Faculty Start Guide

All active Emory faculty, staff and students are eligible for a free, 25G Emory Box account. Activate your account.

Group Accounts for Classes

Emory faculty may request a separate Emory Box account for classes they are teaching. The cost for a group space is $200/year for 100G. This space is added to your personal box account and you can then enroll your students in that area. 

To request a new group account:

1. Login to Service Now

2. Select "Box: Create, Modify, or Delete Group Account".

3. Complete required fields and select "Order Now'

Within box, faculty may create sub-folders for each class they are teaching. Faculty must invite all students to the courses. There is no auto-enroll function.

newfolder

Collaborator Roles

permissions


Editor:
 Students can view, upload, download, edit and delete content. Students can also edit each other's work. Create a folder and invite students with the Editor role.

Co-Owner: Same priveleges as Editor and can manage users.

Viewer-Uploader: Students can view, upload, download and edit content. Students can also edit each other's work. Create a folder and invite students with the Viewer-Uploader role.

Previewer-Uploader: Students can view and upload, but cannot edit. Create a folder and invite students with the Previewer-Uploader role.

Viewer: Students can view and download faculty uploads, but cannot upload or edit. Create a folder and invite students with the Viewer role.  

Previewer: Students can view content the faculty uploads, but cannot upload or edit. Create a folder and invite students with the Previewer role.

Uploader:  Students can upload their coursework but students can’t access each others’ work. Create a folder and invite students with the Uploader role.

Technical issues

Sharing

  • All sharing must be done by granting explicit permissions for a specific Box user to access a file or folder. This user can be in the Emory Box, another Academic Box, a Corporate Box, or even a Box Lite (free) account. These access privileges can be at any level, from view-only to read-write as defined by the user sharing and the specific circumstances. There is no auto-enrollment (like Blackboard). All users must be added individually.
  • If you have confirmed it is appropriate to share with an external collaborator, they can get that free account HERE and you can collaborate with them using the Box Lite account they create.

Software

  • Sync 4 is the latest (and now current/default) version of the sync tool in Box and has a number of improvements over the older version. Product Overview, Release Notes, and FAQ’s are available HERE
  • In January 2014, Box rolled out an auto-update to all existing Sync 3 users that should have forced an upgrade to the Sync 4 verions.  If you're still using the Sync 3 version and want to upgrade manually, instructions can be found HERE.

Network ID

  • Because of Single-Sign-On integration that lets you log in with your Emory credentials, and because Box uses your email address as your account name, your Box account must be tied to your core network identity (netid). This can, however, be a problem if other people use your longer firstname.lastname@emory.edu email address to invite you to collaborate and Box doesn’t realize it's another email address for your Box account. Luckily, Box has the ability to easily associate additional email addresses to your account so that collaborators can use any associated email address. You can find simple instructions on how to add another email address HERE.

File Sizes

Box implements a max 5GB file size on any single file. Larger files cannot be stored in Box.

Use Cases

Edit synchronously: Faculty can use "Box Notes"* if they want collaborators to simultaneously edit a shared document (much like Google Docs).  This is useful for a live classroom setting where students and faculty member are building a document together.  The maximum number of simultaneous users is capped at 20. Requires latest version of Box Sync. See "Software" above.

Asynchronous editing: If the document collaboration doesn’t need to be synchronous (i.e., during a class setting), it’s preferable to edit a document locally (from within a user’s local Box Sync folder) in a desktop application (like Microsoft Word) and the changes will automatically be sent to the online version on Box. Requires latest version of Box Sync. See "Software" above.

One-on-one collaboration: If faculty want to collaborate with students one-on-one, rather than sharing content with the entire class, faculty should create folders for individual students and invite students via the Editor role.  This allows faculty and students to work collboratively (like using Track Changes on a Word doc) but can be shared only between the faculty member and the individual student.  A hybrid structure is also possible.  For a class, one group space folder can be set up where all the students are invited as Editors, but a faculty member can also set up individual student folders as well for one-on-one student collaboration.