D1d: Assessment Submission Policy

Submission of Work for Assessment

There are two main methods for submission of work. In some instances, students may be asked to submit using both methods to suit local marking practices. Regardless of the submission method, students are strongly advised to keep a copy of all coursework, either hardcopy and/or electronic, whichever is the most appropriate.

Traditional methods of submission

These include

  • paper essays/ reports (to a submission box/ pigeon hole or similar)
  • objects such as creative works (e.g. in a studio/laboratory)
  • portfolios of work

Submissions may be made

  • manually to a secure physical ‘locked box’
  • to an office, studio, or laboratory.
  • By post, using recorded delivery or ‘signed for’ courier

Electronic submission

The use of electronic submission seeks to implement a consistent and equitable approach to submission for all students (on or off campus) and to providing feedback (as part of the assessment process). Students have the opportunity to submit all summative work that contributes to a final grade electronically via ORMS’ Moodle.

Advantages of the mechanism include the following:

  • electronic submission enables a range of files to be uploaded in the module in Moodle. Electronic submission also enables students to submit links to assessment artefacts (e.g. YouTube videos, blogs) where appropriate;
  • students submitting electronically will receive a receipt generated automatically;
  • students can submit records of studio/ laboratory/ project work such as images of work exhibited for assessment;
  • student submissions may also be checked for originality using Turnitin.

Recording submission

Systematic records should be maintained for all types of submission and it is good practice to provide a receipt for both manual (paper) and electronic submission processes and for attendance at a practical examination.

Students submitting coursework in a studio/laboratory should be provided with a receipt confirming that work has been received, presented or exhibited.

File formats for electronic submission

In the assessment brief the format that students should use for their files should be specified. This will enable staff to view, mark and moderate coursework. Generally, this is a Word document. If other formats are preferred or required, the module coordinator should ensure that these formats can be read/ accessed via Moodle so that staff can view and mark the submissions.

Electronic submission options

Electronic submission can be made using Moodle or TurnItIn

Moodle can be used:

  • to upload files for assessments;
  • to download and mark assignments offline (e.g at home or on a laptop
  • computer);
  • to see when assignments have been submitted (on time or late);
  • to download all files in one go;
  • to return annotated files for students to view;
  • to provide feedback in an alternative way, such as using an audio or video recording;
  • to provide grades for coursework;
  • to provide internal moderators and external examiners to have access to marked work.

Plagiarism software (such as Turnitin) can be used:

  • if plagiarism reports on students’ work are required;
  • if access to a reliable and fast internet connection is available;
  • if an iPad is used to mark assignments whilst on the move.


Students are allowed two attempts at a piece of work. If the first attempt is graded as a Fail, they make a further attempt which will be capped at a bare Pass if the second attempt meets the requirements. If the second attempt is also a fail, then the student will be required to retake the module, requiring a second payment of fees.  Should the student fail both attempts on their second sitting of the module, then they will be withdrawn from the course.

Provisional Grades

Grades allocated are always provisional until the Examination Board has reviewed and agreed the marks.

Late submission

All students are expected to submit work by the published assignment dates

Students should be made aware that if they do not submit their work by the submission deadline or attend for a published examination, and do not have agreed Extenuating Circumstances for that assessment, a mark of zero will be awarded for the work in question.

Extensions to submission date

Coursework submitted after the published assessment date will only be accepted;

Whenever possible, students must inform the module coordinator (or other designated member of staff) before the submission deadline of coursework likely to be submitted late and of the reason(s) for late submission.

Application for an Extension

Extensions are not granted automatically and students must apply for an extension using the appropriate form.

Staff and students should familiarise themselves with ORMS’ policy for the management of extensions and with the relevant form for coursework extensions. Staff should direct students to the Extenuating Circumstances claim form page: https://medicskills.wufoo.com/forms/r105u6be15m6tk6/

Maximum extension periods

The period of extension granted may vary depending on the subject being assessed. The extension period is unlikely to exceed 10 working days, and will not be after the Examination Board for that Stage or Phase of study. Late submission may not be possible, for example, where a public show of work is involved, or where an event or specific assessment meeting (such as an OSCE) is involved.

D4: Extenuating Circumstances

When the student is unable to give prior notice of a late submission, and have an extension approved, the late coursework must be accompanied by an Extenuating Circumstances Claim Form from the student giving the reason(s) for late submission. Forms are available here [link]

The Extenuating Circumstances Panel will decide if the reasons given for the late submission are valid and the Panel will make a recommendation to the course/programme Assessment Board on this basis about whether the coursework can be marked and whether it should be considered as a first or subsequent attempt. If classed as a subsequent attempt the mark will be capped at Pass.

Return of coursework

The module coordinator should ensure that coursework is marked and returned to students, as soon as possible but normally no later than 4 weeks (20 working days) from the specified submission date.

First marking should be completed within 10 working days of submission of the work, with the other 10 working days being allowed for the second marking / moderation of the work.

Students must be informed when they can expect return of coursework and must be informed of any delays in the return of coursework. Where there is a delay, students must be informed of a new return date. This can be posted on the appropriate notice-board or through electronic means.

  • Coursework should only be returned when all submitted coursework in a module has been assessed. Individual coursework should not be returned until the grading of whole cohort being assessed is complete.
  • The mechanism for returning marked coursework should be made clear to students, either by post, collection or via Moodle, TurnItIn, or email.