Guidance: Submission Methods and Late Submission
GUIDANCE: SUBMISSION METHODS AND LATE SUBMISSION
1.
Purpose
1
2.
Information
assessment
3.
Definitions
2
4.
Submission
3
4.1
Traditional methods of submission
3
4.2
e-submission
3
to
students
about
submission
of
coursework
for
2
5.
Recording submission
3
6.
File formats for e-submission
4
7.
E-submission options
4
8.
Supporting students to use e-submission mechanisms
4
9.
Late submission
5
9.1
Extensions to submission date
5
9.2
Extenuating circumstances
5
9.3
Late submission of group coursework
5
9.4
Exceptions
6
10.
Return of coursework
6
11.
Bibliography
6
12.
Checklist: Managing Assessment Submissions
7
1.
Purpose
Students submit coursework for assessment on a date/ time as specified in the module
assessment requirements.
Coursework is an important aspect of course assessment. It is an essential feature of
the learning process and can, therefore, be used as a means of evaluating this process.
Coursework covers a variety of assessment instruments such as assignments,
laboratory/project reports, studio work, exercises and any such tasks where
specifications are given to students in advance, to be undertaken by the individual or
groups of students, and submitted by a specified date.
Last Reviewed: July 2015
Page 1 of 7
Printed: 15 July 2015
Guidance: Submission Methods and Late Submission
2.
Information to students about submission of coursework for assessment
A checklist is provided in the paragraph 12 so that module coordinators and other staff
managing submissions can ensure quality and consistency of experience for students.
a. Students should get clear and timely information on the methods of assessment
and the scheduling of all assessments.
b. Students should be informed of:
i.
the date of issue of each coursework requirement;
ii. the date and time by which each coursework should be submitted;
iii. the mechanism for submission of coursework;
iv. the date by which marked coursework is to be returned;
v. the location from which work can be collected;
vi. the date by which grades will be notified.
c. Submission dates for modules in a course should avoid clashes and excessive
assessment burdens for student and staff.
d. Submission dates and times take into consideration different time zones for
distance learners and impact of this on access to the online learning environment.
e. A date of submission may change due to changes in delivery of course material or
activities. Students should not be disadvantaged if the slippage is beyond their
control.
f.
3.
Students will be notified of any changes to the assessment schedule in writing and
in a timely fashion.
Definitions
e-Submission (electronic submission): the first step of an e-assessment process and is
the process of delivering coursework from student to marker.
Online submission: an interchangeable term with e-submission.
e-Assessment: the end-to-end electronic assessment process where ICT is used for the
presentation of assessment activity, and the recording of responses. This includes the
end-to-end assessment process from the perspective of learners, tutors, learning
establishments, awarding bodies and regulators, and the general public [JISC 2007]
comprising e-Submission, e-Marking and e-Feedback.
Computer-assisted assessment (CAA): assessment practice that relies in part on
computers.
Computer-based assessment (CBA): assessment delivered and marked by computer.
The terms (CAA and CBA) may be interchangeable.
Last Reviewed: July 2015
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Guidance: Submission Methods and Late Submission
4.
Submission
There are two main mechanisms for submission. In some instances, students may be
asked to submit in both mechanisms to suit local marking practices.
Regardless of the submission mechanism, students should be strongly advised to keep
a copy of all coursework, either hardcopy and/or electronic, whichever is the most
appropriate.
4.1
Traditional methods of submission
These include paper essays/ reports (to a submission box/ pigeon hole or similar) and
objects such as creative works (e.g. in a studio/laboratory).
Submissions may be made manually to a secure physical ‘locked box’.
Submissions may also be made in a studio or laboratory.
4.2
e-submission
The use of e-submission seeks to implement a consistent and equitable approach to
submission for all students (on or off campus) and to providing feedback (as part of the
e-assessment process). Students have the opportunity to submit all summative work
that contributes to a final grade electronically via dropbox in CampusMoodle.
Advantages of the mechanism include the following:
5.

e-submission enables a range of files to be uploaded in the module in
CampusMoodle. e-submission also enables students to submit links to assessment
artefacts (e.g. youtube videos, blogs) where appropriate;

students submitting electronically will receive a receipt generated automatically;

students can submit records of studio/ laboratory/ project work such as images of
work exhibited for assessment;

student submissions may also be checked for originality using Turnitin.
Recording submission
Systematic records should be maintained for all types of submission and it is good
practice to provide a receipt for both manual (paper) and e-submission processes and
for attendance at a practical examination.
Students submitting coursework in a studio/laboratory should be provided with a
receipt confirming that work has been received, presented or exhibited.
Last Reviewed: July 2015
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Guidance: Submission Methods and Late Submission
6.
File formats for e-submission
In the assessment brief the format that students should use for their files should be
specified. This will enable staff to view, mark and moderate coursework.
If other formats are preferred, required or optional, the module coordinator should
ensure that these formats can be read/ accessed via CampusMoodle so that staff can
view and mark.
7.
E-submission options
e-submission can be made using CampusMoodle.
The Moodle drop box can be used:

to store files securely, automatically back-up files and always access files;

to download and mark assignments offline (e.g at home or on your laptop
computer);

to see when assignments have been submitted (on time or late);

to download all files in one go;

to return annotated files for students to view;

to provide your feedback in an alternative way, such as using an audio or video
recording;

to provide grades for coursework;

to provide moderating team and external examiners to have access.
Plagiarism software (such as Turnitin) can be used:
8.

if plagiarism reports on students’ work are required;

if access to a reliable and fast internet connection is available;

if an iPad is used to mark assignments whilst on the move.
Supporting students to use e-submission mechanisms
Create a topic area in the module in CampusMoodle with assessment information and
the Assignment Drop box.
Create a mock assignment for students to practice the e-submission process. This
might incorporate a formative assessment process.
Last Reviewed: July 2015
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Printed: 15 July 2015
Guidance: Submission Methods and Late Submission
9.
Late submission
Students should be made aware that if they submit late or without having an extension
or extenuating circumstances approved the assessment will be considered as a nonsubmission and the attempt will be failed.
9.1
Extensions to submission date
Coursework can be accepted if it is received after the specified date and time for
submission only if there is a valid reason for late submission which has been accepted
by the staff member responsible for approving extensions, and only if the coursework
has been submitted by the revised approved date
Whenever possible, students must inform the module coordinator (or other designated
member of staff) issuing the coursework, before the submission deadline, of
coursework likely to be submitted late and of the reason(s) for late submission.
Staff should familiarise themselves with the local arrangements in the School for the
management of extensions and with the relevant form for coursework extensions and
direct students to the forms page:
www.rgu.ac.uk/academicregulationsstudentforms
The period of extension granted may vary depending on the subject or the School. Late
submission may not be possible, for example, where a public show of work is involved,
or where an event or specific assessment meeting is involved.
9.2
Extenuating circumstances
When the student is unable to give prior notice of a late submission, and have an
extension approved, the late coursework must be accompanied by an Extenuating
Circumstances Claim Form from the student giving the reason(s) for late submission.
www.rgu.ac.uk/academicregulationsstudentforms
The Extenuating Circumstances Panel, organised by the School, will decide if the
reasons given for the late submission are valid and the Panel will make a
recommendation to the course/programme Assessment Board on this basis about
whether the coursework can be marked and whether it should be considered as a first
or subsequent attempt.
9.3
Late submission of group coursework
The principles outlined above should apply. If coursework is a group submission but is
handed in late then the staff member responsible for approving extensions, should
decide where responsibility for late submission lies, if appropriate in liaison with the
module coordinator and/or course leader and manage the assessment results
accordingly using the normal extension processes.
Last Reviewed: July 2015
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Printed: 15 July 2015
Guidance: Submission Methods and Late Submission
9.4
Exceptions
There are situations where in specific circumstances students may be allowed an
individual (later) submission date. This might apply for an activity such as a project
investigation and project where the project specification for a student is “unique”. This
should be managed by the School and overseen by the course/programme
management team to ensure that no student is advantaged or disadvantaged as a
result.
10.
Return of coursework
The module coordinator should ensure that coursework is marked and returned to
students, as soon as possible but normally no later than 4 weeks (20 working days)
from the submission date.
Students must be informed when they can expect return of coursework and must be
informed of any delays in return of coursework. Where there is a delay, students must
be informed of a new return date. This can be posted on the appropriate notice-board
or through electronic means.
Coursework should only be returned when all submitted coursework in a module has
been assessed. Individual coursework should not be returned until the grading of whole
cohort being assessed is complete.
The mechanism for returning marked coursework should be made clear to students.
Refer also Guidance: Feedback on Summative Assessment.
11.
Bibliography
JISC (2007), Effective Practice with e-Assessment.
http://webarchive.nationalarchives.gov.uk/20140702233839/http://www.jisc.ac.uk/me
dia/documents/themes/elearning/effpraceassess.pdf
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Guidance: Submission Methods and Late Submission
12.
Checklist: Managing Assessment Submissions
This checklist has been adapted from the Principles of e-submission, marking and feedback
using Moodle (York St John University 2012) i. It may be used by module coordinators and
other staff managing submissions to ensure quality and consistency of experience for
students:
Has the module coordinator: [tick as appropriate]
Explained to the students how they will submit coursework?
Explained to students how they will submit their work electronically?
Provided clear information related to dates of submission, ensuring that it is consistent
with information stored elsewhere?
Setup a mock assignment for students to practice submitting to in CampusMoodle?
Addressed any issues as a result of the mock assignment?
Provided students with links to supporting documents explaining e-submission?
Setup an official assignment link in CampusMoodle?
Ensured there is enough detail in the assignment instructions for students to be able to
submit successfully as required?
Catered for extensions or extenuating circumstances and communicated these
arrangements to students?
i
YORK ST JOHN UNIVERSITY, 2012. Principles of e-submission, marking and feedback using Moodle. [online]. York:
York St John University. Available from:
http://www.google.co.uk/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&cad=rja&uact=8&ved=0CCEQFjAA&url=htt
p%3A%2F%2Fwww.yorksj.ac.uk%2Fdocs%2Fe-Submission%2520%26%2520Marking%2520Principles%2520%2520APPROVED.docx&ei=3kodVfebA9LhaOnKgKAM&usg=AFQjCNGZUIpqU2HKJFA916UhZO3N7fGt-Q [Accessed 2
April 2015].
Owner:
Approved by:
Date of (re)approval:
Effective date:
Responsibility for implementation:
Due for review:
Last Reviewed: July 2015
Page 7 of 7
Printed: 15 July 2015