Submitting assessments
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Submitting your assessments

Information relating to the Coronavirus pandemic: 

For the most up-to-date advice and guidance relating to Examinations and Assessments, please refer to the dedicate 'Advice and support for students' webpage at https://www.ox.ac.uk/students/coronavirus-advice

Multi-factor authentication issues:

For any IT support with multi-factor authentication, please talk to your local IT support in the first instance. If you are unable to resolve your issue, contact the IT Service Desk on 01865 (6)12345.

If your issue affects your ability to submit by your deadline, then please also inform your college office and departmental administrator. They will be able to assist you with next steps and applications to excuse lateness. Please make sure that the file you intend to submit is not amended after your deadline, as you will need to prove that you were ready to submit but were impeded by technical difficulty only.

Submitting assessments in 2020/21

It has been confirmed that all assessments for taught degrees will be submitted online in the 2020/21 academic year, either via WebLearn, or via another approved anonymous submissions platform for certain departments. The Submissions Desk in the Examination Schools will not be open to receive any submissions before the end of the 2020/21 academic year (unless otherwise indicated).

For information regarding research degree submissions, please consult the Research examinations webpage.

Taught degrees submissions refers to submissions for undergraduate students (except those at the Department for Continuing Education) and students studying for:

  • BCL 
  • BM
  • BMBCh
  • BPhil
  • BTh
  • MBA
  • Master of Fine Art
  • MJur
  • MPhil
  • MPP
  • MSc by Coursework
  • MSt
  • MTh

You should read and adhere to the Examination Regulations and those that specifically apply to your course ahead of submitting work for your examination.

Submission deadlines

  • Deadlines are published in the Examination Regulations, course handbook, and/or the Gazette
  • If you are unsure of the deadline contact your course administrator.
  • Examination Regulations take precedence should any discrepancy occur in information from different sources.

Formatting your work

  • Exam Regulations and/or course handbooks provide formatting details for your coursework (e.g. layout, number of copies, and type of binding).
  • This varies between courses - check with your course administrator for further advice.

Candidate number

Your candidate number is available in Student Self Service on the Examination and Assessments page - this differs from your university card and student number.

Hard copy submissions

Hard copy submissions 

The submissions desk at the Examination Schools is open from 08:30-17:00, Monday-Friday.

Aim to submit before the deadline as there will be a 10-20 minute delay as the deadline approaches.

The time of your submission is taken when your receipt is stamped.

If the published submission deadline falls on a closure day (e.g. the extended Easter weekend) please check the submission requirements with your department.

Responsibility for the work rests with you at all times until issue of the receipt, regardless of the method of submission

Work may be submitted in advance of the deadline.

Submitted work may not be withdrawn for revision or re-submission without the Proctor’s permission.

You may submit your work in person, ask another person to submit on your behalf, post it to the Examination Schools via Royal Mail or courier, or request delivery by the Print Centre if they are printing your work for you.

Your submission receipt does not guarantee that your work will be accepted for assessment if it has been presented after the deadline.

There are no printing facilities in the Examination Schools.

Envelopes

You will need an envelope prepared for each assessment you are handing in (multiple copies of the same assessment should go in the same envelope).

Each envelope should have your candidate number on the top right hand corner and be addressed to: Chair of Examiners for (insert your examination title here e.g. FHS History).

Examination Schools do not stock envelopes for taught submissions - we have pre-loved envelopes and spares left by other candidates but there is no guarantee these will be suitable or available.  Should you forget, there are shops on the High Street near the Examination Schools which sell envelopes.

Posted submissions should be addressed to: Chair of Examiners for (insert your examination title here e.g. FHS History), candidate number, C/O Taught Degrees, Exam Schools, High Street, Oxford, OX1 4BG

Declaration of authorship

All submissions require a completed Declaration of Authenticity.

These are (usually) provided by your department.

A generic form is available at the Examination Schools (rack next to the submissions desk).

You should not attach this form to your work but place it loose inside the submission envelope.

Specific learning differences

If you have a Specific Learning Difference (SpLD), e.g. dyslexia, you should attach a SpLD information form (Form 2D) to the front of each copy of the work you are submitting.

Write your candidate number on the form.

Pre-printed forms are available from the rack on the notice board next to the submissions desk.

Submitting your work

Place the correct number of copies of your assessment, a loose declaration form, and any other media that may be required for your course (e.g. USB stick with a digital copy of your assessment) in the labelled envelope and then seal.

Fill in a separate receipt for each envelope you are handing in using the Taught Degrees - Submission Instructions.

Hand in your work and receipt at the submissions desk.  The receipt is stamped with the date and time you submitted your work and signed by a member of the Submissions and Research Degrees team. 

You will receive the yellow copy of the receipt for your own records.

Group projects

Please write on the envelope all the candidate numbers of the students who participated in your group project.

Please fill in one receipt and enter all the candidate names, corresponding candidate numbers and their colleges in the relevant boxes. 

Online submissions

If your course requires online submissions for summative assessment, this will happen using one of the following systems:

  • WebLearn
  • Moodle (for Continuing Education courses)
  • SAMS (for Saïd Business School courses)

Your course administrator will be able to provide you with the link to your submissions site, and instructions on how to complete the submission. 

Extensions

Requesting an extension prior to the deadline

  • If you become aware that you will need more time for a piece of work, you can apply to the Proctors for an extension.
  • Extensions can be applied for up to 4 weeks before a deadline. Wherever possible you should submit an extension request in good time before a deadline.
  • The amount of time you should ask for must relate to the study time you have lost through ‘illness or other urgent cause’ and has to be supported by the evidence you can provide.
  • You will only be granted the amount of time lost, not the time you would necessarily like to be able to complete the work.
  • The maximum total length of extensions that can be granted for the same piece of work is 12 weeks.

Requesting an extension after the deadline

Wherever possible you should request an extension before the submission deadline. If this is not possible, you can apply to the Proctors within 14 days of your deadline for an extension.
The Proctors cannot consider extension requests submitted more than 14 days after the submission deadline.
If you have evidence as to why it was not possible to make an application before the 14 day cut off you may be able to apply to Education Committee, via your college or department, to dispense you from this requirement. A separate decision would then be made on your original extension application.

For more detailed guidance on extensions, see the Problems completing your assessment page.

Late or non-submission of work:

  • It is your responsibility to ensure that your work is submitted by the deadline.
  • For online submissions, technical problems external to the system, such as slow internet speeds, will not be accepted as grounds for excusing lateness.
  • If you are late in handing work in you should consult your college senior tutor as a matter of urgency.
  • If you fail to submit work by the deadline, you will receive an email to remind you that a deadline has passed. If you have not submitted the work within 14 days, you will fail that assessment.

If you discover that you have missed a deadline, you should do one of the following:

  • If you have a good reason for both missing the deadline and for needing more time to complete the work before submitting it, then you should consult with your college office or senior tutor immediately.
  • Otherwise, you should submit the work straight away, and ask your college to write with your reasons for late submission to the Proctors who will decide whether to allow the work to be accepted.

Please refer to the Regulations for the Conduct of University Examinations: Part 14 Late Submission, Non-submission, Non-appearance and Withdrawal from ExaminationsMitigating circumstances, and the Problems completing your assessment pages for more information. 

Making changes to your work after submission 

Before the submission deadline

  • Candidates who have submitted incomplete work or the wrong file may withdraw and resubmit on one occasion before the submission deadline, without the permission of the Proctors.
  • Electronic resubmissions should be emailed to the course administrator before the submission deadline.
  • Hard copy resubmissions should be submitted to the correct location according to the relevant regulations before the submission deadline.
  • These first resubmission items will be released to the Examiners alongside all other submissions.
  • Candidates making a resubmission before the deadline must complete a form confirming the details of the resubmission. The form is available in the Mitigating circumstances and residence forms section of the ‘Forms’ page on the Proctors’ Office webpages.

After the submission deadline

  • Candidates who wish to request permission to withdraw and resubmit after the submission deadline must apply to the Proctors, via their College, within 7 calendar days of the deadline. Permission will only be granted where:
    • the file is corrupt and unable to be accessed; or
    • where the declaration of authorship is missing; or
    • the wrong file has been submitted (e.g. a draft, other piece of work); and
    • the candidate can demonstrate that the document they wish to submit in place has not been modified since the original submission deadline.
  • Candidates making a resubmission after the deadline must contact their College office to complete a form requesting permission to withdraw and resubmit their work. The form is available in the Mitigating circumstances and residence forms section of the ‘Forms’ page on the Proctors’ Office webpages.
  • Electronic resubmissions should be emailed to the course administrator as soon as possible after the deadline.
  • Hard copy resubmissions should be submitted to the correct location according to the relevant regulations as soon as possible after the deadline.
  • If the Proctors approve the request for the withdrawal and resubmission after the deadline, the resubmission items will then be released to the Examiners.
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