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Managing Centrally Organised Exams on WISEflow
16 March 2024
Guidelines & Support for ELOs and TAs
All assessment instances (flows) for centrally timetabled examinations have now been created in WISEflow.
ELOs/Teaching Administrators should have automatically been attached to the flows for which they are responsible. This is based on the Exam Board ELO and Teaching Administrator information held in Portico. Further information on how staff are attached to flows can be found here. If you find that you have not been attached to a flow for which you are responsible and are unable to resolve this yourself; then please contact the Central Assessment Team at examinations@ucl.ac.uk.
There are a number of tasks which will need to be undertaken by ELOs, and some which will be undertaken be the Central Assessment Team, as summarised below:
Task | ELO/TA | Central Assessment |
Create Assessment Instance (flow) | No | Yes |
Add Assessment Query Form (AQF) Link | No | Yes |
Add Cover Sheet | No | Yes |
Set up marking and feedback options | Yes | No |
Add question paper (FlowAssign and FlowHandin) | Optional | Yes |
Add online assignment (FlowMulti) | Yes | No |
Add SoRA adjustments | No | Yes |
Check/amend flow settings (such as anonymity, participation dates) | No | Yes |
Activate Flow | No | Yes |
Unlock final mark (if required) | Yes | No |
Export marks to Portico | Yes | No |
Where teaching departments have opted to upload question papers themselves; these must be uploaded by 3 April. This will allow time for the Central Assessment Team to double check everything prior to activating the flows.
Markers and Reviewers have been added automatically to flows based on data held in Portico and CMIS. You are free to add additional marks/reviewers as required. Departments are responsible for allocating markers to candidates and it is important to carry out this step if you intend to use online marking.
Please note that the following actions MUST NOT be carried out by any teaching department staff:
- Do NOT amend dates, times or durations of an examination. If there is a mistake contact the Central Assessment Team who will check the underlying records.
- Do NOT manually add students, if a student is missing from an assessment contact the Central Assessment Team.
- Do NOT add academic staff as Managers on a flow as this will breach anonymity
- Do NOT activate the flows – Central Assessment Team will do this after carrying out their checks
- Do NOT add time adjustments for students with SoRAs. On centrally managed exams, these adjustments will have been calculated automatically and this refreshes overnight to pick up any updates. Manually updating the times will prevent the automatic adjustments from coming through.
Additional Resources
- For ‘how to’ guidance on the manager role: Manager Wiki Guide
- For training & support options: Training & support page
For general WISEflow guidance: AssessmentUCL Resource Centre
Contact details for further information: examinations@ucl.ac.uk