1	Creating Electronic Portfolios Technology Workshop for the Education Division O’Grady Library, Saint Martin’s University Spring 2008
2	Workshop Objectives Electronic portfolios The purpose of the electronic portfolio is to document that you have met the professional certification requirements. Certification requires various student teaching documents. Workshop This workshop will not address what you need to include in your portfolio. Such questions should be directed to your University Supervisor. This workshop will show you how to create an electronic portfolio on a compact disc (CD-R) whose contents can be readily accessed on most computers with a CD-drive.
3	Workshop objectives This technology workshop will introduce you to: The technological specifications your electronic portfolio should satisfy Portfolio organization Accepted file types File size limits The tools available to create it Adobe Acrobat Scanners CD burners
4	Portfolio Process: Stage 1
5	Portfolio Process: Stage 1 Now add AboutThisPortfolio: Standardized “catalog record” for each portfolio Open, Complete, Save In My Documents\eportfolio\ http://homepages.stmartin.edu/reference/tech/eportfolios_ed/AboutThisPortfolio.doc
6	Portfolio Process: Stage 2
7	File Types Only the following types of files should be included in the electronic portfolio: PDF: for most documents Only as necessary: HTML* JPEG* GIF* MPEG WAV Why? The electronic portfolios need to be accessible on computers with different operating systems and running different software, and they need to be accessible for a number of years. These formats are widely used on the Web and there are browser plug-ins or applications that are freely available for most desktop computers. * HTML, JPG, and GIF can also be converted to PDF
8	File Types: PDF Adobe Acrobat Portable Document Format Use for: text documents, images Can use your existing essays, lesson plans, documents Scan printed documents to PDF Convert electronic documents (Word, Inspiration, Excel, PowerPoint, HTML, ...) to PDF Proprietary, but widely used Adobe Acrobat installed on Scanner Stations and computers by reference desk only Acrobat Reader is free download and available for PCs and Macs; Reader on all SMU computers Most of your portfolio files should be PDFs
9	File Types: GIF & JPEG Consider inserting your graphics into other documents Copy & paste pictures into a word document Organize the layout Add captions Convert finished Word document into a PDF Keep resolution down to 200 ppi--for screen viewing (Web, Word, PowerPoint docs) and basic printing.
10	File Types: MPEG Moving Picture Experts Group Use for: short videos (5-10 min. max) Can use existing digital and VHS videos Convert existing VHS tapes to digital Convert existing digital videos in other formats (AVI, WMV using Pinnacle) Widely used Web format Compressed file format with a resolution of 352 x 240 pixels at 30 frames per second (< than VHS quality) Supported by QuickTime Movie Player, Real Player Training required to use University’s equipment
11	Storage limits CD’s hold approximately 700 MB (do not use DVD’s) However, H: drive limit is 200 MB total Watch size of portfolio and other docs Check size by right- clicking on eportfolio folder and selecting Properties. Check size of My Documents folder
12	Methods to Convert to PDF Adobe Acrobat on Scanner Stations O’Grady Library Multimedia Center CRC Engineering Lab Lower level copier Save to PDF – new in Office 2007 (as a downloaded extra, if not installed) Primo PDF (free download primopdf.com)
13	Converting to PDF Open the AboutThisPortfolio Word file you just added to your portfolio and convert it to PDF. Then check the size of your eportfolio folder.
14	Converting to PDF Save to your eportfolio folder in My Documents
15	Scanning to PDF Scan printed documents to PDF. Scanners located in library, CRC, Engineering Automatic Document Feeder (ADF) in lower level print alcove The procedure described, creates an image Can’t search it Can’t edit it Using OCR (Optical Character Recognition) is possible, but not easy Handout: Scan to PDF http://www.stmartin.edu/library/technology/webGuides.htm
16	Scanning to PDF Save to your eportfolio folder on the H: drive Check your work All pages are there and in order All pages are right-side up and distinct If doing lots of scanning (especially if using the HP scanners) Break into segments (20 pp) Save periodically Don’t wait until the night before due date to start
17	Scanning to PDF Do Black & White whenever possible (minimizes file sizes) Keep resolution down to 200-300 ppi (Sufficient for screen viewing and printing)
18	Portfolio Process: Stage 3 Once your portfolio is complete, burn to a CD
19	Addition for PDF conversion
20	Addition for PDF conversion
21	Addition for PDF conversion
22	Burning to CD Use a CD-R (not rewriteable [CD-RW]) Purchase at library for $1 each Buy at office supply store CD burners on all library computers Use Sonic to burn CD’s CD burning software: http://www.stmartin.edu/library/technology/webGuides.htm Don’t wait until the night before Help may not be available Test your CD thoroughly Try in a different CD drive (not the one burned on) Check files and any links within files
23	Burning to CD Recommended Keep file names brief and don’t nest folders too deeply File name length < 64 characters Path and file name length < 128 characters Directories < 8 deep Save your portfolio to CD periodically (monthly?) Practice Time to get training Identification of potential problems Data backups Moving documents from home to school USB flash drive Available at the bookstore
24	Final Remarks Start early! Build the portfolio in manageable sections Don’t try to scan 100 pages the night before Stick to PDF and the few other file formats listed previously Schedule hands-on training for scanning, Acrobat, or CD burning if you want more Ask questions Your University supervisor about portfolio content Ric Kube or Scot Harrison about technology
25	Technology Support Support is available Web guides: http://www.stmartin.edu/library/technology/webGuides.htm Hands-on training (by appointment) Trouble-shooting (Reference desk) NB Technology skills of staff vary Contacts Ric Kube (360.486.8811 or rkube@stmartin.edu) Scot Harrison (360.486.8808 or sharrison@stmartin.edu) Technology training and support page http://www.stmartin.edu/library/technology/support.htm