UPC Staff Information Guide:
Recommendations for a baseline framework for online submission
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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)
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Findings show that clear communication and complete staff/ student awareness of the online submission process is essential Celia Webster
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A baseline framework should include: (submission could be via the VLE or e-mail)
• 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 students • Students 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.
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Additional features could include: Benefits of Online Submission • Same system (There are more!) additionally provide for online grading • Immediate for staff and students and feedback. • Supports a wider diversity of learners • Students notified • Range of media - word processed, video, podcast etc electronically • Enhanced feedback through editing features that feedback is • Less travel time and costs available online • Download results to other systems (minimise provided only able transcription errors) to view their own • Easier to detect plagiarism feedback/grades. • Integration with MIS systems • Results can be • Easier to access for second markers and moderators exported (e.g. to • Rule if late submission i.e. award 0 but feedback Excel) indicates possible grade • Provision for • Online submission could support verbal feedback second marking • Weblinks cited in work can be easily checked • Provision for • Possible future integration with plagiarism external verifier identification systems access • Personalising feedback through podcasting supporting • Provision for verbal feedback 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 Framework developed by templates Celia Webster and Julie Swain (assessment feedback form) • Annotate and return work (either via printing or Find the Academic Regulations here: electronically) http://staff.plymouth.ac.uk//acregsc/acadregs/intranet.htm Online Submissions Booklet V2.indd 4
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