School administrators
How do I manage the school’s library of materials?
Written by the TestFLE team.
In short
In “Library”, you manage “School materials” as a teacher manages their own, and you also see the teachers’ materials, which you can view and delete. Only an administrator can delete students’ notes.
Who this is for, and what you need first
- Who this is for
- School administrators whose school has chosen the Library option.
- What you need first
- The Library option, chosen by your school.
The steps
- In the sidebar, click “Library”.
- In “School materials”, create folders, upload materials and build card decks, as a teacher does in “My materials”.
- To open a material to students, click the “Share with students” icon on its row.
- To see what a teacher has uploaded, scroll down to “Teachers’ materials” and choose their name in the “Teacher” list.
- To see who has read a material and what the students have noted, click the “Tracking and student notes” icon on its row.
What you do as a teacher does
In “School materials”, the administrator has the same actions as a teacher in “My materials”: create a folder, upload a material, rename, move, delete, open access to students. These actions are not repeated here.
- To upload and organise: uploading and organising materials.
- To open a material and follow its reading: opening a material to my students.
- For card decks (“New card deck”): creating a card deck.
Teachers see “School materials”, but cannot upload, rename or delete anything there. They can only open them to their students. An uploaded material is open to nobody until you have opened it, and a student only sees “My library” from the moment a material or a deck is opened to them.
Your own materials, the ones you upload under your name, are not on this screen. They are waiting for you in the teacher area (the “Teacher” entry in the sidebar), in “My materials”.
What you can do in addition
Seeing the teachers’ materials
The “Teachers’ materials” section shows, one teacher at a time, what each has uploaded under their name, folders and card decks included. Choose the teacher in the “Teacher” list: the list shows their materials straight away. If no teacher has any material, the screen says “No teacher has added personal materials yet.”, and for a teacher without materials, “This teacher has no materials or card decks yet.”
On a teacher’s materials, you can:
- view them (“View” icon) and reread the file (“Open” icon);
- see who has read them and what the students have noted on them (“Tracking and student notes”);
- delete them.
You cannot upload any in their place, nor rename them, move them or open them to students: the teacher stays in charge of their content.
Reading and deleting students’ notes
When a student takes notes next to a material, you read them in the “Tracking and notes” window, on the “Student notes” tab. You receive all of them, whatever the student’s class: a teacher only receives those of their own students. The students know that these notes are read. In the same way, the “Who read it” tab shows the students who have opened the material and those who have never opened it.
Only an administrator can delete a note. A teacher reads it without being able to remove it, and the server refuses their request (“Only an administrator can delete a student’s note.”).
- On the material’s row, click the “Tracking and student notes” icon.
- Open the “Student notes” tab.
- To the right of the note, click the “Delete this note” bin.
- In the “Delete this note?” window, click “Delete”.
The window warns that the student’s notes on this material will be erased and that they will find a blank page. The note disappears from the display, but the platform keeps a record of the deletion. The student can then write a new note on the same material, starting from scratch. No button restores a deleted note.
Materials removed by the host
When TestFLE removes a material for moderation, your teachers and your students no longer see it. It still counts in your storage quota. To see it, tick the “Also show materials removed by the host” box, above the sections. It is unticked by default. The material then carries the “Removed by the host” badge, and the screen only offers “View”, “Open” and “Delete” for it. You can delete it to free up space. To find out more about a removal, contact the TestFLE team.
A material’s own page
The window for viewing a material offers an “Open in a new window (to project)” button and a “Full screen” button. The first opens the material alone, on its own page, so you can put it on a projector while the library stays on your computer. The close button on this page closes the window; if you opened the page by hand, it takes you back to the library.
Going further
Understanding the school library
Who can do what
- Upload, rename, move. In the school materials, the administrator only. In a teacher’s materials, that teacher only.
- Open to students. In the school materials, the administrator and the teachers. In a teacher’s materials, that teacher only.
- View and follow reading. In the school materials, all staff. In a teacher’s materials, that teacher and the administrator.
- Delete a material. In the school materials, the administrator only. In a teacher’s materials, that teacher and the administrator.
- Delete a student’s note. The administrator only, on any material.
Which students and which classes can you choose?
In the “Student access” window, the lists of classes and students come from the same source as the teacher area. So they only contain the classes whose teaching team you belong to, and their students. If the class you want is missing from the “Pick a class…” list, first add yourself to its teaching team, as creating a class and its team explains.
Storage space
The “Storage space” gauge counts the whole school: the school materials, those of all the teachers, the card decks and the media attached to pages. From 80% full, the screen shows “Your storage is more than 80% full: consider deleting unused materials or requesting an extension.” Deleting a material frees its space at once. To request an extension, contact the TestFLE team.
An archived teacher
The materials of an archived teacher do not disappear: they wait for you to assign them. An orange badge then appears on “Library”. The steps to follow are in assigning the legacy of an archived teacher.
If the screen does not appear
Without the Library option, the entry does not appear in the menu. An address typed by hand shows “This module is not enabled for your institution.” To add the option, contact the TestFLE team.
Related articles
- What happens to an archived teacher’s materials, and how do I assign them?When you archive a teacher, their materials and card decks become “awaiting assignment” in “Library”. You hand them over to another teacher or move them to the school’s materials; the students who had access to them keep it.
- How do I upload a material (PDF, image, audio, video) and organise it?In “Library”, “Upload” adds a PDF (50 MB), an image (20 MB), an audio file (200 MB) or a video (500 MB) to “My materials”. You organise it in folders, rename it or move it; “Delete” erases it from the server and closes it to students.
- How do I share a material with my students and see who has read it?In “Library”, the “Share with students” icon opens a material, straight away, to chosen students or to a class. “Tracking and student notes” shows which students have read it and what they have noted; “Full screen” projects the material in class.
- How do I create a card deck for my students?In “My materials”, “New card deck” creates a deck of cards to flip or a picture to explore. You add texts, images and sounds to it, then you share it with students or link it to a material, with no mark.