Submissions

Information relating to the Coronavirus pandemic

For the most up-to-date advice and guidance about policies and processes relating to Examinations and Assessments, please refer to the following webpages:

Advice for student-facing staff: https://academic.admin.ox.ac.uk/coronavirus
Advice for students: https://www.ox.ac.uk/students/coronavirus-advice

The Examinations and Assessments Framework (EAF) has been updated to reflect changes implemented due to the impact of the Coronavirus pandemic.

INTRODUCTION

The Submissions and Research Degrees team oversees the submissions processes for both taught and research degree students. The team also manages the administration of the University’s Higher Doctorates.

 

Departments play a key role in supporting submissions by entering assessment deadlines into eVision.

 

TAUGHT DEGREE SUBMISSIONS

Taught degree submissions include the submission of work by undergraduate and postgraduate taught degree students. They are submitted in one of the following ways, with increasing use of online submission methods:

  • Hard copy to Exam Schools
  • Hard copy to Department
  • Digital copy via WebLearn
  • Digital copy via department online system (e.g. Moodle for Continuing Education and SAMS for Said Business School)

Assessment deadlines - Assessment submission deadlines are published in the Examination Regulations and Course Handbooks. There is a central deadlines calendar available in eVision which holds data on the deadlines and methods of submission for each assessment item.

Role of departments:

Assessment submission deadlines are entered into eVision in November each year, once course Assessment Reviews have been completed. Our Quick Reference Guide  has full details on this quick and easy process.

Notification of Late Submission of Written Work - Late submission of work will be reported to the Exam Board by the Submissions team. Information for students is given on the submissions webpage. Further information for staff is available in the Examinations and assessments framework (EAF).

If submitted work is received after the designated deadline, the Chair of the Exam Board, the student and relevant college officer will receive an email notification of the late submission. The student will be required to pay an administration fee of £60 (in 2020/21). If the submission is not received on the day of the deadline, the student may also not be allowed to remain in the examination. Students should consult their college office or senior tutor as a matter of urgency if they suspect they will be late in handing work.

Online submissions - Departments are encouraged to use online submissions via WebLearn as their summative assessment submission method, and should contact the Submissions team in the first instance to discuss moving from hard copy submissions.

The Submissions team have a WebLearn site for Online Submissions Information. Please contact the submissions team for access to this site.

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  1. Departments that wish to introduce online submission management for summative assessment in taught degrees may do so, via the centrally supported WebLearn site. Anonymous submission is supported and departments wishing to move to online submission of assessment where no provision was previously made for it must use an anonymous online submissions WebLearn site.
  2. Use of WebLearn for online submission is subject to the following conditions:
    • Departments must first ensure that any necessary changes to course regulations are made following the proper and due process. Adoption of online submission mid-course will be subject to the normal requirements for making regulatory changes with immediate effect, inclusive of securing all members of the cohort’s agreement.
    • Departments must ordinarily notify candidates at the start of the course, and in the course handbook, that submissions will be made via WebLearn and offer training, including practice submissions, in how to use the system.
    • Only the file submitted via WebLearn constitutes a valid submission; no concomitant hard-copy submission may be submitted, for any purpose, though post-submission hard copies may be produced from the electronic submission, e.g. for marking. Changes to course regulations must make clear that no concomitant hard copy may be submitted. The validity of any supplementary materials required in regulations to be submitted in hard copy (posters, portfolios etc.) is not affected, so long as such materials do not duplicate any element of the electronic copy. No costs arising from post-submission processing by the department may be transferred to candidates.
    • Electronic submissions must be received by the deadline; the Examinations and Assessments team (or department for certain courses) will report late submissions to the Chair of Examiners, candidate, and candidate’s college office, in the same manner as for hard-copy submissions. Technical problems external to the WebLearn system, such as slow internet speeds, will not be accepted as grounds for excusing lateness.
    • Before setting a deadline for submission via the system, departments must consult the Examinations and Assessments team to ensure all relevant operational matters have been addressed. They must also ensure that necessary changes to course regulations have been made and approved.
    • All system problems affecting any batch of submissions must be reported immediately to the Proctors.

Departments are reminded that use of Turnitin – whether for all submissions or for a sample thereof – is subject to all academic and administration staff involved having attended the training course run by IT Services.

  1.  Relevant contact details are:

taughtdegrees@admin.ox.ac.uk to set deadlines and for advice on using the system, including setting up the anonymous submission facility

WebLearn@it.ox.ac.uk for technical support;

examregs@admin.ox.ac.uk for advice on regulation changes;

turnitin@it.ox.ac.uk for advice about using Turnitin;

examinations@proctors.ox.ac.uk to report instances of system failure.

RESEARCH DEGREES

Detailed information regarding Graduate Research Degrees stages and all progression forms are available on the Graduate on-course guidance pages of the Oxford Students website. Further information is available on the Research examinations pages of the Oxford Students website and on the GSA WebLearn

If you have any queries regarding research degree submissions, contact researchdegrees@admin.ox.ac.uk.

HIGHER DOCTORATES

Higher doctorates are earned awards of the University, with the fundamental purpose of recognising excellence in academic scholarship.

Full information can be found on the Higher Doctorates webpage and the regulations can also be viewed online.