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Preparing the Assignment

Preparing the Assignment

Kurzinformation

You can use the option “Provide feedback file” within the activity “Assignment” to upload the exam file. The students do not need to create their own submissions as they usually do in assignments. Instead they are assigned the feedback file without their own submission.

The exam file can be uploaded via the grading view of the assignment for each student individually or via a specifically prepared ZIP archive for all students simultaneously.


 Detailinformation

Content

1. Creating and configuring the assignment
2. Providing exam files one by one
3. Providing exam files with a ZIP file
4. Student view
5. Limit access period of the review

 

1. Creating and configuring the assignment

  1. Open the course room where you want to upload the exam files.
  2. Turn on the edit mode by clicking “Turn editing on” (top right).
  3. Click “Add an activity or resource” in a fitting section.
  4. Choose “Assignment” in the list of activities. A new assignment will be created.
  5. Give the activity a meaningful title.
  6. Briefly state the purpose of the assignment under “Description”. In addition, describe the general conditions that apply to the post-exam review. Following the cease-and-desist declaration template by Department 1.1 - Academic Affairs, Examination and University Law, point out in particular that the exam documents made available via the assignment may not be distributed neither in written form nor digitally and that their content may not be made accessible to other persons.
  7. Under “Availability” choose past dates for “Allow submissions from” and “Cut-off date”. “Due date” may remain unselected.

     
  8. Under “Submission types” do not select any option as the students are not supposed to hand in solutions.

     
  9. Under “Feedback types” select “Feedback files”. This setting allows you to assign students their feedback file (= exam file) individually via the grading view of the assignment. If you would like to use a ZIP archive to assign the feedback file (= exam file) to multiple or all students at once, select the option "Offline grading worksheet". This requires additional steps to prepare the ZIP archive appropriately so that the assignment works correctly. However, especially for larger numbers of students, this will speed up the process of providing the exam files.

     
  10. Under “Notifications”, set “Default setting for ‘Notify students’” to “No”. This ensures that students are not automatically notified when uploading and saving the feedback (=exam) file. Instead, upload all data before turning the assignment visible and notify the participants via an announcement or the quickmail block as to when the exam file may be reviewed. The two remaining options under “Notifications” (“Notify grades about submissions” and “Notify graders about late submissions”) may remain on “No”.

     
  11. Under “Grade” choose “None”. Exam results are later published in a separate grade item directly in the grades section (see manual “Publishing exam results”).

     
  12. Under “Common module settings”, set “Availability” to “Hide from students” so the activity will not be visible to students after saving. This way you can ensure that the exam file is visible to the students only after you have uploaded all files and manually set the availability to “Show on course page”.

     
  13. All other settings can remain on default. Save the newly created assignment by clicking “Save and display”.

 

2. Providing exam files one by one

  1. Open the assignments and click “View all submissions”. Now you see all course participants in one list.


    Click “Grade” next to the students who will review their exams. You will be forwarded to the grading summary page.
     

  2. Upload the participant’s exam using the upload box for feedback files and end the process by clicking “Save changes”. Alternatively, “Save and show next” will forward you to the next participant.

     
  3. Once all files are uploaded, make the assignment visible to the students on the course page using “Edit” > “Show”.

     
  4. Send out an announcement or a quickmail to notify the students that the results may now be viewed.
 

3. Providing exam files with a ZIP file

To automate the following steps, you can use this script developed at IENT at RWTH Aachen University. The script works platform independently for Windows, macOS, and Linux. Please use the script only if you have the necessary IT knowledge.

If you selected the Offline Grading Worksheet option when you configured the assignment in step 9, you can also use this worksheet to create a ZIP file containing the exam files. The files in the ZIP file must be named appropriately. Then they can be assigned directly to the students.

  1. Open the assignment and click "View all submissions”. Now you can see all participants of the course room in a list.
  2. Select "Download grading worksheet" from the "Grading action" drop-down menu above the list.

     
  3. Open the downloaded CSV file with a spreadsheet program, for example Microsoft Excel or LibreOffice Calc.
  4. The table consists of a series of columns. The relevant columns are "Identifier" (Column A: Student 123456), "Full Name" (Column B: Last name, first name) and "Registration number" (Column C: 876543). Please note: The identifier of the participants from this list is not identical with the matriculation number! It's an assignment-specific identifier instead.

     
  5. Now adjust the file names of the exam files. Prefix the file name with the combination "Last name, first name" from column B, the ID from column A (without the specification "participant") and the specification "assignsubmission_file_". Also make sure that you use the correct separators. The correct file name must have exactly this format: "Last name, first name_456789_assignsubmission_file_filename.pdf". Instead of the .pdf file type, you can also use other file types. The column C with the matriculation number is only needed to verify that you are assigning the files correctly if the names are identical.

     
    1. Instead of customizing the file names, you can also create folders on your computer that are named using the same naming scheme: "Last name, first name_123456_assignsubmission_file_". Again, the folder name must exactly copy the data in the grading worksheet and must have the correct separators. The variant with folders also allows you to provide several exam files per person.
    2. Then place the appropriate exam files in the prepared folder. The file name does not have to adhere to a predefined scheme. However, if you use the script linked above, the naming scheme "matriculation number_surname" is assumed. The script also always follows this variant with folders in which the exam file(s) are saved.
  6. Save the prepared files (or the prepared folders from variant 5.1.) in a folder on your computer.
  7. Create a ZIP file from this folder. To do this, right-click on the folder and select "Send To" > "ZIP Compressed Folder" (Windows) or "<Folder Name> Compress" (Mac).

     
  8. Now switch back to the submission list in RWTHmoodle. In the drop-down menu "Grading action" above the list, select the option "Upload multiple feedback files in a zip".

     
  9. Drag the prepared file into the "Upload a file" field and then click "Import feedback file(s)“.

     
  10. On the following page "Confirm zip upload" check the correctness of the data. Click "Confirm" to accept the files.

    If the information in the zip file is incorrect, for example due to wrong IDs, wrong name spellings or wrong separators, RWTHmoodle will automatically display the message "No changes" after the upload. In this case check the content of the zip file.

     
  11. RWTHmoodle first shows you an overview how many feedbacks have been added or updated. With a click on "Continue" you get to the list of submissions. There the files are assigned to the students according to the information in the file names (variant 5.a.: folder names).

     
  12. Once all files are uploaded, make the assignment visible to the students on the course page using “Edit” > “Show”.

     
  13. Send out an announcement or a quickmail to notify the students that the results may now be viewed.
 

4. Student view

Once you have made the assignment visible, the students can see the exam file. They can also download and save the provided feedback file.

 

5. Limit access period of the review

5.1. Limit access period manually

Hide the assignment manually in order to restrict the review period.

Without these steps the exam files remain permanently available!

  1. Open the course page and access edit mode by clicking “Turn editing on” (top right).
  2. Behind the assignment, click “Edit” > “Hide” to hide the assignment from students.

Once the assignment has been hidden, it cannot be accessed anymore. If students have still got the feedback file open, it can still be clicked but will not be shown anymore. Also, it cannot be downloaded anymore. Clicking the file will open a notification that reads “This activity is currently not available.”

5.2. Limit access period automatically

To automatically limit access to the review, use the "Restrict access" section in the activity settings. Here you can limit access to certain groups available in the course and/or to a certain time window. To limit access to a certain time window add a condition of the type "Date" with the start date of the review and a second condition with the end date. Set the mode of the conditions to "must" and "all", i.e. both conditions must be fulfilled by the students.

Screenshot of the settings for "Restrict access" in an activity "Assignment"

If access is to be additionally restricted to a group, use "Add restriction" to add a third condition that must also be met.

These restrictions ensure that only a smaller group of students can access the review at once and ask questions directly afterwards.

For details on the setting options, please refer to the instruction Restrict access.


 Zusatzinformation

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