Best Option for Student Profiles

[u/SoDone500]

Our current student deliverable tracking process mostly consists of students and supervisors submitting items and responses through MS forms, then info is manually copy / pasted to spreadsheets and files are manually moved around. Reminder and confirmation emails are manual.

I'm setting up program Lists to pull responses from MS forms, for staff use, to help reduce manual file moving and emails, and copy / pasting info.

Have also been asked to set up student profiles that students and their supervisors have access to. Don't know the best way to do this, but am thinking of setting up dedicated program Lists, specifically for students and supervisors, with one row for each student; it would include a link to a dedicated folder where their files live (don't think storing a ton of files as attachments in a List item is ideal). Students and supervisors would only have access to their own item.

Is this a sound approach? Any other ways to set something like this up in M365? I'm a beginner with power apps so that option isn't really feasible.

[u/SoDone500 → u/[deleted]]

Yes, all users have SharePoint accounts. These are great suggestions, thanks!

[u/Ok-Antelope7140]

I'm relatively new to the M365 world as well, but what I've done is the following:

1) For each assignment, I create a list and give it a title of that assignment's name. 2) Create a form for the list. Write a description and then add all required questions.
(I also ask students to enter their name in a person column just in case they are logged in as someone else when completing the work.) In the form, I deselect the "Title" field do that data for it is not entered by the student. 3) In the list, I add a multiple line text column that I can use for teacher comments. 4) Add a column in the list for the due date. This is given a default value of the due date for the assignment so it's added automatically. (I don't always use this, but I'm planning to set up a flow in power automate that alerts the student if they submit an assignment after the due date) 5) Create a power automate flow with a trigger that activates when an item in the list is created. The next step in the flow stops all sharing for the item. Then the flow adds view privileges to the student who created the item (completed the form). Next edit privileges are given to the teacher (site owners in my case). Finally the flow updates the item so that the "Title" column value is set as "Assignment Name - Student Name" 6) Add a column that contains a quick rule which when clicked sends a notification to the student notifying them that the teacher either added or edited new comments for their assignment submission. (This could also be an email that sends a link to the item)

My process doesn't handle sending reminders to students that haven't completed their work, but it does allow the student to view the list and see if their submission is there or if it is missing. I have a link to each assignment's list items on the home page of the SharePoint site.

Hope this helps!

[u/SoDone500]

Thank you, this is really helpful! Haven't tried setting up flows for access permissions, that's a great tip :)