Create ePortfolio Course Staff Accounts (Ultra)

Account types

There are three different levels of access available in the ePortfolio software:

Assessor

For Tutors, Clinical Educators and Preceptors

Can only view and mark assignments submitted or allocated to them to mark
No access to edit or change TOCs (Table of Contents), Assessment instruments (rubrics) or forms.

Assessor - Administrator (Limited) Override

For Course Coordinator or School Administration staff

Can view all assignments submitted and transfer assignments to other staff to mark.
Can create and edit TOCs (Table of Contents), Assessment instruments (rubrics) and forms.
Can add external assessor accounts and send out external assessments.

Guest

For External Assessors, Practicum Supervisors, Placement Supervisors and Preceptors

Can only view and mark assignment submitted to them to mark.
Access is via an emailed link.
External Assessor only need to enter their email address to access to the ePortfolio (no passwords).
They have no access to view the rest of the ePortfolio.
There is an option for students to add External Assessors "on the fly" if they have not been previously added to the ePortfolio system when submitting an assignment.
Note: The "on the fly" option is not available if students are using the Journal tool.

The icon which shows your level of access is located to the left of your name in ePortfolio.

icon displayed

Note: Staff accounts must be set up before students are able to submit assignments to them to mark.

Note: The roles Administrator Override, Clerical Override, Reporting Override and Sub-Administrator are not in use at UQ. For more information on user types, refer to the User Type Permissions guide by Anthology.

Activate assessor accounts or renew expired accounts

Go to Learn.UQ (Blackboard).
Click on the ePortfolio link.
Accept the Chalk and Wire (ePortfolio software) agreement.
The ePortfolio landing page will be displayed and your account activated.

Note: If you do not have access to an ePortfolio course link, you will need to log a job to have an account added to the ePortfolio. Email help@elearning.uq.edu.au with the subject line ePortfolio account.
You will need to provide the following information in the email noting that your username is repeated in 2 separate columns.

First Name

Last Name

Email address

username

Note: It is possible to have staff accounts uploaded in bulk if necessary, see below.

Course Coordinator access (Administrator Limited override)

External Assessor access

For instructions on allocating accounts to individual external assessors refer to:
- Add a Contact or Guest by Anthology.
- Edit or Delete a Contact by Anthology.
For instructions on allocation accounts to external assessors in bulk refer to:
- Import Guests to a Contact List by Anthology.

Warning: If you require an internal staff member to have an external assessor account please use the email alias uqusername@uq.edu.au and not their standard UQ email address.

Note: External assessors will need to be added to the Department Contact Lists. Ensure that you select your school (Department in Anthology Portfolio).

Note: If you school or organisational unit is not available in the Department Contact Lists, log a job by emailing help@elearning.uq.edu.au to have it added.

Note: Each external assessor will need their own unique email address.

Businesses / Organisations as External Assessors

If it is not possible to use unique email addresses for individual External assessors from the same business / organisation it is possible to add Busines / Organisations as External assessors.

Set up the business as the "External assessor"
Enter a hypen in the First Name field.
Enter the business / organisation name in the Last Name field (include an identifer such as the suburb if the business is a franchise in a business chain).
Enter the general business /organisation email address in the Email field.

First name and last name boxes circled

Note: If students submit assessment to an external assessor they will need to be instructed to enter the business / organisational name not their external assessors name. You could include a form on the ePortfolio submission page that includes a field for the student to enter their assessors name.

Bulk staff account upload

It is possible to have staff accounts uploaded in bulk if it is not possible to have them use an ePortfolio link in Learn.UQ. You will need to log a job with help@elearning.uq.edu.au and send the list of staff details in the required spreadsheet format.

Follow the below instructions to set up a spreadsheet with the student details in the required format.

Download the tempate spreadsheet staffaccountupload.xlsx.
Open the Spreadsheet and complete each column as outlined in the below table

requested_userid	first_name	last_name	email	student_number	group_names
uqusername	Staff member first name	Staff member last name	email address	uqusername	School that staff belong to

Save the spreadsheet and email it to help@elearning.uq.edu.au.