2. TECHNICAL GUIDELINES. HOW TO USE THE TIPEIL WEB-BASED PLATFORM Session 1 - Create a digital portfolio

3. The present guide has been worked out to make users familiarise with the platform to be used during the digital portfolio making process. The information provided concern technical procedures and indications to upload in the system material having different formats and extensions (text, file audio, video, *doc, *jpeg, etc.). Introduction

4. The technical guidelines provided are articulated in 3 different sessions equivalent to the 3 main sections structuring the platform: 1.Create a digital portfolio – information related to the process to be followed to upload in the platform all material considered necessary to create one’s own portfolio (audio and video files, documents, texts). Introduction

5. 2.Modify your portfolio – information on the process to be followed to modify and update a portfolio already uploaded in the system. 3.See portfolios – information related to the platform section where all portfolios that have been uploaded in the system can be visualised. Introduction

6. TIPEIL web-based platform has been realised to support the application of the Digital Portfolio Model, as a tool and a methodology that the project aimed at divulging and improving, with the direct contribution of field operators and experts. Introduction

7. The research context to which TIPEIL project refers is the valorisation of knowledge and capabilities that young and adults, employed or unemployed, achieved within non formal and informal learning contexts, so as to foster their placement or re-placement in the labour market. Introduction

8. TIPEIL offers to all organisations and professionals that will contribute to the development of the Digital Portfolio Model, the chance to share problems and solutions with other European subjects. The datum from which we start is to focus the attention on individual learning, a knowledge implying skills, abilities and capabilities, potential or acquired, that must be read, understood and valorised, in order to be able to help persons to find, create or re-create their personal employment and living path. Introduction

9. Therefore, this platform and the methodology we propose are addressed in particular to organisations and operators (tutors, trainers, counsellors, etc.) providing guidance, counselling, training and employment services to subjects – young and adults – that, for different reasons, are at risk of socio-economic exclusion. Introduction

10. SESSION 1 TECHNICAL GUIDELINES CREATE A PORTOFLIO – HOW TO UPLOAD MATERIAL AND INFORMATION

11. HOW TO ENTER THE PLATFORM REGISTRATION AND LOG IN

12. Go to the TIPEIL website at the address http://www.tipeil.eu.http://www.tipeil.eu On the upper menu of the page click on the voice “digital portfolios platform”. A welcome message will introduce you to the platform. Read it carefully and then use the forms provided to register yourself in the system or to log in your username and password. How to enter TIPEIL platform

13. REGISTRATION AND LOG IN To enter the platform is necessary to log in a username and password. The registration and log in allows you to access to the three main sections of the platform (See portfolios uploaded; Create a portfolio; Modify your portfolio).

14. REGISTRATION AND LOG IN Operators Operators working on the platform as tutors supporting a person to create his/her own digital portfolio DO NOT HAVE TO REGISTER, they have to use usernames and passwords provided and log-in through the section “Operators Login”. In this way, they are the only allowed to access to all the three main sections of the platform (see portfolios, modify portfolios, create portfolios).

15. REGISTRATION AND LOG IN External Users The registration form has been created for external users (not operators) only, without username and password. These users have to fill in the Registration Form provided. All data requested must be compiled. Users must create their own password and send the form to the system (click “register”). To modify the data, click on “reset”.

16. REGISTRATION AND LOG IN External Users Once users have submitted their form to the system, they will receive an e-mail confirming the Username (e-mail address registered in the form) and personal Password created. Now, please log in username and password in “Registered Users”. In this way, they can access only to the platform section “See portfolios”. They are not allowed to create or modify the portfolios uploaded in the system!

17. ! NOTE Once operators have logged-in, they will enter the platform homepage. Here they can: 1.Create your portfolio. 2.Modify your portfolio (already uploaded). 3.See all portfolios already uploaded. The information following are focused on the process of “creating your portfolio”. The other two actions are detailed in session 2 and session 3 of the technical guidelines REGISTRATION AND LOG IN

18. HOW TO CREATE AND UPLOAD YOUR PORTFOLIO

19. You are in the Platform homepage, to start up the process of uploading the material you have chosen and created, click on “Create a portfolio”.

20. Need help? In this area you will find short but detailed information on all typologies of file extensions and related softwares you can use to create and edit your documents, photos, images, audio files and video files. ! NOTES If you have doubts, click on the need help function and read it carefully. Here are provided guidelines related to the upload and editing of images, audio files (MP3 format), video files (FLV format), etc. You will find this function in all platform sections.

21. ! NOTES Need help? – INFO TO ULPOAD IMAGES You can upload every kind of image file ( e.g. gif, jpg,tiff, bmp,png, etc.). If you need to convert or to resize your photo you can download "IrfanView 4.1" for free. Image editing IrfanView 4.1 (1.1MB) (Free). IrfanView is a fast and compact image viewer/converter. It is trying to be simple for beginners and powerful for professionals. Many supported file formats and features. Features include: multi-language support, Thumbnail option, Painting, slideshow, toolbar skins, fast directory browsing, batch conversion/editing, multipage editing, file search, change color depth, scanning, cut/crop, IPTC edit, capturing, lossless JPG operations, effects, ICC support, EXE/SCR creating, many hotkeys, command line options and plugins.IrfanView 4.1

22. ! NOTES Need help? - INFO TO UPLOAD AUDIO FILES You can upload only MP3 files. If you have an audio file in another format ( Wma, Ogg, AAC, M4a, mp4, Ape, Ac3, Flac, Wav files) you have to convert it in MP3 Format. You can download "Free Mp3 Wma Converter 1.7.2" and convert your audio file into MP3 file.Free Mp3 Wma Converter 1.7.2 MP3 converter Free Mp3 Wma Converter 1.7.2 (Free). Free Mp3 Wma Converter can convert all your mp3, Wma, Ogg, AAC, M4a, mp4, Ape, Ac3, Flac, Wav files- Mp3 to Ogg, Mp3 to Wma, Mp3 to AAC, Mp3 to Wav ; WAV to Mp3, Wav to Ogg, Wav to AAC, Wav to Wma ; Wma to Mp3, Wma to Ogg, Wma to AAC, Wma to Wav ; Ogg to Mp3, Ogg to Wma, Ogg to AAC, Ogg to Wav ; AAC to Mp3, AAC to Wma, AAC to Ogg, AAC to Wav ; Ape to Mp3, Ape to Wma, Ape to Ogg, Ape to Wav ; Flac to Mp3, Flac to Wma, Flac to Ogg, Flac to Wav ; M4a to Mp3, M4a to Wma, M4a to Ogg, M4a to Wav ; Ac3 to Mp3, Ac3 to Wma, Ac3 to Ogg, Ac3 to Wav, Ac3 to Aac. Free Mp3 Wma Converter can now rip CD Audio into MP3 or OGG with Free CD Ripper. As a bonus there is a 30-day trial version of Easy Mp3 Wma Cutter. Version 1.7.2 is a bug fixing release. Free Mp3 Wma Converter 1.7.2

23. ! NOTES Need help? – INFO TO UPLOAD A VIDEO You can upload only FLV Video If you have a video in another format ( AVI, DV, MPEG, MOV, and WMV) you have to convert it in FLV format. You can download "Riva FLV Encoder 2" and convert your video in FLV (320 x 240 size)Riva FLV Encoder 2 FLV converter Riva FLV Encoder 2 (4.73MB) (Free). Riva FLV Encoder enables you to encode video files to Flash video (.FLV) files. It currently supports the most common video formats, including AVI, DV, MPEG, MOV, and WMV, and includes a player to preview the converted.FLV file. The program supports custom output settings and allows you to save your configuration as profile for easy access. Version 2.0 includes FLV 1.1, cropping, and padding. Riva FLV Encoder 2

24. STEP 1 PERSONAL DATA

25. YOUR PERSONAL DATA The first step of the process is the log in of your personal data (user/client holding the digital portfolio). Please fill in the general data requested: Name Family Name Date of birth Place of birth (city) Nationality Country of residence e-mail

26. YOUR PERSONAL DATA In the form are also foreseen information useful to better describe your profile: Notes - please provide here your general profile, stressing the information and aspects you consider meaningful (education, training, hobbies, married/not married, etc.). Keywords - indicate the words more suitable to describe your education/training/professional or non professional profile.

27. YOUR PERSONAL DATA Than, you can “upload your personal photo” in the system: browse the photo on your PC and select it as showed below. “Cancel”: use this function to delete your data. “Update”: click here to send all data to the system. If you do not update your data, they will be lost. Browse your photo from your PC and select it

28. YOUR PERSONAL DATA Once these data have been filled in, please go to the section “My short profile” and provide the information requested: “Work experience” “Competence acquired” “My interests” “My future goals” “Additional notes” Now click on “update” to send all data to the system. If you do not update the data provided in the sections “personal data” and “my short profile”, they will be lost. Use “cancel” to delete your data and start again.

29. This section is very important to complete your profile, so please don’t be short in descriptions! Every time you “update” your data, the system will confirm you that your information have been uploaded and will make you visualize your page filled in. Once you have updated the personal data, in this section will appear a new area: “Operator’s additional notes”.

30. !This area is for operator’s use only: here it is possible to upload additional information related to the personal profile of the beneficiary holding the portfolio (comments and indications on tutor’s side, to be shared only among operators). !This specific section will not be visible from external users. It is accessible only if entering the platform from the “Operators Login” in the registration section. Once you have inserted your notes, please send update to the system. Once you have uploaded your personal data, you can go on creating your digital portfolio, uploading material and information useful to prove and show your Formal, Informal and Non Formal Learning.

31. ! NOTES If you wish to publish on line the data just updated, please click on “active this portfolio”, unless it will stay off line (status).

32. Now you are on line (status ON LINE). If you wish to download all data updated in your portfolio, please click on “enable download portfolio”, unless it will stay disabled and you cannot download it. You can use this function only when you wish, in any case the data updated will be filed by the system. Now you can download your portfolio (status ENABLE DOWNLOAD)

33. You are free to disable the download or deactive (OFF LINE) the portfolio, whenever you wish (just click on the button). Now your portfolio is OFF LINE

34. Now your portfolio is NOT DOWNLOADABLE

35. As you can see, under the section “DOWNLOAD” you also have the function “Update Download Portfolio” available. You have to use it each time you add or modify something in your portfolio that you wish to download.

36. Once you have uploaded your personal data, you can go on creating your digital portfolio, uploading material and information useful to prove and show your Formal, Informal and Non Formal Learning.

37. STEP 2 FORMAL LEARNING DEFINITION: Formal learning is typically provided by education or training institutions, with structured learning objectives, learning time and learning support. It is intentional on the part of the learner and leads to certification.

38. In this section you can upload the proofs related to knowledge acquired, officially and formally recognised by the education and training national systems. You can upload images (scanned documents as diplomas or certificates, in different formats – e.g. *pdf; *JPEG, TIF; etc.) or documents. You cannot upload audio-video files. FORMAL LEARNING

39. Please remind to provide a descriptive text for each file you upload. To start up the uploading of material in this section, click on “upload new data”. FORMAL LEARNING

40. For each document/image you want to upload, it is necessary to select the correspondent education/training level certificated. You can choose among five options: 1. Compulsory education 2.Secondary School/Vocational training 3. Higher School 4. Master/post graduate course 5. Other licenses/certificates FORMAL LEARNING

41. Before uploading the images in the system, it is necessary to scan the documents you wish to insert and to save them on your PC. For each document/image you wish to upload you have to:  Select the education level.  Browse the document/image from your PC and select it. FORMAL LEARNING Browse the scanned document from your PC and select it

42.  Provide a short text illustrating the contents of the document you are uploading (e.g. typology of courseware, level certificated, learning certificated, etc.).  Update your data to save the information.  Cancel your data if you have made a mistake. FORMAL LEARNING

43. After having updated your material, the system will show you a preview of the document and text uploaded.  If you need to apply some changes, please click on “edit”.  If you want to cancel it definitely, please click on “delete”. To upload another document/image, please click on upload new data and start the whole process again. FORMAL LEARNING

44. STEP 3 INFORMAL LEARNING DEFINITION: Informal learning results from daily activities related to work, family life or leisure. It is not structured and usually does not lead to certification. In most cases, it is unintentional on the part of the learner.

45. INFORMAL LEARNING In this section you can upload the proofs related to knowledge acquired within informal contexts. In this case You can upload all kinds of material (images, documents, audio files, video files, etc.).

46. As you know, on the base of the methodology proposed, to prove one’s own Informal Learning it is necessary to collect and/or create specific material. This material must be as much various and complete as possible. It means that audio files, video files, photos and texts are advisable. The platform allows you to upload all typologies of files above mentioned. ! NOTES

47. At this regard, before going on, two aspects must be pointed out. 1. If you decide to use photos to prove your capability in doing one specific activity, you have to create a sequence of photos illustrating the different steps you follow to achieve the final result. These photos must be showed following a “chronological order” or “sequence order”. The platform allows you to upload your photos respecting this “order”. ! NOTES

48. Up to the purpose, you need to create inside the system a photogallery for each specific activity you are illustrating: within each specific photogallery – that you will have to name – you can cluster and organise all photos illustrating you doing step by step one specific activity. ! NOTES

49. 2. As you know, the methodology proposed suggest you to indicate the specific context to which your informal learning refers: work or hobbies (spare time). When uploading your photogallery, videos, audio files or documents, you have also to indicate if they refer to “work” context or “hobbies” context. ! NOTES

50. To explain you the procedure in details, following are two different examples: 1.the first case concerns all proofs that you wish to upload without creating a photogallery (video/audio files, documents, texts, single images/photos); 2.the second case concerns the uploading of a sequence of photos (creation of a photogallery). ! NOTES

51. INFORMAL LEARNING First case To start up the procedure, please first click on “upload new data”.

52. INFORMAL LEARNING First case Then select the context (section) to which the file you are uploading refers: Work or Hobby. Since in this case you do not need to create a “sequence”, under the sections work and hobby you will find the voice “Other”. The file will be uploaded under this section.

53. Select the file you wish to upload from your PC (Browse). Please remind that in this section you can upload images (format jpg, gif, tiff, png, bmp, etc.), documents (doc, pdf, ppt, excel, txt, etc.), file audio (MP3), file video (FLV format). INFORMAL LEARNING First case Browse the file from your PC and select it

54. Once you have selected the file, remind to add an illustrative text, to comment on the proof you have uploaded (click on “insert text”). At this point click on “update” to save everything in the system, or if you want to go to the preceding window click on “back”. INFORMAL LEARNING First case

55. After having updated the information, you will visualize a preview of the material uploaded (what, where – work or hobby – and the text). If you want to make changes click on “edit”, if you want to cancel everything, click on “delete”. INFORMAL LEARNING First case Your video and your text have been uploaded in the section “Other

56. Now let’s suppose you are going to upload in the system a sequence of photos you have made to prove your learning (photos that you have already saved on your PC). First, you have to click on “Create a photogallery”. INFORMAL LEARNING Second Case

57. Second, you have to give a name to your photogallery INFORMAL LEARNING Second Case

58. INFORMAL LEARNING Second Case Then, you have to select to which context the photogallery refer (destination: Work or hobbies). Now please click on “create” to save everything.

59. INFORMAL LEARNING Second Case Before uploading the photos, you have to indicate to the system in which photogallery you have created they have to be uploaded. YOU HAVE NOW TO SELECT IT

60. INFORMAL LEARNING Second Case Now, as usual, select the files (photos) you wish to upload, from your PC (Browse). ! NOTE You can upload photos one by one. The system will respect the uploading order, it means that the first photo you upload will be the first of the sequence, and so on. Browse the file from your PC and select it

61. You can add an illustrative text for each photo you upload (click “insert text”). In this way to each photo will correspond your comment. Every time you need to click on “update” to save the data. Click on “upload new data” to upload a new photo and start the process again. Click on “back” to go to the preceding window. INFORMAL LEARNING Second Case

62. Your photogallery will be visualised vertically. If you want to change something click on “edit”, if you want to cancel something, click on “delete”. INFORMAL LEARNING Second Case

63. STEP 4 NON FORMAL LEARNING DEFINITION: Non-formal learning is not provided by an education or training institution and typically does not lead to certification. However, it is intentional on the part of the learner and has structured objectives, times and support.

64. In this section you can upload the proofs related to knowledge acquired within non formal contexts. In this case You can upload all kinds of material (images, documents, audio files, video files, etc.). NON FORMAL LEARNING

65. The procedure is very similar to the one for Informal Learning. The only difference is that in this section you are not going to find the articulation in “work or hobby” context. So, to start up, please first click on “upload new data”. NON FORMAL LEARNING

66. Select the file you wish to upload from your PC (Browse). Please remind that in this section you can upload images (format jpg, gif, tiff, png, bmp, etc.), documents (doc, pdf, ppt, excel, txt, etc.), file audio (MP3), file video (FLV format). To upload a sequence of photos you have to create a “photogallery”. NON FORMAL LEARNING Browse the file from your PC and select it

67. NON FORMAL LEARNING Once you have selected the file, remind to add an illustrative text, to comment on the proof you have uploaded (click on “insert text”). At this point click on “update” to save everything in the system. Click on “cancel” to delete everything.

68. NON FORMAL LEARNING After having updated the information, you will visualize a preview of the material uploaded. If you want to make changes click on “edit”, if you want to cancel everything, click on “delete”. To upload new material, please click on “upload new data” and start the process again.

69. NON FORMAL LEARNING Now let’s suppose you are going to upload in the system a sequence of photos you have made to prove your learning (photos that you have already saved on your PC). First, you have to click on “Create a photogallery”.

70. NON FORMAL LEARNING Second, you have to give a name to your photogallery, then click on “create”

71. NON FORMAL LEARNING Now, as usual, select the files (photos) you wish to upload, from your PC (Browse). ! NOTE You can upload photos one by one. The system will respect the uploading order, it means that the first photo you upload will be the first of the sequence, and so on. Browse the file from your PC and select it

72. NON FORMAL LEARNING You can add an illustrative text for each photo you upload (click “insert text”). In this way to each photo will correspond your comment.

73. NON FORMAL LEARNING Now, please indicate to the system in which photogallery you have created, the photo has to be uploaded. Click on the section photogallery and select the one you have just created. Then “update”.

74. NON FORMAL LEARNING After having updated the information, you will visualize a preview of the material uploaded. If you want to make changes click on “edit”, if you want to cancel everything, click on “delete”. To upload another photo, please click on “upload new data” and start the process again. At this level it is possible also to change the order of the images you have uploaded using the rows showed.

75. HOW TO CHANGE THE ORDER OF THE IMAGES? Identify the photo you need to move and select the correspondent row for a lower position orfor a higher position.

76. In this case the photo will be moved from position 1 to position 2 as showed below Now you can also update the portfolio download

77. Now please go to Technical Guidelines Session 2 Modify your portfolio Thank you for the attention