1. What are the restrictions on file type and size for artifacts being uploaded in KEEP?
The artifact upload tool in the KEEP Repository system allows for .pdf, .doc, .docx, .xls, .flv, .avi, .mov, .mp4, .mpg, .wmv, 3gp, .asf, .swf, .jpg, .ppt, .pps, or .rm electronic file types to be uploaded. LEAs should consider the programs that are installed on the machines in their schools to provide guidance to users about uploading evidence. Although the KEEP will allow the upload of the above file types that file can only be launched/viewed if the necessary application is installed on the device/computer being used. For example, a PDF file stored within EPSS can only be viewed by a user if the user’s machine has a PDF reader application (e.g., Adobe Acrobat) installed. Additionally, an artifact will not upload if the title of the artifact contains any characters other than letters, numbers, or spaces.
2. How many artifacts are needed for each KEEP Goal? Is there a required number?
This is a local decision. The evaluation model does not dictate a set number of artifacts required per KEEP Goal. KSDE is recommending quality over quantity and only 3 artifacts per Goal.
3. Is there a limit on digital file size to upload for Artifacts in the KEEP Repository?
File size should be under 4 MB or a link to a larger file should be uploaded rather than the actual large file. Please use the following links for getting video file size below 4 MBs.
4. How long are artifacts retained in the system?
The artifacts will be saved with the record as long as the user is active in the State of Kansas Public Education system (or until they are deleted by the user).
5. Where can I find step-by-step instructions for uploading artifacts?
There is an overview of how to upload artifacts in the KEEP Repository Users Guide under the heading Adding Artifacts in the KEEP Repository. The KEEP Repository Users Guide can be found on the KEEP webpages on the KSDE website.
6. Can artifacts be uploaded and modified at a later date?
The artifact upload tool has the ability to edit information about the artifact, such as the name of the artifact, the description and the categories it is aligned to. If the actual file needs to be changed, it will need to be removed and replaced with a new file.
7. What role does the LEA play in helping teachers upload artifacts?
Teachers using KEEP to upload artifacts will need to work with their LEAs to determine what resources are available to create electronic files to upload.
8. What if there is limited technology at my school to upload artifacts electronically?
Educators should work with their LEA IT to determine what resources are available to create electronic files that will upload.
9. If an artifact is uploaded into the system using a program that I don’t have installed on my computer, does that system provide a way for me to open or view that artifact anyway?
No, however, the KEEP Repository is a web-based tool that can be accessed from any machine with internet connectivity, a user who can’t open a file on one machine (because it doesn’t have the correct program) can easily log in from a machine that does have that program installed and open the document from there.