Uploading and organising student portfolios as a teacher or admin

Find a student's portfolio

1. Select Portfolio in the left-hand menu, or open the student's profile.

2. Choose the academic programme and year level. Use Filter to show one homeroom advisor's students, and sort By Advisor or Alphabetically. The IB DP roster also shows each student's IBeC Submission Status. The Actions (⋮) menu holds Bulk Add to Portfolio and Export Portfolio Timelines.

3. Select a student's name to open their portfolio. Use the student list on the left to move between portfolios.

Use the timeline

The Timeline shows the photos, files, videos and journal entries a student has collected over their time at school, newest first.

• Students and teachers can add items. Parents can be given read-only access to the whole portfolio or to single photos or files.
• The Details panel on the right holds Generate Portfolio Timeline (an export of the timeline) and, for IB DP students, their IB eCoursework status and candidate details.
• Everyone can like and comment on items, if students and parents have Messages permissions. Make a comment public to the student and parent, or private to the author, teachers and admins. You can notify people by email.
• Files students submit to Tasks in their classes appear on the timeline by submission date. Teachers can open most of them in the class with the view icon.
• Each item can be starred. Its menu holds Share Link, Export, Edit and Delete.

Add items to the timeline

1. On the student's portfolio, select Add Evidence of Learning, then choose Add Files, Add Websites, Add Photos, Add Note (with the full rich text editor) or Post Reflection.

   

2. Drag and drop files from your computer, or select browse. You can upload up to 10 files at once. Add a Title and Description.

   

3. Choose the date the item should appear on the timeline. You can add items for past dates.

4. Under Privacy: Who can see this?, choose Students, Parents & Teachers, Parents & Teachers or Teachers.

Set goals and add reflections

Teachers and students can set goals from Goals > Add New Goal. Optional guidance is provided.

• Goals can have a due date, separate from the date they were created.
• Teachers can set internal goals that students and parents cannot see.
• Parents, teachers and students can like and comment on goals.
• Tick the checkbox next to a goal to mark it achieved. Achieved goals add badges to the timeline. Select Show Completed Goals to see them.

Reflections range from plain text to formatted multimedia entries, with optional guidance. The text box supports full rich text editing, including videos, files, text direction and links. You can save a reflection as a Draft and expand the box to full screen for longer entries.

Organise files by subject

The Files tab gathers file submissions from Class Tasks & Year Group Deadlines into subject and core programme folders. If your school uses ManageBac+ for classes, class assignments and documents on the student's CAS, EE and TOK worksheets are organised here automatically.

1. To add a file yourself, select Add New File and choose the Personal folder or a project folder. You can upload up to 10 files at once, each up to 50 MB. Only files can be added here.

2. To file work under a subject group, upload it to a task or deadline in a class of that subject group.

3. Drag and drop files between folders, or download a file by selecting its title. Document files can be annotated with the built-in annotation tool.

Prepare IB DP eCoursework

1. On the timeline, tag items that need to go to eCoursework with the IBeC button. Use Filter > eCoursework, or filter by IB eCoursework Subject, to show tagged items.

   

2. When you select the IBeC button on an item, choose the subject group and subject it belongs to.

3. Tagged files appear in the eCoursework (Staff only) tab, sorted by subject and component, with each component's upload requirements. Students and parents cannot see this tab. Select Generate IB Forms to create supported IB forms.

   

4. For files submitted to tasks and deadlines with annotations, select Annotated File on the timeline, choose named or anonymised, and select Generate PDF. Download it with the download icon, or drag it into eCoursework to submit it in place of the original.

Add an item for many students

Admins, and teachers who are homeroom advisor to at least one student, can add portfolio items in bulk.

1. On the Portfolio roster, choose a Programme and Year.

2. Select the Actions (⋮) menu, then Bulk Add to Portfolio > Evidence of Learning (or Goals), and choose the item type.

   

3. Enter a Title, then select Browse or drag files into the upload area.

4. Set Privacy, tick the students who should get the item (use the year tabs and Select All or None), and select Add to Portfolio. Tick Notify Parents & Students via E-mail if needed.

Set student and parent access

Admins choose what students and parents can do in Settings > select the programme > Portfolio > Access & Permissions. For each group, choose the access level (students: Full Access, Read-only or None; parents: Read-only or None) and whether they can use Likes and Discussions.

Common questions