Quizzes: create and manage question pools (legacy view)

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'll 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'll go through how to create and manage question pools in LMS365 using the legacy method.

 

NOTE   

From the December 2022 release, LMS365 allows you to create and manage question pools using the original (legacy) method and the new method. For information on using the new method to create and manage question pools, read this article. The menu route for the legacy method will be removed in a future release.

 

Question pool storage

Required role: catalog or course admins.

 

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 catalog and course admins.

 

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

 

Question pools

 

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

  • Title - 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.
  • Categories - The categories 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.
  • Created on - The date and time the question pool was created.

Each column can be used sorted by selecting 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 for multiple selections and contains only values that reflect the numbers of questions available in question pools in your tenant.

 

Create question pools

To create a new question pool, follow these steps:

1. In the LMS365 Admin Center > Content > Question Pools. The Question Pools page will open.

2. On the Question Pools page, from the Create question pool drop-down menu, select Create question pool (legacy view). The Create question pool page will open.

 

Create question pool page

 

In the Question Pool Details section, complete 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 admins. Also, admins can find and identify relevant question pools based on the description.
  • Category - 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 doesn't match what you type, you'll 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'll open a quiz question form, where you create the question before it's added to the question pool.

 

Drag and drop question into the question pool editor

 

  • 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.

 

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.

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

 

Edit question pools

To edit a question pool, follow these steps:

1. LMS365 Admin Center > Content > Question Pools.

2. On the Question Pools page, select the relevant question pool to open its Actions panel.

3. From the opened Actions panel, select Edit question pool (legacy view).

4. On the opened Edit question pool page, make the relevant changes.

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 won't 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 won't affect the question in the question pool.

If the Random type is applied, when questions from a question pool are 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.

 

fixed_type_.png

 

Edit questions within a question pool

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

1. LMS365 Admin Center > Content > Question Pools.

2. On the Question Pools page, select the relevant question pool to open its Actions panel.

3. From the opened Actions panel, select Edit question pool (legacy view).

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

5. Select the question you want to edit and select the Editmceclip2.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.

 

Edit question in a question pool

 

Reassign question pools and questions within it

You can enable other admins to manage a question pool without being a catalog admin. This'll allow you to specify the users, you want to reassign the question pool to.

To reassign a question pool, follow these steps:

1. LMS365 Admin Center > Content > Question Pools.

2. On the Question Pools page, select the relevant question pool to open its Actions panel.

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.

 

Reassign question pool panel

 

NOTE   

The user who created the question pool, the catalog admin, 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 won't grant them access to the whole question pools storage. Only users who have access to the storage (catalog and course admins) are able to manage all question pools.

 

Delete question pools

To delete a question pool, follow these steps:

1. LMS365 Admin Center > Content > Question Pools.

2. On the Question Pools page, select the relevant question pool to open its Actions panel.

3. From the opened Actions panel, select Delete question pool.

4. From the Delete Information message, select OK to proceed. To cancel the action, select the X icon.

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

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

 

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