2.5 Matrices Tool Help

Matrices: Overview

A matrix is a type of wizard. The Glossary tool provides context and definitions for the criteria and levels in a matrix.

A matrix is a type of wizard that provides structure and guidance for any learning process that can be organized into two dimensions - rows and columns. Matrices track progress across criteria, milestones, or standards (the rows) in relation to different activities or levels (the columns).

Matrices allow site participants to provide evidence of learning or other achievements in criteria, standards, or skills according to different levels of ability or areas of activity. They can be used to document learning or achievements in many areas - general education, co-curricular development, program requirements, course activities, graduation standards, faculty promotion and tenure, and more.

Within a matrix, the intersection of each row and column forms a cell. The cell's content provides a means of tracking achievement, encouraging reflection on the learning experience, and providing feedback and evaluation.

Each cell presents participants with instructions, samples, and forms to be completed, along with informational files, URLs, and/or other materials. Participants complete the forms that are presented and provide evidence from Resources to document their learning or achievement in relation to the criterion and level for this cell. Participants also reflect upon that evidence according to prompts provided in the cell.

Site organizers guide participants through the activities for each cell. To provide this guidance, they supply instructions, rationale, and examples in the cell. They may also include forms that structure participant evidence of learning or achievement. Additionally, they provide forms that prompt participants to reflect upon their evidence, forms in which designated reviewers provide feedback on participant progress, and forms in which designated evaluators offer their evaluation of the work after a participant submits the cell. Finally, site organizers may also determine the order in which participants complete the cells.

As a site organizer, you can create portfolio templates to display the content of a completed matrix or a matrix in process. Through these templates, you can allow site participants to transform their matrices into portfolios.

If you are a system administrator or a site organizer, you can use the Matrices tool to perform the following activities.

• Create, change, and delete matrices.
• Publish a matrix so that site participants can use it. Do NOT publish a matrix until it is exactly the way you want it.
• Use a matrix created in one site in another site by exporting it from the first site and importing it into the other site.
• Change Matrices tool permissions for all users in any given role.

If you are a site participant, you use the tool to complete matrices.

The Matricies home page contains a list of matrices for the site. For each matrix, the list contains its name, description, and owner and indicates whether it has been published. If the list of matrices is longer than one page, use the buttons under the Matrices menu bar to display other pages in the list.

• To display the first page of the list, click First.
• To display the previous page of the list, click Previous.
• To display the next page of the list, click Next.
• To display the last page of the list, click Last.

Designing a Matrix

Many of the guidelines that apply to designing any other type of wizard also apply to designing a matrix. Avoid unnecessary complexity! You can add unlimited instructions, forms, feedback, evaluation, and other features to each cell of a matrix. As a result, it's possible to make a matrix overly complex and difficult or burdensome to use. Remember this: You do not have to use every element and feature at every opportunity. If something seems to have little or no value at any point, leave it out.

To design a matrix, follow these steps:

1. Analyze the activity or process that the matrix will support.
2. Identify the rows and columns you will need.
3. Identify the content needed (instructions, files, forms, etc.) for each cell of the matrix and for the matrix as a whole.
4. Draw a diagram showing the organization of the matrix's components.
Do NOT omit this step: Because matrices are fairly complex and many aspects of them cannot be changed after publication, we strongly recommend that you diagram the matrix and the contents of each cell before creating them in the Matrices tool.
5. If you plan to attach files to provide information to users of the matrix, create those files and store them in Resources.
6. Identify the points at which formative and summative feedback are needed. You may allow for feedback on the matrix as a whole or cell by cell. Before making decisions in this regard, think carefully about the load placed on reviewers (those who provide formative feedback) and evaluators (those who provide summative feedback). Also, keep in mind that after a cell or a matrix has been submitted for evaluation, participants can no longer change it.
7. Identify people to provide formative and summative feedback. Be sure they have appropriate permissions.
8. If you plan to use forms in the matrix to provide structure for site participant work, reflection prompts, and review and evaluation of work in the cells, store the .xsd files for those forms in Resources.
9. In most cases, it is good practice to use a single style throughout a matrix. If you plan to use a style other than the default, store the .css file for it in Resources and use the Styles tool to create the style.

Creating a Matrix

Creating a matrix involves multiple steps:

1. Creating a framework for the matrix.
2. Setting up the cells.
3. Publishing the matrix.

Step 1: Creating the Framework

To create the framework for a matrix, access the Matrices tool and follow these steps:

1. If the Matrices home page is not displayed, click the Reset button.
2. In the Matrices menu bar near the top of the screen, click the Add button. Sakai displays the Add Matrix screen.
3. In the appropriate boxes, enter a title for the matrix and a description of its purpose. Only the Title entry is required. Caution: Choose the title carefully. After publishing a matrix, you cannot change its title.
4. Choose one of the following options:

• To apply Sakai's default style to this matrix, skip this step and proceed directly to step 6.
• To apply another style to this matrix, click Select Style. Sakai displays the Manage Styles screen.
  This screen lists the styles available for use in your matrices. Click the Select link for the style you want to apply to this matrix. Sakai redisplays the Add Matrix screen. The name of the style you chose is displayed in the Style box. Or, to return to that screen without selecting a style, click Go Back.
  5. 6. To add a column, click Add Column. Sakai displays the Editing Scaffold Column screen.
  7. In the Name box, enter a name for display in the column header. Keep in mind that shorter names for columns allow for better use of screen space.
  8. To select a background color for this column other than the default (gray), click the color palette icon for the Background Color box. When Sakai displays color choices, click the background color you want.
  9. To select a color for the text in this column other than the default (black), click the color palette icon for the Font Color box. When Sakai displays color choices, click the text color you want.
  10. To save your work on this column, click Update. Sakai displays the Add Matrix screen, including information for the column you have just created. Or to return to the Add Matrix screen without adding this column, click Cancel.
  11. Repeat steps 6 - 10 as needed to create the remaining columns for your matrix. Caution: Think carefully about the number of columns in the matrix. After publishing a matrix, you cannot change the number of columns it contains.
  12. To change terminology to something other than the word "Column," enter the term you prefer in the Column Label box.
  13. To add a row, click Add Row. Sakai displays the Editing Scaffold Row screen.
  14. In the Name box, enter a name for display in the row header.
  15. To select a background color for this row other than the default (gray), click the color palette icon for the Background Color box. When Sakai displays color choices, click the background color you want.
  16. To select a color for the text in this row other than the default (black), click the color palette icon for the Font Color box. When Sakai displays color choices, click the text color you want.
  17. To save your work on this row, click Update. Sakai displays the Add Matrix screen, including information for the row you have just created. Or to return to the Add Matrix screen without adding this row, click Cancel.
  18. Repeat steps 13 - 17 as needed to create the remaining rows for the matrix. Caution: Think carefully about the number of rows in the matrix. After publishing a matrix, you cannot change the number of rows it contains.
  19. To change terminology to something other than the word "Row," enter the term you prefer in the Row Label box.
  20. Under Matrix Presentation, click the appropriate radio button to select the way you want participants to work through the cells in the matrix.
  21. Under Matrix Status Colors, select colors to indicate the status of each cell in the matrix.

22. To save your work, click Save Changes. Or, to exit without adding a new matrix, click Cancel.
If you clicked Save Changes, Sakai saves your changes and displays the new matrix on the Revise Matrix screen.
Note the following:

• The matrix title you specified in step 3 is displayed in the top left corner of the table. If you entered a description in that step, it is displayed above the table.
• The column names, background colors, and text colors you entered in steps 6 - 11 are displayed in the column headers.
• The row names and colors you entered in steps 13 - 18 are displayed in the row headers.
• The legend shows the colors you selected to indicate various states.
• In this example, all cells of the matrix are green, indicating (according to the legend) that they are ready for use.

Step 2: Setting up Cells

To set up cells for a matrix, access the Matrices tool and follow these steps:

1. If the Matrices home page is not displayed, click the Reset button.
2. Find the matrix you want to work on and click the Revise link beneath its name. Sakai displays the Revise Matrix screen.
3. Click the desired cell.

• Sakai displays the Revise Cell screen.
• Sakai has automatically entered a title for this cell. The default title includes the name of both the column and row that intersect at this cell.
  4. Change the title of the cell, if needed. An entry in the Title box is required.
  5. Enter a description (objectives, etc.) of the cell, if needed.
  6. In the Initial Status box, select either Ready or Locked to indicate whether this cell is to be available to participants as soon as the matrix is published.
  7. To apply a style to this cell, see "Step 1: Creating the Framework," step 4, above.
  8. Add the following as needed:
• Forms for structuring site participant work in this cell.
• Instructions, rationale, and examples of work relevant to this cell, including uploaded files.
• Forms for collecting participant reflections on their work in this cell.
• Forms for structuring reviewer feedback on participant work in this cell.
• Forms for evaluation of work after this cell has been submitted for evaluation.
• Names of evaluators
  9. To save your work, click Save Changes. Sakai displays the Revise Matrix screen. Or, to return to this screen without saving your entries, click Cancel.
  10. To set up other cells in the matrix, repeat steps 3- 9.

Step 3: Publishing the Matrix

Publishing a matrix makes it available for use by site participants. To publish a matrix, access the Matrices tool and follow these steps:

1. If the Matrices home page is not displayed, click the Reset button.
2. Find the matrix you want to work on and click the Publish link beneath its name. Sakai displays the Revise Matrix screen.
3. To publish the matrix, click Continue. Sakai publishes the matrix and displays the Matrices home page. Or, to return to the home page without publishing the matrix, click Cancel.

Exporting and Importing

If you own more than one site, you may want to use the same matrix in two or more of them. To do so, you first export the wizard to your desktop as a compressed file and then import it to the other site(s) where you plan to use it. You may edit the imported matrix to tailor it to the needs of the new site before publishing it.
Exporting a Matrix

To export a matrix as a compressed file, access the Matrices tool and follow these steps:

1. If the Matrices home page is not displayed, click the Reset button.
2. Find the matrix you want to export.
3. Click the Export link below the name of the matrix. Sakai displays the Opening File window.
4. Follow the instructions. Sakai creates a compressed file and downloads it to your desktop.
5. Upload the compressed file to Resources.

Importing a Matrix

To import a matrix from your desktop as a compressed file, access the site to which you want to import it and follow these steps:

1. Add the file to Resources.
2. Access the Matices tool. If the Matrices menu bar is not displayed, click the Reset button.
3. Click the Import button on the menu bar. Sakai displays the Import Matrix screen.
4. Click Choose File. Sakai displays the Select Item screen.
5. Select the compressed file for the matrix by following the instructions given for selecting an item. After you click Finish, Sakai displays the Import Matrix screen again. The name of the file you chose is displayed in the Import File box.
6. Click the Import Scaffolding button. Sakai imports the file from Resources and redisplays the Matrices home page. The imported matrix is listed there. It has the same name and instructions as it had on its original site. Or, to return to the home page without importing the file into the Matrices tool, click Cancel. Regardless of the state (published or unpublished) of the matrix on the original site, it is always imported in the unpublished state. Before publishing the imported matrix, you may change it to suit the requirements of the new site.

Changing a Matrix

If you have not yet published a matrix, you may change any part of it. Preview mode allows you to test out the matrix and still change any part of it. Once published, you are limited in what you can change.

To revise a matrix, access the Matrices tool and follow these steps:

1. If the Matrices home page is not displayed, click the Reset button.
2. Find the matrix you want to change and click the Revise link beneath its name. Sakai displays the Revise Matrix screen.
3. In the Matrices menu near the top of the screen, click Revise Properties. Sakai displays the Revise Matrix Properties screen.
4. To revise a column or row, click the Revise link below its name and proceed as instructed in "Creating a Matrix,".
5. To remove a column or row, click the Remove link below its name. Sakai displays the Remove Column (or Remove Row) window. To proceed, click Continue. Sakai deletes the column (or row) and redisplays the Revise Matrix screen.
6. To move a row or column up or down in the list, click the appropriate link below its name. Sakai reorders the columns.
7. To change other selections and entries on this screen, proceed as instructed in "Creating a Matrix," above.
8. To save your work, click Save Changes. Or, to exit without adding a new matrix, click Cancel. If you clicked Save Changes, Sakai saves your changes and displays the revised matrix on the Revise Matrix screen.

Providing Formative Feedback

If you are a reviewer, you may review the cells of a site participant's matrix at any time and offer formative feedback on the work you find there. You may also return to a cell you have reviewed before, review any further work that has been done there, and provide additional feedback. To review and provide feedback on a matrix, access the Matrices tool and follow these steps:

1. If the Matrices home page is not displayed, click the Reset button.
2. Find the matrix you want to review and click its name. Sakai displays the Manage Matrix screen. The screen displays the matrix. In the upper left corner of the screen, a dropdown list is displayed.
3. Use the dropdown list to select the name of the person whose matrix you want.
4. Click Go. Sakai displays a read-only copy of the matrix for the user you specified. Icons in a cell indicate that the user has attached material to it. The background color of a cell indicates its status.
5. To review the contents of a cell, click on it. Sakai displays the cell.
6. To review an attached item, click its name.
7. To enter feedback on the work in this cell, click the Add Feedback link in the "Feedback" section. Sakai displays a screen that contains a feedback form.
8. Enter comments in the Comments box, and then add a title for your feedback (required) and, if desired, a description.
9. Under "Access," click a radio button to specify whether the feedback is for public display, for display only to site members, or neither.
10. To add your feedback, click Add. Sakai displays the contents of the cell again. The title of your feedback is shown in the Feedback section of the screen.
11. To return to the matrix display, click Back to the Matrix.

Changing Permissions

To change the default permissions for the Matrices tool, access the tool and follow these steps:

1. If the Matrices menu bar is not displayed, click the Reset button.
2. Click the Permissions button on the menu bar. Sakai displays the Permissions screen.
3. Referring to the table below, check boxes to select the appropriate permissions for users in each role.

4. To save the permissions settings, click save. Sakai saves the settings and displays the Matrices home page. Or, to return to that screen without saving your changes, click cancel.

Completing a Matrix

A matrix is a table of columns and rows that contains a customized collection of instructions, forms, files, and other materials. The purpose of these materials is to guide you through learning activities. These activities often take place over a long period of time. Therefore, you may need to access a matrix many times in order to complete it.

To complete part of a matrix (each part of the table is called a "cell"), you access it online, follow the instructions you find there, record information and attach requested materials, reflect on your activities, and receive feedback.

After collecting samples of your work in a matrix, Sakai allows you to create a portfolio to showcase them. To access a matrix and work in one or more of its cells, access the Matrices tool and follow these steps:

1. If the Matrices home page is not displayed, click the Reset button.
2. Click the name of the matrix you want to work with. Sakai displays the matrix you have chosen.The name of the matrix is shown in the upper left corner of the table. The intersection of each column and row forms a cell. Within each cell are instructions for you to follow in order to demonstrate a specific level of competence in a particular area.
As shown in the legend beneath the table, each cell is color coded to indicate its status.

• Ready: This cell is available for you to work on.
• Pending: You have submitted your work in this cell for evaluation.
• Completed: You have received an evaluation of your work in this cell and are not required to perform any additional work.
• Locked: This cell is not yet available for you to work on.
  3. To understand the purpose of a particular column or row, use your mouse to move the cursor over it. Sakai displays a short description. To see a longer description, click the title of the column or row.
  4. To work on a cell, click it.
  5. Read the Guidance section carefully. To display an attachment listed on the screen, click its name. Sakai displays the Opening File window. Click the radio button for either Open or Save to Disk and then click OK. Sakai displays the file you have selected. To return to the main screen for this cell, click Back.
  6. Depending on the makeup of the cell and the progress you have made on it to date, choose any or all of the following:
• Complete the form(s) listed on the screen. For instructions on completing these forms, see "Attaching Your Work," below.
• Identify any additional items you want to submit and attach them to the cell. For instructions on attaching work to a cell, see "Attaching Your Work," below.
• Reflect on your work. For instructions, see "Reflecting on Your Work," below.
• Review any formative feedback that has been offered in relation to your work. For instructions, see "Viewing Feedback on Your Work," below.
• Revise your work. For instructions, see "Revising Your Work," below.
• Delete forms or work you have attached. For instructions, see "Deleting Forms and Attached Work," below.
• Submit your work for summative evaluation. For instructions, see "Submitting Your Work for Evaluation," below.
  7. To return to the matrix at any time, click the Back to Matrix button. Sakai displays the matrix.

Attaching Your Work

You may attach samples of your work in the form of files, URLs, HTML, and simple text. To do so, follow these steps:

1. If you have not done so already, upload the appropriate items to Resources. We recommend that you place these items in your My Workspace Resources folder.
2. In the Items section of the screen for this cell of the matrix, click the Select Additional Items button.
3. Follow the given instructions. When you have finished, Sakai redisplays the screen for this cell. The item you have added is listed.
4. Enter basic information about this work by choosing one of these options:
5. To fill out a form provided to guide your work in the cell (in the example shown above, General Education Form 01), click the Add Form link below the name. Sakai displays the form.
6. Complete the form and click Add. Sakai saves the information and displays the matrix again. If you have already filled out a version of this form, it is stored in Resources. To add this version of the form to this cell, click the Select Existing Form link below the name of the completed form you need. When Sakai displays the Resources home page, select the form.
7. To add additional items, repeat all steps.

Reflecting on Your Work

To enter your reflections on your work, follow these steps:

1. In the Reflection section of the screen, click the Complete Reflection link. Sakai displays a form.
2. Complete the form. An entry in the Title box is required. At your institution, other fields may be required as well.
3. After completing all relevant fields in the form, click Add. Sakai saves the information and displays the cell screen again. The title you entered is now listed in the Items section.

Revising Your Work

Before submitting your work in a cell, you may revise any of the forms you have completed. To do so, follow these steps:

1. Click the Revise link under the name of the form you want to change. Sakai displays the form.
2. Make changes as needed and click Update. Sakai displays the screen for the cell again. Or, to return to this screen without making changes, click Cancel.

Deleting Forms and Attached Work

Sakai displays a Delete link beneath the name of each form and item you have attached to a cell.To delete any of these items, simply click the appropriate Delete link. Sakai deletes the item immediately.

Caution: Sakai does not display a delete confirmation message before deleting the item you have selected for removal. Therefore, you should make your selection of an item to delete with care.
Submitting Your Work for Evaluation

When you have completed your work in a cell, submit it for evaluation.

Caution: After you submit your work for evaluation, you cannot access it again to make changes. Therefore, you should make sure that all of your entries are in their final form and are ready for review and comment before you submit your work in a cell.

To do so, follow these steps:

1. Click the Submit for Evaluation confirmation button in the Reflection section. Sakai displays a screen asking you to confirm that you want to submit the work for evaluation:
2. To submit the cell now, click Submit. Or, to cancel the submission process and return to the screen for this cell, click Cancel. If you clicked Submit, Sakai submits your work for evaluation and displays the screen for the cell, along with this message: "Status is pending and cannot be altered".
3. Return to the matrix by clicking Back to the Matrix.
4. Notice that the color of this cell has changed. Consult the legend below the matrix to identify the cell's status.

Cells that have been submitted for evaluation appear in the color for "pending."

After a cell has been evaluated, it returns to the "ready" color or changes to the "completed" color. Cells that return to the "ready" color require you to perform additional work and resubmit. Cells that are "completed" are not available to you for additional work.
Viewing Feedback on Your Work

One or more members of the site may be assigned to review matrix cells and provide feedback on the work done in them by site participants. These reviewers may complete a feedback form for any cell that has not yet been submitted. If feedback has been offered for one of your matrix cells, you will notice a completed feedback form listed in the cell. To read the feedback you have received, follow these steps:

1. In the Feedback section, click the title of an item in the list. In a new window, Sakai displays feedback.
2. After reading the feedback, close the window.