Sakai Procedures revised

Instructors who use Sakai at Durham Tech must follow the procedures described on this page. Please read carefully!

Course Site Creation

How and when are Sakai sites created?

For all credit classes (CU), Sakai sites are created automatically, starting a few months before the semester begins.

For non-credit classes (CE) with delivery method of online, hybrid, or blended, Sakai sites are created automatically, within 24 hours after the course section is created in Colleague.

• EXCEPTION: For the following types of non-credit classes, Sakai sites are NOT created automatically –- a request is required:

Type of non-credit class	Academic level	How to request a Sakai site
Non-credit classes with traditional delivery method	CE	Program director/chair submits Section Request Form and selects option to request a Sakai site
Corporate Education and Customized Training Program classes - all delivery methods	CE	Program director contacts scheduler for their area to request a Sakai site
College and Career Readiness classes - all delivery methods	BSP	Program director or instructor contacts scheduler for their area to request a Sakai site
English as a Second Language (ESP) classes - all delivery methods	BSP	Program director contacts scheduler for their area to request a Sakai site

Note: Sakai sites will be created within 24 hours after requests are processed by the scheduler.

As an instructor, how do I get access to the Sakai sites for my classes?

To see and access your classes on Sakai, two criteria must be met:

1. You must have satisfactorily completed the Intro to Sakai online workshop.
   • See Sakai Training for details.
   • The training requirement can be waived for instructors with previous Sakai experience.
2. You must be assigned to the classes you are teaching on the official class schedule in Colleague.
   • Your program director/chair provides information to your area's administrative assistant about the specific classes you are teaching.
   • The administrative assistant assigns you to your classes on the official class schedule in Colleague.

Once these criteria are met, your classes will become visible to you in Sakai within 24 hours.

I want to combine multiple sections into a single site on Sakai. Can I do that?

Yes. You must submit the Sakai Combined Sections form to tell us which sections you want combined.

IMPORTANT:

• You must submit the Sakai Combined Sections form at least 2 business days BEFORE the official start date of the class.
• The sections to combine must have similar start and end dates. (You cannot combine a Mini-Session 1 section with a Mini 2 or full-session section.)
• It takes 1 to 2 days for Durham Tech's support staff to combine sections.
• We will send you an email when the sites have been combined. Meanwhile, it is very important to limit your work on Sakai to the site for the lowest section number. (For example, if you've requested to combine sections 101 and 102, work only in the 101 site. Site(s) for the higher-numbered section(s) will be deleted when the sites are combined.)
• For tips, review the handout on Working with Multiple Sections in a Combined Sakai Site (PDF)

If you have questions, contact sakaihelp@durhamtech.edu.

What if the sections that I am assigned to teach change?

When a change is made to instructor assignments in Colleague, the next day the "new" section(s) you are teaching will appear in Sakai, and the "old" sections that you are no longer teaching will no longer be visible to you. Any content that you added to the site for the "old section" will NOT be deleted -- however the "new" instructor who is assigned to that section may choose to delete or modify it.

What if there are multiple instructors teaching a course?

There can be multiple instructors in a site in Sakai. All instructors who are assigned to a section in Colleague AND who have completed the Intro to Sakai workshop will be added to the corresponding site in Sakai. Please note that if an instructor has not completed the Intro to Sakai workshop, he/she will not have access to the site on Sakai.

How can I give my supervisor access to my Sakai site?

Send requests to add supervisors to courses to sakaihelp@durhamtech.edu. Be sure to include the exact course prefix/number/section along with the name of the person to add.

Please note: Only folks who have completed the Intro to Sakai workshop can be added to a site.

How do I hide a site so it no longer appears under "Sites"?

• Log in to Sakai.
• In the Home area, click on Preferences in the menu on the left.
• Click the Sites tab along the top.
• Check the box to the right of any site you want to hide. Note that you can check the box beside any specific semester to hide ALL sites for that semester.
• Click Update Preferences at the bottom.
• Click Sites to see your changes.

How can I access a site that I've hidden?

In My Workspace, click on Membership in the menu on the left. This displays a list of ALL of your sites, including any that you've "hidden". Click on any site title to access the site.

• Note: Membership lists just 20 sites per page. Use the controls above your list of sites to advance to another page or to view more sites per page.

Importing (Copying) Content

How do I import (copy) content from my Sakai course into another Sakai course?

• Importing (copying) course content from one Sakai site to another (PDF)

Student Access

When will students be added to Sakai sites?

Students are added to Sakai sites daily from the start of registration. Each morning and evening, a process runs that automatically adds students to your Sakai courses. This process also automatically sets to inactive students who drop.

Where can I see a list of currently active students in my course?

The Roster tool (on the main menu in your course site) allows you to view a list of students that matches the roster in Colleague. The Roster tool lists the student Name, User ID, and Role. To see a list of students' email addresses, click Export at the top of the Roster area to download a spreadsheet that includes student email addresses.

How do I make my Sakai site visible to students?

When you are ready for students to access your course, click the Publish Now along the top of your course site. By default, all courses are marked unpublished (as shown below) until the instructor makes them available to students.

Where do my students get instructions for logging in to Sakai?

From YOU! While we are in transition, it's especially important for you to tell your students that you are using Sakai and to give them instructions for accessing Sakai. Please give your students a copy of the appropriate Sakai Student Login Handout, so they will know how to log in and who to contact for help:

• For credit courses: Sakai Student Login Handout for Credit Students (PDF)
• For non-credit courses: Sakai Student Login Handout for Non-Credit Students (PDF)

The Sakai Help for Students site is a great place to refer your students if they are having trouble or need more info on using Sakai. (There is a link to "Help for Students" on the main Sakai login page.)

What do I do if a student drops?

Nothing! When a student or instructor submits a withdrawal form, after the withdrawal is processed by Student Records, that evening (or the next morning, if the drop was processed after 3:50 pm) the student will become inactive (no longer visible) in the Sakai course site. If the student needs to be reactivated, that change must happen in Colleague first, then the student will automatically become active in Sakai the next morning. No data is lost in Sakai if a student is dropped and then re-added.

Sakai Procedures Video

View the Sakai Procedures video to see and hear an overview of important Sakai procedures.