Using the NOW Dropbox for eSubmission
- Tutors can distribute assignment materials and instructions;
- Dropboxes can be automatically opened and closed to submissions based on time and date or other conditions (conditional release);
- Extra time for individual submissions can be set up electronically.
- All submissions are automatically receipted and the receipt is visible to tutors and individual students;
- Except for group submissions, all submissions and feedback are confidential between the student and the tutor/s;
- Submissions can be limited to single or allow multiple files;
- Submissions can be stored and tracked as the Dropbox creates an automatic electronic submission trail/archive;
- Time spent in handling, collating and distributing assessment work among the module tutors is saved as all tutors can add to and access the Dropbox folders;
- Once the work is ready for return, the Dropbox can be used to provide online feedback both for individual students/groups and for the entire class;
- Students save time and money on printing, postage and travel;
Operation of the Dropbox
The basic steps for using the tool are as follows:
- The tutor chooses to make the Dropbox tool visible to student as a link in the top 'nav bar' see Making Dropbox available in a learning room below;
- Tutors create dropbox folders for managing submissions;
- Tutors (optionally) add information to support the activity such as instructions and links to resources or downloads;
- Tutors (optionally) set up for submissions to Turnitin UK originality checking service (see below)
- Students can access the folder via the navbar link or a link in the learning content. They read tutor instructions and download any attachments or view links;
- Students submit their work as individuals or optionally, as group members. The submission is receipted by the system;
- Depending on how the tutor has set up the dropbox, the submission is sent to Turnitin;
- Tutors review the material and any returned Turnitin reports;
- Tutors leaves feedback;
- Feedback appears for the student.
Tutors are automatically informed of new dropbox submissions; students are informed when feedback is available.
Dropbox issues and good practices
Inevitably, switching from paper-based submission to eSubmission will require some adjustment to administrative processes and ensuring that staff and students are familiar with and have confidence in the system.
Dropbox size limitations
The size of each dropbox folder is limited to 512Mb per individual (or Group). Students can also zip up their files which counts as a single file however, zip files cannot be submitted to Turnitin. The maximum file size limit (512Mb) still applies.
Turnitin Limitations
The maximum file size for submission to Turnitin is 20Mb. For Turnitin submission, larger sizes should be broken down accordingly. If you want to use Turnitin please remind your student to submit only the following file formats:
- Word (.doc(x))
- WordPerfect (.wpd)
- PostScript (.ps)
- PDF (.pdf)
- Plain Text (.txt)
- Rich Text Format (.rtf)
- HTML (.html)
- Zip files cannot be submitted to Turnitin
Anonymous submissions
If you need to make all dropbox submissions anonymous, please email the Elearning Help desk elearninghelp@ntu.ac.uk If you choose to take this route, submissions will be made anonymous in all Dropbox folders in the Learning Room. This can be reversed later.
Giving instructions to students on using the Dropbox tool
Especially where they haven't encountered the tool previously, you should make students aware of the following points (if you can do so, in-class demonstrations are particularly effective).
- Where to locate the Dropbox in the learning room, which Dropbox folders pertain to which assignments and the basics of how things work e.g. instructions, submission and feedback procedures. This is particularly important when using Turnitin;
- File size limits and format: remind your students that the maximum file size for Dropbox folders is 512 Mb and the maximum file size for submission to Turnitin is 20Mb.
- File naming - To assist tutors with managing submissions, students should follow an agreed formula for naming their submitted files.
- Any opening and closing times for submission (and late penalities if applicable)
- Receipt and tracking of submissions in the Dropbox - remind your students that Dropbox will record the time and date of their submission and that it will be automatically sent as an email.
This section presents the support guides for using the Dropbox. See other resources here.
| Topic | Description | Guides |
|---|---|---|
| Making Dropbox Available in Your Learning Room |
To check if your Learning Room currently has a Dropbox, look for the Dropbox heading on the navigation bar at the top of the screen. If not you will need to add the tool to the nav bar. |
Adding a tool to the learning room NAV bar |
| a) Setting up individual dropboxes (without Turnitin) | Individual dropboxes allow the students to submit in confidence i.e. only the tutor/s can see submissions and leave rich feedback. | Setting up an individual dropbox  |
| a) Setting up group dropboxes |
If you are considering group work and submissions then setting up a group dropbox is a good option. Group dropboxes allow students to see, read and submit the submissions by fellow group members to the dropbox. They can also share the reports from Turnitin. |
Setting up a group dropbox folder without Turnitin  |
| c) Using Turnitin |
The Turnitin checking service is integration with the Dropbox which makes it easy to submit to the dropbox AND to Turnitin. It's important to understand how to both set up for Turnitin submission and how to interpret the report that is generated. In considering this, and the variability of its use in NTU, it's essential to seek out school guidance on the interpretation and use of Turnitin reports in your modules. Also, you may want to allow students a degree of independent access to Turnitin reports to avoid unintentional plagiarism. A useful practice is to set up two folders: one folder for 'checking' (the Turnitin report is shared with the student) and another for 'final submission' (where the Turnitin report is not shared with the student). File size submissions to Turnitin are limited to 20Mb. See d) Giving Instructions to students for file formats accepted by Turnitin. Turnitin is also associated with GradeMark software. |
Setting Up TurnitinUK for a NOW Dropbox Folder  |
| d) Managing submission deadlines |
In most cases, you will want to set a submission deadline in your Dropbox (see guide). Some students leave submissions right up to the last minute and it is general practice to leave the main Dropbox folder open up to a few minutes past the deadline. Because you have control of the availability of dropboxes using the Restrictions tab, you can close one dropbox folder and simultaneously open a second for 'Late submissions'. |
Setting up submission deadlines in your NOW dropbox |
| Downloading multiple student submissions | Following the dropbox submission you will want to download, mark and provide feedback electronically. |
