EMA Collaboration Session EMA Project Marks Return Process

EMA : Collaboration Session ü ü EMA Project Marks Return Process EMA Process Review People, Process, Systems

Electronic Management of Assessment • Establish a seamless process, across all four faculties, for the collation, calculation and return of class totals from Myplace to My Strathclyde (SIMS) Class assessment regime Implementation of class Return of class total

Long-term Strategic Benefits • Outstanding Student experience • Provide clarity • • Assessment structures Requirements for students • Increased use of Myplace • Increased alignment with UK Quality Code for HE, and, Assessment & Feedback Policy • Operational Excellence • Standardise and eliminate waste • Working practices • Improved staff perspective of • • • marks return process Improved flexibility in system use Student records - reduced queries on marks Business processes • Staff time savings • costs of running VAX saved • data security improved Measurable Benefits • Improved Service, through reduction in time for data to appear in Student Record system • Improved Service, through reduction in time to assemble / calculate marks to be returned • Increased compliance, through reduction in • Resubmissions • Errors • Late submissions

• Definition of a single source of truth of classes' assessment structures • Application of this class assessment structure to Moodle Gradebook • Implementation of a modern facility for returning class marks to My Strathclyde/SIMS

Project Timeline: • Sept 2016 – Sept 2018 • Understanding Business (End May 2017) • current faculty & departmental practices around: • storing of class activity marks • the return of class totals. • representation of assessment regimes, including calculations of class total. • Prototyping and Initial synthesis of solution • Working Practice Impact Report • Delivery (End June 2018) • Consultation / capture of details of class total calculation for all classes • Final Designs for migration tool • Final design of system/process for returns of marks to My Strathclyde/SIMS • Go Live ( End August 2018) • Migrate 2017/18 classes’ gradebooks, to put in place the class total calculation identified in Delivery stage • Training for staff in new marks return process. • Review & Handover • Handover to business as usual • Plan for ongoing maintenance of developed features. • Plan for ongoing provision of support and training

Collaboration Sessions: • Dates Feb - End March ‘ 17 • Pre-sessions (today!) • Ad hoc informal follow ups as required/requested • Cross- Faculty session (11 th May TBC) • Each Faculty to present • Project team establish initial wireframes/prototype and present back • Re-convene to discuss findings and agree next steps

Exercises: Exercise 1 : Current process (As Is) • Is there enough detail? • Are there any gaps from a Science Faculty UG / PGT perspective? • Is there any particular pain from a Science Faculty perspective? • Consider in more detail 1. 4 & 1. 5 Exercise 2 : To Be Process • SIPOC Science • Opportunities for improvement • 7 Wastes

Electronic Management of Assessment

EMA: Institutional Process 1. 1 Class Approval 1. 2 Class Code Creation 1. 3 Class Setup 1. 4 Assessment 1. 5 Preparation of Return 1. 6 Marks Return 1. 7 Pre-Exam Boards 1. 8 Exam Boards Processes relating to the creation and approval of Classes (Courses) assessment regimes & learning outcomes and objectives Processes relating to making Classes (Courses) available for selection by students Processes for the provisioning of Class Gradebooks with assessment regimes & learning outcomes and objectives Processes for the assessment of students undertaking Classes (Courses) Pre-Pre Boards Processes for reviewing and adjusting Class totals Transfer of Class totals to Exam Board / Student Records System Student Progression & Award Decisions Part A Student Progression & Award Decisions Part B ? 1. 9 Marks Release Processes for communica ting final Class results and Programme progression decisions

1. 1 Class Approval 1. 2 Class Code Creation 1. 1. 1 Dept. Process 1. 2. 1 Assessment Structure 1. 3. 1 Site Creation 1. 2. 2 Course Description 1. 1. 2 Faculty Process 1. 1. 3 Senate Process 1. 1. 4 Ordinances & Regulation Processes 1. 2. 3 Course Details 1. 3 Class Setup 1. 4 Assessment 1. 5 Preparation of Return 1. 6 Marks Return 1. 7 Pre-Exam Boards 1. 8 Exam Boards 1. 4. 1 Teaching & Assessment 1. 5. 1 Class Marks Reviewed 1. 6. 1 Class Total Returned via VAX 1. 7. 1 Exam Board Schedule Generated 1. 8. 1 Board Examination Decisions 1. 3. 2 Staff Permission 1. 4. 2 Marking Completed (activities) 1. 5. 2 Class Marks Adjusted 1. 7. 2 PEGASUS Displays Provisional Marks 1. 8. 2 Board Progression Decisions 1. 3. 3 Student Enrolment 1. 4. 3 Examination 1. 5. 3 Class Marks Changes Approved 1. 7. 3 Pre-Board Examination Decisions 1. 8. 3 Approved Class Marks 1. 7. 4 Pre-Board Progression Decisions 1. 8. 4 Approved Progression Decisions (“Pre-Pre Boards”) 1. 4. 4 Examination Marking 1. 4. 5 Myplace Class Mark Displayed 1. 9 Marks Release 1. 9. 1 Final Grades Released (PEGASUS / APP)

Class Approval 1. 1. 1 Dept. Processes for depts to conceive & design curricula 1. 1. 2 Faculty Process Faculty review and approval of curricula 1. 1. 3 Senate Process Senate approval of curricula (subject to On. R approval) 1. 1. 4 Ordinances & Regulation Processes Review & approval of curriculum regulations QA

Class Code Creation 1. 2. 1 Assessment Structure 1. 2. 2 Course Description States how class will be assessed Outline of class objectives and content 1. 2. 3 Course Details Associated class info

Class Setup 1. 3. 1 Site Creation of Myplace site & configuration of gradebook 1. 3. 2 Staff Permission Assignment of staff roles (lecturer, organiser etc) to staff in Myplace site 1. 3. 3 Student Enrolment of users into “student” role in Myplace Site

Assessment 1. 4. 1 Teaching & Assessment Delivery of teaching activities and assessment of student work 1. 4. 2 Marking Completed (activities) Completion of assessment of student activities 1. 4. 3 Examination 1. 4. 4 Examination Marking Formal examination process (e. g. invigilated) Grading of examination 1. 4. 5 Myplace Class Mark Displayed Display of Provisional Class Mark, comprising marks from Examination & Activities

Preparation of Return 1. 5. 1 Class Marks Reviewed 1. 5. 2 Class Marks Adjusted 1. 5. 3 Class Marks Changes Approved Review Marks awarded within a class Adjustment of individual student’s class mark based on class or programme related criteria Approval of the class marks to be returned to student records system

Marks Return 1. 6. 1 Class Total Returned via VAX Assembly of Spreadsheet for FTP to VAX & Upload via FTP to va. X

Pre-Exam Boards 1. 7. 1 Exam Board Schedule Generated 1. 7. 2 PEGASUS Displays Provisional Marks 1. 7. 3 Pre-Board Examination Decisions 1. 7. 4 Pre-Board Progression Decisions Selection of programmes to be considered by an exam board Display of provisional marks to students in PEGASUS Review of Marks and adjustment of marks prior to Exam Board Review of Progression decisions and adjustment of progression decision prior to Exam Board

Exam Boards 1. 8. 1 Board Examination Decisions Review of and adjustment of class marks awarded to Students 1. 8. 2 Board Progression Decisions Review of and adjustment of progression decision / award against Students 1. 8. 3 Approved Class Marks Recording of Exam Board approved Class Marks 1. 8. 4 Approved Progression Decision Recording of Exam Board approved Progression Decision