This article overviews how to create and edit Portfolio folders and explains the settings that are available to you!

Who can create Portfolios? 

Any user in the account! 

Directors and Administrators can build Portfolios at the center or organization level and can select multiple classrooms to be included in one template. Director and Administrator Portfolios provide consistency throughout a program’s assessments. Teachers will still only be able to access Portfolios for students in their specific classroom! Click here to view a short video on how to build Portfolios. 

Teachers can build Portfolios at the classroom level. All teachers in the classroom will be able to access and edit it. Teacher Portfolios are great for tracking IEPs and students with special rights. 

If you notice the Portfolio feature is not available to you, a Director or Administrator can reach out to us at help@kaymbu.com to request a trial period or inquire more about adding this feature to the account. 

How do I create a Portfolio?

Creating a Portfolio is easy! Before getting started, make sure your program has your learning standards added to the account as Tags. If you do not yet have Tags in your account, you can reach out to us at help@kaymbu.com for assistance or learn how to create your own Tags here. 

First, navigate to the Portfolios tab on your menu. If you are a director, you can create a Portfolio in the “School Portfolios” tab, and if you are a teacher you can create one under “My Portfolios.” 

Next, click the green and white plus button in the bottom right-hand corner of the page. A new window will appear where you can enter the settings for the Portfolio: 

These first settings are important as they will dictate what observations flow into your Portfolio! 

• The first step is to name your Portfolio. 
  • Tip: If you are creating a Portfolio from the Director level, you may consider creating separate Portfolios for each classroom or age group and naming it based on the period your program is reporting the growth for. For example, “Spring Conferences 2020 - Preschool.” 

• Next is the option to choose your date range.
  • Tip: This may be based on the period of the school year the Assessment will take place. For example, if you have conferences twice a year, you may choose to have a Portfolio’s date range span half of the year. This is entirely based on your program’s needs.
    
    
• After that, select the students (or classrooms if you are an admin) to be included in the assessment. Simply by selecting classrooms or students, the system will automatically create separate folders for each selection that teachers will be able to work on independently.
  • Tip: As an admin, select multiple classrooms to quickly create consistent templates for your whole program!

• Finally, select the Tags that you will need to assess the student growth based on.
  • Tip: You can create a Portfolio that tracks an overall picture of the student’s growth, or mix and match Tags to use any combination to track growth in specific learning domains! Your program can also select Tags that are specific to a certain type of accreditation. 

After you have established those four things, that same window will prompt you to finish setting up your Portfolio by choosing your preferences for the ratings (which are based on the score associated with your learning standards) and where you want comments to appear. The second part of the window will look like this:

Ratings & Comments allows you to select where you would like Ratings & Comments to appear. 

• • Allow on both Tags and Folders will activate the option to include these items on folders, which are often larger developmental domains, such as “Approaches to Learning” as well as on the more specific items within that larger domain, such as “A. Initiative and Planning.” You may want to score students at the larger domain level, more specific item level, or both, and here is where you can make that determination. 
  • Allow on Tags only will activate the option to add additional ratings and comments on the specific Tag in the folder.
  • Allow on Folders only will activate the option to add additional ratings and comments only to the folder and not to the specific Tag within the folder.

Cover Page Design - When you share your Portfolio, this is where you choose design will appear on the top of the page. If you have a school logo added to your account, you can opt to use it here. If you do not have your school logo added to the account, please reach out to help@kaymbu.com to inquire about this being added. 

Required Items - This is where you select what items will be required in order for the Portfolio to be marked complete. Once a required item is determined, a red asterisk will appear in the Portfolio to indicate for educators where an item must be entered in order to fulfill completion.

• Rating refers to the rating entered on Tags or folders that are selected under the first option “Ratings & Comments.” 
• Observations are Moments (photos, videos, or anecdotes). Choosing to require this item will mean that each section of the Portfolio must have a Moment included in order to fulfill completion. 
• Comments refers to the comments on folders and Tags based on the earlier selection under “Ratings & Comments.” If comments should be included on Tags or folders, this is where comments can be made into a required item.
  

We recommend testing these settings as you are familiarizing yourself with this feature in order to see what works best for your program!

After the Portfolio folder has been created you can work on each student's individual Portfolio. Click on a Portfolio folder, and then inside of that folder you will see a Portfolio for each individual student that was selected during the Portfolio set up: 

 

 

FAQ

How do I add Moments (photos and anecdotes) into Portfolios? 
Read more about these options in our overview of Moments in Portfolios.

Can I add multiple sets of standards to a Portfolio? 

Absolutely! You can add, mix, and match standards in a Portfolio. Please note the system will organize them based on the Tags folder.

What happens when a student moves into a new classroom? 
When a student moves to a new classroom in your program’s Kaymbu account, his or her Portfolios from old classrooms are available to be viewed on his or her student profile on the Roster page. The new teacher cannot edit these Portfolios but can view them to better understand the child’s developmental history.

Can I change the settings of a Portfolio after it’s already created? 
Yes, you can go back and update the settings as needed. Navigate to Portfolios, then on your overview page of all Portfolios that have been created at your level, click the three dots on the bottom right:

Can a Portfolio cover all of the years that a child attends our Program? 
Portfolios are designed to track development for a single period or year, so should not span multiple school years. We recommend that each Portfolio is created based on an assessment period, and is marked complete and the end of each period. 

How can I view or share Portfolios? 
Please read more about how to view and share Portfolios by clicking here. 

How much do Portfolios cost? 
To find out more about pricing for your program, contact our School Ambassador team at help@kaymbu.com or reach out to your account manager.

How do I sign up for Portfolios? 
Reach out to us at help@kaymbu.com if you are interested in adding Portfolios to your account, or if you would like to inquire about a trial period for your program and to learn about pricing. Click here for an overview of Portfolios.