Coursework submissions

Guidance documents to our processes for eVision and Inspera tasks can be found on our Sharepoint Site Student Assessment forum - Home.  Navigate to Useful Resources / Documents / General / Coursework Submissions Team. A brief summary of each document is below.

eVision Specific

• Updating the deadlines calendar for coursework submissions.  Deadline date and time, method and location must be added for all new assessments once the assessment review is complete.  Existing assessments offered in the previous year should be checked to ensure accuracy and amended if needed (In line with Regulations). Any changes will update in Inspera around 10 minutes later.
• Running an SpLD status report.  
• Checking extensions and deadlines (as a College or Department). This can be exported to Excel.

Inspera Specific

• Readying Inspera Tests for summative coursework submissions.  A comprehensive guide to setting up Integrated tests in Inspera, all departmental administrators are strongly encouraged to view this as most questions can be answered here.
• Creating a manual test. Please do check with the Coursework Submissions Team before setting up a test manually as this is rarely needed.
• Adding candidates manually to Inspera tests using a candidate list from eVision. Please do check with the Coursework Submissions Team before adding a candidate to a test.
• Managing Inspera Roles. A guide to assigning roles in Inspera for departmental administrators.
• Setting up coursework views.  The default view is exam specific and excludes vital information needed for coursework submissions.  This guide is our suggested view and includes all necessary Inspera columns.  Using the filters allows further customisation.

Useful guidance for students.

• Submitting summative coursework assessments to Inspera.  This is a comprehensive guide to Inspera for students and can be found on our student facing webpage as well. Submission of coursework assessments | University of Oxford. 

The coursework submissions page for students has a user guide and accompanying video demonstrating the process of uploading and submitting to Inspera. This was a repeated request from the Student survey held at the end of Trinity 2024,

A practice test template has been created in Inspera for administrators to set up and share with students. It will allow students to familiarise themselves with the process of submitting coursework and the ‘look and feel’ of the platform prior to submission. The template will replicate the details in a real test with one exception, that the similarity report functionality is removed.

The practice test is located in the ‘Deliver’ area of Inspera and instructions on how to enable it can be found in the 'Process guide section'. Once activated, students will be able to see the test in their 'My Tests' area in Inspera and will be able to see a record of their submitted test using the ‘Archive’ tab, as they would in a real test situation, once they have submitted.  

The use of this is strongly encouraged as familiarity with the system will reduce the likelihood of anything going wrong with their summative submissions.  Please do contact the Coursework Submissions Team if we can help with setting this test up.

SharePoint Online Examining Sites have been created for each Exam Board  and provide areas for departments in which marking, exam board activities and paper setting can be completed in a secure environment. An extensive guidance document with links to key sections can be found by clicking on the link below.  

SHAREPOINT ONLINE EXAMINING SITES PAGE 

For any technical support with these please contact student.systems@admin.ox.ac.uk.

Turnitin similarity reports in Inspera are generated at the point of submission, this is enabled as a default setting on all tests.

Departments must ensure that markers are provided with the status report which highlights candidates with an SpLD. This is intended for use as a mark sheet and should be given along with a copy of the Inclusive Marking Guidelines which must to be followed when marking any work submitted by candidates with an SpLD.

This information is available via the SpLD Status report in eVision. Department administrators can construct and use their own mark sheet but must ensure the candidate SpLD information from eVision is included. It is strongly advised that the eVision status report is used to ensure accuracy.

It is no longer a requirement for candidates to provide the department with an SpLD form, nor is it permissible for a candidate to be asked to provide any further information.

If any candidate informs you that they have an SpLD and they do not appear on the mark sheet, please do refer them to their College in the first instance as a matter of urgency.

• Assessment submission deadlines are usually published in the Examination Regulations and should be in the Student Handbook and Course Conventions.
• You can access the central deadlines calendar in eVision and you update this once the Assessment Review is complete.
• Further guidance on this can be found in the 'Guidance materials' tab

• Notify candidates at the start of the course, and in the course handbook, that submissions will be made via a University approved anonymous online system.
• All submissions must be made to the relevant online system in the first instance.
• The Student Assessment team (or department for certain courses) will report late and missing submissions to the Chair of Examiners, Course Administrator,  the candidate, and the candidate’s college office.
• Ensure that necessary changes to course regulations have been made and approved before changing a deadline.

• The Submissions team will send a notification of late or missing submission 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, Course Administrator, the candidate and relevant college officer will receive an email notification of the late submission.

• Candidates should consult their college office or senior tutor as a matter of urgency if they suspect they will be late in handing in 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 that 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 (courseworksubmissions@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.

Type I requests

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 Submissions and Research Degrees Manager (courseworksubmissions@admin.ox.ac.uk) by Friday of 10th week Trinity Term – Friday 4 July 2025.

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

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 (courseworksubmissions@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.