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 eCoursework submission status.

   

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.
• Collaborators (files, items, comments or reactions) are listed in the right-hand panel.
• 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, shared as a direct link, exported, edited or deleted.

Add items to the timeline

1. On the student's timeline, choose the type of item to add: photo, file, journal entry (with the full rich text editor), video link or website URL.

   

   

2. Drag and drop files and photos from your computer, or add them from Google Drive. Google Docs, Sheets and Slides are converted to PDF when uploaded.

   

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

4. Use Privacy to choose which types of user can see the item.

   

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 the EC3 filter to show the items that need uploading to EC3.

   

   

2. When you select the EC3 button on a file, choose the subject group and subject it belongs to.

   

3. Tagged files go into the eCoursework folder, sorted by subject group. Only teachers can see it. 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 item type under Bulk Portfolio in the right-hand panel.

   

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 and save. The total count shows at the bottom right.

Set student and parent access

Admins choose what students and parents can do in Settings > select the programme > Portfolio > Access & Permissions.

Common questions

Should I upload to Goals & Timeline or to Files?

Both work for eCoursework, but Files lets you organise work by subject group.

Can I message all students in a year level?

Yes. Go to Year Groups > select a year group > Discussion > Create Discussion.