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Erik Kelly
Interim Instructional Support Supervisor

Vanessa Yieh
Technology Support Specialist


Zachary Zahringer
Technology Support Specialist
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Use DropBox
Quick Start Primer Guides: Students, Instructors & TAs

General Information

Overview

DropBox allows instructors, assistants, and students to securely store and exchange files. Every user has a private "MyFiles" folder and users can exchange files through shared dropboxes created by instructors or authorized assistants.

Use of DropBox is subject to applicable University and EEE Policies.

Prepare your students: DropBox primer

If you will be using DropBox in your class, you can help prepare your students with the DropBox primer. The primer is a one-page document that is ideal for printing and distributing to your students in class, or linking to from your class website!

image of DropBox primer

Download the DropBox primer (pdf, 44 KB)

The DropBox primer tells your students:

  • What DropBox is
  • Why DropBox is a helpful tool
  • How to access DropBox
  • How to upload a file
  • How to download a file
  • Where to find more help
Post a link to this primer on your class website — https://eee.uci.edu/clickr/?t=455&f=129

Space limitations

Instructors and authorized assistants receive 5GB of DropBox space. This includes the "MyFiles" folder and any class dropboxes.

To request additional space, please Contact Us.

Upload limit

All DropBox users may upload up to 100 megabytes of files at any one time. Files larger than 100 megabytes should be broken into smaller parts or distributed some other way. You may upload as many files as you wish until the dropbox is full.

Creating a DropBox

Access DropBox

Accessing DropBox from the ToolBox:

  1. Sign in to EEE.
  2. Click ToolBox.
    Screenshot of Toolbox
  3. Click DropBox.
    image of dropbox
You should now be in DropBox.

Create a dropbox

  1. Locate "Dropbox Options" on the right of the page.
  2. Click Create DropBox.
    Screenshot of the DropBox toolbar
  3. Fill in the requested information:
    • Choose a dropbox type - Select a class or assignment dropbox.
    • Name your dropbox - Enter a name for the dropbox.
    • Select which default folders to include.
    • Select groups and classes to associate to the dropbox.
    • Enter/edit administrators for the dropbox.
    • Set the activation date and deletion date.
      Note: The deletion date for the DropBox must be less than 2 years from the current date.
  4. Press Finish.
Your dropbox should now be created.

Copy a dropbox

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox you wish to copy.
  3. Locate "Dropbox Options" on the right of the page.
  4. Click Copy Dropbox.
    Screenshot of the DropBox toolbar with copy dropbox circled
  5. Fill in the requested information:
    • Select the courses and groups that will be associated with the new dropbox.
    • If you have selected multiple courses and/or groups, select the copy type.
    • Name your new dropbox.
    • Set the activation date and deletion date.
      Note: The deletion date for the DropBox must be less than 2 years from the current date.
    • Choose to copy over items such as files and folders in CourseFiles.
  6. Review your settings.
  7. Press Copy Now.
Your dropbox should now be copied.

Edit an existing DropBox

Rename a dropbox

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox you wish to rename.
  3. Locate "Dropbox Options" on the right of the page.
  4. Click Edit DropBox.
    Image of edit dropbox link
  5. Click Edit next to "Name:"
    Screenshot of the DropBox toolbar
  6. Enter a new name for the dropbox.
  7. Press OK.
    image of ok button
  8. Press Finish.
Your dropbox should now be renamed.

Delete a dropbox

There are two ways in which your dropbox can be deleted. Deleted dropboxes and their contents cannot be recovered.

Manually deleting a dropbox:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that you wish to delete.
  3. Locate "Dropbox Options" on the right of the page.
  4. Click Edit DropBox.
    Image of the edit dropbox link
  5. Click Delete.
    Screenshot of Delete dropbox button
  6. Double-check to ensure you are deleting the correct dropbox.
    Deleted dropboxes and their contents cannot be recovered.
  7. Press Delete DropBox.
    image of Delete DropBox button
Your dropbox should now be deleted.

Scheduling automatic dropbox deletion:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox in which you wish to set up automatic deletion.
  3. Locate "Dropbox Options" on the right of the page.
  4. Click Edit DropBox.
    image of edit dropbox
  5. Click Edit next to "Duration:"
    duration edit button
  6. Change the time to reflect when you want your dropbox deleted.
    Note: The deletion date for the DropBox must be less than 2 years from the current date.
  7. Double-check to ensure you have set the deletion deadline as needed.
    Deleted dropboxes and their contents cannot be recovered.
  8. Press OK.
    image of ok button
  9. Press Finish.
    image of finish button
Your dropbox should now be scheduled for deletion on the specified date.

14 days before your dropbox's expiration date, an email will remind you that your dropbox will be permanently deleted. Another email will be sent five days before deletion. Additionally, as a dropbox's deletion date approaches various banners will remind you about its deletion.

The banners that show when a dropbox is going to be deleted.
Remember to make a backup of files you need to save.

Modify dates

A dropbox consists of two important dates, the activation date and the deletion date.

  • The activation date is when the dropbox will be visible to students.
  • The deletion date is when the dropbox will be automatically deleted.
To edit either date:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox in which you would like to modify the dates.
  3. Locate "Dropbox Options" on the right of the page.
  4. Click Edit Dropbox.
    image of edit dropbox
  5. Click Edit next to "Duration:"
    screenshot of admin edit link
  6. Type in the desired activation or deletion date for the dropbox.
    Note: The deletion date for the dropbox must be less than 2 years from the current date.
  7. Press OK
Your dropbox's activation or deletion date should be changed.

Add or edit administrators

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox to which you wish to add or edit administrators.
  3. Locate "Dropbox Options" on the right of the page.
  4. Click Edit DropBox.
    image of edit dropbox
  5. Click Edit next to "Administrators:"
    screenshot of admin edit link
  6. Click Edit Admins next to the class for which you wish to edit administrator access.
    image of edit admins
You should now be in Assistants.
Use Assistants to add additional assistants or to change the access rights of current assistants. For additional help, please see the Assistants Help & How-to.

Managing Folders

Default folders

There are four default folders types that can be included in a new dropbox. The type of folder determines who can upload or download files.

AssignmentReturn:

Only instructors and authorized assistants can upload files to this folder type. Each file is associated with a single student. When students view this folder, they are only able to see and download files associated with them.

AssignmentSubmission:

Instructors, authorized assistants, and enrolled students can upload and download files to this folder type. An instructor or authorized assistant can view all uploaded files and download any they choose, while students are only capable of viewing and downloading their own uploaded files.

CourseFiles:

Only instructors and authorized assistants can upload files to this folder type. However, instructors, authorized assistants, and enrolled students have the ability to download the files.

SharedStudentFiles:

Instructors, authorized assistants, and students can all upload and download any files contained within this folder.

Create a folder or subfolder

There are five types of folders that you can create, including the four default folders and custom subfolders. Subfolders can only be created inside default folders or other subfolders and will inherit the same set of upload/download permissions as their containing default folder.

Creating a new default folder:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox in which you wish to create the folder.
  3. Locate "Dropbox Options" on the right of the page.
  4. Click Edit DropBox.
    image of edit dropbox
  5. Click Edit next to "Folders:"
    screenshot of folder edit link
  6. Check the box(es) located next to the default folder(s) you wish to create.
  7. Press OK.
    image of ok button
  8. Press Save Changes.
    image of save changes button
  9. Press Finish.
    image of finish button
Your default folder(s) should now be created.

Creating a new subfolder:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox in which you wish to create the subfolder.
  3. Click the folder in which you wish to create the subfolder.
  4. Locate the folder options on the right of the page.
  5. Click New Folder.
    Screenshot of New Folder button
  6. Enter a name for the subfolder.
  7. Press Create Folder.
    image of create folder
Your subfolder should now be created.

Delete a folder or subfolder

Deleting a default folder:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the folder(s) you wish to delete.
  3. Locate "Dropbox Options" on the right of the page.
  4. Click Edit DropBox.
    image of edit dropbox link
  5. Click Edit next to "Folders:"
    screenshot of edit folder link
  6. Uncheck the box(es) located next to the default folder(s) you wish to delete. Remember, a dropbox cannot exist unless it contains at least one folder.
  7. Double-check to ensure you are deleting the correct folder(s).
    Deleted folders and their contents cannot be recovered.
  8. Press OK.
  9. Press Save Changes.
  10. Press Finish.
Your folder(s) and its contents should now be deleted.

Deleting a subfolder:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains your subfolder.
  3. Click the folder that contains your subfolder.
  4. Click the subfolder that you wish to delete in the list of dropboxes.
  5. Locate the folder options on the right of the page.
  6. Click Delete Folder.
    Delete Folder link image
  7. Double-check to ensure you are deleting the correct subfolder.
    Deleted subfolders and their contents cannot be recovered.
  8. Press Delete.
    image of delete button
Your subfolder and its contents should now be deleted.

Upload files to a folder

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the folder.
  3. Click the folder in which you wish to upload the file.
  4. Locate the folder options on the right of the page.
  5. Click Upload Files.
    Upload Files link image
  6. Enter the number of files you wish to upload.
    If you wish to upload more files then there are spaces:
    • Next to "Number of files to display," enter the number of files you wish to upload (up to 20).
    • Click Update.
      image of update button
  7. Press "Browse..." or Choose File to locate and select each file that you wish to upload.
    image of browse button
  8. Press Upload.
    image of upload button
Your file(s) should now be uploaded.

Add or edit a folder note

Instructors and authorized assistants can attach short notes to individual folders. Notes can be used as supplementary folder descriptions or even submission instructions for students.

Adding or editing a note:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the folder.
  3. Click the folder in which you wish to add or edit a note.
  4. Locate the folder options on the right of the page.
  5. Click Edit/Attach Note.
    Edit/Attach Note link image
  6. In the field provided, add or edit your note.
  7. Press Attach Folder Note.
    image of attach folder note button
The note should now appear when the dropbox or folder is selected.

View the details of a folder

Folder details include creation, activation, and deletion dates; the folder creator; associated classes; and more.

Viewing a folder's details:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the folder.
  3. Click the folder of which you wish to view the details.
  4. Click Folder details.
    image of folder details link
You should now be viewing the folder's details.

View the statistics of a folder

Folder statistics include the total number of files, the number of files uploaded, the number of subfolders, the folder size, and more.

Viewing a folder's statistics:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the folder.
  3. Click the folder of which you wish to view the statistics.
  4. Click Statistics.
    image of folder statistics link
You should now be viewing the folder's statistics.

View dropboxes from every quarter

From the main page:

  1. Click All Quarters.
    image of all quarters tab
Dropboxes from every quarter should now be displayed.

From within a dropbox:

  1. Click View all of my dropboxes ›.
    image of view all of my dropboxes
Dropboxes from every quarter should now be displayed.

MANAGING GROUPS

Groups

You can create a dropbox for any individuals with UCInetIDs by creating custom groups. When you create a custom group, you can identify group members, who are treated like students with respect to folder upload/download rules, and administrators, who are treated like instructors or assistants.

So for example, a dropbox group member would be able to submit files to an 'AssignmentSubmission' dropbox folder, but would not be able to see or access files others submit to that folder. The same custom group's administrators would be able to see and download all files in the 'AssignmentSubmission' folder.

Learn more about folder types

Ways you might use groups:

  • Create a group for assistants and build a dropbox where you can provide them with course materials.
  • Create groups for small sets of students to give them separate dropboxes where they can exchange files with their group members.
  • Create a group for auditors and add that group to a class dropbox.

Create a group

After creating a group, remember to assign the group to a specific dropbox.

Creating a group:

  1. Locate "Dropbox Options" on the right of the page.
  2. Click Create Group.
    Create Group link image
  3. Fill in the required information:
    • The group's name.
    • All administrators who will have full access to this group's dropbox.
    • All members of the group (only valid UCInetIDs allowed).
  4. Press Create Group.
    image of create group button
Your new group should now be created.

Edit a group

  1. Locate "Dropbox Options" on the right of the page.
  2. Click Edit Groups.
    Edit Groups link image
  3. Click Edit by the appropriate group.
    image of edit link
  4. Edit the information as desired.
  5. Press Save Group.
    image of save group
  6. Press Finish.
    image of finish button
The group should now reflect your changes.

Delete a group

  1. Locate "Dropbox Options" on the right of the page.
  2. Click Edit Groups.
    Edit Groups link image
  3. Click Edit by the appropriate group.
    image of edit link
  4. Press Delete Group.
    image of delete group
  5. Double-check to ensure you are deleting the correct group.
    Deleted groups cannot be recovered.
  6. At the confirmation page, press the "Delete Group" button.
The group should now be deleted.

Give a group DropBox access

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox to which you wish to give a group access.
  3. Locate "Dropbox Options" on the right of the page.
  4. Click Edit DropBox.
    image of edit dropbox link
  5. Click Edit next to "Associations:"
    screenshot of edit associations link
  6. Under "Your Groups," check the box(es) next to the group(s) you wish to grant access.
  7. Press OK.
    image of okay button
  8. Press Finish.
    image of finish button
The group(s) you selected should now have access to the specified dropbox.

Managing Files

File retention

Files in your personal 'MyFiles' folder are available indefinitely, although you may lose access to them if and when you leave UCI.

Class dropboxes have an expiration date determined by the dropbox's administrators. When the dropbox expires, all the contents are deleted. This includes all files uploaded to, and all folders created in, the dropbox. DropBox admins may also delete or move files, and change a dropbox's settings, which could remove your access.

It is strongly recommended that you keep backup copies of your files elsewhere.

For official information on EEE's policy for file retention, see Policy and Procedures: File Deletion/Retention.

Move files

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the files you wish to move.
  3. Click the folder that contains the files you wish to move.
  4. Locate the file(s) you wish to move and check the corresponding box(es) in the left column.
  5. Press Move.
    image of move link
  6. Select the destination folder.
  7. Press Move Files Here.
    image of move files here button
  8. Press OK.
    image of okay button
The file(s) should now be moved.

Copy files

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the files you wish to copy.
  3. Click the folder that contains the files you wish to copy.
  4. Locate the file(s) you wish to copy and check the corresponding box(es) in the right column.
  5. Press Copy.
    image of copy link
  6. Select the destination folder on the right side of the file tree.
  7. Press Copy Files Here.
    image of copy file shere button
  8. Press OK.
    image of ok button
The file(s) should now be copied.

Delete files

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the files you wish to delete.
  3. Click the folder that contains the files you wish to delete.
  4. Locate the file(s) you wish to delete and check the corresponding box(es) in the right column.
  5. Press Delete.
    image of delete button
  6. Double-check to ensure you are deleting the correct file(s).
    Deleted files cannot be recovered.
  7. Press Delete.
    image of delete button.
The file(s) should now be deleted.

How do I know when students submit files?

There are two ways to be notified by email when files are submitted to your dropbox(es). You can opt to receive an email for each file uploaded, or one email per day, summarizing the day's upload.

Enabling notification:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the folder in which you wish to enable email notifications.
  3. Locate the folder options on the right of the page.
  4. Click Manage Email Notification.
    image of email notification link
  5. Select one of the following under "Email Notification":
    • All uploaded files — an email will be sent for every file that is uploaded to this folder or subfolder
    • Only late uploaded files — an email will be sent for every file that is uploaded to this folder or subfolder after the deadline (only available if a deadline has been set)
  6. Enter the email address(es) to whom you would like notifications sent, separating them by commas if more than one address is necessary, under "People to Notify".
  7. Select one of the following under "Frequency":
    • Daily digest — an email will be sent once per day with all of the file uploads during that day
    • Per upload — an email will be sent as soon as a file has been uploaded
  8. Press Save Changes.
    • Email per upload: For each assignment uploaded by a student, an email is sent with the following information:
    The following file has been uploaded:

    Uploaded by:
        Anteater, Peter

    Uploaded to:
        /Hist21a/AssignmentSubmission

    Uploaded file name(s):
        panteater-eassy1.doc

    Uploaded at:
        09-25-2006 9:45 AM
    • Email digest: At the end of the day, an email is sent that summarizes which files have been uploaded for that day with the following information:
    DropBox Report for 00:00 05/02/2003 - 00:00 05/03/2003.

    Owner      Time     Folder/File
    ============================================================
    john_doe 15:52:11
    99000-S03/AssignmentSubmission/assignment1-john.doc
    jane_doe 11:16:04
    99000-S03/AssignmentSubmission/assignment1-jane.doc
You should now receive email notification at the selected address(es).

About file formats

Make sure students submit files you can open by agreeing on acceptable file formats ahead of time. For instance, if you do not own either Microsoft Office 2007 or a later version, tell your students not to upload files in the ".docx" format, which you will be unable to read.

EEE highly recommends using the PDF format due to its accessibility, reduced file size, and cross-platform support.

If a student has submitted a file in a format that you cannot read, you may wish to try a free online file conversion service offered through Zamzar

For additional information on file formats in EEE, see Help & How-to: FAQ - Common File Formats.

* Zamzar is not affiliated or endorsed by the University of California, Irvine or EEE.

Set a file submission deadline

If you want files to be submitted to a dropbox by a particular date and time, you can set a dropbox deadline. After the deadline has passed, students will not be able to upload files to the dropbox.

Setting a deadline:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox for which you wish to set a deadline.
  3. Click AssignmentSubmission.
    image of assignment submission folder
  4. Locate "AssignmentSubmission Options" on the right of the page.
  5. Click Set Deadline.
    Set Deadline link image
  6. Select "Deadline:" and choose the date and time.
    Set deadlinne options
  7. Optionally, select "Accept & mark late submissions" if you would like to allow students to submit files after the deadline has passed, but mark those files as late (otherwise, students are unable to submit files after the deadline).
  8. Press Save Changes.
    image of save changes button
The deadline should now be in effect.

View files submitted by students

To view a file submitted by a student, you must download the file and open it on your computer.

Downloading submitted files:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the files you wish to view.
  3. Click AssignmentSubmission.
    image of assignment submission folder
  4. Locate the desired file in the list of student submitted files.
  5. Click the desired file.
  6. Depending on your operating system and browser configuration, a dialogue box may appear. You may be able to "Save to disk," or "Open with." Select whichever option is most appropriate. If you need additional help, please Contact Us.
The file should now be downloaded and available to view.

If you cannot view a file, the file may have been corrupted or you may not have the proper software to view it.

Submit files back to specific students

There are two ways to upload files and submit them to a student. You can either upload your files one at a time, or all at once as a Zip file. If you choose one at a time, you will need to manually associate each student with each file being uploaded. If you choose all at once, each file within the Zip must begin with the associated student's UCInetID (ie: panteat_paper1.doc).

Uploading and submitting one file at a time:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox to which you wish to upload a file.
  3. Click AssignmentReturn.
    image of assignment return folder
  4. Locate "AssignmentReturn Options" on the right of the page.
  5. Click Upload Files.
    Upload Files link
  6. The "Choose a Member" page should appear. Select a user by either:
    • Searching by Name: Enter the student's last name, first name or both.
    • Selecting a User: This lists all the faculty and students enrolled in a class.
  7. Press Select Member.
    image of select member button
  8. Press "Browse..." or Choose File to locate and select each file that you wish to upload.
    image of browse button
  9. Press Upload.
    image of upload button
The file should now be uploaded into each student's AssignmentReturn folder.

Uploading and submitting multiple files at once:

  1. Make sure each student file is named in the following format: StudentUCInetID_filename.extension or StudentID#_filename.extension (eg. ptanteater_Essay.pdf or 12345678_Essay.pdf)
  2. Place the student files into a single, new folder on your computer.
  3. Compress the folder into a Zip archive (for help, see Help Zip Files).
    The Zip archive must be less than 200MB.
  4. Access EEE DropBox.
  5. Locate the list of dropboxes on the left of the page.
  6. Click the dropbox to which you wish to upload the files.
  7. Click AssignmentReturn.
    image of assignment return folder
  8. Locate "AssignmentReturn Options" on the right of the page.
  9. Click Upload Zip.
    Image of Upload Zip link
  10. Follow the on-screen instructions on properly formatting your file.
  11. Optionally, you may create a folder in which you wish to store the uploaded file:
    • Click the "Advanced: Create a folder" link highlighted in blue.
      image of Advanced create a folder link
    • Check the box next to "Create a folder for this assignment."
    • Enter your desired name for the folder in the space provided.
  12. Press Browse... or Choose File to select the Zip archive containing the files.
    image of browse button
  13. Select the desired file.
  14. Press Next.
  15. If the file was formatted properly, press the Complete Upload button at the confirmation screen. Otherwise, make the necessary changes to continue.
The files should now be uploaded into their corresponding student's AssignmentReturn folder.

Viewing options for viewing files and folders

You have many options for viewing files and folders in a dropbox depending on which type of dropbox you have created.

To access each of these viewing options, simply click the respective link when viewing the files in your dropbox.

Viewing options for an AssignmentReturn or AssignmentSubmission dropbox:

  • Files in this folder
    • View files located in the specific folder.
  • Files in this folder and subfolders
    • View all files located in the specific folder and in any of the folder's subfolders.
  • All Students
    • View all students associated with the dropbox.
  • Students with files
    • View only those students associated with the dropbox who have files.
  • Students without files
    • View only those students associated with the dropbox who do not have files.

Viewing options for a CourseFiles or SharedStudentFiles dropbox:

  • Files in this folder
    • View files located in the specific folder.
  • Files in this folder and subfolders
    • View all files located in the specific folder and in any of the folder's subfolders.

CREATING A BACKUP OF YOUR DROPBOX FILES

Create a backup of your dropbox files

It is a good idea to keep a backup copy of the files in your dropbox as a precautionary measure. EEE does not keep backups of dropbox files, so it is important that you make your own backups. Remember to delete backup files when they are no longer needed — Learn More

Backing up dropbox files:

  1. Access Dropbox.
  2. Locate the list of dropboxes on the left of the page.
  3. Click the dropbox that you wish to back up.
  4. Locate the folder options on the right of the page.
  5. Click Download ZIP.
    Download ZIP image
  6. Verify the default folder, sub-folders, and files that are being compressed.
  7. Press Download ZIP.
    image of download zip button
  8. Depending on your operating system and browser configuration, a dialogue box may appear. You may be able to "Save to disk," or "Open with." Select whichever option is most appropriate. If you need additional help, please Contact Us.
  9. Press Finish.
    image of finish button
All the files in your dropbox should now be backed up on your computer as a Zip file.

Create a backup of selected files within a dropbox

You can opt to download only selected files in a custom Zip from dropbox.

  1. Access Dropbox.
  2. Locate the list of dropboxes on the left of the page.
  3. Check all of the files you wish to download.
  4. Scroll to the bottom page.
  5. Press Download selected as Zip.
    Custom Zip Download
  6. Verify that the correct number of files are being downloaded.
  7. Press Download Zip.
    image of download zip button
  8. Depending on your operating system and browser configuration, a dialogue box may appear. You may be able to "Save to disk," or "Open with." Select whichever option is most appropriate. If you need additional help, please Contact Us.
  9. Press Finish.
    image of finish button
All the selected files in your dropbox should now be backed up on your computer as a Zip file.

View the files in a backup file

To view the files within the compressed backup file, you will need to unzip the compressed file. Both Windows and Mac OS X have integrated zip reading capabilities.

For more information about zip files, please see Zip Files Help & How-to.

Accessing the Manifest File

A manifest file will be automatically included in the ZIP download of any AssignmentSubmission folder in a dropbox that is associated with at least one course.

This manifest file includes the following fields:

  • Student ID number
  • Student name
  • A blank field (suitable for recording a score)
  • Information about the file(filename, along with uploaded date and time)

Instructors and TAs can use the blank field to enter a score, then upload this file directly into an assignment in EEE GradeBook.

Important properties and conditions of the manifest file:

  • Only enrolled students are included in the manifest file.
  • If files are stored in subfolders, each file will be included in the manifest file.
  • A manifest file is only available in the AssignmentSubmission folder for a dropbox associated with at least one course.

DropBox and Students

Student access to your class dropbox

When a dropbox exists for a class, a link will appear in the "MyStudentClasses" module on enrolled students' MyEEE pages. If students have been added through a group rather than a class, they can access the dropbox through the EEE ToolBox.

Student assignment submission

Complete instructions for using DropBox as a student are available in the Student DropBox Help & How-to.

How do my students know their upload worked?

When a student successfully uploads a file, a green success message appears. Also, students' own files will display to them when they view the dropbox, so they can double-check simply by looking for their files in the appropriate folder.

image of success message

If you can't find a file a student claims to have uploaded, check the student's activity log. If you are still uncertain, contact us for further assistance.

Notify students when assignments are returned

You can automatically notify your students via email when files are available to them in an AssignmentReturn folder.

Notifying students of returned files:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox in which you wish to enable student notifications.
  3. Click AssignmentReturn.
  4. Locate "AssignmentReturn Options" on the right of the page.
  5. Click Student Notification.
    Email Notification link image
  6. Select the students you wish to notify:
    • Only students with files.
    • Only students with files that have not yet been notified.
    • All students with or without files.
      • If no files have been uploaded yet, this will be the only available option.
  7. Optionally, check the box to the left of "Send a copy of the notification to associated instructors and assistants for this dropbox."
  8. Optionally, customize the subject, introduction, and closing information of the email.
  9. Press Send Now.
    image of send now button
The selected students should receive an email notification.
The email includes:
  • Filename — the name of the student's file, if a file is available to that student.
  • DropBox — the name of the dropbox and folder in which the file can be found.
  • Class — the name of the class or group which has access to the dropbox.
  • DropBox link — a link directly to the student's file, if a file is available to that student.

Download Gradebook friendly scores

Scores may be added under student activity for DropBox and downloaded as a spreadsheet file in a comma value format (.csv). This file can then be uploaded directly to EEE's GradeBook tool, allowing instructors or assistants to easily view participants, add points for participation, distribute scores securely to students, and factor them into final grades.

Using GradeBook friendly download:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox from which you wish to download the scores.
  3. Click AssignmentSubmission.
    assignment submission
  4. Click Participants.
    participants link
  5. Click Download Gradebook-friendly.
  6. Verify the DropBox folder and the class associated with the folder.
  7. Enter the number of points to assign to participants and non-participants.
    Points must be numeric, greater than zero and no more than 2 decimal places out.
  8. Press Next to download the file.
  9. Depending on your operating system and browser configuration, a dialogue box may appear. You may be able to "Save to disk," or "Open with..." Select whichever option is most appropriate.
  10. Press Done.
The file should now be downloaded and ready to upload to GradeBook.

View student dropbox activity

Student activity logs are available for all folders except CourseFiles folders. Log information includes the number of files that student owns in that folder (if any) and the date last accessed. More specific details are found in the "Activity Logs" where you can view their UCInetID, the date their files were uploaded, and more.

If a student attempts to upload a file but is unsuccessful, a notice will appear in their "Activity Logs."

Viewing student activity:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox that contains the folder you want to check.
  3. Click Participants.
    participants link
  4. Locate the student whose activity you would like to review.
  5. Press Logs.
You should now be viewing the appropriate student's activity log, where you will be able to see a record of all the student's actions in the appropriate folder.

What is an IP address?

DropBox now shows the IP address associated with each DropBox action by an individual.

An IP address is a type of computer or device identifier. Each device will have its own IP address. This is useful in identifying the origin of a student's actions. In some instances, such as if a student connects through a VPN, then the IP address may not be accurate and be originating from a different device.

RAPID RETURN

Learn about Rapid Return

EEE has partnered with eDocs Imaging Service to create the "Rapid Return" system. Rapid Return helps instructors quickly and easily return a large number of documents to students through EEE's DropBox tool, while simultaneously creating a convenient, complete, electronic archive of graded assignments.

Work with eDocs Imaging Service to create a cover sheet for your assignment and verify that the cover sheet contains a barcode. Next, photocopy enough cover sheets to attach as the first page of each student's assignment.

At the time of the assignment or exam, instruct each student to fill out the cover sheet appropriately with his or her name, student ID number, and the date. Please note that Access UCI students will need to leave the first space blank, because their ID numbers are 7, rather than 8 digits long.

Get started with Rapid Return

The first step in using Rapid Return is to contact eDocs Imaging Service before the exam or other assignment. eDocs Imaging Service will help you create a coversheet, which should be attached to the exam or other assignment when it is given to students for completion.

Once you have graded the assignments, schedule a pickup for processing and scanning by contacting eDocs Imaging Service staff at sps-edocs-scan@uci.edu or (949) 824-4147.

Distribute Rapid Return files

After eDocs Imaging Service scans the graded assignments, a ZIP file is sent directly to EEE. Then, EEE sends an email to the associated instructors and any TAs who also have DropBox access for the appropriate class.

Distributing a Rapid Return file through Rapid Return:

  1. Locate "Dropbox Options" on the right of the page.
  2. Click Rapid Return.
    image of Rapid Return link
  3. Find the appropriate file in the list of Rapid Return files.
  4. Click Distribute to students next to the file.
    image of Distribute to students link
  5. Fill in the requested information:
    • Choose to or not to associate the dropbox for this file with cross-listed courses (if applicable).
    • Name your dropbox.
    • Set file availability and deletion dates.
    • Write a note to the class (optional).
  6. Press Next.
  7. Verify that the information is correct.
  8. Press Create & Return File.
Your Rapid Return file should now be distributed to students.

Distributing a Rapid Return file through AssignmentReturn:

  1. Create a dropbox including an AssignmentReturn folder.
  2. Locate "AssignmentReturn Options" on the right of the page.
  3. Click Upload Zip.
    Image of Upload Zip link
  4. Find and select the appropriate file under "Rapid Return."
    Image of Rapid Return
  5. Press Next.
  6. Follow the on-screen instructions to resolve or discard any unmatched files.
Your Rapid Return file should now be distributed to students.

Download a backup of Rapid Return files

It is recommended that you keep your own backup copy of your Rapid Return files. After the quarter, the original Rapid Return ZIP files are removed from EEE. An email warning is sent first, and distributed copies of the files are not affected.

Download a backup of Rapid Return files:

  1. Locate the list of dropboxes on the left of the page.
  2. Click the dropbox with the Rapid Return files you wish to back up.
  3. Click AssignmentReturn.
    image of assignment return folder
  4. Locate "AssignmentReturn Options" on the right of the page.
  5. Click Upload Zip.
    Image of Upload Zip link
  6. There are two ways to download your RapidReturn files:
    We recommend downloading the zip file from an on campus internet connection due to the large size of the file and the high speed of the campus connection.
    If you must download from off campus, you may need to use WebVPN.
  7. Depending on your operating system and browser configuration, a dialogue box may appear. You may be able to "Save to disk," or "Open with." Select whichever option is most appropriate. If you need additional help, please Contact Us.
Your RapidReturn files should now be backed up on your computer as a Zip file.

eDocs Imaging Service will compress the scanned student documents into a single zip file. Instructors do not need to be able to open the zip file, which should be uploaded directly to the Rapid Return dropbox.

TROUBLESHOOTING

Why do I see two dates/times under 'Date Modified?'

If a file is moved or copied from one folder to another, two dates/times will appear under the 'Date Modified' column: the date/time when the file was originally uploaded to EEE DropBox and the date/time when the file was most recently moved or copied.

For example, if an AssignmentSubmission folder has a deadline and the 'Accept & mark late submissions' option has been enabled, a student might actually have uploaded a file on time, but to the wrong location, then copied or moved that file into the correct folder after the deadline passed.

In that case, the 'Date Modified' column will show that the student originally uploaded the file on time, but moved or copied it after the deadline:

example of 'Date Modified' column showing a file uploaded before an AssignmentSubmission folder deadline, but moved or copied into that folder after the deadline.

For more information about a file's history, check the logs under 'Participants' or Contact EEE Support.

What do I do if I run out of DropBox space?

Initial space for DropBox:

  • Instructors and authorized assistants have 5GB.
  • Students have 50MB.
  • Staff members have 5GB.

If you run out of DropBox space, you will receive an error message when attempting to upload files.

Screenshot of Error Message

What to do:

  • Delete unnecessary items in your dropbox.
  • Have a different instructor or TA set up remaining dropboxes for your class - the contents of a dropbox affect only the dropbox owner's quota.
  • Contact Us to request a quota increase.

Can I recover a deleted dropbox or file?

Deleted dropboxes and files cannot be recovered.

After the deletion date has expired, your dropbox will be deleted permanently. No automatic backups are made. We strongly recommend that you manually backup your dropboxes.

Why can't I read a file a student submitted?

There are several reasons you may be unable to open and view a file a student submitted.

  • The file may be corrupt

    What to do — Have the student re-submit the file

  • The file may require an application you do not have installed

    What to do — Have the student re-submit the file in a different format, or try conversion software — Learn more

  • The three character extension at the end of the file may be absent

    What to do — Add the extension (if known) or have the student re-submit the file with the three character extension included

    Some common extensions include:

    • .doc for Microsoft Word.
    • .ppt for Microsoft PowerPoint.
    • .xls for Microsoft Excel.
    • .htm or .html for an HTML document.
    • .pdf Portable Document Format (Adobe Acrobat or Preview).
    • .txt for a generic text file.
    • .rtf for a generic, formatted text document.

Why don't I see files a student allegedly submitted?

If you cannot locate a file a student claims to have submitted, it is possible that the student accidentally uploaded the file to the wrong dropbox folder.

  • Ask the student to check his/her private "MyFiles" folder and any other folder to which the student has submission access.
  • Check the student's activity log, which will review whether the student has accessed the folder at all and will record both successful and unsuccessful upload attempts.
  • If you are still uncertain, contact us for further assistance.

    Please include:

    • The dropbox name, course code, and quarter
    • The student's name and UCInetID
    • Approximate date/time of upload (if known)
    • Any other information that you think may help EEE support staff review system logs

Who should I contact for help with Rapid Return?

For assistance regarding the scanning services and coversheets, contact eDocs Imaging Service.

For assistance regarding the distribution process and EEE's DropBox, please Contact Us.

Why am I missing classes?

There are several reasons why classes may be missing. Some of the most common causes are listed below.

Common causes for missing classes:

  • You may be viewing a different quarter on EEE — Switch Quarters
  • Students: You may not be officially enrolled in the class — Student Access
  • Assistants: Your instructor may not have added you in Assistants — Learn More
  • Instructors: Your Department Scheduler may have not added you to the Registrar's Electronic Schedule of Classes (eSOC)

Use the Missing Classes look-up tool to check your status and receive trouble-shooting help.