Learn about tools available to you when using Portfolios for teaching and assessment.
Portfolio tools
When thinking about what tools to use for your portfolios, first consider the following questions:.
- Who is the primary audience for the portfolio?
(For example: the student, assessors, placement supervisors, employers, or the public.) - Will the portfolio be assessed?
If yes, will it be used for formative assessment, summative assessment, or both? - How long will students develop the portfolio?
Will it be submitted as a one-off piece of work or built up over multiple modules, semesters, or years? - Are students expected to complete specific milestones or checkpoints during the process?
- What is the main purpose of the portfolio?
Is it primarily for reflection, collecting evidence of learning, showcasing achievements, or a combination of these? - What types of content and media will students need to include?
(For example: text, images, video, audio, presentations, documents, or external links.) - Will the portfolio need to support feedback throughout its development?
If so, who will provide that feedback and at what stages? - Will students need access to their portfolio after graduation or completion of the course?
As we don't have a dedicated portfolio platform, there is no single solution that fits every use case. The most suitable approach depends on the needs identified above.
In this guidance we focus on three potential solutions:
- Word Documents to keep things simple
- Canvas Assignments for structure and deadlines
- Microsoft OneNote for something more Portfolio like
Please do get in touch with your Learning Technologist to discuss further.
Keeping things simple
Word Document
Having students curate their work within a Microsoft Word document is often the simplest portfolio approach and provides the lowest barrier to entry. Most students are already familiar with Word and can easily combine text, images, screenshots, tables, hyperlinks and other evidence into a single document. Templates can be provided to ensure consistency and completed portfolios can be submitteddirectly through Canvas.
Limitations
- Can become difficult to navigate if the portfolio grows significantly.
- Limited support for ongoing formative feedback over time.
- Less suitable where evidence is generated across multiple modules or academic years.
- Managing large media files can result in very large document sizes.
Most suitable for
- Small- to medium-sized portfolios.
- Reflective assignments.
- Professional development records.
- Situations where a single final submission is required.
Where structure and deadlines are key
Canvas Assignments
Where students need to build evidence over time, Canvas assignments can provide a more structured approach. Multiple submissions can be used throughout a module or programme, with opportunities for feedback, grading and reflection at each stage. Activities might include knowledge checks, media submissions, project artefacts, reflective writing or practical demonstrations. A final assignment can then ask students to synthesise their learning and reference previously submitted work and feedback.
Limitations
- Evidence is distributed across multiple submissions rather than existing in a single portfolio space. This may overcomplicate moderation for example.
- Students may find it harder to view their work holistically.
- Not designed specifically as a showcase portfolio.
Most suitable for
- Developmental portfolios.
- Portfolios with staged assessment points.
- Competency-based learning.
- Courses requiring regular feedback and progress monitoring.
- Where a record of engagement is required.
Where you need something that is most portfolio-like
Microsoft OneNote
Microsoft OneNote provides a more comprehensive portfolio experience, allowing students to organise evidence into notebooks, sections and pages. A wide range of content types can be included, such as text, images, audio, video, handwritten notes, embedded files and web content. Templates and structures can be provided to guide students while still allowing flexibility. Portfolios can be shared with tutors for ongoing formative feedback and exported as PDFs (though this limits multimedia sharing) when a final submission is required.
Limitations
- Many students will require some initial guidance on organisation and sharing.
- Portfolio structures can vary considerably between students unless templates and clear expectations are provided.
- Reviewing and assessing submissions can be more time-consuming due to differences in layout and organisation.
- Portfolios will be set up on the individual student accounts, where OneNote is used for summative assessment portoflios, students should submit a PDF of their final portfolio to a Canvas assignment to ensure that a record of their portfolio is retained and is available for moderation.
Most suitable for
- Rich multimedia portfolios.
- Reflective practice.
- Professional and practice-based programmes.
- Portfolios developed over an extended period of time.
- Portfolios developed across multiple modules
Alternative approaches
Alternative approaches
Depending on your requirements, other tools may be appropriate, though carry their own limitations so best to discuss with your Learning Technologist.:
- Canvas Pages for simple web-style portfolios
- OneDrive folders for evidence collection
- Padlet for visual and collaborative portfolios
Canvas does have a portfolio tool which we continue to evaluate and reassess its viability for use at Sussex.
Remember, reflect on the questions at the top of this page and read the associated broader Portfolio guidance. This will help make sure you have the most appropriate solution for your needs and that your students can focus on what they need to and have the best possible experience.