Exams Portal

Exams Portal User Guide for Academic staff

Last modified: 25/10/2017

Version 1

Exams Portal User Guide for Academics

Last modified on 25/10/2017

17-06 Exams User guide - Academic v1 (3).docx

Contents Module 1 Exams Portal.................................................................................................................................. 3

1.1 Accessing the Exams Portal .............................................................................................................. 3 1.2 Online submission of exam requirements ......................................................................................... 3 1.3 Search for a course ........................................................................................................................... 4 1.4 Search for your courses ..................................................................................................................... 4 1.5 Change school ................................................................................................................................... 4 1.6 Exam events ...................................................................................................................................... 5 1.7 Supplementary and Deferred exams ................................................................................................. 6

Module 2 Requesting an exam ...................................................................................................................... 7 2.1 Request an exam ............................................................................................................................... 7 2.2 Exam request form in detail ............................................................................................................... 8

Module 3 Copying an exam request from a previous exam period ............................................................. 17 3.1 Copying an exam request from a another exam in the current exam period .................................. 17

Module 4 Edit and cancel an exam request ................................................................................................ 19 4.1 Edit an exam request ....................................................................................................................... 19 4.2 Cancel an exam request .................................................................................................................. 19 4.3 Add another exam ........................................................................................................................... 19

Module 5 Online submission of master examination papers ....................................................................... 20 5.1 Coversheet and exam template ....................................................................................................... 20 5.2 Upload an exam paper .................................................................................................................... 22

Module 6 Student exam attendance ............................................................................................................ 28 Module 7 Reports ........................................................................................................................................ 29

7.1 Exam timetable ................................................................................................................................ 29 7.2 Personal exam timetable ................................................................................................................. 29 7.3 List of courses report ....................................................................................................................... 30 7.4 Exam request summary report ........................................................................................................ 31 7.5 Exam papers report ......................................................................................................................... 32




Module 1 Exams Portal The Exams Portal is to be used for the following exams: • Central exams held during the Central Exams period; • Alternate exam sittings for students with special needs; • Exams during the semester for students with disabilities.

Note

Queensland Conservatorium will use the Exams Portal for written exams. A Google document will be used to record Performance exams.

1.1 Accessing the Exams Portal 1.1.1 Via email Course convenors will receive an email from Exams and Timetabling advising that the exam requests may be submitted. A link to the Exams Portal will be included in the email.

1.1.2 Via Staff Portal Log into the Staff Portal. Choose Learning and Teaching. Choose Managing Assessment. Choose Examinations

1.2 Online submission of exam requirements The Home Page will list all the courses for your School / Department which have a centrally run exam end of trimester exam.

Figure 1 Search for a course on the home page.




Note

This list will only include those courses that have been indicated as having a final exam in the central exam period in the Assessment Plan in the Course Profile.

1.3 Search for a course Enter the Course Code for the required course in the search field.

Choose (Search). The required course will be displayed. (Refer Figure 1)

Hint

Delete the “a” which is listed by default in the search field, and type “*” to search for all exams within your school / department.

1.4 Search for your courses Primary course convenors and School Administration Officers are able to view only the courses for which they are responsible. Choose Your exams. (Refer Figure 2.)

Figure 2 Select Your Exams to display only the exams for which you are responsible.

1.5 Change school If you are associated with more than one school, you can change the school for which the exams are displaying. Choose Menu, Change School. (Refer Figure 3.)




Figure 3 View different school

1.6 Exam events Exams are separated into different events. Alternate exams for students with disabilities are in 4 events for each trimester: Weeks 1-3, Weeks 4-6, Weeks 7-9 and Weeks 10-12. All centrally organised end of trimester exams will be in one event: Central Exams – Trimester xxx. Medicine exams will be in a separate event: D Medicine Exams – Trimester xxx. OUA (Open Universities of Australia) will have separate events for each study period: OUA Exams – Study Period xxx. It is important that you select the correct exam event before you request an exam.

Figure 4 Exam events




1.7 Supplementary and Deferred exams Once the End of Trimester Exams have been finalised, Exams and Timetabling will copy all exams into a new exam event for Supplementary and Deferred exams. Primary Convenors will be advised, via email, when the exam event is available. At that point, the convenor will only need to confirm the details and upload the exam paper.

Note

Convenors will NOT need to create an exam request for supplementary and deferred exams.




Module 2 Requesting an exam 2.1 Request an exam

Choose (Request exam). (Refer Figure 5.)

Figure 5 Choose Request Exam.

The request exam form will display. (Refer Figure 6.) Complete the required fields.

Choose (Submit).

Figure 6 Exam request form




2.2 Exam request form in detail 2.2.1 Description Description field should be left blank unless more than one exam for a course has been requested. For example, Practical. This information displays on the coversheet as Course Code (Description). For example 1102AFE (Practical).

Figure 7 Description field - leave blank unless multiple exams for same course.

2.2.2 Exam duration Exam duration consists of Reading time (perusal time) and Writing time (working time).

Remember

The exam duration MUST be the same as the Course Profile.

Note

University policy states that all End of Trimester centrally managed written exams will have a standard duration of 2 hours (120 minutes) writing time and 10 minutes reading time. Approval may be granted for exceptions for practical exams or for accreditation / graduation requirements impacting exam duration through the Course Profile approval process.

Figure 8 Written exams to consist of 10 minutes reading time and 120 minutes writing time.

http://policies.griffith.edu.au/pdf/End%20of%20Trimester%20Centrally%20Administered%20Examinations%20Policy%20and%20Procedures.pdf




Reading time (previously known as perusal) provides time for the student to read through the exam paper before completing the examination paper. Writing time is the actual time students are answering the exam paper. Select the radio button for the required time.

Remember

Unless an exception has been approved, all centrally managed written exams will consist of 10 minutes reading time and 120 minutes writing time.

2.2.3 Answer books Every field in Answer Books must be completed.

Figure 9 Answer books - every field must be completed.

Remember

In the Answer Book section, remember to enter 0 for each heading if you do NOT require any resources. Every box in this section must be completed.

2.2.3.1 Answer book types

Answer book type Description

6 page book A lined ruled booklet which consists of 6 pages. The booklet is distributed to every student and is collected with the exam paper. Students to write exam answers in the booklet.

6 page book (spare) As per 6 page book, except that this booklet is only provided to student on request. Any surplus booklets are returned to Exams and Timetabling for re-use. Request if students may require additional paper for exam answers.

14 page book A lined ruled booklet which consists of 14 pages. The booklet is distributed to every student and is collected with the exam paper. Students to write exam answers in the booklet.

Mark sense card Used for multiple choice questions. 200 answers may be recorded per mark sense card. Students mark their answers on the provided card with a 2B pencil. The answer sheets are then electrically marked. If selected, convenors will be asked to provide a master answer sheet and a Scanning Submission Form.

Graph paper Identify the number of sheets of graph paper to be distributed to the students. Graph paper is collected with the exam paper.

Music manuscript For Queensland Conservatory use only.




2.2.4 Exam materials Exam materials refers to the materials which students are permitted to bring into the exam.

Figure 10 Exam materials

Students are advised on the exam timetable to bring pens, pencils, erasers and rulers. These do not need to be included in the exam material list. (Refer Figure 11.) (Refer myGriffith > Assessment, exams and grades > Exams)

Figure 11 Information provided to students regarding stationery items.

2.2.4.1 Other permitted materials If none of the tick boxes apply, you may enter the details of any additional materials which the students require for the exam. This box may be left blank.

Remember

No need to advise students to bring pencils, pens, rulers or erasers. Students will see on the timetable a list of items which they can / cannot bring into exams.

https://www.griffith.edu.au/students/exams-assessment/exams#off




2.2.5 Exam conditions

Figure 12 Exam conditions

Exam conditions consist of 4 sub-headings: • Exam type • Reading time instructions • Dictionaries • Calculators One item for each section must be selected.

2.2.5.1 Exam conditions in more detail 2.2.5.1.1 Exam type

Refer to End of Trimester Centrally Administered Examinations Policy and Procedures for more detail.

Remember

The exam type MUST be identical to the Course Profile.

Option Description Check exam materials …

Closed book exam Students are not permitted to use any reference materials during the examination.

Ensure no exam materials are selected in section above.

Closed book exam with notes permitted

Students are permitted to bring notes to the examination. The number of pages, font size and type of notes permitted will be specified. Any further restrictions will be noted on the examination timetable and on the examination

Select the permitted exam materials in section above or place exact text in “Other permitted materials” if no tick boxes apply.





Option Description Check exam materials …

paper.

Open book exam Students are permitted to use any number and any type of written reference materials, including; textbooks, reference books, lecture notes, student notes, articles, journals, extracts etc.

Open book exam with restrictions

Students are permitted to use a restricted number and/or type of reference materials during the examination. Details of the permitted reference materials and/or the restrictions will be noted on the examination timetable and on the examination paper.

Select the permitted exam materials in section above or place exact text in “Other permitted materials” if no tick boxes apply.

2.2.5.1.2 Reading time instructions

Option Description

Exam does not have reading time Ensure 0 minutes is selected for Reading time duration

Writing is NOT permitted during reading time.

Students only allowed to read during reading time. No notes permitted.

Writing is permitted during reading time.

Students may commence writing on any materials (including exam booklet) during reading time.

Writing on the exam paper only is permitted during reading time.

Students may only write on the exam paper. They may not write on any other materials (eg exam booklet).

2.2.5.1.3 Dictionaries

Choose one option.




2.2.5.1.4 Calculators

Choose one option.

2.2.6 Instructions to students Enter any instructions for the student for during the exam. This information is displayed on the exam cover-sheet.

Note

This information is automatically included on the cover-sheet. If you make any changes after you have downloaded the exam template, you will need to download it again.

2.2.7 Scheduling Scheduling consists of 3 separate questions. • Venue type • Concurrent exams • Special scheduling requests

2.2.7.1 Venue type Choose one option.




Venue type Description

Computer lab For computer based exams only.

Flat space Must be selected if Open Book Exam is chosen above. Flat space allows students space to open books and papers.

General Select for most exams.

No venue required Select for “Take home exam”.

QCGU S01 venue For Queensland Conservatorium written exams only.

School specific venue Enter details in “Special scheduling requests.” (For example, scientific laboratory.)

2.2.7.2 Does this exam need to run at the same time as another exam?

If the exam needs to be conducted at the same time as another exam, ensure that you enter the Course Code and Description.

2.2.7.3 Do you have any special scheduling requests?

If school specific venue was specified, include details of the venue. If specific equipment is required for a venue, this may be specified (eg DVD player).

Remember

All convenors are expected to be available throughout the examination period.

Any special scheduling requests should be used when there is a situation which impacts when the students are able to sit for an exam. Please be aware, not all exam requests can be met.

2.2.8 Miscellaneous Miscellaneous consists of 5 separate questions. • Alternate sittings • Contact name and phone number • Proctor instructions • Other information




2.2.8.1 Do you allow alternate sittings for this exam?

“Students are expected to be available throughout the published end of trimester examination period. Where, in exceptional circumstances beyond the student's control, a student is unable to sit an examination at the scheduled time, the student may be granted an alternate examination sitting. An alternate examination sitting will be scheduled during the normal end of trimester examination period.” (End of Trimester Centrally Administered Examinations Policy and Procedures, page 5) Enter Y or N in the field.

Note

The alternate exam paper is the same as the end of trimester exam paper. Only one paper is uploaded for both types of exams.

2.2.8.2 Academic contact name and phone number

Enter the name and contact mobile phone number for the Academic contact who will be available during the exam. This person is expected to answer questions from students and should be in the exam venue for the first 15 minutes of the exam.

2.2.8.3 Are there any instructions for the Proctor who supervises this exam?

This field may be left blank.





2.2.8.4 Is there anything else you would like the Examinations Office to know?

This field may be left blank.

2.2.9 Submit

Please check all information is completed, and then choose (Submit).

Note

Do NOT leave the page without submitting as the data will not be saved.

Remember

Please check all exam information thoroughly before submitting the request. Check the duration and exam type are what is listed in the Course Profile information.

Note

An exam request may be edited up to the deadline. After the deadline has passed, the exam request will be available as view only.




Module 3 Copying an exam request from a previous exam period

Exam requests can be copied from previous exam periods. It will prefill all the fields. You have an opportunity to edit the fields before submitting. Select the study period from which the exam is to be copied.

Choose (Update). (Refer Figure 13.)

Figure 13 Copy an exam request from a previous study period.

3.1 Copying an exam request from a another exam in the current exam period

Once you have submitted one exam request, you can copy that request. It will prefill all the fields. You have an opportunity to edit the fields before submitting. Select the required exam request from the drop-down list.

Choose (Update). (Choose Figure 14.)

Figure 14 Copy an exam request from a previous study period.

A message will display that the exam copy was successful. (Refer Figure 15)




Figure 15 A message displays advising the exam copy was successful.

The exam request fields will be populated with the information from the selected exam. Update as required.

Choose (Submit).




Module 4 Edit and cancel an exam request

4.1 Edit an exam request You may edit an exam request until the deadline for exam request submissions. If you need to edit an exam request after the deadline, contact the Exams Office.

Figure 16 Choose Edit to edit an exam request.

Choose (Edit). (Refer Figure 16.) The exam request form will display. Make the required changes.

Choose (Submit).

Remember

If you edit the exam after submission, you may need to download a new copy of the Cover Sheet. Do NOT download the Cover Sheet until advised by Exams and Timetabling.

4.2 Cancel an exam request

If it is decided to hold an exam as a School Exam instead of a Central Exam, choose (Cancel).

Figure 17 Cancel exam

4.3 Add another exam Add another exam is only used when more than one exam is required for the same group of students. For example, Theory and Practical exam. If an additional exam is added, the description field MUST be completed.




Module 5 Online submission of master examination papers

5.1 Coversheet and exam template After the online exam request closes, some data checks will be performed by Exams and Timetabling. Once these checks are completed, an email will be sent advising that the coversheet and exam paper is available for downloading.

Remember

Do NOT download the Cover Sheet until you have received advice from the Exams Office.

Remember

Always work in a secure, non-public area and do NOT save the exam file on a shared drive.

Figure 18 A reminder on the top of the Exam Upload Form

regarding saving and storing the exam paper. Navigate to the Exams Portal home page. Choose Your exams.

Figure 19 Download cover sheet displays once the exam request is submitted.

Choose (Cover Sheet). (Refer Figure 19) The Open / Save coversheet dialog box displays. (Refer Figure 20)




Figure 20 Save the cover sheet dialog box

Choose Open and the file will open with Microsoft Word. The file includes the coversheet (first page of the exam) and the exam paper template.

Remember

Do NOT change any details on the coversheet.

Starting on the second page of the exam paper template, using the provided formatting, write your exam paper questions. Save the exam paper. Ensure that the file name does not include anything to identify the course.

Note

Choose a file name that does NOT identify the course being examined.

After the exam paper has been written, it must be moderated by a subject matter expert within your School who is not the author of the paper. It must also be checked for formatting errors using the guideline for checking exam papers. Once the exam paper has been moderated and proofread with all errors corrected and the exam paper is considered final, save it as a PDF.

Note

The exam paper must have completed all school moderation processes before uploading to the exam portal.

Note

Do NOT use Google documents to prepare the exam paper.




5.2 Upload an exam paper One PDF document per exam needs to be uploaded. This document should include the PDF as the first page. After you have saved your final approved exam paper as a PDF, navigate to the Exams Portal home page. Choose Your exams.

Figure 21 Choose Upload to upload an exam paper.

Choose (Upload). The Exam Paper Upload window displays. This page includes a summary of the exam request. (Refer Error! Reference source not found..)

Figure 22 Summary of exam request displays when Upload is selected.




5.2.1 Miscellaneous questions

Update the academic contact details if required. (Refer Figure 23.)

Figure 23 Update the miscellaneous questions.

Note

Do NOT change the answer to allowing alternate sittings.

5.2.2 Exam paper upload Complete the Exam Paper Upload questions. (Refer Figure 24.)

Figure 24 Complete the exam paper upload questions.

Choose (Browse) and upload a PDF file of the proofread, moderated master exam paper. (Refer Figure 25.)




Figure 25 Choose Browse to upload a PDF document.

Remember

Ensure the file name that does NOT identify the course being examined.

5.2.3 Total number of pages Enter the total number of pages (including the cover sheet.) (Refer Figure 26.)

Figure 26 Enter the number of pages.

Hint

The Coversheet and Exam paper template includes page numbering. The total number of pages should be the page number of the last page in the exam document.

5.2.4 Special printing instructions Enter any special printing instructions. For example, if there are images in the exam paper which need to be printed at a higher resolution, stipulate which page number/s. (Refer Figure 27.)

Figure 27 Special printing instructions

Hint

Exam papers will be printed double-sided and stapled at top by default. Special printing instructions only needs to state any variation.




5.2.5 Paper author Enter the name of the people who have contributed to writing the exam paper. (Refer Figure 28)

Figure 28 Author of paper

5.2.6 Proof-read by Before uploading, the exam paper must be proof-read by a subject matter expert. Please refer to the note at the top of the Exam Paper Upload form in relation to the “Proof-read by” field.

Figure 29 Note at top of Upload form refers to the "Proof-read by" field.

Enter the name of the proof-reader. (Refer Figure 30.)

Figure 30 Enter the details of the person who proof-read the exam paper.

Note

The “proof-reader” is the person who approves the exam paper as error free and ready for printing.

5.2.7 Completed paper collection Enter the campus where the completed papers will be collected. (Refer Figure 31) Provide the names of the staff who are authorised to collect the exam papers.




Figure 31 Campus collection

5.2.8 Submit uploaded paper

Once all required data has been entered and the final PDF exam paper is uploaded, choose (Submit). (Refer Figure 32)

Figure 32 Choose Submit

The paper upload confirmation window displays. (Refer Figure 33)

Remember

Check all information is correct before submitting.

Figure 33 Exam paper upload confirmation

Note

Any error message will display at the top of the page. The file will need to be re-uploaded before submitting.




Note

Only one paper can be uploaded for each exam request. If you have uploaded the incorrect exam paper, cancel the uploaded paper and upload a new paper. Once you have uploaded the exam paper, you will not be able to review the content of the uploaded paper. Make sure you take the opportunity to review a proof copy of the paper after printing to ensure the exam paper has printed as expected.




Module 6 Student exam attendance The exam attendance report allows course convenors to see which students attended an exam.

Note

Allow 24 hours for the exam attendance to be updated. Allow additional time for the attendance records of students who have sat their exam at an external centre.

Navigate to the Exams Portal home page. Choose Reports & Timetables, Student Attendance. (Refer Figure 34.)

Figure 34 Choose Student Attendance from the Reports and Timetables drop-down menu.

Enter the required Course Code. (Refer Figure 35.)

Figure 35 Enter the required Course Code.

The exam attendance record will display. (Refer Figure 36.)

Figure 36 Exam attendance record.




Module 7 Reports 7.1 Exam timetable Choose Report & Timetables > Report: List of Courses. (Refer Figure 37.)

Figure 37 Choose View Exam Timetable

A summary of all the exams scheduled for your courses display. (Refer Figure 38.)

Figure 38 Exam course timetable report

7.2 Personal exam timetable

Figure 39 Choose View personal exam timetables




7.3 List of courses report

Hint

Use this report to identify exams with outstanding file uploads.

Choose Report & Timetables > Report: List of Courses. (Refer Figure 40.)

Figure 40 Choose List of courses

A list of all centrally managed exams for your school / department will be displayed, identifying the uploaded files. (Refer Figure 41.)

Figure 41 List of courses report




7.4 Exam request summary report

Hint

Use this report to identify courses for which no exams have been requested.

Choose Report & Timetables > Report: Exam Request Summary. (Refer Figure 42.)

Figure 42 Exam request summary

A list of all centrally managed exams for your school / department will be displayed. This report summarises the exam requests. Refer (Figure 43).

Figure 43 Exam request summary report




7.5 Exam papers report

Hint

Use this report to view a summary of the status of uploaded exam papers.

Choose Report & Timetables > Report: Exam Request Summary. (Refer Figure 44.)

Figure 44 Choose Exam request summary

A list of all centrally managed exams for your school / department will be displayed. This report summarises the exam requests. (Refer Figure 45).

Figure 45 Exam request summary report

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