Annex M: Framework for the use of WebLearn to manage submission of assessment

Further to a decision by the Examinations Panel in Trinity Term 2015, departments that wish to introduce online submission management for summative assessment in taught degrees may now do so, via the centrally supported WebLearn site, subject to the following conditions:

(a)    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.

(b)    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.

(c)    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.

(d)    Electronic submissions must be received by the deadline; the Examinations and Assessments team will report late submissions to the Proctors’ 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.

(e)    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.

(f)    All system problems affecting any batch of submissions must be reported immediately to the Proctors.

(g)    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.

Relevant contact details are:

taughtdegrees@admin.ox.ac.uk to set deadlines and for advice on using the system;

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

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

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

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