How to use the Assessment Submission System
The Assessment submissions system has recently undergone some changes and so the manual shown below shows
you how to use the Assessment submission system.
To enter the assessment submission screen, click on “Exams: Assessment Submissions” from your CMS menu.
You will be faced with a screen which looks like this below:
This screen is used to scan in the submissions which come into the school offices. In order to start the process, you need
to scan the student’s ID card into the system using the barcode scanner provided.
If this is not possible, you can locate the student’s record in 1 of 3 ways:
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Candidate number – this can be located on the student’s registration card e.g. 73195. Press the FIND button to
locate the record.
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Registration number – this can be located on the student’s registration card e.g. 21000578. Press the FIND
button to locate the record.
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Surname followed by initial – through the use of the Search Button e.g. Harrison, T. Click on the Student name
to locate the record in the search screen.
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Once you have located the student record on the system, you will see a screen which looks like this one shown below:
Top half of the screen shows as follows:
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Student Name
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Level of Study – PG or UG
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Programme that the Student is on
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Candidate number of the Student
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Registration number of the student
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Period – what year they are in
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Year – will default to the current academic year. If you find that you have submissions which were due in the
previous academic year (mainly Social Work submissions where submission is due the following year from
previous year), use the drop down facility to select the year and the relevant submissions will come up for the
student.
The Bottom half of the screen is divided up into 4 tabs which are also clearly marked at the bottom of each tab in black:
1. Assessments Due Today – this screen shows all the assessments which are due today
2. Overdue Assessments – this screen shows all the assessments which are overdue
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3. Assessments due in the Future – this screen shows all the assessments which are due in the future
4. Submitted Assessments – this screen shows all the assessments which have been submitted
The following information is displayed in the first 3 tabs (Assessments due today, Overdue Assessments, Assessments
due in the Future, Submitted Assessments):
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Course Code
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Course Title
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Assess Mode – CWK (for all coursework assess modes) or ESS (for all non CWK modes)
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CWK Assess – shows what sort of CWK is being handed in. More details of the CWK can be found by clicking on
the hyperlink. Information such as CWK Assessment Type, CWK Assessment Term, Week, Day, Time. This is
useful in case you have more than one type of CWK being handed in for the same course which enables you to
click on the right submission.
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Submission Point – where the submission is to be handed in
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Submission Due Date – the date that the submission is due to be handed in
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Submission Due Time – the time that the submission should be in by
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Rec Sub – a tick box which allows you take in the submission.
Submitted Assessments Tab
This tab displays information on the submission that has just been handed in.
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Course Code
-
Course Title
-
Assess Mode – CWK (for all coursework assess modes) or ESS (for all non CWK modes)
-
CWK Assess mode – shows what sort of CWK is being handed in. More details of the CWK can be found by
clicking on the hyperlink. Information such as CWK Assessment Type, CWK Assessment Term, Week, Day,
Time. This is useful in case you have more than one type of CWK being handed in for the same course which
enables you to click on the right submission.
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Submission recorded by – shows the name of the staff member who took in the submission into the school
office
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Submitted Date – shows the date when the piece of assessment was submitted into the school office
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Submission Time – shows the time when the piece of assessment was submitted into the school office
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Circumstance – if the submission was handed in late, it will show the various penalty circumstance e.g. 24L,
7DL
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Undo Sub – a tick box which allows you to undo the submission in case it was ticked in error
Procedure to take in Normal submissions via the Assessment submission screen
Once you have located the student record either by scanning the registration card, entering candidate number or
registration number or searching by name, you can now find the assessment that you need to take in.
e.g. if the assessment was L2116 – Tools of the Trade (major, joint), you would tick the “Rec Sub” box which
indicates that you have received the submission from the student and press Save.
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Once you press Save, the submission will disappear from the screen that it was in (it can be either in the
Assessments due today screen, Overdue assessments or Assessments due in the Future screen) and will
transfer the information across to the Submitted Assessments screen as follows:
If you find that you have clicked the submission in error, all you need to do is to click the “Undo Sub” tick box
and the submission will return to the relevant tab from where you found it in the first place.
If you are not sure which submission you should tick, in case there is more than one submission for the same
course, click on the CWK Assess hyperlink and you will find more information about the submission which will
then enable you to choose the correct one.
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An example of a screen with detailed course information is as follows:
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Procedure to take in Late submissions via the Assessment submission screen
There will be times when you have to take in late submissions because the student will be late in handing in the
work. Any late submissions will appear in either the “Overdue Assessments tab” if they are not current or the
“Assessments due today” tab if it happens after deadline time of the assessment hand-in.
To take in the late submission, follow the same process as above, except that when you come to tick the “Rec
Sub” tick box, you will get a dialogue box which looks like the one shown below:
If you click on the “Yes” button, the system will calculate the appropriate penalty that is due for this late
submission. The current penalties and circumstances that are in place are as follows:
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24L – up to 24 hours late (5 % penalty)
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7DL – up to 7 days late (10% penalty)
If the submission has gone past 7 Days, you will get a message saying that you cannot record the submission
on the system and an automatic mark of 0 will be entered into the exams mark record.
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If you press No, you will get a dialogue box which comes up asking you to enter the date that the submission
was taken in if it was not the current date:
This dialogue box shows you when the original submission date of this piece of assessment was and defaults
to the current submitted date and time giving the appropriate circumstance that it thinks should be
applicable. By changing the submitted date and/or time, the relevant circumstance will be applied to the mark
record of the student.
Press Ok to save your changes and then press Save in the Assessment submissions screen to confirm the
submission of the assessment.
The submission information will then move across to the “Submitted Assessments” tab.
Overnight Non Submissions Script
There is a non submission script which runs every 24 hours to pick up the non submissions which are shown in
the Overdue tab and creates a penalty of “NS” with a mark of ‘0’ on the student’s mark record until it has been
handed in.
If the marks have been sent to Exams and you receive a very overdue piece of work for submission, you will not
be able to currently record it through the Assessment submissions system as it will not appear. In this instance,
you will need to take in the piece of work manually, record on it the day and time that it has been received and
then pass it on to the Assessment convenor for marking.
When a mark has been received, the mark and the appropriate penalty will need to be recorded in the Exams
system. This can be done within the Student Progress and Assessment Office. The following staff members
have the ability to do this:
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Lorraine Fowlie ([email protected])
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Tony Durrant ([email protected])
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Priyanka Patel ([email protected])
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James Mullan ([email protected])
Exiting the Assessment Submissions screen
To exit the Assessment submissions screen, click on the “Exit” button and you will be returned to your CMS
Menu.
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