6.2 Required elements and assessment administration

Policy and administration

Key Concept: Ensure your assessment process meets institutional regulations: anonymity, security, filetypes, emergency contacts.

This page mainly relates to summative online assessment.

The early stages of the assessment and feedback life-cycle are dependent upon both institutional and departmental policies and processes. For summative assessments, the leads for the setting up of assignment submission points and owners of processes are often departmental programme administrators or assessment administrators. Therefore if you are unsure of how your department operates assignment submission, you should discuss with your programme administrator, particularly if you wish to explore more innovative forms of summative assessment.

Anonymity and exam numbers

Each student at the University of York has a unique exam number that they use in place of their name on assessments that should be marked anonymously. The relationship between exam number and student name is not to be known by marking staff and is usually only accessed by programme administration.

Yorkshare has a specially designed Anonymous Assignment Tool for summative work that preserves anonymity by labelling submitted file names with exam numbers and only listing completed submissions by exam number rather than student name. Crucially, you should not ask students to include their name on any work submitted via an anonymous assignment submission point. Markers and academic staff should not be able to link exam numbers to student names.

For formative work, you may wish to adopt similar processes to summative work in order that both markers and students are familiar with online submission. However, you may need to use a different tool rather than the anonymous assignment submission point to preserve the anonymity of students exam numbers.

Students should not include their exam number when submitting work to the Standard Assignment Tool as this will break the anonymity of the exam number.

Summative online assessment

University policy

The Standing Committee for Assessment has devised a policy with regards to summative online assessment and is detailed in the Guide to Assessment, Standards, Marking and Feedback. The key points for setting up assignment submissions using Yorkshare:

  • An alternative method of submission, such as an administration-only access email account (not lecturer email) should be provided for when students can evidence technical difficulties with University systems.
  • Deadlines to be set within normal working hours to ensure technical support is available.
  • Any restrictions on file submission types should be advertised to students in advanced as part of the assignment details.
  • Multiple submissions should be allowed.

Departmental policy

Each department may handle assignment submission processes in different ways. Therefore you will need to be familiar with the local policy, in particular if you are teaching modules in other departments than your own, the assignment processes may be specified differently.

Factors for consideration

  • Who is responsible for setting up submission points.
  • Who is responsible for setting and providing the deadline date to students.
  • What is the standard guidance to be issued to students about how to submit, and are there cover sheets or other mandatory actions for students to undertake.
  • Who collects work and distributes it to markers.
  • How is work to be marked and what format should feedback take.
  • Who returns marks and feedback to the students.

Required elements in student guidance

Guidance over the submission process for summative work using the Anonymous Assignment Tool is usually managed by your department assessment administrators. Lecturers should only need to provide guidance relating to the assignment task.

Guidance should be provided at each submission point. This may be a single document that students are expected to view, or a Content Item in Yorkshare. From the institutional and departmental policy, there are two types of guidance to consider: technical and process.

Example guidance

This example could be a Content Item above the submission point for a summative assessment. Technical guidance may also be linked, but it should be separate from the instructional guidance to ensure key points are visible to students. Details of the assignment itself are likely to be in a separate item, that would include how the assignment relates to module learning objectives, format for work and word count.

This is an anonymous assessment. Do not include your name anywhere on your submitted work. Submit your work by clicking the link SUBMISSION POINT: Human Vision – Assignment 1 (Essay) below.

  • Work must be submitted (fully uploaded) before the deadline. Allow enough time for your file to upload, do not leave it until the last minute.
  • The file size limit is 30MB.
  • The file must be in Word (.docx) format.
  • You may submit multiple times, but only the last file submitted before the deadline will be marked.

Work is only accepted via the online drop box. If you encounter a technical problem close to the deadline that is due to University systems and you are unable to get technical support, you may submit work to xxxx@york.ac.uk. You must provide evidence of technical issues, for example a complete screenshot, time and steps you took, and only technical issues caused by the University will be considered.

You should ensure you are familiar with the conditions for Exceptional Circumstances for Assessment and regulations on Academic Misconduct. Work may be checked for plagiarism.

If students have to submit two files, these will need to be submitted as a single .zip file (compressed folder). Only include this guidance if applicable to your assessment.

You may also want to make available a Frequently Asked Questions page for students. Again, create this as a single file and link to it from each submission area. See our guidance for administrators for an example.

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