Transcript
University of the West of England
Guideline 18
Work Item Details and Instances Version 2.00
Feb 2006
Ingres Student Information System
Work Item Details & Work Item Instances There is an on-going need for Faculties to provide the central exam scheduler with details of all exam room requirements for the main exam periods each year. This is managed through the use of Work Item Details within the assessment profile (which are ‘out-of-time’) and Work Item Instances which are managed via the module run (and are therefore ‘in-time’).
1
Work Item Details
This is a mandatory field that should be completed when setting up a new work item. (Or should have been subsequently added for those modules created prior to this functionality.)
Figure 1 - Work Item Details
The above field displays the type of assessment requirement that normally applies to this work item. If you click the “Details” button, you navigate to the “Edit Assessment Requirements” frame, which shows you the details of the assessment requirements and allows you to update them:
18: Assessments Infrastructure Enhancements K:\ISIS2\Business Systems\Guidelines\MASTER Guidelines - Word\18 Work Item Details and Instances.doc
Last updated 10 April 2006 Page 2 of 11
Assessment Type
Assessment Management Types
Figure 2 - Edit Assessment Requirements
1.1
Assessment Types
• The two Assessment Types are: -
Exam Coursework
• A MAR type of “Exam” or “Other controlled conditions” should have an Assessment Type of “Exam”, with either “Requires Exam Room” or “In-class Assignment”. • A MAR type of “Non-controlled conditions” will most likely be “Requires Submission” (i.e. coursework), but it could also be an “In-class Assignment” • Be aware that your choice of “Assessment type” will not be validated against the Component type (“Component A” or “Component B”) that the work item belongs to. • If you wish you can also add a ‘Task description’ (e.g. “Interpreting Test”, “750 word essay”, “Frog dissection practical” or whatever). • If you choose “Requires Exam Room” you must also complete the following details: - Length of Assessment: enter a figure here which represents the number of minutes that your exam should last. This figure should include any reading-time where appropriate.
18: Assessments Infrastructure Enhancements K:\ISIS2\Business Systems\Guidelines\MASTER Guidelines - Word\18 Work Item Details and Instances.doc
Last updated 10 April 2006 Page 3 of 11
- Managing Faculty: this will default to your faculty, but is amendable in case the Faculty responsible for managing the exam is not the one which owns the module. - Maximum Group Size: you’ll only use this where you expect your students to be examined individually or in small groups (e.g. for language oral exams). In this case, you’ll enter a number here which represents the largest number of students who can be examined together. - Maximum Time-table Slot: this is only for exams where a particular member of staff has to be present to conduct it (for example for language orals). In this case, you’ll enter a number here which represents the maximum number of minutes that you’d expect your examiner to be required to conduct the exams without a break. - Special Requirements – Room: there’s a drop-down here for you to select a particular type of room (e.g. PC lab) as may be required for your exam. - Special Requirements – Equipment: you can use the drop-down here if your exam needs special equipment (e.g. an OHP). - Special Requirements – Exam Type: the choices here are “Parallel”, “Parallel with Separate Room” and “Serial”. - Specific Requirements: if there are other things you need that aren’t covered by the “special requirements” drop-downs, you can enter any text you want here. • If you choose “In-Class Assignment” it is advisable to complete: - Special Requirements – Room: there is also a drop-down here for you to select a particular type of room (e.g. Seminar Room) if one is needed for your exam. - Special Requirements – Equipment: you can use the drop-down here if your exam needs special equipment (e.g. Data Projector). - Special Requirements: if there are other things you need that aren’t covered by the “special requirements” drop-downs, you can enter any text you want here. Please note: When you set up the Work Item Details you are setting up what assessment info is likely to be typical for the module, however you may wish for certain details to apply for a particular point in time only. This is where Work Item Instances come into play.
18: Assessments Infrastructure Enhancements K:\ISIS2\Business Systems\Guidelines\MASTER Guidelines - Word\18 Work Item Details and Instances.doc
Last updated 10 April 2006 Page 4 of 11
2
Work Item Instances
From the Module Version frame, click on the Module Runs tab and select the appropriate run to navigate to the Edit Module Run frame.
Figure 3 – Edit Module Run Assessment Details
• To view/amend the Work Item Instances click “AP Details” button. • Note: before you have entered any “End Date”, the “AP Details” button will be greyed out (this is because it needs to know your module run end date before it can work out some of the required default values for the work item instances).
Figure 4 - Edit Module Run Assessment Details
• This is the screen you use to make your choice of module assessment profile for each module run.
18: Assessments Infrastructure Enhancements K:\ISIS2\Business Systems\Guidelines\MASTER Guidelines - Word\18 Work Item Details and Instances.doc
Last updated 10 April 2006 Page 5 of 11
• Once you’ve chosen the assessment profile you want, each of the work items that you’ve set up for that assessment profile will appear in the table on the screen. • Note that you do not see the Components on this screen. All we’re interested in here is the actual pieces of assessment which the student would be expected to do. • Please also note the ‘Submit Online’ column in figure 4. This relates to functionality which allows students to see their marks online and the box will have been ticked, if appropriate, via the Mark Entry frame when the marks were entered (by click the ‘Release Marks’ button). This is not a necessary part of creating a Work Item Instance however and should only be used by users familiar with the Portal project. • The assessment details for each work item on this screen will be taken from those you set up for the assessment profile itself, but you can make any changes you that wish here to take effect for this particular module run. • To change the assessment details of any work item on this module run, you’ll highlight the row you want and then click “Update”, which brings up the “Edit Work Item Instance” frame:
Figure 5 - Edit Work Item Instance
• This frame looks very much like the ‘template’ (or the “Edit Assessment Requirements” frame – see figure 2) that applies to the assessment profile but this one also lets you enter time-related information (exam period, academic year, submission date, assignment date) as appropriate. • The details you enter here only apply to the module run you’re updating – they won’t affect the original template. • Remember: if you need exams to be scheduled centrally, you must set up the assessment requirements for each work item for which you need an exam room to
18: Assessments Infrastructure Enhancements K:\ISIS2\Business Systems\Guidelines\MASTER Guidelines - Word\18 Work Item Details and Instances.doc
Last updated 10 April 2006 Page 6 of 11
be scheduled. This is because the scheduler will take all its exam requirements from this part of the ISIS2 record. • If a work item doesn’t need an exam room to be scheduled centrally, it should be set to one of the other two assessment management types, but since these are purely for your benefit, you are not obliged to enter anything here if the work item is a piece of coursework or an in-class assignment, or an exam that doesn’t need central scheduling. • Here’s the meaning of the extra fields from the one you’ve already seen on the “Edit Assessment Requirements” frame: - Exam Period: you’ll have to choose an exam period here if you want a room to be scheduled. You’ll have a choice of three possibilities: - 1. January - February; - 2. May – July; - 3. August - September - Academic Year: you’ll have to choose which academic year applies for the exam you need a room for. You’ll need to remember that the September Resit period counts as belonging to the academic year which is just ending, not the one that’s about to begin. - Submission Date: you’ll only use this if the assignment is a piece of coursework and you want to keep track of the submission date that’s been set. - Assignment Date: this is similar to the submission date for a piece of coursework, but it applies to the date on which you’d expect an in-class assignment to be carried out. 2.1
Check Work Item Details
• A quick way to check Work Item Details is by clicking the button, called “View WI Details”, on assessments part of the module version frame:
Figure 6 - Module Version - Assessments Tab
18: Assessments Infrastructure Enhancements K:\ISIS2\Business Systems\Guidelines\MASTER Guidelines - Word\18 Work Item Details and Instances.doc
Last updated 10 April 2006 Page 7 of 11
• If you highlight one of the assessment profiles on this screen and then click “View WI Details”, you’ll be able to access the “WI Details Check” frame which shows you details of all the work items which are attached to the chosen assessment profile on the “as of date”:
Figure 7 – Work Item Details Check frame •
The “as of date” defaults to today’s date, but you can change this if you want and click “Apply Date Filter” to see the work items which were attached to the assessment profile on your chosen date.
•
If you want to change any of the details of the work items you see, you can do this by clicking the “Update” button which brings up the “Edit Assessment Requirements” frame (referred to as the ‘template’), which we’ve already seen in figure 2. 2.2
Finding Work Item Instances
• Located on the “Assessment Process” menu is the option “WI Instance Detail Checks” and choosing this option will return a search frame that lets you find the work item “instances” that you’re interested in:
Figure 8 - Select Work Item Instances
18: Assessments Infrastructure Enhancements K:\ISIS2\Business Systems\Guidelines\MASTER Guidelines - Word\18 Work Item Details and Instances.doc
Last updated 10 April 2006 Page 8 of 11
• You can use this frame either to get a list of students who’d be expected to do the relevant assignments on your chosen module runs, or to get a list of the relevant work items themselves. • To do your search, you have to select all of the following: - Field: at any one time, you can only search for work items that belong to one Field. - Assessment Management Type / Assessment Type: you have to choose one or other of these categories. Then, you can narrow down your search by selecting a single type from the drop-down. On the other hand, if you leave the field blank, your search will find all records, regardless of their assessment type. - Module Run Date: you have to enter two dates here. These represent the earliest and the latest start date for the module runs that you’re looking for. So, if you wanted to see details relating to module runs starting last September or October, you’d enter “between 01/09/05 and 31/10/05”. • Once you’ve entered all the search details, if you click the “Find WI Instances” button, the “Work Item Instance Detail Check” frame is opened which shows you what’s already been set up for every work item for all the module runs that satisfy the search criteria you entered:
Figure 9 - Work Item Instance Detail Check
• So, for example you could see all the work items requiring an exam room for all module runs in the “International Relations” field which started in the last 3 months. 2.2.1
Finding Students
• From the “Select Work Item Instances” screen (see figure 8), if you click “Find students”, you’ll get the following frame:
18: Assessments Infrastructure Enhancements K:\ISIS2\Business Systems\Guidelines\MASTER Guidelines - Word\18 Work Item Details and Instances.doc
Last updated 10 April 2006 Page 9 of 11
Figure 10 – Students by Work Item Instance frame
• You can export these details to an Excel spreadsheet and then you can use the power of Excel to sort, or reselect students by any criteria which interest you (e.g. to identify those who are doing the module as “assessments only” etc). • From here you can also select any one of the module runs that were identified by your criteria in the search frame by choosing a module run from the “Reselect by Module Run” box and then clicking “Apply”.
3
What’s the best way to set up my assessment infrastructure?
There are two parts to this job: • The first is to set up your module assessment profile templates by entering all the relevant additional information into each one. • The second is to set up your current (and future) module runs so that their assessment details are complete. 3.1
Setting up module assessment profile ‘templates’
• The first thing to be aware of is that module assessment profiles were designed with the expectation that the same one would be used year on year by its owning module. • If changes are made to the way a module is assessed, the expectation has always been that you will manage this by making the changes to your existing module assessment profile, rather than by creating a new one every time something changes.
18: Assessments Infrastructure Enhancements K:\ISIS2\Business Systems\Guidelines\MASTER Guidelines - Word\18 Work Item Details and Instances.doc
Last updated 10 April 2006 Page 10 of 11
• The existence of assessment requirements details makes it even more important that you use the same assessment profile each year for a given module. • This is because there’s quite a lot more information to record against each work item than before, so creating new assessment profiles means that you would have to enter all this extra information from scratch each year, rather than being able to re-use it over and over. • If you’re not sure of the best way to make changes to any existing assessment profiles, talk to your expert user, or to the expert user from another faculty who you know is clued up about this process! • But DO try to manage changes to your module assessments by using the same assessment profile wherever possible. 3.2
Module run specific assessment details or ‘Work Item Instances’
• As previously mentioned in this document, Module Runs will always use the information set up in the ‘template’, so you might think of those as default values. However, if you want to change something for a particular time period then that should be managed via the work item ‘instance’. • Module Run Rollover has been designed to copy all the information from the old run to the new one it is creating and therefore it will use the Work Item Instance, not the template – so if you did make a change one year that wasn’t supposed to apply the next year you would have to go into the instance on the new run (once rollover had created it) and make the necessary changes. • Most of the time the instances will remain unchanged year on year because they are taken from the module proforma, i.e. the exam will stay 3 hours and require an exam room etc. However, it is possible that some factors, like Special Requirements for example, may differ (depending on the numbers taking the module in a give exam period) so there is a need to ensure you Work Item Instances are accurate. • A quick way to do this, as mentioned earlier in the guideline, is to use the Work Item Instance Detail Checks functionality (see section 2.2).
18: Assessments Infrastructure Enhancements K:\ISIS2\Business Systems\Guidelines\MASTER Guidelines - Word\18 Work Item Details and Instances.doc
Last updated 10 April 2006 Page 11 of 11
