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How are Managers, Markers and Reviewers assigned in WISEflow?
12 March 2025
How/where to update staff roles
Staff are automatically assigned to roles/assessment instances in WISEflow based on the data held in Portico.
ELOs and Teaching Administrators should have access to amend the records for other departmental users on their assessment instances (flows) where necessary but in some cases it may be appropriate to make the amendments to the source data in Portico.
The details of the source data are as follows:
| WISEflow Role | Portico Source | Acion if incorrect |
|---|---|---|
| Participant | Student | Check student’s module registration. If correct then there may be another error on the record – refer to the Exams Team (examinations@ucl.ac.uk) to investigate. Under no circumstances should students be manually added to flows. |
| Manager | ELO/Teaching Administrators attached to Exam Boards. | The preferred method is to perform the update via the Manage Exam Board Administrators – Progression and Award task in Portico. (Do NOT use the “Appoint an Admin for your Board(s) of Examiners” task) Manual additions of Managers to flows in WISEflow will not always work as the user also needs to be given the necessary permissions. |
| Author |
| Module Lead collected as part of annual CDM task. To update contact curriculuminformation@ucl.ac.uk Can also be amended in WISEflow by Managers. N.B. updates to CMIS data will not follow through into WISEflow. |
| Assessor/Marker | Portico Marker records (plus a snapshot of teachers pulled from CMIS) | The recommended method is to add assessors directly in WISEflow. You may find that attempting to add research students as assessors will fail, due to their permissions. Please contact examinations@ucl.ac.uk for assistance in such cases. |
| Reviewer | Module Lead (see Author above) External Examiner/Exam Board Chair | Contact examiners@ucl.ac.uk to update Exam Board Chairs in Portico External Examiner information may be based on last year’s records. These can be manually added to flows in WISEflow, provided they have UCL sign-in credentials. In such cases you would have to also manually give them reviewer permissions. |
If you have the Manager role then it will be possible for you to manually add staff to assessment instances (flows) in WISEflow, and this would be the preferred approach when adding assessors to flows. The benefit of updating the source records in Portico for Exam Board Administrators and Chairs is that the staff will then be added to all of the flows belonging to that Board of Examiners; meaning that you would not have to manually update these users in multiple flows.
Any updates in Portico will refresh in WISEflow overnight.
Please note the following:
- Academic staff should NOT normally be added to any flow as a Manager. This is because it breaks student anonymity.
- Students must NEVER be manually added to flows; if you believe a student is missing from a flow then it is essential that the problem with the source data in Portico is identified and corrected. The Exams and Assessment Services Team can assist you with this.
Contact for further information: examinations@ucl.ac.uk