Submissions

Due to the impact of the coronavirus pandemic, the submissions desk in the Examinations Schools remains closed for the foreseeable future. Therefore, all submissions of works for summative assessments must be submitted online via WebLearn or another currently approved online submission system in a digital format.  

From Michaelmas Term 2021 onwards, the Taught Degrees Panel has approved that all summative assessments which are submissions will need to be made via a University approved online assessment platform, and not in hard copy. In most cases the submissions platform will be Inspera which is replacing WebLearn from Michaelmas Term 2021 onwards. The Education Committee published a notice including this change in Trinity term 2021.

 

The Submissions and Research Degrees team manage submission processes for both taught and research degree students and the administration of the University’s Higher Doctorates.  

Candidates can submit their work in one of the following ways:

  • Digital copy via WebLearn or Inspera (all courses using WebLearn will be moved over to Inspera for summative submissions from MT2021)  
  • Digital copy via department online system (e.g. Moodle for Continuing Education and SAMS for Said Business School) 
  • Hard copy to Department
  • Assessment submission deadlines are published in the Examination Regulations and Course Handbooks.   
  • You can access the central deadlines calendar in eVision.
  • The calendar will provide you with data on the deadlines and methods of submission for each assessment item.
  • Ensure that deadlines are entered as soon as possible 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.

WebLearn will be in use for the remainder of the 2020/21 academic year for those departments who are not already using an alternative University approved online submissions system.

The Submissions team have a WebLearn site for Online Submissions Information (you might have to request access to this site through the Submissions team).

Use of WebLearn for online submission is subject to the following conditions: 

  • Ensure that any changes to course regulations are made following the process. Adoption of online submission mid-course is subject to the normal requirements, including securing the agreement of all members of the cohort.
  • Notify candidates at the start of the course, and in the course handbook, that submissions will be made via WebLearn.
  • Offer training, including practice submissions, in how to use the system.
  • Remember that only the file submitted via WebLearn constitutes a valid submission; no additional hard-copies may be submitted, for any purpose. Changes to course regulations must be clear that no additional hard copies may be submitted.
  • Electronic submissions must be received by the deadline.
  • Examinations and Assessments (E&A) team (or department for certain courses) will report late submissions to the Chair of Examiners, the candidate, and the candidate’s college office, in the same manner as for hard-copy submissions.
  • Before setting a deadline for a submission in eVision, departments must consult the E&A team to ensure all relevant operational matters have been addressed.
  • 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.

Remember 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.

Inspera

Several departments are acting as Early Adopters in the e-Assessment Project by using Inspera in Trinity term to receive summative assessments.

It is expected that all departments using WebLearn will transfer the receipt of summative assessments to Inspera from the start of Michaelmas term 2021.

Affected departments will be contacted by the e-Assessments project’s Implementation Coordinators regarding their assessments and the roll-out of Inspera

Where it is clear conversion to a digital submission would be unsuitable for the work for a specific assessment unit that department may request that submissions be instead be made directly to the department and this is subject to an application being made according to the processes outlined in the section below, ‘Changing regulations for hard copy submissions

  • Students should submit before the deadline, to their department.
  • Students will need to be provided with information regarding the requirements for their submission (e.g. number of copies, presentation requirements, etc.).
  • All submissions require a completed Declaration of Authenticity.
  • If a student has a Specific Learning Difference (SpLD), e.g. dyslexia, they should attach a SpLD information form (Form 2D) to the front of each copy of the work they are submitting.

     

What you need to know  

  • The Submissions team will send a notification of late submission of written work to the Exam Board. If you have been given devolved responsibility to send these notifications, then the Submissions team will not be involved in this process.
  • 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.
  • 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.
  • Information for students is given on the submissions webpage.
  • Further information for staff is available in the Examinations and assessments framework (EAF).

Where it is clear conversion to a digital submission would be unsuitable for the work for a specific assessment unit, a request must be made under one of the following two types for provision for all students taking that unit (e.g. oversized architectural drawings or art portfolios) or the compressed file size exceeds, or is likely to exceed, 1GB, provision for hard copy can be made. Where hard copy is required for a specific unit, the process given under Type I requests should be followed. 

Where hard copy is required for an individual student, the process under Type II requests should be followed. All applications should be made to the Submissions and Research Degree Manager (taughtdegrees@admin.ox.ac.uk). The deadlines for requests for this year are given below. The deadlines for subsequent academic years will be communicated in due course.

Expand All

Type I requests relate to all submissions for a specific assessment unit. Departments are asked to identify any submission for an assessment unit(s) that is not appropriate for digital submission.  Hard-copy submission will only be approved where there are insurmountable practical barriers to online submission; preference for a hard-copy by markers is not a valid reason for retaining hard-copy submission.

The department will need to submit their request to retain hard copy submissions for the relevant assessment unit to Samantha Hutton, Submissions and Research Degrees Manager (taughtdegrees@admin.ox.ac.uk) by Friday 23 July 2021.

Such requests will need to include:

  • The programme name.
  • The full assessment unit title and code.
  • The submission deadline.
  • The reason that hard copy submission is required.
  • Confirmation that the department understands that they will be responsible for the reporting of any missing or late submissions.
  • The name of the key contact who will be responsible for reporting missing and late submissions (if permission is granted for the retention of a hard copy submission, guidance on the reporting process will be provided by the Submissions and Research Degree Manager).
  • A copy of the current Examination Regulations for the programme with changes to provide for hard copy submission to the department shown using standard change notation (underlining for additional text, strike through for deleted text).

Type II requests relate to a submission for an individual student for a specific assessment unit. If a department identifies any students whose work for a particular assessment is not suitable for digital submission, a request will need to be made by the department on behalf of each affected student to the Submissions and Research Degree Manager (taughtdegrees@admin.ox.ac.uk) for permission for the affected students to submit in hard copy.

Type II requests will need to be made well in advance of the submission deadline. Such requests will need to include:

  • The student’s name, number and college (if applicable)
  • The programme name
  • The full assessment unit title and code
  • The submission deadline
  • The reason that hard copy submission is required.
  • Confirmation that the department understands that they will be responsible for the reporting of any missing or late submissions.
  • The name of the key contact who will be responsible for reporting missing and late submissions (guidance on the reporting process if permission is granted for the retention of a hard copy submission will be provided).

Hard-copy submission will only be approved where there are insurmountable practical barriers to online submission. If permission is granted, confirmation will be sent to the department by the Submissions and Research Degree Manager along with guidance on the reporting process.

Where approval has been granted to retain submission in hard-copy, the place of submission will be the department. The reporting of late and missing submissions will be the responsibility of the department concerned and guidance on the reporting process will be provided by the Submissions and Research Degree Manager.

Failure to provide adequate advice or students not following the guidelines on the preparation of their submission documents will not be accepted as a valid reason for reverting to hard copy submission. Such difficulties should instead be managed through improved communications, guidance and training.