Assessment Marks Entry System

Transcription

1 DIT Information Services Assessment Marks Entry System Using the Electronic Grade Book (EGB) for Assessment and Reassessment

2 Niall Dixon, IT Training Manager, Information Services Dublin Institute of Technology 143 Rathmines Rd Dublin Dublin Institute of Technology, Information Services No part of this manual may be reproduced without permission from the authors. This copy printed: Saturday, 01 February 2014

3 Version Control History Date Version Modified Summary of Changes Made Approved By Modified No. By 12/05/ N Dixon Original document. Information Services 28/08/ N Dixon Minor Change step 7 p15 Information Services 16/12/ N Dixon Changes to contacts Information Services 01/02/ N Dixon Doc refresh and changes to screen shots due to Banner Upgrade Information Services Accompanying Documentation & Resources Date Issued Version No. Owner Title IS = Information Services

4 Table of Contents MARKS ENTRY SYSTEM A BRIEF HISTORY INTRODUCTION... 1 STARTING EGB AND LOGGING IN... 2 STARTING EGB AND LOGGING IN... 2 STARTING AND LOGGING INTO EGB... 3 The EGB Home Screen... 4 ENTERING MARKS... 5 REVIEWING MARKS ENTERED ASSIGNING COMMENTS TO MARKS LOGGING OUT OF EGB USING EGB TO ENTER MARKS FOR REASSESSMENTS LOGGING OUT OF EGB IMPORTANT POINTS TO REMEMBER APPENDICES: APPENDIX A CHANGING PIN APPENDIX B COLLEGE CONTACTS & FURTHER INFORMATION Screen Captures Screen Capture 1 - Link to EGB 2 Screen Capture 2 Login Screen 3 Screen Capture 3 Faculty Services and Navigation Menu 4 Screen Capture 4 Personal Information Tab 4 Screen Capture 5 EGB Main Menu 5 Screen Capture 6 CRN Selection 6 Screen Capture 7 CRN Direct Entry 6 Screen Capture 8 CRN Ordered by Module Title 7 Screen Capture 9 Component List 7 Screen Capture 10 Student List (Mark Entry) 8 Screen Capture 11 Switching CRNs 9 Screen Capture 12 Overall CRN Grades 10 Screen Capture 13 EGB Main Menu (Reassessment) 14 Screen Capture 14 Reassessment Mark Entry 15 Screen Capture 15 - Supplemental Reason 16 Screen Capture 16 - PIN Expiry 20 Screen Capture 17 - Security Question 20

5 DIT Marks/Grade entry system a brief history

6 Introduction Marks entry system A brief history. Introduction The Electronic Grade Book system was introduced into DIT in 2004 as a pilot and adopted in 2005 as the standard system for entering assessment marks for all programmes. The software comes from the same software house that produced Banner the Student Administration System. Consequently, the data entered into EGB is managed within the Banner system and attaches itself to the academic history of students. The reporting tool Infoview is also available to produce reports based on academic histories of students and class groups. EGB is a web-based application, interfaced to the Student Registration System Banner. The link to EGB can be found under E in the DIT A-Z (from You can log onto EGB using your staff ID as your username and a PIN. PINs are available from your local Examination office or by contacting the Information Services Helpdesk on EGB ensures standardisation of Grade recording across the entire Institute. It is a simple system to use if you are already familiar with using an internet browser such as Chrome, Firefox or Internet Explorer. The marks are entered against pre-defined module components as specified by the module authors. o Page 1

7 Starting EGB and Logging in

8 Logging in and Entering Marks Starting EGB and Logging in Starting EGB and logging in Objectives: At the end of this section you will be able to: Access the EGB login web page Login to the system using your Staff ID and PIN EGB is a web based application. In other words it does not require installation of software and can be accessed from any internet connected PC outside of the DIT network (i.e. from home). It is accessible via the DIT A-Z on see screen shot below. You may be required to enter the DIT intranet password before you log into EGB. This username and password is the same for all staff (not to be confused with your EGB user name and password) and is available from the Information Services Helpdesk, extension 3123 (ask for the Intranet username and password). EGB is recommended to run under Internet explorer Version 8 or higher (IE 7 has some problems). Screen Capture 1 - Link to EGB Page 2

9 Logging in and Entering Marks Starting and logging into EGB Step by Step 1. Start your preferred recommended browser in the usual manner. 2. Select the link as noted above (i.e. from the DIT A-Z) 3. Click on the small EGB screen shot image on the right hand side of the page. Screen Capture 2 Login Screen 4. You will then be presented with the EGB logon screen. 5. Enter your User ID (staff number) and your PIN and then click the Login button. The welcome screen will show you the last time logged in. At your first logon you will be requested to change your password straight away for security reasons. Please refer to Appendix A for instructions. Page 3

10 Logging in and Entering Marks The EGB Home Screen Overview: The main EGB page consists of a web page with a Faculty Services menu (remember the word Faculty here refers to Academic Staff ) and a site navigation menu in the top right hand side. Click on Faculty Services on the initial menu to see the item Electronic Gradebook Menu. The navigation menu consists of the following items RETURN TO MENU (changes depending on current screen) SITE MAP HELP EXIT The Site Map and Help items are not functional at this time. It is important to use the Return to... option in preference to using the browser back button. When finished with EGB ensure you exit correctly by clicking on the EXIT option here There is also a Search box but this is non-functional. Screen Capture 3 Faculty Services and Navigation Menu Personal Information Tab You can change your PIN and Security Question from this tab: Screen Capture 4 Personal Information Tab Page 4

11 Logging in and Entering Marks Entering Marks Overview: The Faculty & Advisors/Electronic Grade Book Menu consists of a number of items covering Assessment and Reassessment (Supplementals/Repeats). It also provides for the selection of Term and CRN. It is important to understand how data entered into EGB is treated. As previously mentioned all data entered into EGB is stored in the Student Administration system, namely, Banner. After Module Boards meet, finalise marks and grades, a process known as rolling students marks takes place. This is basically a process of permanently storing marks and assigning these marks to the Academic History of the student. This means that they are stored with the intention of never having to change them again. There are some rare exceptions to this rule but generally speaking once marks have been finalised they are recorded again the students Academic History. A point to note is that once a students mark has been rolled to Academic History it can no longer be seen in the Assessment Link but can been seen in the Overall Grade View link (details of how to view these links can be found below). Step by Step 1. Click on the Electronic Gradebook Menu link and the following menu will be displayed: Screen Capture 5 EGB Main Menu 2. Select Electronic Gradebook by Component Assessment for normal sessional examinations/continuous assessment and Electronic Gradebook by Component Reassessment for Page 5

12 Logging in and Entering Marks supplemental/repeat examinations/continuous assessments. 3. Then select the Academic Year from the drop down list and click the Submit button. 4. Next, select a CRN from the drop down list and click on the Submit button: Screen Capture 6 CRN Selection 5. There is the option to sort the list to your own personal preference using the links above the CRN list or entering the CRN directly. Screen Capture 7 CRN Direct Entry Page 6

13 Logging in and Entering Marks 6. Another example of an Ordered CRN List (by Module Title). When you re order the list it is remembered for the next time you log into EGB: [put a note about listing all CRNs re GD s mail] Screen Capture 8 CRN Ordered by Module Title 7. Once the CRN is selected the following page is displayed: Screen Capture 9 Component List 8. TIP: Read the info notes throughout EGB for guidance on how to use the application. Page 7

14 Logging in and Entering Marks 9. The view link will show all the marks that have been entered for that component. The assessment link is to actually enter marks. 10. Click on the Assessment link to display the list of students. Screen Capture 10 Student List (Mark Entry) 11. This screen shows students listed alphabetically on surname along with their student number. It also shows the groupings of students showing first and last in each group. 12. Enter the Students mark in the fields provided and arrow down to the next student. 13. If a change of mark is required overtype the old mark and select IC - Instructor Correction from the New Reason drop down list. OE-Original Entry can only be used once. 14. Students are listed in alphabetical order and in groups of 50 per page. However this number can be changed by selecting Change Number of Displayed records. Please note that it is advised not to select a value greater than 100 as this may cause issues when submitting marks. 15. After inputting the results for the first group of students click the Submit button on the bottom left of the page to save. (NOTE: hitting the enter key or clicking on a Page 8

15 Logging in and Entering Marks new record set (group of students) at this stage will have the same effect as clicking on the Submit button) 16. Complete the process by selecting the next group of students. 17. Clicking on the Reset button before the Submit button will clear out any entries made. 18. If necessary, at this point you should select the other components to enter marks for before exiting EGB. 19. To select a different CRN, simply click on the previous CRN link from the Component Assessment page: Screen Capture 11 Switching CRNs 20. This will bring you back to the CRN selection drop down. Follow the same steps above to enter marks for a new CRN. 21. NOTE: You can also change the term if you wish by clicking on the selected term link. 22. Clicking on the Component List will bring you back to the list of components. Page 9

16 Logging in and Entering Marks Reviewing Marks entered Overview: There are a number of options in relation to viewing marks which have been entered. These lists are available for printing or copying into a spreadsheet. Step by Step 1. The Overall Grade View link (see previous page) provides a full list of all students along with all component marks and the aggregate mark. (See Screen Capture 12 Overall CRN Grades Screen Capture 12 Overall CRN Grades). 2. This list can be printed directly from the browser or copied into a spreadsheet for further formatting before printing. 3. When finished with this list return to the main menu by selecting BACK TO THE EGB MENU item in the navigation menu at the top of the screen. Page 10

17 Logging in and Entering Marks Assigning Comments to Marks Overview: When an overall mark has been arrived at it is possible to assign a comment as to instruct the student what course of action needs to be taken as a result of a mark. This is considered a Proposed Comment from the module board perspective. The comment drop down box can be used to propose a decision for a student. This decision will need to ratified by the exam board and then may be rolled to the Students Academic History record. If an appropriate comment does not exist, leave the comment blank and advise the exam board of an appropriate comment for the student. If you select a comment in error, change the comment to 'select' to remove it. The list of comments replaces all old comments that had various combinations (e.g. Repeat Exam & Assessments, Repeat Lab, Repeat Oral etc.) NOTE: Some Faculties have decided not to use this feature. Check with your local Examinations Office to see if it is being used. Step by Step 1. Once you have entered marks for all components you are then in a position to attach a comment to their overall grade. Remember this is a Proposed Comment. 2. From the Overall Grade View page click on the Page 11

18 Logging in and Entering Marks Overall Grade Assessment link this screen has provision for selecting a comment from a pre defined list. This list is a subset of comments that can be assigned at Module Boards. 3. Simply click on the drop down arrow to display all comments and select the appropriate one. Click on Submit at the bottom of the page to save. 4. If you select a comment in error, change the comment to 'select' to remove it and remember to click on the Submit Changes button at the bottom of the page. Logging out of EGB Step by Step 1. Click on EXIT in the navigation menu at the top of the screen. 2. Quit your browser. Page 12

19 Entering Marks for Reassessments (repeats)

20 Reassessments Using EGB to enter marks for Reassessments Overview: EGB caters for Reassessments marks entry as well as the normal Assessment marks. The Reassessment part of EGB will only be available at the appropriate time of the year when these assessments take place. Step by Step 1. The link to Reassessment mark entry is found on the Main EGB Menu. 2. Clicking on the Electronic Gradebook by Component Reassessment will result in a list of Screen Capture 13 EGB Main Menu (Reassessment) all students who are required to sit a supplemental exam or complete a continuous assessment. 3. A number of scenarios are possible on this screen: a. A fail mark appears from the previous attempt with a reason code of either Original Entry or Instructor Correction. b. No mark appears this simply indicates that no mark was entered in EGB at the assessment stage (because it is possible that the exams person may have Page 14

21 Reassessments entered an overall mark in banner for the student). c. A zero appears and the reason code is Did not sit this indicates that the student did not hand in a paper. d. A zero appears and the reason code is Original Entry this indicates that the student sat the exam and received a mark of zero. Screen Capture 14 Reassessment Mark Entry e. A student who you expected to see does not appear in the list of gradeable students. Lecturer needs to confirm with their local exams office if the student has been flagged for re-assessment in Banner. 4. If there is a mark for the reassessment then type over the old marks and select SR - Supplemental Result as the Reason Code. 5. If the student did not show up for the supplement exam then enter a 0 as the mark and select SN Did not sit Supplemental as the reason code. 6. Finally, if you do not want a component mark to be used to calculate the overall mark then select the reason code CX Exclude Component. This will exclude that component Page 15

22 Reassessments from the calculation. NOTE: Check with your exams office if this is being used. 7. If you wish to keep the existing mark then no change to the mark or reason code is necessary, however it is recommended that the reason code is changed to SR to ensure that it is clear that this is a mark that should be used in the calculation of the overall CRN mark. 8. Finally click on the Submit button to save the marks. 9. The Supplemental reason will then appear in the Current Reason column replacing what was there before. Screen Capture 15 - Supplemental Reason 10. To view the full list of students including those having completed supplements click on Component View. 11. To enter supplemental marks for other components, click on the Component List and select the required Component. 12. After entering all supplemental marks you may wish to view the Overall Grades for the entire list of students click on the Overall grade View. Page 16

23 Reassessments Logging out of EGB Step by Step 1. Click on EXIT in the navigation menu at the top of the screen. 2. Quit your browser. Page 17

24 Important Notes Important points to remember Avoid using the Back button on the browser when navigating within EGB. Use the navigation menu at the top right hand corner of the screen instead. Use the change codes to signify an altered mark. Marks cannot be changed in EGB at assessment time once grades have rolled to Academic History. Do not enter component marks if you believe that the component structure is incorrect for your module. Notify your local Examinations Office if you have any queries before inputting the results. If you find that there are students in a particular group that should not be there, or any students omitted, please also notify your local Examinations Office immediately. All Data related queries should be brought to the attention of your College management. Please note that it is advised not to select a value greater than 100 as this may cause issues when submitting marks.

25 Appendices

26 Appendices Appendices: Appendix A Changing PIN When you login to EGB for the first time you will be presented with the following screen: Login Security Question and Answer: To protect the security of your account you will be asked to provide a security question and answer. This could be something such as your mothers maiden name. You must provide both the question and the answer. Screen Capture 16 - PIN Expiry Screen Capture 17 - Security Question On subsequent uses of the on line exams facility this question and answer will be used if you have forgotten your PIN. Page 20

27 Appendices Appendix B College Contacts & Further Information Examination Offices Contacts: Offices are open for normal working hours Monday to Friday, usually closed for lunch. College of Sciences & Health: (01) College of Business: (01) College of Arts & Tourism: (01) College of Engineering & Built Environment: (01) Examinations Website: Specific queries: For PIN queries users should be advised to use the Forgot PIN option. Queries on module weightings contact catalogue@dit.ie Queries on which modules you are associated with contact relevant examinations office. Queries on students contact registration.service@dit.ie Further Assistance: If you discover a fault with the software or an item seems to be missing please log a call request with the IS Support Centre at or by to support@dit.ie. Your request will be directed to a support specialist. Normal support hours are 09:00 to 12:30 and 14:00 to 17:00 Monday to Friday. Also, please to provide the following information when contacting the Support Centre: Username Location Function being performed Screen being used Error message details Any other relevant information Page 21

28 Appendices This document has been produced by Information Services Rathmines Rd, Dublin 6 Telephone (01) , it.training@dit.ie Page 22