Digipedagogical guidelines

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Microsoft’s analytics tools help with student guidance

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Learning analytics helps in teaching planning, student guidance and implementation development. There is a lot of information, the most important thing is to identify the most relevant information that supports the pedagogical model chosen for implementation.

Sway

Sway’s own analytics show the following information for a shared individual presentation:

  • views
  • time spent on average
  • what percentage have read through
  • how many have viewed the presentation
  • how many people have read the presentation
  • how many have deeply read through the presentation.

For example, you can use Sway’s analytics to get an idea of how many people have read the pre-shared material (flipped classroom).

The analytics information can be seen when you are logged in on the Sway home screen under the presentation.

Microsoft Stream

Currently, the service offers limited statistics related to videos. You can see how many people have watched, liked or commented on the video.

This instruction was produced in the APOA project. The APOA project is financed by the Ministry of Education and Culture. The project pilots and investigates the use of learning analytics in universities of applied sciences. More information about the project http://apoa.tamk.fi/

Recording Teams meetings and sharing the recording

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With this guide you will find out how to record Teams-meetings and check when recordings will be expired.

Saving Teams recordings  

You can record a Teams meeting by clicking “More options” (three points) and selecting “Start Recording” (picture below).  You will also stop recording from the same point choosing “Stop Recording”. 

When you start recording, also the speech transcription starts, i.e. speech is automatically written as text. Transcription can be used to subtitle a video. The default language at first is English, but you can change it behind the three dots in the upper-right corner of the transcription window.

To hide transcription, click the check mark in the upper-right corner of the transcription windows. To turn off transcription, click “Stop Transcription” on the menu (picture below).

Three dot menu in Teams meeting

Where to find the recording?

The storage location for Teams recordings is either OneDrive or SharePoint, as follows: 

  • A meeting recording that has been ”created” with a meeting invitation goes to the meeting host’s personal OneDrive, as well as Meet now meetings.  There is a folder Recordings in OneDrive, where recordings are found and can be shared.  
  • Team’s channel meeting’s recording can be found from Teams channel’s chat and is saved to SharePoint. Channel meeting’s recording is in team’s  folder in SharePoint. You can find it from the Files tab. The text found behind the” three dots” confusingly suggests to OneDrive.

The recording’s viewing rights can be administered either from OneDrive or SharePoint. Also, sharing the recordings can be done from these applications. 

Expiration of recordings

Teams recordings will be automatically expired and deleted The default recording retention time is 60 days from the recording date. The user can change this time if necessary, or select the option no expiration date, so that the recording will not automatically be deleted.

Expiration is defined in the location of the recording, i.e. SharePoint or OneDrive. Click the selection box in front of the recording file. A menu will appear on the right side of the screen, where you can define the expiration time. You can open the calendar from the calendar icon.

Tallenteen vanhenemisajan määrittäminen Defining the recording's expiration date

More guidance

Teams queries with Forms-application

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You can use Microsoft’s Forms to easily conduct quizzes and polls. In Teams, you can utilize Forms in several ways.

  • You can make a quick query to a channel. That means one question that is made on the message tab. It is suitable when you need fast opinions from colleagues or want to ask an simple question in the students’ teams.
  • You can import an existing Forms query as a new tab to your team or create a new query. It works well if there is a neef for wider and more permanent survey, such as recurring feedback form.

Teams built-in quick query

To start a quick query, click on the Forms-symbol below the message box. If the icon is not showing, you will find Forms behind the three dots -icon.

Forms query tab below the chat box in Teams.

Enter the question and answer options. If necessary, add more response options. You can also specify if there is more than one answer option. Click the Save button.

Now you see the query as it will show for the respondents. If the query is ready, click preview and then send. If necessary, you can also return to edit the question.

The question appears in the chat stream in Teams and can now be answered. The results will also appear immediately.

Forms query answers in Teams chat.

Forms in Teams

You can import an existing Forms survey to your Teams team or create a new one by choosing the + button from the Teams page’s upper edge.

New Forms survey -button in Teams

Forms application in Teams.

Click Forms, and then select whether you want to create a new form or if you want to import an existing one. Note that you also need to choose whether the tab will appear in the Collect Responses view or the Show Results view.

Options to choose a new Forms query or add existing one.

The display method you selected appears as a tab. You can also add both views as tabs if necessary. Note that all team or channel members can see the form, including the results.

More help and training

Scheduling and Sharing link to a Zoom Meeting

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Below you can find instructions on creating a Zoom meeting, checking meeting and other necessary settings, and sharing the meeting link. 

You can schedule meetings, or after opening a HAMK ServiceDesk ticket, webinars. Ordinary meetings fit up to 300 people, and with a special license of up to 500 people. Webinars fit up to 500 people. Read more about different kinds of Zoom meetings: Different types of Zoom meetings.

A meeting can be one time only, when a specific time slot is allocated (the meeting can be used 30 days after the scheduled time) or ”recurring”,  when the meeting link is valid for 365 days.  

First, sign in to Zoom, instructions: Log in to Zoom.

Scheduling a Zoom meeting

Instructions: Scheduling a meeting on a Zoom app. You can make a scheduled meeting recurring by ticking the ”Recurring meeting” box when creating the meeting. 

You choose in the meeting security settings, whether you use a passcode or waiting room. 

Schedule a meeting on web portal (browser)

  1. Go to web portal at hamk.zoom.us 
  2. Press the Sign in button. 
  3. Log in with HAMK userID and password using SSO-login. 
  4. Schedule a new meeting, one time or recurring.  
zoom web portal schedule a meeting button.

Schedule a meeting in Moodle

You can schedule Zoom meetings directly in Moodle with Zoom LTI Pro -activity, instructions: Adding Zoom Activity to the Moodle Course Area and Scheduling Meetings.

Using Personal meeting ID

  • Use if you want to use the same link to Zoom meetings. Instructions: Personal Meeting ID in Zoom. Check the settings to make sure you are always in control of your own personal meeting room.

Using the Zoom plugin on Outlook

HAMK personnel can install the plugin from Software Center. You can schedule meetings directly from the Outlook calendar.  Note, when operating in the calendar you still need to be signed in to the Zoom application.   

  • If the aim is merely to form a link, that can be used constantly, it is most likely not purposeful to make an Outlook meeting.  In this case when schedulin a meeting choose ”Other Calendars”, and no single Outlook meeting will be created.  
  • If after creating a recurring meeting you make an Outlook reservation to a specific time slot, the meeting will be from Zoom point of view a single meeting. The meeting will be moved to list of one time -meetings in Zoom from the list of recurring meetings.
  • If you define recurrence to the Outlook meeting, it will stay recurring in Zoom.  
  • If you remove a meeting scheduled through Outlook, the Zoom link and the meeting reservation will be removed.  

Meeting settings for security and smooth operatios

You can define settings when scheduling the meeting and change them afterwards. Use consideration of how and who can join the session you set up. In addition to the pre-defined settings for the session, you can influence the functions available in a meeting more extensively from the web portal settings, instructions to check the more extensive settings and during the session, instructions: functions during the session. More specified instructions to meeting settings on Zoom Help Center.

  • Adding passcode (included in the meeting link, can be removed and the plain link can be shared.)
  • Using waiting room. Additional information: Waiting Room. In principle users logged in to Zoom account of HAMK will be moved straight to the meeting, instead of waiting in the waiting room.
  • Only authenticated users can join – the user is required to log in to Zoom before joining a meeting. Instruct the user to sign in with SSO so the participants log in with HAMK user account. Instructions: Logging in to Zoom. Participants from other organizations need to have some Zoom account to log in too, when this settings is on.
  • Allow participants to join anytime – enables participants to join before the host. When this is in use the host has no control of the meeting. Everyone with the meeting ID can join the meeting and start it.
  • Automatic recording of the meeting. 
  • Alternative hosts – add an email address for the person you want to act as a co-host. If the alternative host joins before you, he will become the host of the meeting. If he joins after you he will be the co-host, who, e.g., has the right to control the meeting participants.
    • Only HAMK addresses can be added as alternative hosts, persons outside HAMK must be changed to co-hosts during the meeting. If a HAMK ID is not found, ask the user to sign in (Logging in to Zoom), so the ID is then created and can be added to the text box.  

Editing the additional meeting settings on Zoom web portal

 Go to Zoom web portal: https://hamk.zoom.us/meeting. Open the meeting to be edited and click Edit this meeting.

Zoom account’s general settings are managed in the Zoom web portal. These settings and affect, e .g., default settings in meetings. 

How do I share the link to participants?

  • Use consideration of how and to whom you will provide a direct link to the session, if the event is also intended for participants outside HAMK.
  • Do not share a direct participation link to the meeting on social media. If the link is shared on a public communication channel, it will be available to everyone.
  • Instead of sharing a direct participation link to the meeting, it’s a good idea to share the link, for example, to the web page of the event to which the Zoom meeting relates. Linking to this event page will immediately give more context to the reader, what kind of occasion it may be, without having to join the actual session.
  • You may also want to consider registering through another service or registering with Zoom (to be added on Zoom web portal).

How do I start the meeting? 

Instructions: Starting the meeting. If you aren’t recognized as the meeting host, please leave the meeting, make sure you have logged in to Zoom and Join/Start the meeting again.

Can I host simultaneous meetings scheduled by me?

This is not possible. If the same user’s meetings are started, the previously started meeting can be cut off. 

EXAM for electronic individual exams and maturity tests

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EXAM service and electronic exam concept provide a flexible way of taking monitored exams and maturity exams in four HAMK campuses. Additional instructions can be found at https://wiki.eduuni.fi/display/CSCEXAM/EXAM+for+students.

House rules of the exam studio

  • Store your belongings in a locker outside the studio.
  • You are not allowed to leave the exam room before completing the exam. (No toilet visits!)
  • You are not allowed to talk with other students in the exam room.
  • Do not walk or move unnecessarily during your exam.
  • There is a recording camera and microphone surveillance system in the exam room which is used to supervise students taking the exam. Records may also be checked afterwards if there is any reason to suspect cheating.
  • Sanctions will be imposed against any student who is found in breach of examination regulations.

The EXAM process

exam process at hamk.

Enrolling to the exam

  1. Teacher prepares the exam either for the whole study group or personally to someone or creates a maturity test.
    • The exam time period is adjusted and during that period a student can take the exam whenever he/she wants in any of HAMK EXAM studios.
  2. You log into the EXAM service exam.hamk.fi, search the suitable exam, register for the exam and book an exam time. If teacher prepares individual exam you’ll an email with brief link for booking the exam time.
    • The exams start only on the hour.
    • The EXAM studios are located in Hämeenlinna, Riihimäki, Valkeakoski and Forssa campuses.
  3. You will receive confirmation email with instructions for entering the EXAM studio. The instruction includes the number for the computer spot.

Editing, cancelling or removing the enrollment

If you are not able to do the exam in the reserved time you must cancel the booking. A reservation not canceled will be counted as an attempt.

  1. Log into the EXAM service exam.hamk.fi,
  2. You’ll see your future reservations in the dashboard. From three dots you’ll be able to edit or cancel the reservation. In order to remove the booking  you need to cancel it first.

Entering the campus

  • When a HAMK student has an access card to use on campus doors: the exam time is free to choose from the EXAM times available. No separate access card or such is required to enter EXAM studio.
  • If HAMK students don’t have an access card, they choose an EXAM time slot on office hours on weekdays for the EXAM studio of Hämeenlinna University Centre to ensure passage through the campus doors.
    • If necessary, students can obtain the access tag from HAMKo’s office.
HAMKOn opiskelijakortti exam
Kulkukortti exam

Entering the studio

  1. Before the exam occasion, make sure your username works and you have access through the outside doors of the campus. All EXAM studios are always accessible. When the campus doors are locked, you may need a pin code that you have placed in the locks in addition to the access tag.
  2. Store your belongings in a locker outside the studio. You must not take anything else to the studio other than just a water bottle and an ID in addition to a face mask.
    • If you have has special needs, your teacher must be informed before enrolling on the exam.
  3. Enter the studio not earlier than five minutes before the scheduled time.
    • EXAM room video surveillance system includes live streaming, recording video and audio. You can access the room only with her personal key card or pin code which is saved and logged into the room reports.

Logging in to EXAM computers

login to exam computers

Taking the EXAM

  • When you have logged in and taking the exam, there is a timer that shows you the time left.
  • You can answer the questions in any order.
  • The system autosaves your answer within few minutes intervals. Also, moving between questions autosaves the answer. Note that if you delete your answer, the system may autosave the empty answer!
  • When you are ready, return to the overview. Be sure to attach any attachments before you finish the exam.
  • Click on the “Submit! “button.
  • Remember to shut down the computer.

After the exam

After taking the exam the teacher will assess it.

What to do in problem situations?

  • The building is closed: have you checked the opening hours? Unregister and make a new registration. When needed, contact your examiner.
  • The computer does not start or does not work properly: check all cables and restart.
  • The browser (Firefox) does not start: Restart the computer.
  • The system gives an error message: close the browser and retry a few times. If the problem continues, contact the janitor. Wait for the information about whether to start the exam or not.
  • The browser or computer jams or crashes in the middle of the exam: Restart the computer and browser, log in and continue with the exam.

Exam visit

  • Exam visit means that you take your own university’s exam in another university’s EXAM room.
  • HAMK students log in to HAMK’s EXAM, register for the exam as usually, choose another university’s EXAM room as their exam position, and book exam time. Printed exams are not available on exam visits.
  • Before booking a time for your exam in another university, please check the university’s rules and regulations as well as opening hours and how to access the exam room. List of universities where exam visits are possible: e-exam visit, web page.
  • When you go to take your exam, you log in to the other university’s EXAM with your own university’s user id and password.
  • Further instructions for making an exam room reservation from external institution: Exam consortium’s instructions for an exam visit (web page).