Locations, Maintenance, Uploading, and
Linking of RCT Files
Each file for RCT will be kept in one location, so that:


Every coach and every site uses the same resources;
Updates and changes can be approved and done in a controlled fasion.
Contents
Part I: Three Locations to Maintain .............................................................................................................. 2
myAlliance: Secure Web Page for Coaches............................................................................................... 3
Canvas Master Course .............................................................................................................................. 4
RCT Resources for New Hires .................................................................................................................... 5
Part II: Accessing, Updating, and Uploading RCT Curriculum in SharePoint................................................. 6
Root Folders .............................................................................................................................................. 7
Curriculum Folders .................................................................................................................................... 7
Session Folders.......................................................................................................................................... 8
Curriculum – PPT – Handouts Folder ........................................................................................................ 8
To Make Changes to a Document ............................................................................................................. 9
To Check In a Document ......................................................................................................................... 11
To Upload A Document ........................................................................................................................... 12
Academy Source Material in SharePoint ................................................................................................ 13
Part III: Linking SharePoint Files to myAlliance and Canvas........................................................................ 14
Page 1 of 25
Part I: Three Locations to Maintain



SharePoint
Canvas
Alliance website
Regional Core Training files all exist in an access and version controlled library in SharePoint. This
ensures that only one current version of each file exists, and there is no confusion about where the file
is. Any time a file is added are changed, SharePoint keeps a record of the change or addition, along with
who made the change or addition.
While the content is all in SharePoint, Coaches and Students actually access it in Canvas and in the
Alliance website. Students and Coaches don’t need to know anything about SharePoint; all they need to
know is to click on a link and get their file. But Alliance Staff needs to use SharePoint behind the scenes
to keep content updated and to make improvements requested by the Management Team.
Location
Description
Who Uses
myAlliance
Password-protected Web Coaches
page on
allianceforchildwelfare.org
Canvas RCT courses
Learning Manangement
system
Coaches
Students
Allianceforchildwelfare.org,
resources for new social
workers
Non-secure page on
Alliance website
SharePoint,
Access-controlled and
RegionalCoreTrainingCurriculum version-controlled library
Library
in SharePoint
Students
Students and
Coaches
Learning and
Development
and Program
Delivery
Page 2 of 25
For What Purpose

Preparing to teach a
session
 Downloading PPTs
and other files they
need
Evaluate student work,
moderate discussions
 Complete and submit
prelearnings and
field assignments
 Access student
copies of PPTs and
handouts
Access RTC assignments
and resources before
they have access to
Canvas
Access RCT files (via
Canvas or Alliance
Website
Upload and update files
myAlliance: Secure Web Page for Coaches
Clicking on a Module Title brings up the
Module Page
Curriculum document link (to
SharePoint
PowerPoint, Handout, and Field
Assignment/Worksheet links (to
SharePoint)
E-Learning link (to Alliance Web folder,
not to SharePoint)
Competency Worksheet link (to
SharePoint)
Page 3 of 25
Canvas Master Course
In most cases, updates to Canvas will only be done in the Master Course, and they will take effect when
the next RCT Cohort begins.
Clicking on Assignments at upper left will
show all assignments
Each module begins with an unscored
assignment that includes links to all
PPTs and Handout folders, so that
students can download them if they
choose
Each module has a block for PreLearning and for Field Assignments.
Each module has a link to the
Evaluation Survey at the end of the
Field Assignments block
Page 4 of 25
RCT Resources for New Hires
For Modules 1 and 2, all Field Assignment and E-Learning activities are linked to a page that students can
access outside of Canvas (to allow them access before they are registered in Canvas).
http://allianceforchildwelfare.org/rct-resources-new-hires
Page 5 of 25
Part II: Accessing, Updating, and Uploading RCT Curriculum in
SharePoint
1. Click on this URL and bookmark it:
https://sharepoint.washington.edu/ACWE/RegionalCoreTrainingCurriculum/Forms/AllItems.aspx
2. If you see the following folders, you’re in!
Page 6 of 25
Root Folders
All of the curriculum is in a folder called RCT Training Guides and Field Manual by Module-Session.
Project information
All Curriculum
is in here
Curriculum Folders
Within the RCT Training Guides folder, you will see a folder for each Session.
Introductory and global
resources
Folders for individual sessions
Page 7 of 25
Session Folders
Within each session folder, you will see these four subfolders. Every session must have the same
subfolders, to make resources as easy as possible to find for anyone who needs to update curriculum.
The session curriculum is in
here
Curriculum – PPT – Handouts Folder
Within each Training Guide – PPT – Handouts Folder, you will see these files and folders.
Each Curricukum– PPT – Handouts Folder should be organized in the same way, to make resources as
easy as possible to find for anyone who needs to update curriculum.
Handouts and Worksheets
Sources of information for
updating or writing curriculum
Instructions for Coaches
 ALL Training Guide – PPT – Handouts Folders
must have a Curriculum document
 Not every session needs a PowerPoint file,
handouts, or information sources
Might also be called
“SourceMaterial” or
“SourceContent”
The Field Manual content will remain in Canvas
Page 8 of 25
To Make Changes to a Document
To change a document, you need to:
a) Check it out
b) Make the changes
c) Check it back in
1. Sign into SharePoint by clicking Sign in at the upper right-hand corner.
2. Enter your UW NetID and password.
NOTE: If you’re using Internet Explorer, you must type:
Netid/
In front of your UW NetID.
1. Click the dropdown arrow
3. Check the select Check Out for the file, as shown.
2. Check Out
4. Select Use my local drafts folder and click OK.
Page 9 of 25
5. The document will be shown as Checked Out.
Checked Out
6. To find your document, go to your Local Drafts folder, which should be in SharePoint Drafts in your
Documents library.
Documents library
SharePoint Drafts
7. As you work in the document, save changes frequently.
Page 10 of 25
To Check In a Document
There are two ways to check the document back in:
a) When you close the document, you might be asked if you want to check it back in.
Click Yes and follow the steps.
Click to check in
Leave as a minor version while the
curriculum is in development
Leave blank in most cases, unless
you are told to note the change
and why it was made
Leave unchecked
b) You can also check the document in from SharePoint.
Click down arrow
Check In
Page 11 of 25
To Upload A Document
1. In the library, go to the folder where you want to upload the document.
2. Click the Documents tab
3. Click Upload Document and follow the prompts.
Documents Tab
Upload Document
)
Page 12 of 25
Academy Source Material in SharePoint
All of the Academy files are also in SharePoint, so you can use or refer to them as needed when updating
RCT curriculum.
In the list of libraries in the left-hand column, click Academy Training Documents.
Academy Training Documents
Page 13 of 25
Part III: Linking SharePoint Files to myAlliance and Canvas
1. Getting a Link for a File in SharePoint
Curriculum documents and PowerPoint files are linked in such a way that the coach or student can
download or open the file directly, without seeing the folder where the file resides.
1. Mouse over the filename
2. Select Send to
3. Select Email a Link
4. An email message will open. This
message will contain the URL.
5. Copy the URL, and paste it into the link in
myAlliance or Canvas (see subsequent
section)
Page 14 of 25
2. Updating a File Link in myAlliance
NOTE: Use Google Chrome when making changes
in myAlliance
1. Regional Core Training
Curriculum
2.Go to the Module page
3. On the Module page click Edit
Page 15 of 25
4. Highlight the text you want to
turn into a link
5. Click the Link button
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6. Delete old URL, and paste the
new URL into the URL field
7. Click OK
8. Change the Updated date
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9. Scroll waaaaaay down and click the Save button
10. Email all the coaches to tell them what’s been updated.
Page 18 of 25
3. Updating a File Link in Canvas
NOTE: Use Google Chrome when making changes in
Canvas
1. Make sure you are in the RCT MASTER
COURSE
 If you do not have access to this course as an author,
email Tom Baer to request access.
 You will received and email invitation with a link. Click the
link to join the course.
Page 19 of 25
2. Click Assignments in the upper left
3. Click the name of the Pre-Learning or Field
Assignment you want to update.
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4. Click Edit
5. Highlight linked text
6. Click Link button
7. Delete old link, paste in new link
8. Click update
Page 21 of 25
9. Scroll way down and click Update
Assignment
Page 22 of 25
4. Getting a Shortcut for a Handouts Folder in SharePoint
For handouts, the link opens a folder and not an individual file. From this folder, coaches and students
can select and download the files they need.
1. Mouse over the Handouts folder for
which you need the link
2. Select Copy Shortcut
Page 23 of 25
5. Updating a Shortcut Link in myAlliance
NOTE: Use Google Chrome when making changes
in myAlliance
Follow same procedure described in earlier section
on updating links in myAlliance
! VERY IMPORTANT!
For folder shortcuts, change the Target to New
Window.
This is important, and only applies to Shortcuts to
Folder Shortcuts (not to links directly to files)
Page 24 of 25
6. Updating a Shortcut Link in Canvas
In Canvas, the only place where folder links apply
is in the PowerPoints and Handouts “assignment”
for each module.
Students get links to the handouts folders so that
they can download handouts if they need to.
Follow same procedure described in earlier section
on updating links in Canvas
Page 25 of 25