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Setting up and Publishing a Course or Project Website


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Description
Creating a new site

- Build your own
- Use a template

Adding participants to a site
Adding participants who have Friend Accounts
UM Information Technology Policies and Guidelines
Deleting a Site
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Click here to see an ultra-simple outline of the site setup process.



Description

Please note that only UM instructors can create Official Course Sites. Instructors, researchers, staff and students can create Project Sites.

Certain commands that are found in the Worksite Setup tool and are described below are also available in the Site Info tool, which appears in the left-hand menubar of every course and project site. With the Site Info tool, you can revise participant lists, change participant roles, change the tools in a site, change information about a site, and more.

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Creating a new site

There are two ways to create a site in CTools:

1. Build your own

You can choose all your site's tools and details while you create it. To build your own site, begin with Step 1, below.

2. Use a template

You can use one of many templates that are prepopulated with tools and other features. Click here to learn about using templates to create a site. (Opens in a new window.)



Step 1

A... Open CTools:

http://ctools.umich.edu

B... Click the Login button in the upper-right corner of the window and log in.


C... If your workspace is not already open, click My Workspace in the left-hand menubar.


D... Click Worksite Setup in the menubar.


E... Click the New button in the upper-left corner of the main window.




Step 2

A... Choose the type of site you want to create by clicking a radio button.

- Course website -- For a website that will be used for an official UM course. (You'll also need to pull down the menu and choose the term.)

Note to students: If you don't automatically see a tab for your class when you log in to CTools, please do not try to create an official course website. Look here for information about where your course site tab might be.

- Project website -- For a website for a project or research.

B... .Click Continue.


If you are creating a Course Site, continue with Step 3.


If you are creating a Project Site, skip to Step 4 1/2, below.




Step 3

A... There are two ways to specify the course for your site. You can pick one or the other but not both.

If you are listed as the instructor of record for one or more courses in the course catalog, these courses, and their sections, will be listed. "CL" indicates a cross-listed course. If you select one or more sections of a course from that list, a course site will be set up for you now, and the rosters you have selected will be added.

If you are not listed as the instructor of record for a course, you can manually enter the course information. Click Still cannot find your course/section?. On the page that opens you'll see fields where you can enter the subject, course and section. Be sure to fill out the authorization request form to ensure that the roster will be attached to your course site

B... You can optionally add special instructions that may help the support staff authorize the site request. (This is not for approving or denying the creation of the site, but instead for approving or denying the linking of a roster to a site.)


C... Click Continue.


If you are creating a Course Site, continue with Step 4.


If you are creating a Project Site, skip to Step 4 1/2, below.

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Step 4

(For Course Sites only)


A... On the next screen, you can choose a language for your site. It will default to U.S. English.


B... You have the option of adding a long description and a short description of the site.


The long description appears on your site's homepage. The short description appears in the public list of sites on the CTools gateway, which is viewable by anyone.


C... Pull down the Appearance (Theme) menu and choose your department.


D... Click Continue. (And continue with Step 5.)



Step 4 1/2

(For Project Sites only)

A... In the window that opens, choose the correct options by clicking the radio buttons.

In what capacity are you creating this site?

- Student
- Faculty
- Staff

The primary purpose for this project site will be:

- Group project (e.g., course project, writing group, professional development)
- Study group (e.g., exam prep, reading group, skill practice)
- Club / organization (e.g., fraternity/sorority, cohort, student government)
- Research (e.g., scholarly lab group, grant proposal)
- Administrative (e.g., committees, campus initiatives, special events)
- Personal (e.g., file backup)
- Other


B... In the form that appears, type a title for the project site.

C... On the next screen, you can choose a language for your site. It will default to U.S. English.


D... You have the option of adding a long description and a short description of the site.

The long description appears on your site's homepage.

E... You can type in the URL for a specific icon to appear in the upper left corner of the site.


F... Click Continue

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Step 5

A... In the Worksite Setup window that appears, check the boxes next to the tools you would like for your site.

Click the category headings to view the tools.


(You can also add or remove tools after you have created your site. Click here for more information about how to do this.)


B... You have the option to reuse material from other sites you own.


If you would like to do this, click the radio button next to "Yes, from these sites:" and select the site or sites in the list.


To select more than item, hold down the CTRL key (Windows) or the Command key (Mac) and click your selections.

Note that in order to transfer resources from one site to another, you must have the appropriate tools in the "destination site." For example, if you want to transfer assignments from a previous site to a new site, you must include the Assignment tool in the new site. 

C. Click Continue.


D... If you checked the Web Content, News, or Email Archive boxes, after you click Continue on the Tool Selection page you will see a form for more information.

If you chose Email Archive you will need to specify an email address. This provides an easier-to-remember email address to use for sending email that is to be archived.

If you chose Web Content or News type a title for the left menu button for your Web Content or News window. For example, if you want the Web Content window to contain a weather website, you can give the button the name Weather.

If you leave "Web Content" or "News" as the title or if you leave the box blank, the button will be named "Web Content" or "News." (You can change the button name later using the Edit Tools tool, which can be accessed by clicking Site Info in the left-hand menubar of every site.)

E... Click Continue.

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Step 6 - Publishing your site

Publishing your site makes it available to site participants. After a site is published, you can still access it, add documents to it, etc.

You can publish your site now while you are creating it, or you can go back to your site later and publish it. Look here for information on publishing a site after it has been created.

A note about adding participants: After you have finished creating a project site, you can add participants. (See Adding Participants to a site, below.) Students are automatically added to course sites, though you may need to add someone yourself. You can add participants to your site whether it is published or not. However, participants will not be able to access your site before it is published.

A. Click the radio button next to either:

- Publish site
- Leave as Draft - accessible only to site maintainers

B. If you are finished creating your site and do not want to make your site joinable (project sites only), click Continue.

.

Step 7 - Optional: Making your site joinable (project sites only)

In addition to the participants you've added, you can open your project site so that anyone who can sign on to CTools can join it.

Important: People who join your project site can access the materials on your site. Sites with sensitive materials should not be made joinable.

Note: It is not possible to make a course site joinable. When you create a site for an official course, the students registered for that course will automatically become members of the site and can access the site once you have published it.

You can make a project site joinable either now while you are creating it (you must also publish it in the same "Global Access" window), or later. Look here for information on making a site joinable after it has been created.

Reminder: Sites with sensitive materials should not be made joinable.

A. Under "Global Access" (on the Change Access window) click the radio button next to either:

- Limited to whom I add manually
- Allow anyone to join the site with valid login id

B. If you choose the latter, you will also need to click the drop-down menu and select a role to assign to everyone who joins.

Members can see everything in your site and read, revise, delete and add their own content to a site.

Observers can see everything in the site, but cannot make any changes, additions, or posts.

C. Click Continue.



Step 8 - Final Steps

A. In the "Confirm your site setup" window, confirm that all the information is correct.

If you need to make any changes, click the back buttons in the CTools windows -- not your browser's back button.

B. Click Create Site.

After your site is processed, you can access it by clicking its link the blue banner across the top of the CTools window or in the "drawer," which you can access by clicking More Sites in the blue banner.

You can add participants to your site now that it has been created. See the next section, Adding participants to a site, for instructions.


Are you finding what you're looking for? Please send feedback about this online help guide to ctools-doc-comments@umich.edu Thanks! (For questions about using CTools, please click this link: CTools Consultants )


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Adding participants to a site


You can add participants to a project site using the steps below. If you are creating a site for an official course, the students will automatically be added to your site when they register. At times, you may need to add students yourself using the process described here.

You can add participants to a site as described below, whether it is published or not. Publishing makes it available to the participants.

If you would like to add a participant who does not have a UM uniqname, you can add a Friend account for them. See the next section for information about setting up and using Friend accounts.

1... Click Worksite Setup in your workspace.

(If you are not already in your Workspace, click My Workspace in the left-hand menubar.)

You will see a list of sites you have created and sites to which you have access.

2... Check the box next to the site that you would like to add one or more participants (or students) to.


3... Click Revise.


4... Click Add Participants.


5... Type a participant's uniqname. You can type more than one uniqname in the box.


6... Choose whether to give all your newly-added participants the same role or different roles.


7... Click Continue.


8... In the next window, if you chose to give all your participants the same role, pull down the menu by each uniqname and choose either:

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For course websites:

Affiliate - Can read, add, and revise content on sites in a particular department.

Assistant - Can read, add, and revise most content on the site.

Instructor - Can read, revise, delete and add both content and participants to a site.

Observer - Can read content on the site.

Owner - Can read, revise, delete and add both content and participants to a site.

Student - Can read content, and add content to a site where appropriate.


For project websites:

Member - Can read, revise, delete, and add their own content to a site.

Observer - Can read content on the site.

Organizer -Can read, revise, delete and add both content and participants to a site

Owner - Can read, revise, delete and add both content and participants to a site.


9 ... Click Continue.


10 ... On the next page, you have the option to automatically send email to the newly-added participants notifying them of the site's availability.


11 ... Click Continue.


12 ... Click Finish.

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Adding participants who have Friend Accounts


Friend accounts are available for users who do not have a UM uniqname.

If you would like to add a participant who does not have a UM uniqname, you can add a Friend account for them.  Friend accounts give non-UM affiliated students, instructors and researchers access to CTools sites.  Adding a Friend account is a multi-person process.

If you would like to see a video tutorial on adding a friend account to a site, click here:

Video Tutorial: Adding a Friend Account


For the person adding someone to the site:

1. You must have an email address from the individual you want to add.  He or she will use this same email address to create a Friend account.  Please make sure that this is an email address that is regularly used with a password that's easy to remember.


2. Add the email address in the same way you would add a participant's uniqname, except add it to the box labeled "email addresses" below the uniqname box.


3. Assign the user the desired role as described in the section above, and click Finish to complete the process.



For the person being added to the site using a Friend account:

1. Go to the UM Friend account setup page at:

https://friend.weblogin.umich.edu/friend/

2. Enter an email address.  Be sure this is the same email address that was added for you in the CTools site. 


3. The UMICH system will send an email to that email address.  Open that email and follow the instructions to set a Friend account password.


4. Once your password is set, you can log into CTools using your email address as your Login ID, and the password you just created. 

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UM Information Technology Policies and Guidelines


The website below explains the University of Michigan's most relevant information about technology policies and guidelines.

http://cio.umich.edu/policy/



Deleting a Site


Only the site creator can actually delete a site. To do this, go to My Workspace and click on the Worksite Setup link in the left-hand menubar. Click the box next to the site you want to delete, then click the Delete button along the top of the window.



 

 

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