Quizzes: Creating and managing question pools

Introduction

Question pools are repositories of questions stored in the LMS365 Admin Center that you can use in quizzes across an LMS365 solution.

The course admin decides how many questions from one or more questions pools that will be used in a quiz and whether these will be shown in a predefined order or chosen randomly by the system. If the random selection is chosen, learners will get different questions from the pool, for example, if they fail and have to retake the assessment. 

In this guide, we will go through how to create and manage question pools in LMS365. 

 

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Question pools storage

IMPORTANT   

LMS365 Question Pools are tenant based and are available on all site collections of a tenant. The question pools can be viewed, edited, and employed by all course catalog and course administrators.

The question pools stored in your tenant can be found in the LMS365 Admin Center > Content > Question Pools.

 

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The Question Pools page provides a list of all question pools in the solution with the information arranged in the following columns:

  • Name - The name of the question pool is used for admins to find and identify individual question pools.
  • Description - The description of a question pool is used for admins to provide additional information and notes about a question pool to other admins. 
  • Questions - The number of questions that the question pool consists of.
  • Category - The category of the question pool.
  • Managed By - The list of users who can manage the question pool. These users are assigned as managers via the Reassign Question Pool option.
  • Created By - The user who created the question pool.
  • Date Created - The date and time the question pool was created.

Each column can be used sorted by clicking its title. The Questions column has a filter that allows you to find question pools based on the number of questions in the pool. The filter allows multiple choice and contains only values that reflect the numbers of questions available in question pools in your tenant:

 

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Creating question pools

To create a new question pool,  follow the steps:

1) In the LMS365 Admin Center > Content > Question Pools. On the Question Pools page, select Create Question Pool.

 

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2) The Create Question Pool page will open.

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In the Question Pool Details section, fill in the fields:

  • Title - The title of the question pool is used for admins to find and identify individual question pools.
  • Description - The description of a question pool is used for admins to provide additional information and notes about a question pool to other admin. Also, admins can find and identify relevant question pools based on the description.
  • Category - Also categories will help admins find and identify relevant question pools. When typing, previously used categories of the same spelling will appear for you to select, if an existing category does not match what you type, you will create a new category. 

In the Question Pool Questions section and Question Pool Editor, you manage questions in the question pool.

There are two ways to add questions to the Question Pool:

  • Either drag a question type from the Question Pool Questions section to the Question Pool Editor. This will open the quiz question builder form where you create the question before it is added to the question pool.

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  • Import questions to the question pool by selecting QTI Import.

From the Question Pool Editor, you can edit, delete, and reorder the added questions.

You can change the order of questions in the question pool by drag-and-drop. This order will affect the order of questions when the question pool is added to a quiz.

 

3) Select Create to save the question pool. Select Return to Question Pools at the top left to discard the creation. In this case, a message will notify that the changes made may be lost. Select OK to continue and leave without saving the changes or Cancel to return to the question pool creation page.

 

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Question Pool Management

From the Question Pools page, you can edit, reassign, or delete the created question pools. 

To perform any of these actions, select the relevant question pool, and then the relevant action from the Actions panel.

 

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Follow this guide in case you want to add a question from a question pool to a quiz or this one in case you want to import the certain types of questions from QTI packages

 

Editing question pools

To edit a question pool, follow the steps:

1)  LMS365 Admin Center > Content > Question Pools.

2) On the Question Pools page, select the question pool.

3) From the opened Actions panel, select Edit Question Pool.

 

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4) On the opened Edit Question Pool page make relevant changes in the fields and sections.

 

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The affect of editing question pools depends on the type of questions—Fixed or Random—set during quiz creation while adding questions from the question pools.

If the Fixed type is applied, when questions from this question pool are added to a quiz, all further changes made in this question pool will not affect the existing quiz. With the Fixed type, the questions will be copied over to the quiz in question and will be isolated from changes done to the question in the question pool or the question pool it was part of. Also, if changes are done to the question in the quiz, this will not affect the question in the question pool.

If the Random type is applied, when questions from a question pool is added to a quiz, all changes made to this question pool and the questions within it will be synced and applied to all quizzes that employ this question pool.

 

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Edit questions within a question pool

To edit questions in a question pool, follow the steps:

1)  LMS365 Admin Center > Content > Question Pools.

2) On the Question Pools page, select the question pool.

3) From the opened Actions panel, select Edit Question Pool.

4) On the Edit Question Pool page, go to the Question Pool Editor.

5) Select the question to edit and click the Edit mceclip2.png icon. This action calls out the Edit question form, where you introduce and save changes to the question. The Edit question form depends on the question type.

 

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Reassigning question pools and questions within it

You can enable other administrators to manage a question pool without being a course catalog administrator. This will allow you to specify the users, you want to reassign the question pool to.

To reassign a question pool, follow the steps:

1)  LMS365 Admin Center > Content > Question Pools.

2) On the Question Pools page, select the question pool.

3) From the opened Actions panel, select Reassign Question Pool.

4) On the opened Reassign Question Pool panel, enter the name or email of the relevant user.

5) Select Save.

The assigned users will be displayed on the Question Pools page in the Managed By column.

 

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NOTE   

The user who created the question pool, the course catalog administrator, and the users assigned to manage the question pool can view, edit, delete, and reassign the question pool. However, assigning users as Managers of a specific question pool will not grant them access to the whole question pools storage. Only users who have access to the storage (course catalog administrators and course administrators) are able to manage all question pools.

 

Deleting question pools

To delete a question pool, follow the steps:

1)  LMS365 Admin Center > Content > Question Pools.

2) On the Question Pools page, select the question pool.

3) From the opened Actions panel, select Delete Question Pool.

 

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4) From the Delete Confirmation message, select Delete to proceed with action. To cancel the action, select Cancel.

 

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If you try to delete a question pool that is in use via Random questions in any quiz, you will see the following message which will include an option to edit this quiz.

 

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If you change the type to Fixed or remove the question pool from the quiz, you will be able to delete the question pool.

 

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