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Electronic Submission of Assessments at Queen's University: Process, Rationale, Challenges, Summaries of School management&administration

The electronic submission process for assessments at queen's university for the academic year 2017/18. It covers the reasons for implementing electronic submission, the benefits for students and staff, and the challenges faced. The document also provides protocols for submission, formatting advice, and submission to turnitin for plagiarism checking.

Typology: Summaries

2021/2022

Uploaded on 09/27/2022

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Electronic Submission of Assessments
For 2017/18 most assignments for PHY modules will be via electronic submission in Queen’s Online. For
written reports constituting a substantial proportion of the module mark (a few assessments at levels 3 and 4),
submission will be through Turnitin which has software which automatically checks the work for plagiarism. In
either case students will be required to submit an electronic pdf of their assignment work.
Rationale For Electronic Submission
Electronic Submission is Popular with Students
o Students do not have to be physically present at the University to submit
o Assignments can be submitted outside office hours
o Positive feedback was obtained from level 2 students last year who took part in a trial for the full
year
Access to Assignment Marks and Feedback
o Feedback on individual assignments will either be marked-up on the submitted pdfs and re-
uploaded, or entered in the QoL feedback text box
o The mark for each assignment will be entered on QoL
o Students will be able to review their submitted work at a later date as a revision aid or as an
indicator of their progress
There is a Record of Students’ Submission
o As assignments have become a larger component of module marks, external examiners (and
external auditors) will be able to review students’ coursework.
o This record can used as evidence for panels set up to investigate student appeals or suspected
academic offences
Challenges of Electronic Submission
Challenges for Students
o If the work is completed by hand, it needs to be scanned to a high quality
o The submitted pdf needs to be in the correct format (see submission protocols below)
Challenges for Staff
o Marking assignments and providing timely feedback is already immensely challenging for staff
when sometimes 80 or more scripts have to be marked. Electronic marking increases this workload
as the pdfs have to be downloaded and re-uploaded with comments.
o Not all staff are lucky enough to have access to the high-end tablet or hybrid laptop needed for
effective marking with an electronic pen. Some will be typing in comments onto the pdf or into the
QoL feedback textbox.
o Students sometimes submit poorly scanned work, multiple files, or pages with a variety of
orientations
Protocols For Electronic Submission in 2017/18
The deadline for electronic submission is normally 10 pm on the specified date
o Any submissions on the specified date but after 10pm will incur a 5% penalty
o The submission time is defined by that registered on QoL
o For assignments worth less than 10% of a full module, late submissions will receive a 5% penalty
per working day after the deadline up to a maximum of 2 working days, after which the assessment
will receive zero.
o If a feedback class has been scheduled less than 2 full days after the deadline, any submission after
this time receive zero.
o For assignments worth 10% or more of a full module, late submissions will receive a 5% penalty per
working day after the deadline up to a maximum of 5 working days, after which the assessment will
receive zero.
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Electronic Submission of Assessments

For 2017/18 most assignments for PHY modules will be via electronic submission in Queen’s Online. For written reports constituting a substantial proportion of the module mark (a few assessments at levels 3 and 4), submission will be through Turnitin which has software which automatically checks the work for plagiarism. In either case students will be required to submit an electronic pdf of their assignment work.

Rationale For Electronic Submission

x Electronic Submission is Popular with Students o Students do not have to be physically present at the University to submit o Assignments can be submitted outside office hours o Positive feedback was obtained from level 2 students last year who took part in a trial for the full year x Access to Assignment Marks and Feedback o Feedback on individual assignments will either be marked-up on the submitted pdfs and re- uploaded, or entered in the QoL feedback text box o The mark for each assignment will be entered on QoL o Students will be able to review their submitted work at a later date as a revision aid or as an indicator of their progress x There is a Record of Students’ Submission o As assignments have become a larger component of module marks, external examiners (and external auditors) will be able to review students’ coursework. o This record can used as evidence for panels set up to investigate student appeals or suspected academic offences

Challenges of Electronic Submission

x Challenges for Students o If the work is completed by hand, it needs to be scanned to a high quality o The submitted pdf needs to be in the correct format (see submission protocols below) x Challenges for Staff o Marking assignments and providing timely feedback is already immensely challenging for staff when sometimes 80 or more scripts have to be marked. Electronic marking increases this workload as the pdfs have to be downloaded and re-uploaded with comments. o Not all staff are lucky enough to have access to the high-end tablet or hybrid laptop needed for effective marking with an electronic pen. Some will be typing in comments onto the pdf or into the QoL feedback textbox. o Students sometimes submit poorly scanned work, multiple files, or pages with a variety of orientations

Protocols For Electronic Submission in 2017/

x The deadline for electronic submission is normally 10 pm on the specified date o Any submissions on the specified date but after 10pm will incur a 5% penalty o The submission time is defined by that registered on QoL o For assignments worth less than 10% of a full module, late submissions will receive a 5% penalty per working day after the deadline up to a maximum of 2 working days, after which the assessment will receive zero. o If a feedback class has been scheduled less than 2 full days after the deadline, any submission after this time receive zero. o For assignments worth 10% or more of a full module, late submissions will receive a 5% penalty per working day after the deadline up to a maximum of 5 working days, after which the assessment will receive zero.

o Loss of internet connection cannot be used as an excuse for late submission. Students submitting from off campus or close to the deadline do so at their own risk. o Special dispensation for late submission will only be applied if there is a major failure of the University’s online systems. x Electronic Submission Formatting (see advice below on the best practice for scanning work) o All assessments must be submitted as a single pdf file. o Submission of other formats or multiple files will result in a mark of zero. o Any parts of scanned handwritten work which are not easily readable will receive zero marks. o Any work on pages which are incorrectly orientated will receive zero. x Marking and Feedback o Marks and feedback will be returned to students within reasonable timescales o Students should expect individual feedback on their work but must realize the amount/detail provided may be limited for large classes. o Additional, general feedback will normally be given during a specified lecture slot, but this may not be practical for some assignments with deadlines towards the end of the semester.

Advice on Submitting Assignments Electronically

RECOMMENDED

Either

x Complete the assignment using a word processor with mathematical equation capability, e.g. MS Word, OpenOffice. This is essential for lab/project reports and strongly recommended for essay type assessments x Save work as pdf file named LastNameFirstName_ModuleCode_AssignmentNumber.pdf Eg. BloggsJoe_PHY9999_Assignment3.pdf x Submit to QoL

Or

x Complete the assignment on single sides of reasonable quality A4 paper x The student’s name and number MUST be written prominently on the first page of the work x Instead of handing the assignment into the Teaching Office, go to the Library (this extends the times for which work can be submitted) x Go to a colour photocopier and place the handwritten A4 sheets into the automatic page feeder. Be careful that all pages are in order, facing the right way, and orientated correctly. x Select the “Scan to Email” option on the photocopier. The student’s QUB Email address is entered as the recipient for the scan. Press start to scan the documents. x Logon to a Library computer, open Email, and save the pdf file as _LastNameFirstName ModuleCode_AssignmentNumber.pdf Eg. BloggsJoe_PHY9999_Assignment3.pdf x Open the pdf and check that all pages are present, legible, and correctly orientated. x Submit to QoL

What if I have word processed some work but handwritten other parts?

x You still need to submit one pdf file. x Generate pdfs for the word processed section and scanned section as normal. x Merge the two filed into one pdf. This can be easily done online using a site such as www.pdfmerge.com

RISKY

x Off-campus submission x Using other methods for electronically capturing handwritten assignments x Not being able to orientate and order individual pages or merging them into a single pdf file.