Logging in to the OCN London ePortfolio Tool

Click here to go straight to your OPT folders. If you are not logged in to Google you will be asked for your login which will be of the form [yourCentreName] and given to you by OCN London.

If you are already logged into Google under a different account you will need to log out of this account by clicking your username in the top right hand corner and selecting Sign Out. You will then be presented with a screen asking you which account you wish to proceed under. Choose the [yourCentreName] account or click Add Account if it is not already there.

When you get used to using your account you may prefer to access your OPT folders directly from Google by clicking the apps symbol followed by Drive:

Note: if you are using Google Drive for the first time, you may be asked if you would like to download Google Drive to you desktop. This is not a requirement and the rest of this guide assumes that you skip this step.

Note: Google will occasionally redirect you to your account page and ask you to check your details. You can skip this and go straight to Drive by clicking the apps symbol followed by Drive.

Browsing the system

The root folder (the first one you see upon logging in) is named "[your Centre Name] - ePortfolios". Inside this is a separate folder for each cohort of learners. A cohort is a group of learners doing a particular course at a particular date and is identified by a 7-digit number beginning 14nnnnn (often referred to as the "RAC" - Recommendation for the Award of Credit - number). Inside each cohort folder is an Admin folder and a folder for each Learner. Each Learner folder contains a folder for each unit, tracking sheets, learners' uploads, etc.

You can quickly browse around the folders using the horizontal and left-hand navigations:

The Tracking Sheet

There is a Tracking Sheet located in every unit folder for every learner. The Tracking Sheet contains a table showing the learning outcomes and assessment criteria for the unit. Against each learning outcome there is box for "Evidence of Learning" (this will usually take the form of links to learners' work stored elsewhere in the OPT system.) Underneath each learning outcome is "Feedback" box where the tutor can type their own feedback to the evidence of learning. Next to the feedback box is an "Achieved" box where the tutor indicates whether the learning outcome has been achieved or not.

Below is an example of a Tracking Sheet:

Manually updating the Tracking Sheet

The eSubmission system (below) will take learners' files, add them to the learners' unit folders and place a link in the relevant section of the Tracking Sheet.

However, you may also add files to a learners' unit folder manually (for instance if they exceed the maximum file limit of the eSubmission system, or the learner has sent their work to the tutor by another means, e.g. email or TurnItIn)

To manually add files to the learners' unit folder, browse to the learners' unit folder and either drag and drop the file from your desktop, or right click and select Upload Files.

To get the link into the tracking sheet, open the tracking sheet for the unit you have just uploaded a file, select Add-ons > OPT > OCN London - Update Evidence:

The effect of this will be to place links to any files that exist in the learner's unit folder into the top box of the tracking sheet. They can then be copy and pasted anywhere else on the Tracking Sheet as evidence of learning.

Sharing the Tracking Sheet with the learner

You can send a link to the learner (for example, once feedback has been given) by selecting "Add-ons > OPT > email link to learner", and an email containing a link to the Tracking Sheet will be sent to the email address recorded in Email Alerts.

The eSubmission system

The eSubmission system is a website that learners can use to upload their work to the correct folder in the OPT system. In addition to uploading the file, it automatically places a link into the Evidence of Learning box on the Tracking Sheet.

The eSubmission site is found at this URL:

The "Admin" folder

The Admin folder contains tools for managing the whole cohort of learners.

The eSubmissionLog file contains a log of all submissions using the eSubmission system.

The Email Alerts is where the tutor can put their email address to be notified of learner uploads. They can also add learner email addresses to control where eSubmission receipts will be sent.

The RAC - Recommendation for the Award of Credit (represented by a 7-digit number) file contains a view of all the learners in the cohort and the units in the course. This is where a tutor can keep track of the course as a whole by marking units as "Achieved" or not. The purpose of the Recommendation for the Award of Credit (as its name suggests) is to indicate to OCN London that these learners can be awarded the credits or qualifications registered for.

Users of QuartzWeb will recognize the RAC as the same document that is uploaded to QuartzWeb to automatically award credits and qualifications.

Managing email alerts

The Email Alerts file contains fields for the tutor's email address and each learners' email address. These are not pre-populated and it is up to the tutor to put their own email address in here if they wish to receive email alerts. The tutor may also record their learners' email addresses here. If the tutor does not manually input the learners' email addresses, then the email address input by each learner into the eSubmssion system will be placed here automatically.:

The following events will trigger the sending of an email:

  • A learner submits a file using the eSubmission webpage - The address input by the learner in the form will receive a confirmation email. The tutor email address input by the tutor on Email Alerts will receive an email containing a link to the Tracking Sheet.
  • A tutor selects "Add-Ons>OPT>Email link to learner" from a Tracking sheet - The address recorded on Email Alerts receives an email with a link to the Tracking Sheet.

Using Google Drive

Uploading files or folders

In Google Drive, browse to the place where you would like to upload a document (e.g. in a Unit folder in a learner's ePortfolio). From your local computer you may simply drag and drop files or whole folders to upload them:

If you prefer you can browse to the files or folders you want to upload by selecting the red up-arrow on the top left of the screen and selecting Files or Folders. When you have selected the file or folder you wish to add to the ePortfolio, simply click Upload.

Adding links to documents

Getting a hyperlink from an item in an ePortfolio

You can create hyperlinks to documents in your learners' ePortfolios or anywhere else on the web. To obtain a link to a document in an ePortfolio, browse to the document and select "Get Link" to copy the document's URL to your clipboard.

Add a hyperlink in a Google Doc

To add a hyperlink to a Google Doc, right click where you want the hyperlink to go and choose the hyperlink symbol. A box will appear into which you can paste the hyperlink URL and the text you want to display.

Converting between MS Office and Google Docs

Google Docs are the equivalent of Microsoft Office documents like Word and Excel. The advantage of Google Docs is they can be edited online, however many people prefer to download MS Office documents and edit them on their PCs. Fortunately, Google Drive allows documents to be quickly and easily converted between the two formats.

Convert from Word/Excel to Google Doc

- Browse to the Word or Excel file in your ePortfolio.

- Right click and select Open With Google Docs.

- The document will now open (and be saved as) an editable document in Google Docs

Convert from Google Doc to Word/Excel

- Browse to the Google Doc in your ePortfolio.

- Right click and select Download As.

- Select the format you wish to convert to (.xlsx, .docx)

- The document will now download as a Microsoft file, which you can edit and re-upload


Get in touch with the OCN London team if you encounter any problems with the system.