Art and Design Course Dropbox Folders in Box

Course dropbox schedules

Your “Workspace” folder

Current course dropboxes

Archived course dropboxes
 

Course dropbox schedules

UDit's automated process for archiving previous / creating new Art and Design course dropbox folders in Box runs on the following schedule:

January 1

• Archives previous course dropbox folders (Effective January 1, 2024)
• Creates new folders for Spring semester

May 1

• Archives previous course dropbox folders
• Creates new folders for Summer 1 semester

June 15

• Archives previous course dropbox folders
• Creates new folders for Summer 2 semester

August 1

• Archives previous course dropbox folders
• Creates new folders for Fall semester
   

Your “Workspace” folder

When you use your UD-issued Box account (https://go.udayton.edu/box or via Box Drive Mac / Windows), you will see a folder named “<your_UD_username> workspace”.  This is your “Workspace” folder.  It is equivalent to Google Drive's "My Drive" folder.  I.E. You are able to share files and folders contained within your "Workspace" folder with others, and the contents of your "Workspace" folder are deleted after you leave UD.  You can read more about this in the "What happens to my account when I leave UD?" section of UDit's Guide To: UD Computing Accounts.

Current course dropboxes

These instructions apply to course dropbox folders that are associated with the current semester.

Art and Design faculty and students will see one or more Art and Design course dropbox folders in the root of their Box drives.  You cannot currently remove these from the root of your Box drive.  The names of these folders will vary depending on if you are a faculty member or a student.

What faculty see

Faculty will see folders associated with the courses they are currently teaching, with names such as "23_FA_FT_Vxx_100_01”.

When faculty go into one of their course dropbox folders (in this example, "23_FA_FT_Vxx_100_01”), they will see three subfolders:

1. <course_name> Pickup - Faculty can use this folder to share content with their students, such as syllabi, example files, etc.  Students have read-only access to this folder.
    
2. <course_name> Submissions - Faculty can use this folder to accept assignments and projects from students.  Students can upload a file into this folder and they can see the names of files that students have uploaded, but they cannot view, download, access, or modify the folder contents, including anything that they have uploaded into the “Submissions” folder.
    
3. Students - Each student enrolled in the class will be given an individual folder. Students can use their subfolder to store files that they are working on prior to uploading them into the “<course_name> Submissions” folder. Instructors have “Editor” access to this folder, so they can access and modify the contents of this folder. Some faculty used this functionality in the old Novell dropbox folders to assist students with their work.
   
   Students have been assigned “Viewer Uploader” access to their student subfolder, which means that they can upload and download files, view, and edit files.
   
   NOTE: Students cannot delete files and subfolders in their student subfolder. That requires “Editor” access, which adds other permissions which are not appropriate. For this reason, the faculty may consider alternative methods such as having the students organize their files in their “student workspace” folder, and share them with their instructors from there as needed.”

What students see

Students will see folders associated with the courses they are currently in, with names such as "23_FA_FT_Vxx_100_01 Pickup” and "23_FA_FT_Vxx_100_01 Submissions”.

1. <course_name> Pickup - Faculty can use this folder to share content with their students, such as syllabi, example files, etc.  Students have read-only access to this folder.
    
2. <course_name> Submissions - Faculty can use this folder to accept assignments and projects from students.  Students can upload a file into this folder and they can see the names of files that students have uploaded, but they cannot view, download, access, or modify the folder contents, including anything that they have uploaded into the “Submissions” folder.
    
3. <course_name> <studentusername> - Each student enrolled in the class will be given an individual folder.  Students can use their subfolder to store files that they are working on prior to uploading them into the “<course_name> Submissions'' folder. Instructors have “Editor” access to this folder, so they can access and modify the contents of this folder. Some faculty used this functionality in the old Novell dropbox folders to assist students with their work.
   
   Students have been assigned “Viewer Uploader” access to their student subfolder, which means that they can upload and download files, view, and edit files.
   
   NOTE: Students cannot delete files and subfolders in their student subfolder. That requires “Editor” access, which adds other permissions which are not appropriate. For this reason, the faculty may consider alternative methods such as having the students organize their files in their “student workspace” folder, and share them with their instructors from there as needed.”
    

Archived course dropboxes

*Effective January 1, 2024

UDit’s scheduled archiving process makes a number of very important changes to previous course dropbox folders.  The impact of this archiving process differs between the faculty and their students.

What faculty see

The archiving process does the following:

1. Creates an "archived course dropboxes" subfolder inside the faculty member’s "Workspace" folder if it does not already exist.
    
2. Revokes student access to the previous course dropbox folders.
    
3. Moves the previous course dropbox folder(s) associated with that faculty member into the "archived course dropboxes" subfolder inside the faculty member’s "Workspace" folder.

The faculty member can then do the following to any of those archived course dropbox folders inside the "archived course dropboxes" subfolder of their "Workspace" folder:

• Backup the course dropbox(es) to external storage
• Share individual files and folders with faculty, staff, and students
• Delete the course dropbox folder(s)
   

What students see

Prior to the archiving of course dropbox folders, students would see folders associated with the courses they were previously in, with names such as "23_FA_FT_Vxx_100_01 Pickup” and "23_FA_FT_Vxx_100_01 Submissions”.

After the archive process, students will no longer have access to course dropbox folders from previous semesters.  Students should backup any content they wish to retain prior to the end of the semester.  If they are enrolled in any Art and Design courses this semester, they will see those course dropbox folders.