Sakai Top Ten

A compilation of all the Top Ten Sakai Tips on One Massive Page


Copying materials from a previous course site

There are two methods of copying materials from a previous course site into a current one. If you would like to copy over all of the materials from a tool or all of the tools of a previous course, follow the Import from Site option. If you would only like certain files or folders from the Resources tool of a previous site, follow the Copy Content option.

Option 1 – Import from Site

Step 1: Navigate to the “Site Info” tab in the lefthand side tool menu. Click on the “Import from Site” tab in the central page menu.

Import from Site tab in the central page menu

Step 2: Select the “I would like to merge my data” option. (NOTE: Please do not select the other options, especially if you already have any materials or users in your site.)

resources - import data - i would like to merge my data

Step 3: You will be provided with a list of all of your Sakai sites. Select the site(s) you would like to copy materials from, then select the tools from which you’d like to copy materials.

Option 2 – Copy Content (Resources only)

Step 1: Navigate to the “Resources” tool in the lefthand side tool menu. Inside the tool, expand the “Copy Content from My Other Sites”, revealing a list of all of your other Sakai sites Resources folders. Click on a folder to expand the contents and choose items to copy.

Click on a folder to expand the contents and choose items to copy

Step 2: Select the folders or files you’d like to copy.

Select the folders or files you’d like to copy.

Step 3: Hit the “Copy” button towards the top tool menu, then hit the small clipboard icon directly to the left of your intended destination folder within the home site’s “Resources” tool, successfully copying the content.


Adding Files to Resources

Step 1: Navigate to the “Resources” tab in the lefthand side menu. Then click on the “Actions” drop down menu within the tool, and select “Upload Files.”

click on the Actions drop down menu and select Upload Files

Step 2: Drag and drop files and folders from your desktop (or click in the file loading window to open a file browser.) Multiple files may be uploaded at once. Folders containing subfolders can be compressed and uploaded as zipped folders and then expanded within Sakai.

Note the options for file visibility and whether or not you’d like site members to be notified of the file upload.

Hit the “Continue” button to finalize uploading the files.

Note the options for file visibility, hit Continue button to finalize uploading

Adding or Removing a Tool from a Course Site

Step 1: Navigate to the “Site Info” tab in the lefthand side tool menu. Click on the “Manage Tools” tab inside the central tool menu.

from Site Info menu, click on the Manage Tools tab

Step 2: This will reveal a menu of all available tools, including short descriptions for some of them. Select or unselect the check box next to a tool to add or remove it from your site. Hit “Continue” at the bottom of the page to see a revised list of the tools in your site, then hit “Finish” to finalize your selection.

Select or unselect the check box next to a tool to add or remove it from your site

Adding students to your site

Step 1: Navigate to the “Site Info” tab in the lefthand side tool menu, then select the “Add Participants” tab in the central tool menu.

Site Info menu, select the Add Participants tab

Step 2: Use the first box in the “Add Participants” page to add any student who is a member of the 5C’s or has a registered Claremont Colleges account in the “username@college” format.

Use the first box in the Add Participants page to add any student

Step 3: Important note: “Student” is a maintained role within Claremont Colleges Sakai course sites, with site participants in this role managed by a script based on information from the Registrar’s offices that updates course site membership three times a day. This means that students who are not yet official registered for the course who are added in a “Student” role will be deactivated by the script. To prevent this, add any students to your sites in the Auditor role. They will have the exact same level of site access as a registered student. When their membership is updated by the Registrar’s Office, their role will automatically switch over to “Student.”

add any students to your sites in the Auditor role

Giving Your TA’s Gradebook Access

Step 1: In our current version of Sakai, there is a known bug that requires you to add your TA’s along with all of the students in your course to a “group” within your Sakai site. To do this, navigate to the “Site Info” tab on the lefthand side tool menu, then select the “Manage Groups” tab.

Step 2: Select the “Create New Group” button.

Step 3: Name your group, then scroll down to select group membership. Select the “Role: Student” and the TA you’re granting Gradebook permissions to and click on the left arrow, then select the “Add” button the create the group.

Step 4: Navigate to Gradebook on the lefthand side tool menu, then select the “Permissions” button within the central tool menu.

Step 5: Select the grader you wish to give Gradebook access to from the drop down menu, then hit “Save Changes” at the bottom of the page to finalize this process.


Giving Community Auditors Access to Your Site

This is the process for adding any community members or non-registered Claremont Colleges users to your Sakai sites. Please note that guest accounts are not maintained by your college’s Registrar’s office. If your community auditor leaves your class you will need to manually remove them from the site.

Step 1: Navigate to the “Site Info” tab in the lefthand side tool menu, then click on the “Add Participants” button in the central tool menu. Use the second box on the “Add Participants” page to add your auditors using a full email address. Hit “Continue,” choose the “Auditor” role, check that all information is accurate, then hit “Finish.”

Use the second box on the Add Participants page to add your auditors

Step 2: If your auditor has never had a Sakai account previously associated with this email address, the act of adding them to your site will trigger the generation of this account. Tell your auditor to check their email inbox for an email from the “Sakai Learning Environment.” Please note that this message may end up in their spam or junk folders. This email has a link for them to finish setting up their account, including setting up their password.

Please inform your auditors that they will need to log in to Sakai via the “Guest Login” option, furthest to the right on the home page.

auditors need to log in via the Guest Login option

Step 3: If your auditor has previously had a Sakai account associated with this email address but have forgotten the password associated with the account, please advise them that they can reset their password by selecting the “Reset Guest Password” tab in the lefthand side menu of the home landing page at sakai.claremont.edu.

auditors can reset their password by selecting the Reset Guest Password tab

Adding a Video47 Playlist

Video47 is Pomona College’s in-house, on demand streaming service for video content you wish to assign as part of your course materials. There are over 6,000 titles currently in the Video47 media library. To add the Video47 tool to your course site and explore the tool library, follow the following steps.

Step 1: Navigate to the “Site Info” tab in the lefthand side tool menu. Click on the “Manage Tools” tab inside the central tool menu.

Site Info - Manage Tools

Step 2: Select “Video47” and hit “Continue.”

Select Video47

Step 3: Confirm adding “Video47” and hit “Finish.”

Confirm and Finish

Step 4: Navigate to the newly added “Video47” tool tab in the lefthand side menu. Click on the “Activate Playlist” button.

Activate Playlist

Step 5: Search for your name in the “Select User” drop down menu or, if you do not see your name listed there, follow the prompts for the “If user is NOT in the pull-down above click here…” option, then click “Next.”

Search for your name in the Select User drop down

Step 6: Once the tool has been activated, select “Open Playlist Editor in New Window” to search the Video47 media library and add content to your playlist.

select Open Playlist Editor in New Window

Step 7: This will open a separate tab inside the Video47 system. Enter text in the “Free Search” bar and hit “Go!” or sort by first letter of title to look for films. If you don’t see what you’re looking for, Pomona ITS can add films of which we have a local physical copy to Video47. If you would like to add a film but do not own a copy, check if the library has a copy and if not, request that they obtain one for your class. For assistance with this and to get an item in to the Video47 media library, submit a service desk ticket to servicedesk@pomona.edu with the details of the video request.

Enter text in the Free Search bar and hit Go!

Step 8: If you find a video you’re interested in, select the small play icon next to the title to view the film, or the small document icon to read information about the film. If you decide you’d like to add the film to your playlist, select the small plus sign icon next to the title. It is now available to you and your students to see via the “Video47” tool tab inside of your course Sakai site.

to add the film to your playlist, select the small plus sign icon next to the title

Adding a Syllabus

While you can upload your syllabus to the “Resources” tool of your site, Sakai has a designated “Syllabus” tool that is by default added to course sites. You can directly add syllabus content (perhaps copy-pasted from a syllabus document) and/or attach documents within the tool.

Step 1: Navigate to the “Syllabus” tool in the lefthand side menu. Select the “Add Item” tab in the top menu. 

Syllabus tool - Add Item

Step 2: Title the content as appropriate. If you would like to directly add your syllabus content into the Sakai site, you may add or copy-paste material into the “Content” body. If your material is ready for students to view, hit the “Add and Publish” option. If you would like to continue editing, select the “Add” button.

Title the content as appropriate

Step 3: If you would like to add an attached document (perhaps you only want to do this and not add content directly), you may do so now via the Add attachments function.

Add attachments function

Step 4: If you did not Add and Publish your syllabus content after initially adding it, it will stay hidden from your students until you publish it. You can tell if syllabus content is unpublished if it has “DRAFT” in front of the name and if the eye icon to the right of the title is crossed through. Select this eye icon to publish the content. The DRAFT will disappear and the eye icon will no longer be crossed through- students will now be able to access your syllabus content.

syllabus content is unpublished if it has DRAFT in front of the name and if the eye icon to the right of the title is crossed through
Select this eye icon to publish the content - the DRAFT will disappear and the eye icon will no longer be crossed through

Adding Sites to Your Favorites Menu Bar

Step 1: Click on the “Sites” drawer tab in the upper left hand corner

Click on the Sites drawer tab

Step 2: Begin typing the semester the course sites you’re hoping to add belong to (e.g. “Fa19, Sp20.”) As you see sites you’d like to add to your favorites menu, click on the outline of the star to the left of each site name, filling in the star and “favoriting” the site.

to add to your favorites menu, click on the outline of the star to the left of each site name

Step 3: Click on the “Organize Favorites” tab to the left. The top six sites in this tab will appear in your top site menu. To organize your favorite sites, hover your mouse over the grey, three bar icon to the right of any site name until your icon becomes a hand, then drag and drop the site into your top six sites. Refresh your browser and your top six favorite sites should now appear in your top site menu.

Click on the Organize Favorites tab to the left

Creating and Maintaining Project Sites

Outside of your automatically-generated course sites, you may create your own “Project Sites” for other academic groups or activities for which it may be useful to you to have a Sakai site. Please note that project sites, unlike course sites, are not maintained by Pomona College ITS. In creating project sites, you are the sole site owner. If other users need access to your site you will have to grant it. If you need ITS assistance with the site, one of us will also need to be added. Project sites are never deleted.

Step 1: Select the “Sites” menu towards the upper right hand home page menu. Then select the “Create New Site” button.

Sites - Create New Site

 Step 2: Select the “project site” option and hit “Continue.”

Project Site - Continue

Step 3: Follow the prompts to detail information about your site, until you reach the “Project Site Access” page. Examine the options for public or restricted access depending on the purpose of your site. The default options are for a private site though some public groups on campus find It useful to have publicly searchable and joinable sites. Select the best option for your site and finalize your site creation.

Follow the prompts to detail information about your site

To manage the tools in your project site, see: Adding or Removing a Tool from a Course Site