Google Drive Service in Moodle – For collecting large (multimedia) files securely (Teacher)

300 MB Limit on Moodle

Sharing large files between teachers and students is more and more common, especially during periods of campus closure. Multimedia files are one of the effective ways to share information, but the downside of video and other formats is the large file size. Since the maximum file size limit in HKU Moodle is 300 MB, colleagues have been seeking other, SECURE options for file sharing. Our suggestion is to employ the Google Drive service in Moodle.

Google Drive Service in Moodle

HKU’s ITS team has securely integrated a Google Drive service in Moodle. Teachers can enable the Courseware folder in Google Drive within your Moodle course for both teachers and students according to SIS enrollment information.

Goals: Collecting large files securely

  • Allow students to upload files (Student’s Guide),
  • Allow students to share the files with authorized students (group mate) only (Student’s Guide),
  • Prevent other students (non-group mate) to view, edit or delete the file (Student’s Guide),
  • and students cannot delete the shared folder itself.

Step 1: Register

Teachers should register for the Google Drive Service in each individual Moodle course before the courseware folder would be created in Google Drive and accessible through Moodle. It usually takes around half-day before the Google Drive folder is activated.

Know more about Google courseware registration
A Google courseware folder for the course will be created automatically around half day after the following 3 conditions are full-filled:

1. One of the SIS teacher (has teacher record in SIS class planner system) has applied for the service, i.e. has a corresponding UID@connect.hku.hk Google account.
2. The Moodle course is a SIS or SIS replacement Moodle course.
3. The Moodle course is enabled for student access.

Important
Please make sure you are using the corresponding UID@connect.hku.hk Google account to log in Google Drive. Please logout of your personal Google account to make it work properly.

Once the Courseware Folder in Google Drive has been activated. Please click the “Courseware Folder in Google Drive” in the “Navigation“ block to access the Google drive courseware folder.

Step 2: Creating the shared folder 

The teacher should create a shared folder for collecting students files. Please click on the courseware folder named after your course code and select “New folder”. Give it a name (e.g. Assignment 1, Assignment 2…)

Step 3: Update access right

Right-click on the folder and select “Share” to update the access right.

 From the dialog box, click “Advanced” to proceed.

Please note that by default all students under the user group course_code@connect.hku.hk are can view only. That means they cannot upload any file.

Important
Please update the student group’s course_code@connect.hku.hk access right from “Can view only” to “Can organize, add & edit”. Moreover, the “prevent editors from changing access and adding new people” box at the bottom must be checked.