Using this resource
There are also links to PDF guides which will open in a new window and can be shared with External Examiners via the link or downloaded and sent via email.
You can navigate this resource by using the menu on the left-hand side of the resource (1), or the arrows in the top right-hand corner of the resource (2).
You can also print the resource as a PDF by clicking on the Print Preview button in the top right-hand side corner.
This will open the print preview with the option to print off the resource.
Options to share students' work with an External Examiner
When you need to give an External Examiner access to your students' work, you have three options:
- The External Examiner accesses student submissions via Brightspace.
- The External Examiner accesses student submissions via a SharePoint sharing area.
- The External Examiner receives student submissions via UHI Dropbox.
If your department is already using UHI Sharepoint, then you may use this system to share files with the External Examiner.
Work is under way to develop a university-wide system to share files with External Examiners via Sharepoint.
External Examiner accounts
Please note:
In the case of HE degree external examiners, they must be formally appointed by the Faculty Board of Study.
Upon appointment, external examiners are provided with a UHI user ID (ie EX01TB@uhi.ac.uk). This information is shared with relevant programme leader(s), subject network leader / exam board chair and exam board clerk. Their user ID can then be used to add them to specific SharePoint and Brightspace areas.
To request that the External Examiner is enrolled on Brightspace, log this Unidesk ticket. Please also note that if your External Examiner needs access to Turnitin, please request Turnitin access via this Unidesk ticket prior to sending them any information about the assessment they are supposed to review.
Option 1 - The External Examiner access students' submissions via Brightspace
Option 1a - The External Examiner accesses students' submissions via the tools in Brightspace
- Assignments, Quizzes, Discussions, and / or Turnitin, and / or have used Brightspace Rubrics and / or the Brightspace Annotations tool to evaluate and mark the assessment.
Click on the "Option 1a - External Examiner access via Brightspace tools" button below to find out more.
What you will need to do:
- You will need to share the following information with the External Examiner:
- Module / Unit / Course name and code;
- Assessment name;
- Information about which tool was used for the assessment;
- Students' names and IDs.
- Together with this information, send External Examiner a link to the guide for the tool you have used:
What the External Examiner will need to do:
- The External Examiner will simply need to access the module / unit / course you want them to look at.
Depending on which tool you used for assessment, they will then need to follow the instructions in the guide you sent them:
Option 1b - The External Examiner accesses students' submissions via the Brightspace Grades tool
Click on the "Option 1b - External Examiner access via Brightspace Grades tool" button below to find out more.
What you will need to do:
- You will need to share the following information with the External Examiner:
- Module / Unit / Course name and code;
- Students' IDs.
- Together with this information, download and send the Grades tool guide to the External Examiner:
What the External Examiner will need to do:
- The External Examiner will simply need to access the module / unit / course you want them to look at.
They will then need to follow the instructions in the Accessing student submissions via the Brightspace Grades tool guide you sent them.
Option 2 - Sharing assessments via SharePoint
Please note, the default assessment tool is Brightspace. As described in Option 1, you can share assessments with second markers and externals in Brightspace. SharePoint assessment sharing areas are only for those instances where it is not possible to use Brightspace. Also, these areas can only be be created by Programme Leaders or by the person responsible for the programme.
Module Leaders, if you require a SharePoint assessment sharing area, please contact your Programme Leader.
If you require a SharePoint assessment sharing area, please submit your request through UniDesk. You can find the request form under Records and Archives, use the SharePoint – New Assessment Area button. In case of unforeseen absence, each programme assessment sharing area requires two owners in order to guarantee continuity of service. Sufficient notice (minimum two weeks) must be given to allow your area to be created in time for you to complete your task.
When your request is approved, an area will be created in SharePoint under the subject network area for your programme. You will receive an email with a link to this area.
How to create a module document library and add assessments in SharePoint
Note: Each module requires its own document area
To create a document library, in the quick link column on the left of your screen, click Site contents.
Next, click New, then Document library.
In the panel that opens on the right, enter the SITS code and unit/module name.
Leave 'Show in site navigation' ticked.
Click Create – your module document library appears in the quick links column on the left of the screen.
To share a unit/module document library with the unit/module leader the permissions for the module document library must be set up correctly. To assign permissions at document library level, open the document library.
Open the document library. Click on the cog wheel top right.
Click Library settings.
Click Permissions for this document library.
Click Stop Inheriting Permissions.
The unique permissions warning box opens.
Click OK.
In the access list that opens, to remove Members and Visitors, click the check box next to the Members and Visitors. Do not click the box next to Owners. Click Remove User Permissions.
Click Grant Permissions.
In the box that opens, enter the name of the Unit/Module Leader. Before selecting the person, check the e-mail address is correct (top right). Click their name to select it.
Either include a personal message and click Share to send an email invitation or click Show Options, uncheck Send an email invitation, then click share.
The share information will appear briefly on the top right.
The share information confirmation popup message will appear briefly on the top right of your screen.
Refresh your screen to see the new share.
1. Remove all users from the document library. To do this, click on the settings top right of the screen, then Library settings. Click on Permissions for this document library and click to the left of the persons you would like to remove. Click Remove user permission.
2. To stop sharing a document or a folder with a group of users, click on the three dots beside the document/folder, then Manage access and select Stop sharing from the drop down. This will immediately remove any access to the document/folder.
3. To stop sharing a document or a folder with an individual user, click on the three dots beside the document/folder, then Manage access and Advanced permissions settings, then click to the left of the user’s name and select Action then Remove user from this group.
Option 3 - The External Examiner receives students' submissions via UHI Dropbox
You may only use UHI Dropbox, a file sharing service, to exchange files with the External Examiner. You must not use any external services, such as dropbox.com or wetransfer.com, as the university does not have a legal contract with these providers.
What you will need to do:
- You will need to drop off the files you want the External Examiner to review via UHI Dropbox. Please make sure that when you drop off the files, you encrypt the files with a strong password.
If an unauthorised party gained access to the Dropbox email, they would probably have access to other emails meaning that if you send the password via email the unauthorised party has both the link and the password. Always send the password to the recipient via other means; i.e. by phone (call or text) or Skype for Business (call or IM).
Do not give the password to anybody but the intended
recipient.
- If you have any questions about UHI Dropbox, please refer to the UHI Dropbox user guide or the FAQ section on the UHI Dropbox homepage.
Please make sure that the External Examiner is aware that they must only download the Dropbox file to their work device if their hard drive is encrypted.
If they are not sure whether it is, ask them to get in touch with their institution's IT department to find out before they download the Dropbox file.
If their hard drive is not encrypted, ask them to get in touch with you again. You should then contact Andy Brown at andy.brown@uhi.ac.uk to discuss this further
What the External Examiner will need to do:
- The External Examiner will receive an email from UHI Dropbox once you have dropped off the files for them. They will now have 2 weeks / 14 days to download the file(s) onto their encrypted hard drive by clicking on a link in their email and entering the pick-up password when prompted to do so.
