Monitor Asynchronous Work with Sheets Notification Rules

  

Since the dawn of distance learning, the term Asynchronous has become a huge part of the EDU lexicon. I think I say this word at least a dozen times daily and type it more than double that. Keeping students engaged in asynchronous work can be a struggle. Some students have thrived, others struggled while many have been rather hit and miss. 

A common asynchronous learning activity is to embed lesson videos with questions on Google Forms. Teachers insert a recorded lesson video to the Form, students watch the video in the Form then answer a variety of checking for understanding questions. 

Keeping track of when students submit work are valuable data points not only for tracking asynchronous work, but also for gaining insight on when students are completing work. This type of information can be useful when trying to better understand student study habits and routines. In addition, this data can be useful when setting up intervention groups. Using notification rules in the Google Sheet generated by a Google Form, you can access this data. You can receive an email immediately after a student submits a Form or get a daily digest of Form submissions.

Below is a series of screenshots showing you how to get started using notification rules with Google Forms and Google Sheets.

Step 1: After creating a Form, click Responses.

Step 2: Click the Spreadsheet button. A small window will then appear.

Step 3: In the small window, click Create a new spreadsheet and click Create.

Step 4: In a new tab, the Sheet will open. Click Tools and select Notification rules.

Step 5: A small window will appear called Set notification rules. Select the option to be notified when "A user submits a form." For "Notify me with" you can choose to be emailed a daily digest or to be emailed right away, as soon as a student submits the form.

This is a sample of what the email looks like when you have set notification rules. If you click the circled "Click here" it will open the Sheet so you can see the most recent submissions of the form.

Notification rules can be used to keep up with a variety of information. It can be useful when using a Form for a sign-up sheet, fundraiser, feedback form, suggestion form and more. For what might you use notification rules? If you have some ideas, please share. 

Save Time with Gmail Templates

One thing I really don't like is having to compose the same or similar email over and over. The mundane, repetitive nature of this is annoying. Thankfully, Gmail has a template function that is a huge timesaver. For example, each weekday, as an edtech coach, I am on-call via Google Meet for teachers to drop in for coaching and assistance. It's like an edtech coach hotline. I have set hours for each day of the week.

The thought of having to compose a reminder email each day with a message and clickable link gives me a headache. Lucky for me, I have a Gmail template with all of that information already set. When I schedule my emails, all I have to do is open the template, paste in the recipients and done. Click here to read a blog post about how to schedule emails. 

If you're a classroom teacher, you might use Gmail templates for frequent emails regarding intervention, failing grades, student praise, assignment reminders, office hours and more. If you're an instructional coach, you might create templates for on-call hours, PLC business, assessment reminders and more. If you're an administrator, you might use Gmail templates for daily announcements to students and or staff.

Below is a series of screenshots that shows you how to get started using Gmail templates.

Step 1: Compose an often-used message. Don't forget to add a subject line. If anything in the template needs to be edited when you use it in the future, you can do so without changing the template. 

Step 2: Click the "three dots" in the bottom right corner. In the menu that appears, hover your cursor over Templates.

Step 3: Another menu will appear to the left. Move your cursor left and hover over Save draft as template.

Step 4: Another menu will appear to the left. Move your cursor left and hover over Save as new template.

Step 5: In the window that pops up on your screen, give the template a name. Use a name that is easy to remember and recognize. When you click Save, it will now be saved as a template that can be used over and over in the future.

After you've saved a template, the next time you go to compose an email, go back to the "three dots" in the bottom right corner. Hover over Templates. In the menu that appears to the left, click, don't hover, on the template of your choice. This will enter the subject and message saved in the template into your message. When you use a template, in your new email, you are able edit the subject and message from the template without the template being altered. 

When you use a template, as seen below, all you need to do is enter recipients.

Google Drive Files Appear in Search Results in Chrome Omnibox

 

This isn't extremely new, but the ability to access Google Drive files from search results in the Chrome Omnibox is something I've noticed most people are not aware of. This simple tip can be a timesaver. We've all gone to our computers, thinking of a file buried deep within our Google Drive that we dread having to fish out. It's not difficult, it's just a little annoying. 

About a year ago, Google set the Chrome Omnibox, the address bar, so you can type the name of a Google Drive file and it will appear in the dropdown search results. You will know it's a Google Drive file because the icon of the app used to create the file (Docs, Slides, Sheets, etc.) will appear to the left of the file. Simply click the file in the search results and get right to work. 

The GIF below shows you what this looks like in real time.

Google Classroom Mobile App: Record a Video Message for Students

 

Distance learning makes it difficult to form the same connection with students as when teaching face to face. More than ever, the students want to interact with you, the teacher, and not just written text in an email or Google Classroom announcement. They want to see and hear you. For English learners, hearing your voice, tone and non-verbal cues are extremely important. Those things don't always come through in text. 

A way to communicate with students while giving them more opportunities to see and hear you is to record video messages and announcements with the Google Classroom mobile app. This is one of a handful of features found on the mobile app that cannot be found on the website. 

In the past, I've written blog posts on ways to record video announcements and messages for students using tools such as Screencastify, Zoom, Google Meet and more. These all work, but you then have to import the video to Google Classroom. The beauty of the Google Classroom mobile app is that the recording process is embedded right into the app. There's no import or attachment process. It saves time.

In addition, recording video messages and announcements might feel more natural and be easier to do using the mobile app. A big part of our life and culture these days revolves around using our mobile phone cameras. We've all taken selfie pictures and videos before. Using the Google Classroom mobile app to record messages and announcements leverages that skill and it is often more convenient. The mobile app allows you to communicate from places other than your laptop or desktop. If you have a quick message you want to share, and you're out and about, pull out your phone and record.

Below is a series of screenshots that shows you how to get started using the Google Classroom mobile app to record messages and announcements for your students.

Step 1: Open the Google Classroom mobile app on your phone or tablet. Open a Classroom and you'll be automatically taken to the Stream tab. Tap Share with your class.

Step 2: On the top right corner, tap the "paper clip". 

Step 3: After tapping the "paper clip", a menu on the bottom of the screen will appear. Tap Record video.

Step 4: Your camera will appear. Tap the record button and say your message or announcement. My advice is to be candid and let your personality shine through as much as possible. Students miss this in distance learning. 

Step 5: When you are finished recording, tap the "blue check mark" button to post your video to an announcement in Google Classroom.

Step 6: Be sure to type a text message or description to go with your video message. 

 

Workflow: Remind Yourself to Schedule Student Reminders

  

Reminders for both students and teachers are extremely important in distance learning. For teachers, any way we can automate our workflow is welcomed. A big part of that workflow is to remind students of due dates. As flustered as teachers are with the rigors of distance learning, students are in the same boat. A simple way to help students is to schedule reminders for assignments, due dates and more. Sending reminders to students is no easy task, but using Google Workspace tools, formerly GSuite, can automate this process for you.

Below is a series of screenshots that shows you how I use a combination of Google Tasks, Google Classroom and Gmail to automate my workflow for sending reminders to students.

As I assign activities in Google Classroom, I like to remind students of due dates the night before or the morning of. When the assignment due dates are a few days away, I go into Google Tasks (on the side panel of Gmail) and Add a task to remind me to schedule a reminder.  

For the reminder in Tasks, I copy the link from the Google Classroom assignment for which I want to remind students. When the schedule student reminder goes out, they will be able to click this link and be taken right to the assignment in Google Classroom.

In the task, I paste the link in the Task where it says Add details. This is accessed by clicking the "Pencil Edit Button" on the right of the Task. In addition, I click Add date/time to set a time and date to remind me to send the reminder to students. 

When setting date/time, there is a button to make the reminder repeat. The screenshot below shows you how to set it to be daily, weekly or monthly.

When you've set your reminder, repeating or not, what you see below is what it will look like in Google Tasks.

When you open Google Tasks in the side panel, you will see the task and the link to the assignment for which you want to remind students. When you get the alert, copy the link.

With the link copied to your clipboard, head over to the People Tab in Google Classroom. Scroll down to your Students list and click the top checkbox to select all students.

With all students selected, click Actions. In the dropdown menu that appears, select Email.

A new window will open where all students will be entered into the BCC line. This will make it appear to the students as if you sent a personal email to each. Type your subject, a short message and paste the link. If the due date is days away, instead of clicking Send, click the "little arrow" next to Send to Schedule the message/reminder to go out in the near future.

When you click Schedule send, you are able to choose from some preset dates and times or choose your own. 

Any scheduled email reminders in Gmail will appear in the Scheduled label on the left side of Gmail.

For me, these tools have been a lifesaver during distance learning. Now that I have a weekly routine set, I have repeating reminders in Google Tasks for sending or scheduling reminders to students. When I open Gmail in the morning, a fresh list of Tasks awaits me with the links I need to send reminders for my students. Once I send or schedule the reminder, I check it off my list in Tasks. If this is a repeating Task, it will appear the next week or day depending on how I set it to repeat.

Google Classroom Mobile App: Random Student Selector Feature

 

Since distance learning began, Google Classroom, like all education apps, has seen a dramatic increase in usage. On the teacher, end, in my experience, the Google Classroom mobile app largely goes unnoticed. The mobile app has features that you don't find on the web. One of those is the random student selector feature. 

This feature has many uses in both distance learning and face to face instruction. In distance learning, if you joined your video call with your phone or tablet, you could present/share screen showing the random selector. In face to face, your phone could serve as a random selector while you walk around the class. No need to stand by your computer or desk looking for popsicle sticks.

The screenshots below show you how to get started using the Google Classroom Mobile App student selector feature.

Step 1: Using the Google Classroom mobile app on phone or tablet, open a Classroom and go to the People tab. In the top right corner of the People tab, click the "four box" button. This will open the Student Selector.

Step 2: On the Student Selector, click the Start button to randomly select a student.

Step 3: When you select a student, their name will appear in the middle of the screen. You will see a tally of how many students have not been picked, picked and absent. These numbers automatically update. If you want to return to a student, you can click the Call later button. If a student is absent, there is a button for that. After calling on a student, you click Next to randomly select another student.

If you feel the need to start over with your selection, click the Reset button at the top right. 

If you click any of the tally numbers, it will take you to a "report" of which students where picked, not picked and marked absent.

This feature has many distance learning and face to face applications. It can be used of random checking for understanding, attendance and more. How might you use this tool? If you have any cool ideas, please share them with me.

Teacher Wellness: Sneak Some Cardio Into Your Distance Learning Day

 

COVID has forced us to sit through countless meetings on video conferencing platforms such as Zoom and Google Meet. Often times, we are simply sitting there, jotting down notes without any physical activity. When we are not in meetings, we are doing lesson design and teaching classes using the same platforms. 

Whether in meetings or teaching, there isn't much time for any physical activity. A colleague of mine does daily walks up and down the corridor during lunch. That works for them, but to get our blood flowing and heart pumping, we have to be creative. Below are three ideas I use weekly for sneaking in some cardio to help combat the lack of physical activity during distance learning and teaching.

Portable Exercise Under Desk Pedal Bike

It's been said that "sitting is the new smoking". When I am attending meetings on Zoom or Google Meet, it dawned on me that I need to find a way to sit less and move more. A friend of mind recently sent me a picture of his under desk pedal bike. It was an epiphany. Such a device can allow me to participate in the meeting and sneak in some physical activity. 

Under desk pedal bikes fit right under a desk, and while you're sitting during a video call, you can pedal while participating in the meeting. Some models cost hundreds of dollars, but there is no need to break the bank. Below are two pictures of the pedal bike that sits under my desk. It cost only $39. Click here to find this model on Amazon. Since I bought this, I frequently add 20-30 "move minutes" a day to my fitness tracking app. One thing to be aware of is your desk height. If it sits too low, you can hit your knees.

Step Ups

Back in my days as a college soccer player at Fresno Pacific University and when I participated in Crossfit, step ups were a frequent exercise. Those days are long gone, but I still have a plyo box from my Crossfit days. In between video calls or when kids are playing Quizizz during a synchronous lesson, I sneak in 10-20 step ups. Step ups will get your heart pumping quickly and you'll feel that burn in your quads and calves. If you don't have a plyo box lying around, a chair will suffice. 

Simple Soccer Moves

Step Over

Below you see soccer superstar Cristiano Ronaldo using this move to evade an opponent.

The Step Over is a simple soccer move used to quickly change direction and deceive an opponent. To execute this move, stand with both feet on one side of the ball. With the foot farthest from the ball, step around the ball. The inside of your foot should "curve" around the ball without touching the ball. Your other foot should step/drag behind the ball without touching it. Once on the other side of the ball, repeat these same steps. Doing step overs back and forth for 30-60 seconds, in place, will get your heart pumping in between Zoom and Google Meet calls. If you don't have a soccer ball, a water bottle will do the trick. Watch my feet in the video below.

Scissors

Below you will see scissors done by a soccer player while in motion. 

Scissors is the more famous sibling of the step over. It is a more natural motion and easier to do when in motion. Like the step over, it is a move soccer players use to quickly change direction and evade opponents. To perform the scissors move, stand with both feet on one side of the ball. Use the foot that is closest to the ball to step around the ball. The outside of that foot will curve around the front of the ball while the the other foot steps/drags behind the all bringing you to the other side of the ball. Once on other side, repeat the same steps. Always use the foot closest to the ball to step around the front of the ball without touching it. Like step overs, if you don't have a soccer ball, a water bottle will suffice. Watch my feet in the GIF below.

The ideas displayed are just the tip of the iceberg. Any way you can sneak in some cardio to your day is a good thing. The trick is to find what works for you in your situation. If you have some cools ideas for sneaking in some cardio to your distance learning workday, please share them with me. I'd love to see them.