How to add & use Collections

After reading this article you will know all ins and outs of Collections. You can add Collections and you will understand the usefulness of them in the further process of creating exams.

The Library is the home for all your items. You organise your items into Collections (also revered to as 'item banks').

For example, you can create collections by subject area, question type, learning objective, etc.

In this article we will look at:

• Your collection overview
• How to add a collection
• How to use a collection

Your collection overview

In the collection overview page:

• You see al you collections and the ones shared with you. Simple click a collection open it.
• You can filter your collections
• Use the Collections action menu-bar to Add, Delete, Archive and Unarchive.
• See important basic information such as Title, Last Modified date, number of questions in each collection.
• Check the Status of the collection

Let go through these options step by step.

1. Collection tab

Clicking 'Library' in the main menu will, by default, lead to the Collections tab. This is where you create your own collections and see collections that have been shared with you.

Notice that there are two more tabs here:

• The Items tab shows an overview of all Items that are in your collections.
• The Media elements tab shows all media files uploaded by, or shared with you.

2. Collections action menu-bar

The Collections action menu-bar offers the following actions:

• Add a new collection
• Delete checked collections to the trashcan
• Archive checked collections
• Unarchive checked collection

3. Table columns

Show important basic information on collections available to you, such as Title, Last Modified date, number of questions in each collection. But also who is the owner of the collection.

The last column shows the status of the collection:

• Active means the items can be selected when creating assessments.
• Archived means that the question of that collection will not show up to be selected when creating an assessment.

4. Filters

Apply filters to your collections in order to narrow down the results on your screen. Filter options can be hidden using the burger-button at the bottom left of the page.

How to add a new Collection

Click on '+Add' in the action menu-bar to add a new Collection.

A pop-up box will open, allowing you to enter a name for your collection, the associated learning objective and taxonomy repositories.

1. Title of your collection

Enter a Title or name for your Collection of questions (max 100 characters).

This field is mandatory.

2. Learning Objectives (LO)

Select a Learning Objective repository (optional) to associate with this collection. By doing so, you will make sure you do not see learning objectives that do not meet your subject.

3. Select a Taxonomy

Select a Taxonomy category (optional) to associate with this collection. By doing so, you make sure you do not see taxonomies that doesn't apply to the subject of your collection.

Changing LO and Taxonomies of your collection

You can always change the title, Learning Objective and Taxonomy of you collection.

Simply go into your collection, click the [...] button and click on 'Collection Settings'.

Here you can also change the ItemID prefix set for you collection. Also see 'The Cirrus ItemID - a unique and user friendly ID for each question'.

Deleting and Archiving Collections

You can Delete, Archive and Unarchive Collections.

Select one or more collections and pick your optioon from the action menu-bar:

• Deleting: Will move the Collection to your trashcan. It will be possible to restore it within 30 days. After that period all data will be deleted permanently.
• Archiving: Will archive the Collection so the data will not be lost. The Items of that collection will not show up to be selected when creating an assessment.
• Un-archiving: You can un-archive at any time so the Items are available again when creating an assessment.

Keep in mind that some actions depend on your Item and Collection role. These are setup under Admin > Roles > Collections by an administrator.

This role determines for example whether you can add or delete collections. If you are unable to perform certain actions, consult a System Admin.

How to use a Collection

How you set up a Collection is entirely up to you. You can create Collections with Items that meet personal needs or you can discuss a standardised workflow with you colleagues.

For example, you can create collections by subject area, question type, learning objectives, school year, etc.