Using SharePoint as an assessment tool

Contributed by Julie Kling

Introduction to SharePoint/Uses/Benefits

Microsoft SharePoint was developed to meet the demand for collaboration, storage, and the secure sharing of a wide variety of documents, applications and files on a network.   In 2001, the first two forms of Microsoft SharePoint were released:   SharePoint Team Services and SharePoint Portal Server.   An early precursor of SharePoint was Microsoft’s FrontPage which was used to create web pages.  FrontPage was incorporated into SharePoint Team Services which was used to create web pages and collaborate on team projects.  SharePoint Portal Server was used by system administrators to coordinate the indexing and searching of information on a server.  In 2003, these two functions were combined so that sharing, creating, and storage of web pages, files, and applications could be accomplished through one tool.   Since then various editions of SharePoint have been created including a SharePoint Developer which can be used to customize SharePoint, and the ability to work off line has been added as well as the ability to add and share audio and video content.     In 2010, Microsoft integrated its Groove into the SharePoint family as SharePoint WorkSpace. Groove was an internet team platform for collaboration for workers to connect with team members inside and outside the company or corporation.   The following link is helpful to view how a variety of K-12 and higher education institutions have customized SharePoint (Link to screen shots for K-12 and Higher Education http://sp2010education.codeplex.com/)

One strength of SharePoint is how well it integrates with Microsoft Office products such as Word and Outlook.   The learning curve for users is lessened in this respect as it uses tools some are already familiar with.  While there are a variety of levels and customizations of SharePoint, all offer the Library feature to share resources, an internal Survey feature for polls or quizzes, an area for Discussion Boards and a Task List.  SharePoint is also highly customizable to meet institutional needs. SharePoint could be used in place of a Learning Management System (LMS) such as Blackboard and serve the purpose of managing content.   Course content could be stored in SharePoint, additional resources could be shared, assignments could be uploaded, and discussions and quizzes or surveys could all be maintained within SharePoint.  Users have the ability to create and store quizzes, polls, surveys, and practices tests within SharePoint using the Survey feature.  (Planning and Creating a Survey in SharePoint).  SharePoint also offers the ability to track who has used resources and completed work or other course or training resources.   Another benefit of SharePoint is that a small business or educational institution would not need to invest in a Learning Management System (LMS) such as Blackboard or D2L by using SharePoint to manage course content.  (SharePoint as Content Management System).  SharePoint can be used for course development and can be used to work offline.   It can be downloaded for development purposes on computers with Vista Service Pack 2 and Windows 7.  However, to use SharePoint fully one must be using Windows Server 2008 or later or other server or network that will support SharePoint and has the needed internet or intranet capabilities.  Hence, a strength of SharePoint is the security provided not only through the ability to customize the individual usage by the institution but also the ability to customize levels of user access.    SharePoint has uses beyond the classroom as it could be used for collaboration among school committees, posting of club minutes and projects, and also as a departmental or team project management organizer.  

Weaknesses/Challenges of the tool

The first challenge with SharePoint is that it would need to be adopted by an entire department or institution in order to be used.  It is not a tool that an individual instructor could use with ease because of the needed server space.   While SharePoint users have the opportunity to create surveys or quizzes, the included survey feature is not as robust nor supports the variety of test questions as offered with other specific test creation tools.  However, SharePoint users could link to other tools.  One of those tools would also need to be a grade book as SharePoint does not have an internal grade book.  While SharePoint tracks who has used course content, for more detailed analytics of users and tracking of resources, one may need to turn to an outside service that offers add-ons to use with SharePoint. While SharePoint can manage content, developing or creating content beyond posting files or adding resources involves downloading SharePoint Designer .   In addition to the complexity of designing in SharePoint, a challenge is also supporting SharePoint on one’s own server, the expense of choosing an external hosting service, and/or finding the individuals who have the skills to maintain the ID and IT support required by SharePoint.  Several training programs for Designers and IT personal are available on or through links from the Microsoft SharePoint web page.  Notice the detailed and variety of training required to use SharePoint to its full capacity.  (SharePoint 2010 training). 

Example of application of the tool in an online classroom

Through the survey and tracking features, a company could keep a record of who has or has not completed certification training. An online instructor could create a survey about student satisfaction with the course or knowledge about the course subject matter.  Since SharePoint can also be linked to a public website, online learner feedback could also be gathered through the online learning home page.  Invitations to complete surveys could also be sent to online faculty to collect data.  In addition, the survey feature could also be used to collate data from a skill survey or interest survey in order to assign groups or structure future modules.   The task feature could be used to track assignments by both the instructor and the learners.   SharePoint could also be used to store make-up tests or assignments due to ability to limit who has access to specific resources.   Group projects could also be housed in SharePoint as learners could each have an area to post resources, assign tasks, and develop a final project.   SharePoint could also serve as storage space for rubrics, elements of courses in the design process, and e-portfolios or other course content that will be assessed.   Since the institution where I teach and/or design courses all have learning management systems, I see using SharePoint mostly as a resource area for faculty as well as a repository for learner eportfolios.  I am currently beginning to use SharePoint as a collaborative space when working with course designers before the course is uploaded to Blackboard.  I would like to explore using SharePoint to house eportfolios if it could be adopted by the community college where I teach English.  The current eportfolio system cannot be accessed by instructors only by learners; so therefore, we have to rely on learners’ honesty that eportfolios have been uploaded and contain the required materials.

  

Learning objective connected to the use of the assessment tool (SharePoint)

                By the final week of Comp. II, learners will upload the five graded essays written during the semester as well as supporting documentation in order to provide evidence of their ability to follow the writing process and create a writing portfolio to share with future employers or colleges.  A complete portfolio will consist of the five graded essays as well as related discussion board postings, free writing, and rough drafts for each essay.   Points will be awarded for successful completion.

Additional Resources: 

Microsoft SharePoint Home Page: http://sharepoint.microsoft.com/en-us/Pages/default.aspx

SharePoint and Assessment Blog:  http://blog.sharepointlearn.com/