab, then hover over the Actions button and click on Share.
Note: The "Share" menu item may be in a different place on the Action menu item list on your screen.
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. Allow Copying?
Copying is offered by default and allows teachers who receive your assessment to copy the assessment you shared with them. Copying an assessment creates a brand new ID, which means that any edit or changes made to a copied assessment won't affect the original.
A shared assessment cannot be edited - by you, once it is shared, or by the recipient. A shared assessment has the same ID, so ALL In Learning automatically aggregates the scores for this assessment for your PLC/Data Team and Administrator reports. Any copied assessment, however, even if it has the same name, has a new ID. A copied assessment and the original assessment will not aggregate.
3. Allow Sharing?
Sharing 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 assessment will aggregate for administrator reports.
If you are the original sharer, and you leave this option open, please remember that even if you end sharing for this assessment, those assessments shared by others will remain open. Also, if you allow sharing but prohibit copying, and another teacher shares your assessment but allows copying, then the second recipient will be able to copy the assessment. Finally, you won't be able to delete a lesson or assessment as long as it is shared, and this includes shared by others. This means that even if you end sharing, but another teacher has shared the assessment as well and it remains open, you won't be able to delete the assessment.
Whether you allow Copying or allow Sharing is completely up to you and what your needs are!
4. Assessment Settings
Click on the "Show" box to set the Start Date and End Date for your assessment. This is a useful tool if you would like the assessment to be allowed only for a certain amount of time or unavailable for Activation until after a certain date.
Once you share the assessment, the other teachers will be able to see the assessment on their Lessons / Assessment list. It will show the Start Date and End Date, and if a teacher tries to begin the Assessment before the scheduled Start Date, they will see a message informing them that the assessment is not yet available.
5. Remediation Settings
Click on the "Show" box to set your remediation options for your shared assessment. By default, all three 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 set your parameters and have selected your PLC/Data Team, then hit Confirm to share the assessment!
Sharing assessments is primarily designed to be used with PLC/Data Teams or made available to the entire campus. As such, there is not a specific option which allows 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 in Step 2.
After you have shared the assessment, click on the Shared Assessment button at the top of your Lessons / Assessment tab, between Teacher Tools and Create New. This opens up your Shared Assessment 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 opens the parameters for that shared assessment.
To share to only one teacher, you need to adjust who the assessment has been distributed to. To do this, click on the "View" button across from the "Distributed To" category.
On the bottom will open up the list of the teachers who this assessment is currently shared to. Select all the teachers but the individual teacher who you would like to have the assessment and then select "Remove Selected."
Now the only teacher who will see and have access to this assessment is that individual teacher.
For more information on these Shared Assessment Dashboard, see below.
The Shared Assessment Dashboard is your way to adjust the settings for any of your shared assessments.
On the left are all your currently shared assessments. You can select any one of these to adjust the settings for that assessment.
The rest of this section will discuss each of these options.
1. Distributed To
Distributed To will show to who the assessment has been shared, as well as provide 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.
2. Start Date / End Date
These two fields designate 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.
3. Remediation Settings
These settings are the exact same as the original specifications when the assessment was first shared. Each of them can be adjusted, including a start and end date for remediation.
4. 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.
5. 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.
6. 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 not on your campus is different than sharing in any other way, in that it is not really sharing but rather sending the assessment to a teacher.
To send an assessment to a teacher not on your campus, please remember that this teacher will need to have an ALL In Learning account.
First, open the assessment with our Assessment Creator by hovering over the Actions button for the assessment and clicking on Edit.
If the assessment you wish to send has already been graded or shared, then you won't be able to edit it. Rather, first make a copy and send the copied version.
Once the Assessment Creator program is open, click on Slideshow and then 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
A District Administrator has the option of Sharing Assessments with specific campuses or Distributing the assessment to specific teachers, grade levels, or subject matter.
Sharing an assessment is limited to sharing to the campus as a whole to their Campus folder, which allows for copying, sharing, and the reports won't automatically aggregate. This option is perfect if a District Administrator has created a specific test for teachers, but data aggregation is not as important.
To share an assessment as a District Administrator, hover over the Actions button on your Lessons / Assessment tab and click on Share.
You will have the option to share to All Campuses, only specific grade-level schools, or to specific schools. Once you click "Confirm," the lesson will be posted on the Campus folder for each teacher in that campus.
District Administrators also 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!
For teachers, here are the instructions on assigning tags:
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.
In the picture below, you can see for the Math Class, the two required tags: Grade Level and Subject Matter, as well as a Custom Tag: Remediation Team.
For the District Administrator, to distribute the assessment, select the Distributed 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, you must complete the distributed 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.
The Assessment Settings and Remediation Settings can be set up on this page, as well, and the setting notes for these can be found here.
Hitting Send will send 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.
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 to 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 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 any 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.