Processes for Online Submission, Marking, Return and Archiving of Student Coursework with Turnitin/Grademark

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Oct 28, 2013 (3 years and 5 months ago)

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1


Processes
for
O
nline
S
ubmission,
M
arking,
R
eturn and
A
rchiving of
S
tudent
C
oursework

with Turnitin/Grademark


Document information

This document outlines processes to manage electronic submission and marking of student coursework

in the
Faculty of Humanities


Audience

Assessment Officers, Administrative teams, T&L Directors, T&L administrators, Programme Directors,
Programme Administrators

Related documents

The Faculty
Policy on the use of Turnitin via Blackboard
available at
http://www.humanities.manchester.ac.uk/tandl/policyandprocedure/guidelinesandpolicydocuments/

Version

Version 2

Owner

Faculty of Humanities

Date

3 June

2013


Introduction

In line with
JISC
Assessment and Feedback programme

and other UK Higher Education Institutions
, t
he Faculty of Humanities

and its Schools agreed
in 2011
-
12
to initiate
a
large
-
scale
programme to introduce

gradually
,
and
with the support of technology,
change in assessment and feedback practice with the aim of enhancing the learning and
teaching process and delivering

efficiencies, quality improvements and student satisfaction.

Assessment by coursework constitutes one the
most common types of assessment within the Humanities

and until the present has fundamentally been delivered by paper
-
based systems.
While there is a wide range of technologies to support assessment and feedback
,

Turnitin/Grademark offer a number of advant
ages over other available
tools

i.e.

integration with plagiarism checking,
anonymous marking,
a range of features to facilitate the provision of more and richer feedback as well as
easiness of use
.
While online submission and marking via Turnitin/Grademark

appears to be the most optimal tool, there are other tools that may be more adequate to the nature of
assessment (e.g. group work) or the medium of assessment e.g. online discussion boards, wiki
-
based assessments
.

Needless to say, online submission and m
arking (via Turnitin/Grademark or other) is not expected to be the default option either in those cases w
here
electronic format

doe
s not support
the specificity of the
assessment, the
assessment criteria or assessment strategy e.g.

students submitting phys
ical artefacts, assessment of calligraphy,
artistic performance ability.

This document outline
s

processes for online s
ubmission and marking with the use of Turnitin/Grademark

and is intended to guide colleagues involved in the administration
and delivery o
f assessment
by coursework
.

2


Table of contents

A.

Pre
-
submission

B.

Submission

C.

Marking and Feedback

D.

Post
-
marking


Acronyms

Bb

Blackboard

CS

Campus Solutions

KB

Knowledge Base

QM

QuickMarks

T&L

Teaching and Learning




3


A.

P
re
-
S
ubmission


Requirement
s
/

Task

School process

How

Responsibility

A.1

Student informed that work
may be submitted to
Turnitin
.

Schools/disciplines must

clearly communicate to
students which units have
online submission and
which don’t.

In those cases where dual
submission is the case,
Schools/disciplines must
also communicate the
rationale for dual
submission.


Students are informed in The

University
of Manchester’s
Guidance to students on plagiarism and other forms of
academic malpractice


that submitted
coursework
may be
screened electronically to check against other material on
the web and other submitted work.


http://documents.manchester.ac.uk/display.aspx?
DocID=2870


In addition, the following statement should be reproduced
in
S
tudent
H
andbooks (June 2012):

“The University uses electronic
systems for the
purposes of detecting plagiarism and other forms
of academic malpractice and for marking. Such
systems include TurnitinUK, the plagiarism
detection service used by the University.

As part of the formative and/or summative
assessment proces
s, you may be asked to submit
electronic versions of your work to TurnitinUK
and/or other electronic systems used by the
University (this requirement may be in addition to
a requirement to submit a paper copy of your
work). If you are asked to do this, yo
u must do so
within the required timescales.

The School also reserves the right to submit work
handed in by you for formative or summative
assessment to TurnitinUK and/or other electronic
systems used by the University.

Please note that when work is subm
itted to the
relevant electronic systems, it may be copied and
then stored in a database to allow appropriate
checks to be made.”

School
administrative
/
acad
emic A
ssessment
Officer

4


A.2

Seeking student
acknowledgement of UoM
Plagiarism Policy and or
signatu
re of commitment
to good academic
practice/originality


A
s determi ned by
the
School
, s
tudent decl arati on of ori gi nality
can be pursued
el ectroni c
al l y

or
i n
wri tten
format (si gnature)

It can be presented to the student once or at every si ngl e
i nstance of
coursework submi ssi on.

It can be ei ther i mpl i ci t or expl i cit: a)
In expl i ci t hard copy
decl arati ons students si gn to state that work i s thei r own and
that they are aware of the Uni versi ty’s Pol i cy on Academi c
Mal practi ce
.
Explicit declarations can be pursu
ed online by
asking students to complete an online quiz using a programme
space where it exists.

b) Implicit declarations can take the form of an statement
where it is stated that by submitting coursework students
declare that the work submitted is their
own that are aware of
the University policy regarding Academic Malpractice

Where h
ard copy submission

applies
: student signs form at
School office; form states
that
t
he work
submitted
is
student’s own and stud
ent had read and understood
UoM
policies
.

Where

submission is done online, there are a number of
o
nline

options:



Preferred:
A
Student declaration
is present as a
reminder every time the student submits course
work (by default an Originality
Statement
is
available in
all
B
b courses
(with
i n

the

Submi s s i on
of Cours ework’ fol der)



Al ternati ve
s
:
A s
tudent Declaration quiz within

Bb
can be made available at programme level to
gather actual acknowledgement that the student
has read and understood plagiarism policy


Where dual submission applies, the de
claration must also
state that both the hard copy and the electronic copy
submitted to Turnitin are the same.

School
admin/Assessment
officer

A.
3

Student informed of
Assessment Criteria

and
Assessment brief

The cri teri a used i n marki ng must be made cl ear
to students i n
advance. Cri teri a shoul d be made wi del y avai l able and
publ i ci sed on hardcopy and el ectroni c medi um

Assessment bri ef/outl i ne i s al so to be suppl i ed at the start of
the semester or soon after.

Marki ng cri teri a can be upl oaded to Bl ackboard as
a fi
l e at
the start of the semester. Marki ng cri teri a shoul d also be
referred to when
marki ng

i n hard copy of onl i ne
(
Grademark rubri c).

School
admi n/Academi c
staff

A.
4

Provide academic and
admin a
ccess to Turnitin

Access to Turn
i ti n i s done vi a B
b

and th
erefore vi a Campus
Sol uti ons

Access to Turni ti n/Bb for s
chool
s
taff
i
s

granted by School
offi ce vi a Campus Sol uti ons Schedul e of Cl asses
.


Gui dance
i ncl udi ng rol es i n Bl ackboard are available
at:
http://www.campus.manchester.ac.uk/pl anni ngsupportoffi
ce/SSO/ops_support/gui dance/i ndex.html


School admi n

A.
5

Anonymity

The Assessment Framework co
ntai ns i nformati on about
anonymi ty

requi rements
:
http://documents.manchester.ac.uk/display.aspx?DocID=7333



By default summative
Turnitin
assignment
s

ought to be
set
to anonymous


Students could be asked to save their files following a
standard protocol

e.g.
‘student number
underscore_ass
ign
menttitle’

(
3456437_pri ncipl esofl andlaw.doc
) or student number

5



al one.

6







A.
6

Ensure admin and academic
staff training

It i s Facul ty pol i cy
that any academi c marki ng or usi ng Turni ti n
for pl agi arism checki ng purposes must attend trai ni ng

Turni ti n/Grademark trai ni ng can be undertaken face to face
or onl i ne. Trai ni ng dates avai l able at
http://www.humani ti es.manchester.ac.uk/tandl/el earni ng/
trai ni ng/



A.
7

Assignment creation

Course di rector creates assignment bri ef, di stri butes to
students by agreed procedure (f
ace to face and

vi a Bl ackboard)

Submi ssi on i nboxes are
cr
e
ated i n BB modul e areas
-

not i n
Programme/organi sati on spaces
.

Course di rector
(or nomi nee)
creates

wi thi n Bb:



Assi gnment bri ef



Turni ti n assi gnment
.

For consistency
purposes
, it is advisable that assignment
inboxes are always placed under the

Assessment


area in
Bb
,
and within
a

default folder

commonly entitled
‘Submission of Coursework’. This folder is replicated across
all Blackboard courses
in Humanities
via the Standard
Course Structure.

Turnitin assignments should follow the recommended
Fa
cul ty setti ngs i.e. anonymi ty, no student access to
ori gi nal ity report, submi ssion to the reposi tory, al l owi ng
resubmi ssi ons, mi dday deadl i nes, post date
normal l y
after
15 worki ng days, use of Grademark rubri c
.


Note
:
for large cohorts/multiple markers, it

is advisable to
create Bb groups and create/selectively release
assignments for each group
. KB guidance at

http://documents.manchester.ac.uk/protected/display.asp
x?DocID
=13469


[as determined by
School]


A.
8

Preventing s
tudent access
to originality reports of
their
own
coursework


No
student
access to Ori gi nality report
i s al l owed
but formati ve
tasks and educati on on academi c practi ce are encouraged
.

“The defaul t setti ng

i s that students cannot routi nel y submi t
thei r own work to Turni ti n, the pl agi arism detecti on system,
whi ch i s i ntegrated wi th Bl ackboard. However, i f academi c
staff

wi shes to carry out a tri al session of submi tti ng students’
work to the Uni versi ty’s pl a
gi arism detecti on systems i n order
to demonstrate to students how work can be checked for
ori gi nal ity, staff shoul d contact thei r eLearni ng teams who wi l l
be abl e to assi st wi th thi s". (Paragraph 2 (e) of the Uni versi ty’s
Pl agi arism and Academi c Mal practi c
e
-

Guidance for Teaching
Turnitin setting that allows stude
nts to view Originality
report must be
set to
‘do
not allow

.


7


Staff:
http://documents.manchester.ac.uk/DocuInfo.aspx?DocID=28
69
)

For a ful l l i st of TLSO resources on Academi c Mal practi ce and
Pl agi arism, see:
http://www.tl so.manchester.ac.uk/pl agi ari sm/


A.
9

Responding to r
equests for
viewing
students
submissions from
colleagues or
other
institutions

Academi cs from other i nsti tuti ons may request to vi ew papers
submi tted to UoM.

Pol i cy
on requests for access to student’s coursework from
external i nsti tuti ons i s spel led out
on the Pol i cy on the
use of
Ti i vi a Bb
and
avai l able at
:

http://www.humani ti es.manchester.ac.uk/tandl/pol i cyandproc
edure/gui del i nesandpol i cydocuments/


Si nce May 2013 a
ccess to student papers whi ch have been
submi tted by UoM students to UoM courses and whi ch are
suspected of
pl agi arism i s automati c
.

However, requests for
access
to UoM students


coursework
f
r
om external
i nsti tuti ons
may sti l l be recei ved.
It i s recommended that
School s determi ne a procedure to handl e such requests e.g.
al l external requests for access to Uni ver
si ty of Manchester
student papers are forwarded to the UG/PGT Di rector who
determi nes i f i t i s appropri ate or not to rel ease the
student’s paper (vi a Ti i ) to the thi rd party.

There i s no requi rement to rel ease a student paper.
However, as l ong as any i den
ti fyi ng student i nformati on
recei ved i n the emai l request from Ti i i s removed, the
student paper does not contai n sensi ti ve i nformati on (e.g.
materi al covered by a non
-
di scl osure agreement etc) and i n
the spi ri t of col l egi ality i t i s best practi ce to respo
nd to such
requests for access
.


A.
10

Contingency planning



should
system go down

at
submission times

School to deci de on conti ngency pl ans as a programme or
di sci pline team and communi cate these cl earl y wi th students.
Reference to conti ngency pl ans
shoul d be i ncl uded i n course
handbooks.


Gui dance for servi ce i nterrupti on or downti me i s avai lable
at
http://www.humani ti es.manchester.ac.uk/tandl/pol i cyand
procedure/gui del i nesandpol icydocuments
/

As determi ned by
the School




8


B.

Submission Phase


Requirement/Task

School process

How

Responsibility

B.
1

Providing
s
tudent
guidance

on how to
submit online

Student guidance on how to submit coursework online
to be provided

Consistency is advisable e.g. submission inboxes all being
in the same area across

all courses.
(Assessment>Submission of coursework folder)

Information to students on how to upload coursework to
Turnitin and also on how to view and download
feedback from Turnitin must be
provided to students on
all courses

A generic folder ‘Submission
of coursework’ is
by default

in place in
all courses


via Standard Course Structure

under the ‘Assessment’
area
.

The submission of coursework folder including and all its
content should be retained.

Submission of coursework folder contains
links to
Knowledge Base
g
uidance document
s

for students on how to upload to Turnitin and
download feedback
. This method allows these guides to be
continuously reviewed and be up
-
to
-
date from Turnitin new
releases.



Student guide on how to upload coursework to Turni
tin
http://documents.manchester.ac.uk/display.aspx?DocID=1
3010




Student gui de on how to col l ect feedback
http://documents.manchester.ac.uk/di spl ay.aspx?DocI D=1
3011


Academi c or
admi ni strative
responsi bi lity as
determi ned by the
School

B.2.

Setting submission
protocols

For archi vi ng purposes as wel l as to be abl e to i denti fy
non
-
submi ssi ons wi thi n Turni ti n,
s
tudents need to be
ask
ed

and reminded to
:



Enter ID number
(rather than their name) in
their submission



Enter ID number
on title inbox

at the time of
submi
tting to Turnitin

To facilitate student compliance, Schools ought to
remind students around submission

times of ID
requirements.
Reminders via
Blackboard announcement
tool may be used effectively for such purposes.

Schools may want to consider introducing a file naming
convention for all submitted coursework e.g. ask
students to s
ave file according to
a
conventi on t
hat
retai ns student number i n the fi l e i tsel f

Ask students to:



Ensure I D number i nstead of student name appears i n th
e
document being submitted e.g. cover page



Enter ID number in Tur
nitin title field at the time of
submission



Not to enter do
uble quotation marks in the submission title

It can also be helpful to ask students to s
ave
all
submission file
s

in
an agreed
format
e.g. student number_course_code.doc
(2345678_LAWS15000)

studentnumber_submissiontitle.doc;
or
student number alone

to prevent students entering quotation
marks in title field at the time of submission

Guidance documentation on how to
upload coursework to Turnitin
should be available on all courses:
http://documents.manchester.ac.uk/display.aspx?DocID=13010


B.
3

Ensuring that w
ord limit

can be checked

Where word count needs to be checked, s
tudents
should
be as
ked to submit in Word format (so that word count
Turnitin allows downloading of original file
only

after post date if
student submitted a word document.

Academic/admin as
determined by the
9


can be
performed after due date
)

On post date fol der wi th submi ssions

and grades

coul d be hi dden to
al l ow for word checki ng and made vi ewabl e strai ght after work

count

of suspected case
s has been compl eted
.

School

B.4

Providing for
Group
submission

Group submi ssi on i s a common form of assessment
.

Onl i ne submi ssion group work i s not supported by
Turni ti n but workarounds exi st.

A w
ork

around i s needed to provi de for group submi ssi on. Ei ther

a)

O
ne student i s nomi nated by the group to submi t assi gnment
on behal f of the group and to downl oad feedback and
di stri bute to the rest of the group.


Through thi s method the m
arker onl y marks the
group
submi ssion and rel i es on nomi nated person to downl oad
Grademark fi l e and di stri bute to peers.

However, the upl oadi ng
of grades to CS woul d need manual enteri ng

of

i ndi vi dual
grades on Grade Centre or i n CS.

b)

A
l l students submi t fol l owi ng an agreed ti t
l e conventi on (Group
1, 2, etc).

If usi ng thi s method, the m
arker wi l l need to re
-
enter
marki ng for each i ndi vi dual i n the group.
More than one i nbox
coul d al so be
set up

and i
f Bb Groups and adapti ve rel ease i s
used, onl y students from that group wi l l be
abl e to submi t to i ts
assi gnment. The marker wi l l l ocate thei r group (vi a Vi ew
Assi gnment by Groups) and go to the Ti i assi gnment for
marki ng wi th Grademark
.

Academi c
responsi bi lity

B.
5

Tracking late submissions

Schools should draw a process to identify
and track late
submissions so that penalties can be applied where
appropriate.


Online: Student submission
in Grademark display a

‘late’ flag
attached to
the
assignment

that has been submitted after due date.

Exact time when submission was made is recorded

and visible
together with other additional information concerning the
individual submission.

Procedure involving
admin or academic
staff as determined
by School.

B.
6

Application of
p
enalties
e.g. word limit

and
informing student of
penalty being applied

Who applies pen
alties (academic or admin team) is
de
termi ned by School

procedures
.

Procedure to the established and communicated to staff

School to determine a system to communicate that
grade penalties have been applied to late submissions

Options:



Penalties applied can be
explicitly
entered in Grademark
at the
time of marking
and immediately reflected in the marked
obtained.




School/discipline could
determine whether
QuickMark
Grade
m
ark commentary should identify that
a
penal ty has
been appl i ed



Wher
e penal ti es are appl i ed post marki ng, penal ti es must be
recorded el sewhere (process spreadsheet or Campus Sol uti ons)
Exams Offi cer

10


and communi cated to the student
.



Penal ti es for l ateness coul d be
made vi si ble to student by
i ncorporat
i ng them
on School/di scipline rubri c
.

B.
7

Identifying n
on
submissions

Admi n teams may need to be abl e to i denti fy those
students who fai l ed to submi t.

Anonymi ty i s requi red for marki ng but not
requi red
for
admi ni strative proce
sses
such as i denti fying non
submi ssions

Turni ti n
Assi gnment i nbox shoul d be set to be anonymous for
academi c marki ng. Turni ti n does not di sti ngui sh the di fferent admi n
and academi c needs

and anonymi ty condi ti ons appl y to both
marki ng as wel l as admi ni strative
.

Turnitin Assignment inbox contains as many
rows as students
enrolled on a give course. The Turnitin Assignment inbox therefore
will clearly display an empty row where a submission is missing.
However, Turnitin will not reveal the identity of non
-
submitters.
Identification of non
-
submitters can be d
one by comparing a list of
enrolled students in a given course
(ID numbers) against all
submissions made to an inbox
.
The a
nonymous
submission settings

make

the identification of non
-
submission
s

reliant on students
having added their student number in eit
her title or in submitted
coursework.

A spreadsheet of all students (ID numbers) enrolled on
a course can be downloaded from Campus Solutions, Blackboard or
Turnitin.


Identification of non submission is a manual process that
can be
fairly laborious

for la
rge groups
, but if Bb Group management is
used, becomes simpler
. Creating groups within a course and then
Viewing Turnitin submissions in those groups that have been
created can be used to narrow down the identity of non
-
submitters.
To view guidance on how

to create groups and to view Turnitin
Assignment by groups is available in section C.10 below.

I
t is inadvisable to try to ‘tweak’ Tii to temporarily reveal names, as
this

may
not only
compromise
the
release o
f

grades on
the actual
post

date
with the associated
student and staff anxiety

but also
moving the post date backwards to reveal names is irreversible i.e.
if inbox is de
-
anonymised it cannot be reverted
back
to anonymous
for marking purposes
. Please seek advise with eLearning team
should

you find yourself unable to identify who has not submitted

Administration
team

B.
8

Mitigating circumstances
and agreed extension

A separate inbox for extensions and re
-
sits is
recommended in those cases where the
re exist
legitimate

reasons for
late
submission

and the
submission
takes place well into the 15 working days
Creation of an
E
xtensions inbox accompanied by
adaptive release
of
main inbox
in
Bb.

Admin staff

11


turnaround peri od.


Creati on of extensi on fol ders shoul d be accompani ed by
hi di ng of other submi ssi on fol ders to the vi ew of the
student
namel y,
to avoi d students submi tti ng to more
th
an one folder.




12


C.

Marking P
hase



Task/requirements

School process

How

Responsibility

C.1

T
urn
-
around


Turni ti n
p
ost date to be set
,

normal l y, to
15 worki ng

days after
due date
.

Post date changes after students have started submitting to an
assignment will risk not only the availability of marks on actual
post date but also will have an irreversible effect on anonymity
setting. Moving post date backward will

de
-
anonymi se i nbox i n
an i rreversi bl e manner.

[as determi ned by
School ]

C.2.

Contingency planning
should system or individual
academic access is
disrupted

Assessment i s hi gh pri ori ty and hi gh stakes acti vi ty.

Gui dance for servi ce i nterrupti on or downti me i s avai lable at
http://www.humani ti es.manchester.ac.uk/tandl/pol i cyandproc
edure/gui del i nesandpol i cyd
ocuments
/

Dai l y feedback to academi c staff
on progress
from techni cal
team
s (eLearni ng and or ELAT)

i s expected.


C.3

Opting out for H&S reasons

Matters rel ati ng to occupati onal heal th fal l i n the
j uri sdiction o
f

Occ
upati onal Heal th.

The Di sabi lity Support Offi ce provi des support for
di sabl ed staff.
http://www.dso.manchester.ac.uk/

General l y
speaki ng use of a PC and keyboard i s regarded as
standard
. S
taff

unabl e to use
a
PC or

a

keyboard e.g. for l ong
peri ods of ti me may address/sel f
-
r
efer thei r case to
Occupati onal Heal th to gai n
i ndi vi dual
exempti on
.

Disabled staff requiring an exemption to online marking
procedures should contact the Disability Support Office.

Advice
on
additional tools such as voice recognition software
can be sou
ght
from

the

elearning team
.



C.
4

Detecting and d
ealing with
s
uspected plagiarism cases

Responsi bi l ity for detecti ng and deal i ng wi th pl agi arism
l i es pri maril y on course di rectors.

Uni versi ty procedures staff shoul d fol l ow i f they di scover
a case of
suspected academi c mal practi ce by students
fol l owi ng taught programmes

are set out i n ‘
Academi c
Mal practi ce: Gui dance on the Handl i ng of Cases


http://documents.manchester.ac.uk/Docu
Info.aspx?Doc
ID=639


Marker accesses
Ori ginality
R
eport and ori gi nality i ndex
produced by Turni ti n vi a Bb

Setti ng threshol ds above whi ch student work
shoul d
be
checked out i s not advi sable

(
documentati on

tba
)


C.
5

Preventative withholding of
grades in cases of potential
Where a potenti al case of pl agi arism i s bei ng
i nvesti gated, a di sci pline/School may want to wi thhol d
To prevent a gi ven

student from col l ecti ng hi s/her feedback
f
rom

Grademark, use Adapti ve rel ease vi a Bl ackboard

to hi de
Course di rector or
admi n team as
13


plagiarism

the return of a student’s work after the post date has
been reached.

the Turni ti n i nbox to the student concerned.

Where the course has a ‘My Grades’ area vi si ble to students,
the Turni ti n i nbox can be hi dden to the i ndi vi du
al bei ng
i nvesti gated whi l e the remai ni ng of the cl ass can access thei r
feedback vi a the Turni ti n i nbox. Where the course has a ‘
My
grades


area vi si ble to
students
, hi de ‘My Grades’ area
to
prevent
the gi ven
student accessi ng the Bl ackboard Grade
Centre
.
Communicate the change to all students.

determined by the
School

C.
6

Using School/discipline
specific
Feedback Forms

for
Marking

Di sci pline/School Feedback forms can be (l a
rgel y)
reproduced i n Grademark and created from
afresh i n
Grademark.

Exams Offi cer
si gns off r
ubri cs a
s

appropriate
and up
-
to
-
date
(
given changes in marking criteria discussed at T&L
committee)

School
s

can liaise with eLearning team wi
th
a
vi ew to produci ng
one or a set of
appropri ate
feedback
form
(rubri c) wi thi n
Grademark
. Gui dance on creati ng, i mporti ng and attachi ng
Grademark rubri cs i s al so availabl e i n KB:

Creati ng, i mporti ng and attachi ng Grademark
rubri cs:
http://servi cedesk.manchester.ac.uk/portal/app/portl e
ts/resul ts/vi ewsol ution.j sp?ismodal=true&sol utionid=0412263
09015873&SToken=EA9A16819F77DBD9D80F7206B1ED7E1F

Grad
emark Rubri c
s

can be

attached to assi gnments at the
moment of creati on or after submi ssi ons have started.


C.
7

Using d
iscipline specific
feedback


comment library

Where School or di sci pl ine wants to ri p the benefi ts of
Grademark faci l iti es such as the
re
-
usabi l ity of qual i ty
feedback comments tai l ored to a gi ven di sci pline,
through a process determi ned by the di sci pline i t can
present devel op

a l i brary of comments

Academi cs may l i ai se
wi th eLearni ng team
to produce
a
Qui ck
M
arks l i brary
of
comments; these can be forwarded to
eLearni ng for l oadi ng as l i brary i tems for
shari ng UoM
-
wi se


C.
8

Audio Feedback

As Grademark does not offer the possi bil ity to downl oad
audi o fi l es for access by external exami ners, the u
se of

audi o feedback

i n Gradema
rk
i s not recommended i n
summative

assessments for practi cal reasons
.


3 mi nute mp3 fi l es can be recorded i n Grademark

for the
purposes of formati ve assessment
.

KB guide
available
:

http://servicedesk.manchester.ac.uk/portal/app/portlets/resul
ts/viewsolution.jsp?ismodal=true&
solutionid=04121871242354
8&SToken=BFF8DCCE01AE4E92033D78EBA4D11637



C.
9

Marking by course director

Where dual submi ssion applies fi rst m
arker col l ects
scri pts from School offi ce

and marks hard copi es or
el ectroni c copi es i n Turni ti n

Where submi ssion
i s ful ly onl ine m
arker accesses
al l
submi ssion f
rom wi thi n Turni ti n/Grademark

El ectroni c student submi ssions to Turni ti n are avai l able vi a the
course Bl ackboard si te.


C.
10

Multiple markers in large
For l arge cohorts, responsi bi lity for marki ng sc
ri pts
may
Where more than one marker i s marki ng coursework for the

14


cohorts

wel l be
shared among a number of markers.

same assi gnment, B
b

groups
can be created.

After groups have
been created the ‘V
i ew Assi gnment by Groups


functi on i n B
b
wi l l
fi l ter
student
submi ssions
by the groups that have been

previ ousl y created.


How to
C
reate
G
roups i n Bb
:

http://documents.manchester.ac.uk/di spl ay.aspx?DocID=1163
7

Gui de on Vi ewi ng Assi gnments by
Groups:
http://documents.manchester.ac.uk/protected/di spl ay.aspx?D
ocID=13469


C
.11

Moderation within 15
working days

Moderati on systems can be descri bed as an i nternal
qual i ty assurance system where
moderator’s comments
are
addressed

to
the
fi rst marker
(
not to the student
)

i n
what i s effecti vel y a
method to ensure fai rness and
qual i ty
marki ng.

Because
any text entered o
n Grademark
wi l l be
rel eased
to students,
those School s that use a moderati on model
ought
to establ i sh a method for del i veri ng moderati on
outsi de of Grademark

and communi cate i t to al l staff
.

School s/di sciplines shoul d also establ ish a method that
al l ows
to track any changes i n grade both proposed or
i mpl emented after fi rst marker has compl eted hi s
/her

work.


Fi rst marker i s the person ul ti matel y responsi ble for enteri ng
feedback i n Grademark. She/he i s the onl y person that shoul d
enter any text on Grademark.

Second marker wi l l be gi ven access to the course but he/she
wi l l not edi t or amend any text i n Gradema
rk (except, perhaps,
for typos). As second marker’s comment are not
addressed to
the student (i.e. are not
for student

di rect
benefi t
)
, al l
moderati on
shoul d
takes pl ace outsi de of Grademark
,

and i n a
sui tabl e fashi on so that evi dence and audi t trai l of mo
derati on
i s avai lable shoul d external exami ner want to moni tor such
moderati on
.

Options to record moderation outside of Grademark can be
easily implemented with Excel. A spreadsheet from Grademark
including the grades can be easily exported and then
distr
ibuted to the moderator who may record their comments
on the spreadsheet
.

The Grademark file must to be seen as a ‘paper script’ that is
being marked by the first marker and returned to the student
15 working days afterwards.
Any changes to the overall mar
k
that occur afterwards shoul d
be recorded i n Campus Sol uti ons,
not
recorded

on Grademark
or Bl ackboard Grade Centre
.


C.
1
2

Moderation taking place
outside the 15 working
days turn around

e.g. at the
end of the year

Moderati on systems can be descri bed as an i nternal
qual i ty assurance system where
moderator’s comments
are di rected to fi rst marker
(
not to the student
)

i n what
i s effecti vel y a
method to ensure fai rness and
qual ity
marki ng.

Fi l es marked by fi rst marker
shoul d be
downl oaded (as pdf)
before post date to ensure anonymi ty i s preserved for the
moderati on that i s taki ng pl ace l ater on i n the ye
ar.

By defaul t
m
oderat
i on i s not a form of feedback. Moderators
comments are not addressed to students but to fel l ow

15


As any text entered on Grademar
k i s rel eased to
students,
those School s that use a moderati on model
ought to establ i sh a method for del i veri ng moderati on
outsi de of Grademark

and communi cate i t to al l staff
.

School s/di sciplines shoul d also establ ish a method that
al l ows to track any cha
nges i n grade both proposed or
i mpl emented after the fi rst marker has compl eted hi s
work

academi cs. Moderators comments
are not rel eased to students
ei ther, and therefore shoul d not be entered i n Grademark.

Moderators proposed c
hanges to grades
as wel l as

moderators
comments coul d be recorded
i n ways sui tabl e for School s e.g.



by us
i ng

of exi sti ng standarised Word feedback forms
;




by resorti ng to a marki ng gri d i.e. Excel fi l e
downl oadabl e from Turni ti n or from BB Grade Centre
-

after post date
. The Excel fi l e can compi l e and
record
the fi rst mark
,
proposed changes and comments by
moderator against an agreed moderating sample
, as
well as include a column for External examiner
comments
.

Any changes agreed to student grades are to b
e entered in CS
not in Grademark.

C.1
3

Second marking

within 15
working days


In second marking models the Feedback from 2
members of staff go to student

First and second marker access student coursework and
enter feedback in Grademark

School to d
etermine appropriate way of distinguishing
marker comments

(headers e.g. first marker/second
marker or initials to precede all feedback from each of
the markers)

Final grade cannot be second marked. School to agree a
procedure to agree on who and how the f
inal grade is
entered.



C.1
4

Second marking
by an
external

member of staff

[as determined by School]

Not possible to give external access to online assignments
.
Coursework needs to be downloaded individually within post
date (so that it is anonymous) and pdf copies need to be sent
to external second marker.


C.1
5

Blind second marking

Blind second marking provides students with feedback
from 2 different sources
. Markers do not share or view
each other’s marking.

Blind second marking is commonly used for marking of
dissertations.

A
work around
is available that
allow
s for blind double marking:



Two submission inboxes need to be created where

only
one of the assignments is set to submit papers to the
repository.




Students are asked to submit their assignments to both

16



i nboxes



Each marker agrees to enter her/hi s own i nbox onl y.



On post date student access feedback from each academi c
by goi ng to

both submi ssion i nboxes.

C.1
6

Word count

Penal ti es for non
-
observance of word l i mi t are normal l y
used by di sci plines/Schools.


Setti ng post dates 14 rather than 15 worki ng days wi l l al low
academi c staff to downl oad ori gi nal fi le

Adapti ve rel ease condi t
i ons to the fol der i n BB contai ni ng
Turni ti n submi ssion i nboxes can be set up so that al l feedback
i s vi si ble 15 worki ng days after submi ssi on deadl ine. Turni ti n
post date can be set to 14 worki ng days after submi ssion
deadl i ne to provi de one day for check

word l i mi ts.

Agreement on who sets penal ti es for contraveni ng word l i mi t
needs to be made. Where penal ti es are appl i ed by admi n
teams, and students must be i nformed of changes to the
grades gi ven to students i n Grademark.


C.1
7

Capping of marks


Where
marks are capped, the cappi ng of marks ought to take
pl ace outsi de of Grademark

and Bl ackboard.


C.1
8

Students viewing marks /
feedback


Students access thei r grades and feedback onl i ne.

Grades and feedback are rel eased automati cal l y

O
nce the
Grademark’s

‘post date’ has been reached

students
can vi ew

thei r grades and

feedback
onl i ne wi thi n Ti i vi a
Bl ackboard. On post date
,
grades and comments are released
automatically

to students
.

Marks are also fed through to Grade
Centre and to My Grades
in Blackboard
.


C.1
9

Student keeping record
s

of
assignment marks and
feedback

Schools should always recommend students to
download a copy of their feedback.

Students must be reminded of their responsibility to
download their feedback (in .pdf) format


at the latest

before they lose access to their current Bb courses.
Access to assignment is only available
while Blackboard
course is available

i.e. Turnitin access for students is
linked to Bb life
-
cycle.


Students
must be
recommended
and reminded
to

download
their

marked assignments from Turnitin
, especially because
access to Blackboard course is in most cases limited to the
current academic session

A
Guidance document
for students on how to download
feedback from Grademark is available in the generic
‘Submission of

Coursework’ folder and also on the KB at
:
http://documents.manchester.ac.uk/display.aspx?DocID=1301
1


[as determi ned by
School ]


C.
20

Marker / School archive of
assignment marks
and
[as determi ned by School ]

Batch downl oad of


17


feedback



Ori gi nality reports



Grademarked assignments

NB School archi ve process needed (secure server, ensure
archi ved)

C.
21

Identification of sample for
external examiner

I denti fi cati on of sampl e i s
commonl y an academi c task

Academi c staff can ei ther downl oad the sampl e from
Grademark or communi cate to admi n teams the paper I Ds that
consti tute the sampl e to be revi ewed to external exami ners


C.
2
2

Sending coursework to
External
E
xaminer

It i s UoM pol i cy
to
not
gi ve external access to onl i ne
assi gnments

i n Turni ti n
.

Assignments (either sample or full class) to be batch
downl
oaded as PDFs and distributed to external
examiners.

Who download
s

the submissions and who send
s scripts

to the external examiner is
determined by School
.

Student submissions need to be batch downloaded from
Turnitin and either a) sent to the external examiner via
encrypted email b) sent by post in paper format, or c) made
available for download from a secur
e web location

Schools using web filing software (Livelink, Sharepoint) may
give access and determine permissions to certain folders for
External examiners moderation work.

External file sharing applications such as Dropbox are not
supported by the Univers
ity and are not recommended
because although they may offer management of permission
s
,
they cannot guarantee file security
. The use of external tools
i s

at
School
’s di s creti on and ri s k.

To pres erve s tudent anonymi ty batch downl oadi ng s houl d be
done before
pos t date i s reached.



C.
23

Withholding of f
eedback

and or
grades release

to
student

I n especi al occasion
s

course di rectors
or admi ni strators
may

want to wi thhol d the automati c rel ease of grades
and feedback on post date e.g. where al l marki ng has
not been compl eted i n ti me.

Gui dance on how to wi thhol d student access to grades and
feedback i s avai l able on the Knowl edge Base at
:


C.2
4

Preference
for non
-
automatic e.g. face to face
delivery of feedback to
student

Course tutors may prefer to rel ease marked coursework
i n a face to face manner e.g. aski ng students to pi ck up
thei r feedback
i n

offi ce hours.

Where a di s ci pl i ne or a cours e tutor prefers

to del i ver feedback
face to face i.e. not automati cal l y, the cours e tutor can:

1.

F
ol l ow the same step as outl i ned i n C.21

above

to
wi thhol d

automati c grade and feedback rel ease to
students

2.

Use BB sel ecti ve rel ease faci l ities to al l ow access to
onl i ne feedba
ck
on a student by student basi s
manual l y and onl y
after face to face meeti ng
s have
taken pl ace.



18






19


D.

Post marking


Requirement Task

School process


Responsibility

D.1

Exam board changes
to marks

Exam boards may change marks wel l after students have
been
gi ven thei r marks and feedback

Any changes to the overal l mark that occur after a paper i s
marked by the fi rst marker
shoul d not be done on Grademark
fi l es

but i n Campus Sol uti ons


D.2

Transfer of/Recording
marks in Campus
Solutions

(CS)

Marks upl oad
ed to CS are fi nal marks (after
second/marki ng/moderati on has taken pl ace)



Second
-
marki ng:



Moderati on. Downl oadi ng of marks from Turni ti n vi a BB
Grade

Centre

and moderati on of marks taki ng pl ace
outsi de of BB vi a Spreadsheet upl oad

Upl oadi ng to marks to CS takes pl ace vi a spreadsheet
downl oad from CS and Spreadsheet upl oad
to CS.

On Turni ti n’s post date al l m
arks
cascade down
to Bl ackboard


Grade
Centre, at thi s poi nt they are avai l able
for export to
Campus Sol uti ons (as .
csv

fi l e fr
om Bb)

Upl oadi ng of marks to CS i s done by the School.
Instructi ons on
how to transfer grades from BB9 to Campus Sol uti ons
are
avai l able i n Student System

Offi ce websi te
http://www.campus.manchester.ac.uk/pl anni ngsupportoffi ce/
SSO/ops_support/gui dance/index.html

[as determi ned by
School ]

D.3

Retaining Student
work

School shoul d have a pol i cy and procedures for retenti on and
di sposal of assessment
materi al. Ti mi ng to be determi ned by
School, however, where archi ving needs to be anonymous the
downl oadi ng needs to take pl ace before post date i s reached.

The Uni versi ty’s Record Retenti on schedul e can be found at
http://documents.manchester.ac.uk/DocuInfo.aspx?DocID=651
4

It i s Uni versi ty pol i cy to archi ve certai n types of summati ve
assessments (e.g. exami nati on scri pts, onl i ne exams and other
substanti al pi eces of work submi tted f
or summati ve purposes)
for one year after the date of the fi nal exam board each year
(i.e. June each year for UG and November each year for PGT)
.

I t i s i mportant to note that the pol i cy onl y rel ates to s ummati ve
ret ained
as s es s ments. There i s no obl i gati
on for School s to
keep copi es or ori gi nal s of s ummati ve returned or formati ve
as s es s ments. Speci fi c Gui dance on Retai ni ng Student Work i s
avai l abl e at:

http://www.tl s o.manches ter.ac.uk/map/teachi ngl earni ngas s es
s ment/as s es s ment/s ecti onb
-
thepracti ceofas s es s ment/gui danceonretai ni ngstudentwork/

Onl y s ummati ve retai ned as s es s ments need to be archi ved
.

School admi n teams
mus t
batch downl oad Grademark
as s i gnments

before pos t date i f anonymi ty needs to be
pres erved
.

When anonymity does not need to be preserved, the
very
f
inal
date for archiving
i s

4 weeks after graduati on day. After
graduati on, al l copi es of ori gi nal i ty reports and onl i ne marki ng
are made unavai l a
bl e.

Archi vi ng s pace has been s ecured for al l School s and acces s to
admi n teams has been granted. Addi ti onal members of admi n
requi ri ng acces s to archi ve s erver s houl d contact I T s ervi ces
gi vi ng the network addres s of the dri ve (Onl i neAs s i gnmentData
on '
uk
-
ac
-
man
-
ss2a
\
vol2')
. Requests for access are granted
after requests for access are approved by mai n School
admi ni strator.

Gui dance i s avai lable i n KB:



How to archi ve marked assi gnments from Grademark
:
http://servicedesk.manchester.ac.uk/portal/app/portl
ets/results/viewsolution.jsp?solutionid=04122061041

20


T
he Uni versi ty Records Offi ce recommends that data such as
stud
ents’ assessed work shoul d be kept for no l onger than i s
necessary i n l i ne wi th the requi rements of the Data Protecti on
Act., and that i n the majori ty of ci rcumstances the peri od for
storage recommended i s 1 year.

I have a reason for keeping records for l
onger than a year am I
permitted to do so?

Yes, there i s no objecti on to such materi al bei ng kept over
l onger peri ods i f there are sound admi ni strative reasons for
doi ng so (for exampl e, duri ng audi ts i n whi ch case a 5 year
peri od i s appropri ate), or i n th
e rare event that an appeal
conti nues after 1 year, but to ensure compl i ance wi th the Data
Protecti on Act for the majori ty of cases 1 year i s appropri ate. If
work
is
to be retai ned for l onger than 1 year, School s shoul d
i nform students of thi s fact.


Do I

need to archive material away from the Blackboard
environment as insurance in the event of an appeal?

In the case of summati ve retai ned assessments, School s are
requi red to keep archi ved copi es of the assessments. For other
types of assessment, i t i s up
to the School ’s di screti on to deci de
whether copi es shoul d be retai ned. It i s worth beari ng i n mi nd
that si nce the cut off peri od for appeal s i s “wi thi n 20 worki ng
days of noti fi cati on of the resul t or deci si on,” as sti pul ated on
the
Academi c Appeal s Form
, any appeal wi l l occur (and i n the
vast majori ty of cases be resol ved) wi thi n the 1 year peri od.

Doesn’t Qual i ty Assurance requi re that stu
dents’ work i s kept
for si x years?

The Qual i ty Assurance Agency (QAA) requi res that certai n
types of i nsti tuti onal reports are kept for si x years (e.g. Peri odic
Revi ews, External Exami ner Reports, etc.), but thi s requi rement
does not i ncl ude assessed
work.


Assessed work fal l s under the
Uni versi ty’s Record Retenti on Schedul e and Student Feedback
Pol i cy

1467&SToken=EA9A16819F77DBD9D80F7206B1ED7E
1F