Tag Archives: meeting slots

Meeting slots are now available for use with any group of students

We are pleased to announce the release of new functionality that will allow you to create meeting slots with any group in the University. Meeting slots are a popular part of the tutoring functionality in ePortfolio that allows tutors to specify particular timeslots they are free, and tutees can then sign up to a slot.
In the version released today, you can use meeting slots with supervision groups, tutees, whole modules, and any other bespoke group of students or staff.
To access the new functionality, navigate to the Meetings section using the drop down menu at the top of the screen (9 dots icon). You will see a new section labelled “Slots”. By selecting this you will be taken through to the page where you set up the slots, but you will notice in the top right hand corner of the page the option to “Add people to Slot Group”.
Meeting slots button

Selecting this will bring up the a search tool that shows your tutees/supervisees on the right hand side, but also allows you to search for anyone in the University.

Search people in ePortfolio

You can search by programme or module code, username, and by first or surname. If you search by module or programme code, there is an “Add All” button at the bottom of your search. This will add all students from the module / programme to your set of slots, allowing you to offer contact to a cohort of students in an organised manner.
If you are a user of supervision groups, you will see a new button on the Supervision Group page. This will allow you to create meeting slots for your supervision group.
Meeting slots for supervision groups
Having selected the students that the slots are to be offered to, you will then pick the length of slot and times you’re available and the students selected will be sent a booking email.
If you would like some extra support with the use of meeting slots, please email ltds@newcastle.ac.uk.

Bootstrap and other developments in ePortfolio

 As ePortoflio is built in-house, it is regularly updated to meet the requirements of the staff and students in the University. The main developments to take part during the rest of the academic year are as follows:

Upgrading Django to version 1.8

EPortfolio is coded using Django programming language. We have been running on version 1.4 but this needs upgraded to ensure we are working with a supported codebase. You could compare this to the upgrading of windows from windows XP to Windows 7 to make sure the software receives security updates.

Continue reading Bootstrap and other developments in ePortfolio

ePortfolio updates to support the “offer” of a meeting

There have been some further developments in ePortfolio to support the next stage of the rollout for Personal Tutoring. From the start of the academic year, tutor / tutees interactions with Stage 1 & 2, and PGT students should be recorded. The minimum frequency of meetings should be in line with the personal tutoring framework which states, ‘Tutors will meet with their students at least twice during their first semester in the University and offer students at least one tutor meeting per semester after Semester 1. ‘
ePortfolio has been developed to allow for this ‘offer of tutorial contact’ to occur from the system. These changes are outlined below.
Record Meeting / Offer Meeting
On the tutee information pages, you now have the option to Record Meeting / Offer Meeting. This will take you through to a very similar form to the one previously existing in the system. The change will depend on the date you choose.
Retrospective recordings
If our have already had the meeting and are recording this, you can now set the status of the meeting from the initial setup form (took place in person, at a distance, or did not take place at all).
Offer of a meeting
By choosing a date in the future, you are making an offer of a meeting to the student. They will receive an email outlining the date, time, venue, etc, that will also include the option to decline the meeting. If they do not decline, they are automatically assumed to have accepted.
Meeting slots
One of the best ways to ensure you are meeting your requirement of the ‘offering of meeting’ is to use meeting slots. Meeting slots are the online equivalent of the sign-up sheet  tutors use that specify when the tutor is free. Find out more about meeting slots here.
There is a series of webinars and workshops to support you with your use of ePortfolio. Find out more about these here.

ePortfolio Personal Tutoring Rollout for Academic Year 2015/16

The University ePortfolio system was rolled out for Stage 1 Personal Tutoring during the last academic year. It has been mandatory to record meetings that you are having with your tutees in line with the Personal Tutoring Framework. For Stage 1 students, this is two meetings in the first Semester, one of which should be within the first 4 weeks of the student’s arrival at University.

Please see this video to find out how to meet this University requirement.

The rollout moves on to Stage 2 and PGT students. Again, the use of ePortfolio should be in line with the Personal Tutoring Framework, and it says that the offer of tutorial contact should be made at least once a semester.

Currently, offers of meetings can be made through meeting slots and the record meeting functionality. The development will be working on improving the “offer” functionality and we hope this to be in place before the start of the academic year.

ePortfolio April release

We have released the latest update to Newcastle University ePortfolio containing some fantastic new features. The development team at LTMS have worked tirelessly to produce a set of updates that will make ePortfolio an even more powerful tool. If you would like to see a demonstration of the ePortfolio, and the new updates, please contact Graeme Boxwell at graeme.boxwell@newcastle.ac.uk, or 0191 208 3903.


Below is a summary of these features.

1) Meetings

Meeting slots across a number of days

The last update to ePortfolio introduced meeting slots. These are the online equivalent of the sheet of paper on the tutor’s door where students sign up to a meeting. The online meeting slots allow a tutor to book out a time period and send an email link to some or all of the tutees. The tutee would follow the link and select a meeting. This would automatically create a meeting record in ePortfolio with the tutor and tutee as the only attendees, and the only people who can see this confidential record. Notes can then be added before and after the meeting.

With this latest update of ePortfolio, you can now set meeting slots across a number of days. These are drawn onto a calendar view as seen in the screenshot below. The slots function also provides a useful overview of the meetings before the final confirmation sends the email out to the tutees.

Meeting Slots

Summary of the meetings

We have changed the way the information about the meetings is displayed in the table when you select’My Meetings’. We have added the attendees to the meetings in this summary table.



Locking of meeting notes and notification email

Meeting notes will now be locked 24 hours after the creation, meaning that no edits can be made to a meeting note after this time period. Additional meeting notes can be added to the meeting record. This will help to ensure the integrity of the meeting record.

Meeting notes will be transferred to a notification email. This will help summarise all the meeting notes for tutors who are supporting many tutees. For example, a tutor meets with 40 tutees in a week. The tutees are asked to write up each meeting record in ePortfolio. For the tutor to check the accuracy of the meeting notes, they only have to check a weekly email that will summarise all the notes that have been added.


2) iCal integration

Meetings created in ePortfolio can by synched with your Outlook calendar using an iCal feed. This is a one-way push of information into an outlook calendar. Once the feed is set up, a new shared calendar will appear named portfolio.ncl.ac.uk. This will show any meetings created in ePortfolio, but you will not be able to add or amend any meetings in Outlook. If you do, these amendments will be overwritten on the next synch.

For more information on how to set up iCal integration, please click here.

 3) ePortfolio terminology and layout

The terminology and layout of ePortfolio has been reviewed and changes have been made to make the use of ePortfolio a more intuitive and consistent experience. Some of the icons on the front page have been moved into the main set of icons. The section titled, “Further Information” has been removed.

  • Outcome set / skill set

You will no longer see any reference to outcome set. These have all been changed to skill sets.

  • Communities

Some slight amendments. The general discussion element has been removed. The ability to look at how many members and posts are in each community will help ePortfolio users to evaluate the popularity of each community

  • CV

CV has changed to CV builder. This is not a CV, but a tool that will help you to collate all the information to help build your CV.

  • Action Plan

The Action Plan has been changed to a to-do list.

4) Change to the text editor – embedding video and audio

The text editor used throughout the ePortfolio has been updated. This will enable you to embed video or audio files from external sources such as soundcloud or youtube. You will also be able to embed video from the University streaming service NU Vision.



5) Maximum file size upload, and overall file quota

As an operational necessity due to the growing demands on ePortfolio, we have to put a maximum file upload and overall quota in place. These have been set at an individual upload maximum of 15MB, and an overall file quota of 150MB. When you are using 90% of your quota you will receive a warning to advise you of this. Go to the file store to remove items from your ePortfolio.