UPC Staff Information Guide:Recommendations for a baseline framework for online submission

Online Submissions Booklet V2.indd 1 12/03/2010 10:03:15

This guide summarises the key points from the findings of a recent project aimed to develop a ‘baseline framework for online

submission’ to share with the UPC partner college network irrespective of their Virtual Learning Environments (VLEs). The elements were piloted using the VLE Moodle to ensure they

were satisfactory.

The University of Plymouth uses its system ‘SCOLAR’ for online submission while the UPC partnership work with a

variety of VLEs. This baseline framework should be taken into consideration when designing your online submission process. It must be noted that not all types of coursework are not suitable for online submission, this decision must lie with the academic

members of staff.

Please use this guide for reference or as a checklist activity, but you may have additional requirements depending on your college infrastructure. If you wish to discuss any aspect of the

development of your online submission process please contact Julie Swain (Julie.Swain@plymouth.ac.uk)

Findings show that clear communication and complete staff/student awareness of the online submission process is essential

Celia Webster

“”

Online Submissions Booklet V2.indd 2 12/03/2010 10:03:16

All staff to be appropriately trained and supported on the ‘online •submission process’. Support guidance to be produced and available online and all students must be appropriately informed and trained. In addition, pilot with a small cohort initially.Clear instructions must be communicated on the submission •procedure. Including permissible file types and header details. Students must retain back-up copies until notified that work has been assessed and should be encouraged not to leave submission until the last minute in case of system problems (contingency in place). Back-ups must not be modified after the ‘hand-in date’.If system failure occurs an alternative procedure must be in place •and students must be aware of this.Ensure a secure, user-friendly method for students submission.•Student should receive electronic acknowledgement that work •has been safely received.Submitted material date stamped online.•Option for tutor to be alerted that work has arrived via email/•VLE message.Early check to ensure file readable and not corrupt.•Work held in a secure and structured form.•Procedures in place regarding group assignments and late •submission/extenuating circumstances.Monitors and controls in place.•Adequate administrative support in place.•Test the system to ensure accurate and robust especially timings •on submission windows.Institution appreciates the implications of system downtime •which is also communicated to studentsStudents aware of assessment feedback policy and how they will •receive feedback (online or verbally)A designated staff contact with responsibility of the system and •the processes.

A baseline framework should include:(submission could be via the VLE or e-mail)

Online Submissions Booklet V2.indd 3 12/03/2010 10:03:16

Immediate for staff and students•Supports a wider diversity of learners•Range of media - word processed, video, podcast etc•Enhanced feedback through editing features•Less travel time and costs•Download results to other systems (minimise •transcription errors)Easier to detect plagiarism•Integration with MIS systems•Easier to access for second markers and moderators•Rule if late submission i.e. award 0 but feedback •indicates possible gradeOnline submission could support verbal feedback•Weblinks cited in work can be easily checked•Possible future integration with plagiarism •identification systemsPersonalising feedback through podcasting supporting •verbal feedback

Benefits of Online Submission (There are more!)

Additional features could include:

Same system •additionally provide for online grading and feedback.Students notified •electronically that feedback is available online provided only able to view their own feedback/grades.Results can be •exported (e.g. to Excel)Provision for •second markingProvision for •external verifier access Provision for •anonymity in marking: procedure whereby perhaps administrative staff could log receipt of work and use a coding system before passing to the marker.Use of feedback •templates (assessment feedback form)Annotate and •return work (either via printing or electronically)

Framework developed by Celia Webster and Julie Swain

Find the Academic Regulations here:http://staff.plymouth.ac.uk//acregsc/acadregs/intranet.htm

Online Submissions Booklet V2.indd 4 12/03/2010 10:03:21