A Guide to eTMAs for Students

Using the Electronic TMA

System

A Guide to eTMAs for Students

Computing/Technical help If at any time you run into difficulties with your computer, please contact the OU Computing Helpdesk on

+44 (0) 1908 653972 or email [email protected] The service is open every day between 09:00 and 22:30.

Please refer to the software downloads on the eTMA website (www.open.ac.uk/etma/student) for the latest version of this guide. The on-line OU Computing Guide also contains the latest version of this guide. This can be accessed using the following web address www.open.ac.uk/computingguide/information/studentetma.html

SUP838552 © 2007 The Open University v.9

Quick Guide Submitting eTMAs via the eTMA website • Save your eTMA file (in .zip compressed format if necessary) • Carry out the ‘Final Checks’ given on page 9 • Connect to the Internet and log onto StudentHome, select the eTMA service link listed under your course details. • Follow the prompts on the screen • Save or Print confirmation of receipt

Submitting eTMAs by email • Save your eTMA file (in .zip compressed format if necessary) • Carry out the ‘Final Checks’ given on page 9 • Address an email message to [email protected] • Input your personal identifier number, course code and TMA number in the subject field i.e. P1234567/X101/01 • Attach the file containing your eTMA • Send the message

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Contents Page 1 1.1 1.2 1.3

Introduction and overview Welcome Availability of the system Cookies

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1

1

2 Preparing your computer 2.1 Creating a folder structure 2.2 Downloading TMA templates (where appropriate)

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3

3 3.1 3.2 3.3 3.4 3.5 3.6 3.7

Preparing an eTMA for submission Test Submission: TMA00 Preparing an eTMA for submission File size limits Checking the eTMA file size Creating a zip file Virus checking Final checks

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4

6

6

7

9

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4 4.1 4.2 4.3

Sending an eTMA via the website Logging on and sending an eTMA Testing your submission Submission policy

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13

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5 Sending an eTMA by email 5.1 Submitting an eTMA by email 5.2 Common error messages when submitting by email

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6 6.1 6.2 6.3 6.4 6.5

Collecting a marked eTMA Downloading the marked assignment Opening your marked eTMA Reading your tutor’s marks and comments Alternative instructions for collecting your marked eTMA Alternative instructions for opening your marked eTMA

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20

21

24

24

7 7.1 7.2 7.3 7.4 7.5

Help eTMA Administrative guidance The OU Computing Helpdesk Your queries Things to Remember Feedback

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28

29

30

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Section 1. Introduction and overview

Section 1. Introduction and overview 1.1 Welcome Welcome to the Open University’s system for submitting electronic tutor marked assignments (eTMAs) using either the eTMA website or email. This document is intended to help you to prepare your assignment for submission; submit it using the eTMA system; verify its receipt and then to use the system to collect the marked eTMA back for viewing. The benefits of submitting your TMAs electronically include: 24 hour submission of TMAs direct to the university This avoids the use of postal systems – a significant improvement for students all over the world. Confirmation of receipt The system either gives you confirmation that your eTMA has been submitted successfully or, if there has been a problem, an error message informing you of the problem and what steps you should take to overcome it. The system also sends you an email to confirm receipt of your eTMA. Potential for faster return of marked assignments Using the electronic submission system greatly reduces both the delivery and handling times compared to that of the paper submission route. Normally you will have access to the system from about a week before the start of your course. You can check that you have been given access to the system by logging on to StudentHome at www.open.ac.uk/students .You should see a reference to the eTMA system under the relevant course – see Figure SE 1 below.

Figure SE 1 – eTMA reference from StudentHome

1.2 Availability of the system The eTMA system is generally available 24 hours per day, 7 days per week. There may be a short period in the early hours of the morning (UK time) when the system is taken off-line in order that the essential backing up of information held on the system can be carried out. Where there is planned work meaning that the eTMA system will be unavailable, a message will be put onto the eTMA bulletin board in advance. The email route (see Section 5) is always available, but submissions will be held in a queue if the system is off-line. Your eTMA is not treated as received until it is acknowledged by the eTMA system.

1.3 Cookies Your browser will need to have ‘cookies’ enabled. These are small harmless electronic files which enable essential information such as passwords to be carried forward between screens. More information about cookies can be viewed at www.open.ac.uk/privacy.html. 1

Section 2. Preparing your Computer

Section 2. Preparing your computer 2.1 Creating a folder structure Using the eTMA system relies on you having a basic understanding of saving and locating files on your computer using Windows Explorer. If you are already comfortable with this, proceed to Section 3 (or Section 2.2 if your course uses TMA templates). Files stored in Windows can be viewed and accessed using Windows Explorer or My Computer. The files are grouped according to a hierarchical structure with the Desktop at the top (See Figure SE 2). Figure SE 2 – Windows file structure Clicking on a folder will allow you to view the files/folders within it. You can use Windows Explorer/My Computer to locate files within this structure and to create Figure SE 3 – create a new folder new folders. So if, for example, you wanted to create a new folder called eTMAs within your ‘My Documents’ folder, you could do this by clicking on ‘My Documents’ in order to highlight it, go to the file menu located at the top left hand corner of the screen, select new and then folder – (see Figure SE 3). A new folder should appear on the right hand side of the screen. Now you can give the folder an appropriate name as demonstrated in Figure SE 4.

Figure SE 4 – New folder called eTMAs Whilst it is not compulsory to carry out this step, it is strongly advised because you will then have a dedicated location in which to save your work. The important thing is that you know exactly where your files are stored on your computer.

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Section 2. Preparing your Computer

2.2 Downloading TMA templates (where appropriate) A few courses use templates on which you need to record your answers. If you do need to use templates it will tell you this in your assignment booklet for your course. If there is no mention of templates in your assignment booklet, you can assume that you do not need to use them. If your course does not use templates, go to Section 3.1. Step 1 - Find the eTMA template • Check in your course materials where to find the eTMA templates. They are usually available from the course website as shown in Figure SE 5. Assuming that they are, go to the appropriate area of the website and select the eTMA template you want to download. If you just want to view the document rather than save it you can double click on it. If you want to save it, which you normally will, see below.

Figure SE 5 – eTMA template

Step 2 - Save the eTMA template • Click the secondary mouse button (usually a right-mouse click) on the eTMA template link (i.e. hold your mouse pointer over it with the

right button.)

• A menu will appear. Click on Save Target As. This brings up the Save As window. See Figure SE 6. Figure SE 6 – Right-Click the link and select ‘Save Target As’

Step 3 - Locate a folder in which to save the template Decide which folder on your computer you want to save the template. You can create a new folder if you wish or save it to an existing one. • Click Save. See Figure SE 7. • You can now log off

Figure SE 7 – Locate the folder to save the template to 3

Section 3. Preparing an eTMA for submission

Section 3. Preparing an eTMA for submission 3.1 Test submission: TMA00 The eTMA system allows you to submit a test eTMA (TMA00) early in your course, before you submit any ‘real’ eTMAs. This is to enable you to test your access to the system, the software you will be using to submit your eTMAs and to familiarise yourself with the actual process of submitting an eTMA. It also enables your tutor to check that the format in which you will be saving your eTMAs is compatible with their own computer software. You are strongly recommended to use this test facility. Note: Some courses use TMA00 as part of an academic exercise. Check your assignment booklet to see if this is the case. About a week before the course start date, the link to the eTMA system is activated. You can send your test TMA00 as soon as you have access to the system. Include at least one line of text in your test TMA00. Ask your tutor whether you can expect a reply to your test eTMA. You should practise collecting the ‘marked’ assignment and opening it to read your tutor’s comments, customising your word processor settings as necessary. TMA00 is not recorded on your assessment record and is not used to assess you (but may form part of the score for a real eTMA). Please refer to your course materials for details.

3.2 Preparing an eTMA for submission Some courses require submission of eTMAs in a specific format, and students have failed courses for submitting in incorrect formats, so it is important to refer to your course materials for details. It is essential that you establish that your tutor can read the format in which you propose to submit your TMAs. If you are using StarOffice (which is supplied on the Online Applications CD-ROM) you must save your work in Microsoft Word 97/2000/XP format or in Rich Text format (.rtf) unless otherwise advised by your tutor or the course materials. Files saved in the .odt or .sxw format cannot be read by tutors who are using Microsoft Word. Most word processors can save in other formats including Rich Text Format (.rtf) which is a format that is widely recognised and can be read using many other word processing packages. To do this you should click on File/Save As and change to Rich Text Format (*.rtf) in the ‘Save as Type’ box shown in Figure SE 8. This may be slightly different in your specific word processor package but the principle is the same.

Figure SE 8 – Save as .rtf

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Section 3. Preparing an eTMA for submission

Note that Rich text Format may not support all the features of your word processor and you should carefully check your file after you have converted it to .rtf . Word 2007 – If you are using Word 2007, even if you know that your tutor is also using Word 2007, you should use the compatibility mode to ensure that your document can be read in a previous version of Word. To do this you should open a new document, use ‘save as’ and choose Word 97-2003 Document from the ‘save as type’ list. Type a file name for your document and click save. You are strongly advised to use the test eTMA to ensure that your tutor can read your file. Note: Some formats in which your eTMA can be submitted are shown below. If you have any doubts check with your tutor. Remember, it may not only be your tutor who will be reading your TMA, it may be selected for monitoring and therefore must be accessible by the monitor.

File Format

File Software which Extension produces this format

Graphics Support

File Size

Microsoft Word

.doc

Word 97 - Word 2003. Note: Word 2007 produces a .docx file extension which cannot be read by earlier versions of Word.

Yes although earlier versions may affect graphics

Medium

Microsoft Write

.wri

Write. Wordpad

Yes

Medium

Word Perfect

.doc .wpd

Word Perfect 5.1 (or earlier)

Yes

Medium

Rich Text Format

.rtf

Most word processors

Yes

Largest

Plain (ASCII) text

.txt

Notepad, most text editors

No

Smallest

Rich Text Format tends to produce large files so we strongly recommend that you use it only if your tutor is using a word processor that is incompatible with your own, or you have been instructed to do so in your course materials. If you are using Microsoft Works and your tutor is using Microsoft Word you need to save the file in .rtf format. Some courses ask you to submit HTML files as part of an assignment. You need to ensure that you also submit any associated graphics and sound files etc. Failure to submit in a compatible format may mean that your submission cannot be read or marked, or that you may receive only very limited feedback. The eTMA system will accept a file in any format, but acceptance does not imply that it can be assessed. It is your responsibility to ensure that your final submission contains all the material you wish to be assessed in an appropriate format. 5

Section 3. Preparing an eTMA for submission

3.3 File size limits Unless your course material has advised otherwise, there is a limit on the file size that can be sent to the eTMA system. You may submit a single file of up to 2 Megabytes. This may be one normal, uncompressed file of up to 2MB, a single compressed file of up to 2MB, or a collection of files that have been compressed into one zip file, now measuring up to 2MB in total. If your eTMA exceeds this limit, your only option is to reduce the size of your assignment. Multiple files must always be sent as a single compressed (zip) file (see Section 3.5). If you are having difficulties with the file size limit this will often be due to images contained in the files. You may be able to reduce these in size substantially by using different image formats. In particular, try to avoid bitmaps (.bmp) since they tend to be very large and they zip (compress) poorly. You should thoroughly check your eTMA before you submit, particularly if you have converted it from one format to another, and if it contains graphics.

3.4 Checking the eTMA file size You can check your file size using Windows Explorer. • Locate your file and look in the right panel for the size of the file. Figure SE 9 shows a file which is 1,786 KB.) • If you can’t see the file size, go to View/Choose columns/or Choose details, tick Size. Click OK.

Figure SE 9 – eTMA file size

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Section 3. Preparing an eTMA for submission

3.5 Creating a zip file If the size of your file is greater than 2MB or if you want to send more than one file, you will need to create a zip (compressed) file. Several types of compression software exist; you can use anything that produces a file with a .zip extension. You do not need to compress your file in order to submit to the eTMA System if you are sending a single file that is smaller than 2MB. Using Microsoft XP To create a zipped (compressed) folder using Microsoft XP: - Open My Computer - Navigate to the required drive or folder by double-clicking - From the File menu > New > Compressed (zipped) Folder - Type a name for the new folder and then press Return To add files to a zipped (compressed) folder using Microsoft XP - Open My Computer - Navigate to the compressed folder - Either Copy and Paste or Drag files to the compressed folder to compress them. Consult ‘Windows Help’ for further information. Using Info-ZIP WiZ If you do not already have zipping software installed or zipping facilities on your PC you can use Info-Zip WiZ which is provided on the Online Applications CD-ROM. To use Info-Zip WiZ, install the software and then follow the instructions below. Step 1 - Open WiZ Open WiZ by double clicking on the icon on your desktop (or go to Start/ Programs/ WiZ/WiZ) • Go to File > Create/ Figure SE 10 – File Menu Update Zip Archive as shown in SE 10.

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Section 3. Preparing an eTMA for submission

Step 2 – Tell WiZ where to put your zipped submission • Find the folder where you want WiZ to put your zipped essay. (If necessary click the down arrow at the right to find the correct folder; then double click on it) See Figure SE 11. • Type a new filename for the zip file you will create. See Figure SE 12. • Click Open

Figure SE 11 – Location to save WiZ file

Figure SE 12 – Zip filename

Step 3 - Choose what to zip • Below Directories, double click the folder containing your eTMA. • The folder contents will show in middle column. • Click on the file Figure SE 13 – Add eTMA file • Click >>Add>> to put it in right column. See Figure SE 13.

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Section 3. Preparing an eTMA for submission

Step 4 - Set the Zip Options tab This is a very important step which could result in you receiving an error message if not followed exactly. Figure SE 14 – Zip Options tab

• Click on ‘Options’ tab which appears on the right hand side of the Directories window. This will open up a ‘wiz options’ window with 3 tabs. • Select the ‘Zip Options’ tab. See Figure SE 14. • Tick Ignore Directory Names. • Click OK, and then OK again. Step 5 - Check location of zipped file • Open Windows Explorer. • In the left panel find the folder and select it as shown in Figure SE 15. Check in the right panel that the zipped eTMA is there. You are now ready to send your eTMA to the system.

Figure SE 15 – Location of Zip file

3.6 Virus checking Your eTMA will be scanned for viruses when it gets to the eTMA system. Assignments containing viruses will be rejected and you will receive a message to inform you if this is the case. It is in your interest to ensure that you have up-to-date virus-scanning software running on your computer.

3.7 Final checks before submitting your eTMA It is your responsibility to ensure that your eTMA submission contains all the material you wish to be assessed in an appropriate and readable format. You will not be allowed to resubmit either electronically or on paper if it subsequently turns out that you have sent in an incomplete or incorrect assignment. 9

Section 3.Preparing an eTMA for submission

• Ensure that you have saved your final copy of your eTMA before submitting it. Some students have mistakenly left their eTMA document open on their computer without saving their final changes and have therefore submitted a previous incomplete version. • You should thoroughly check your eTMA before you submit it, particularly if you have converted it from one format to another and if it contains graphics. Images can ‘disappear’ when converted to a different format. •

Check you have submitted all answers in a single document, unless instructed otherwise in your course materials. If you are going to submit more than one file they must be in a single zip file (see Section 3.5).

•

Check the file you are about to submit is both correct and complete. You will not be allowed to resubmit once your tutor has marked and returned the work you submitted originally.

•

Do not submit multiple files as separate submissions as this will result in only part of your file being marked.

If as a result of any of the above you receive a mark for only part of the TMA, you will not be allowed to resubmit the assignment. Other final checks •

If you are sending a Star Office document, remember to use the ‘save as’ option and select Microsoft Word 97/2000/XP or Rich Text Format. Details are provided in section 3.2.

•

Make sure you submit your assignment well before midnight on the cut-off date as your TMA must be received by the university by this time.

Please note: If your course offers the option of submitting in hard copy or via the eTMA system, you can choose to use hard copy for one assignment and the eTMA system for another but please don’t submit the same TMA by both methods.

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Section 4. Sending an eTMA via the website

Section 4. Sending an eTMA via the website 4.1 Logging on and sending an eTMA Step 1 - Log on to OU eTMA system Log onto StudentHome at www.open.ac.uk/students, look under the relevant course and click on the ‘Electronic TMA Service’ link as in Figure SE 1 in Section 1.

If you are unable to locate or access the eTMA system, contact the OU Computing Helpdesk on Tel: 01908 653972 Step 2 – Select the send option Once the eTMA system has been accessed you will see the bulletin board which provides information about Final TMAs and any other important eTMA related messages. Read any new notices and click on ‘send TMA’. Step 3 – Select your eTMA When the send button is clicked a screen will appear with 3 steps required to submit the eTMA. 1) Select the course for which the submission is being made.

2) Choose the TMA number relevant to the TMA being submitted.

3) Click on the ‘Browse’ button where you will be asked to locate the completed TMA.

Once you have clicked on the ‘Browse’ button, a choose file window will open. Navigate to the location of your saved TMA and click open. The file will now be included in the ‘select file’ box next to browse. If you are studying more than one course please check carefully that you have selected the correct course and TMA number. Step 4 – Check details then send Check that all information in the ‘send TMA’ window is correct. If not, make the necessary changes. Click ‘Send’. It is your responsibility to ensure that you have selected the correct file for submission. Check that the file size and name is correct. The size and name can be verified as described in Section 3.4. If the file is incorrect, click on the ‘Browse’ button again to make a new selection.

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Section 4. Sending an eTMA via the website

Figure SE 16 – Sending the eTMA Step 5 – Acknowledge the plagiarism statement You will need to acknowledge that you are aware of the Open University’s policy on plagiarism as shown in Figure SE 17.

Figure SE 17 – Plagiarism policy If you do not click OK, you will not be able to submit your assignment. If you are submitting your assignment late or you have already submitted a previous version you will receive other warning messages but you will still be able to continue with your submission. These messages are described in detail in Section 4.3. Step 6 - Wait for receipt Wait while the file is sent. • The TMA receipt - see Figure SE 18 - will show any file structure contained in the submission plus the file names and sizes that have been received. This is your final chance to ensure that you have submitted the correct file(s). If the file size received is different to what you sent, you will need to resubmit this, selecting the correct file on your PC. • Print your receipt, save it to your computer, or record the receipt code. This is your proof of a successful submission. • You can now log off the eTMA system.

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Section 4. Sending an eTMA via the website

Figure SE 18 – eTMA receipt Once your eTMA has been received by the eTMA system, you will receive an email confirming this. The email will be sent to your preferred email address or, if you have not specified one, to your OU FirstClass mailbox.

4.2

Testing your eTMA submission

All courses provide the option for you to use the eTMA test facility during submission. If your course is using web type (htm, html etc) files, you will be able to view the contents of the pages you created. This facility is not used for text based assignments. You will see a ‘Test’ button on the Figure SE 19 – Test facility acknowledgement screen as shown in Figure SE 19. A new window will open as shown in Figure SE 20 and the system will identify any (hyper) links that are broken. This will normally be because they are absolute instead of relative references - see your course materials for an explanation. The system does not test for missing image files etc. If your submission has a folder structure, this will be shown. The system does not reject submissions with these types of errors. You should correct any errors found and submit again. This will overwrite the previous submission as long as it is before the cut off date and your tutor has not collected the TMA for marking.

Figure SE 20 – Test results

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Section 4. Sending an eTMA via the website

4.3

Submission policy

The system will accept your submission provided a marked version of this assignment is not already held, but please note the following, which may affect whether or not it can be marked: If you submit a TMA well before the cut off date, the system will warn you in case you have selected the wrong TMA number but you will be allowed to proceed (see Figure SE 21).

Figure SE 21 – Early submission of TMA If you submit after the cut-off date for the assignment, the system will accept it, but this does not imply that the assignment will be marked or assessed. The system will warn you that the cut-off date has passed and that you should contact your tutor to discuss the matter (see Figure SE 22). Extensions should always be agreed prior to the cut off date. If the extension has been agreed no further action is necessary. Extensions for the final TMA on the course are agreed only in exceptional circumstances, and no extension is permitted after the first day of the month in which the course ends. (See Figure SE 23).

Figure SE 22 – Late submission of TMA

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Section 4. Sending an eTMA via the website

Figure SE 23 – Late submission of final TMA If you have previously submitted and your tutor has not downloaded the assignment for marking and the cut-off date for the assignment has not passed, your submission will overwrite the previous TMA as shown in Figure SE 24

Figure SE 24 – You have already submitted this TMA

If you have previously submitted and your tutor has downloaded the assignment, a new version of your submission will be recorded and the previous submission will not be overwritten. You will be warned that you have already submitted the assignment when you select the TMA to send (see Figure SE 25). Your tutor will normally mark your first submission unless they have agreed to a subsequent one.

Figure SE 25 – You have already submitted this TMA and your tutor has downloaded the assignment Note that all of the above are warnings not rejections; as long as you click on ‘OK’ the system will accept the submission. Acceptance by the system does not imply that this version of your eTMA will be marked or counted towards your assessment.

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Section 5 Sending an eTMA by email

Section 5. Sending an eTMA by email 5.1 Submitting an eTMA by email This method is provided for those occasions when you may not be able to access the web pages or when you have mislaid your password. Submission by the eTMA website is always preferable because it guides you through the submission process and receipt by the system is quicker. Please make sure you post the eTMA from a reliable address, like your OU FirstClass email account, to ensure it is accepted by the system. Your submission is still subject to all the usual restrictions about single files, viruses, file size etc (see section 3). Please do not email your eTMA direct to your tutor. Address the email to [email protected] (do not copy it to anyone except yourself which you will need to do if your e-mail system does not automatically save sent items). Insert your eTMA file as an attachment.

Figure SE 26 Submitting by e-mail The subject line must be in this format - A1234567/B999/01 A1234567 B999 01

= Personal Identifier = Course = TMA number

Do not add anything else in the subject line apart from the information above as detailed in Figure SE 26. You will receive an acknowledgement from the system when the eTMA has been accepted. Unlike the eTMA website this will not be immediate and can sometimes take up to 12 hours. Do not submit again unless you receive an error message, in which case you will be told why your submission has failed (see section 5.2). Please note that the rejection message is not sent from [email protected], so replying to the message will not resubmit your TMA.

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Section 5 Sending an eTMA by email

You will appreciate that the Open University needs to protect itself by deleting all emails containing viruses, including submissions to the eTMA system. This means that you can only be sure that your submission has been received if you receive an acknowledgement. It is entirely your responsibility to ensure that your submission is virus free and to check that you receive the acknowledgement. Do not put any messages in with your eTMA email as they will not be read. If you have a technical query regarding the eTMA system please send it to [email protected].

5.2

Common error messages when submitting by email

Invalid PI (See Figure SE 27). Usually this is an indication that you have got the format of the subject line in the email incorrect. The first eight characters of the subject line of your email must be your Personal Identifier (PI) followed by the course code and the 2 digit TMA number.

This submission has been rejected for the following reason(s):

Your personal Id has not been recognised.

You have either supplied an incorrect Personal Id or have not correctly formatted the

subject line or the email.

The format of the subject line should be Personal Id, Course Code and TMA number

with the three items separated by single spaces, commas or slashes:

e.g. P1234567 M206 01 or P1234567,M206,01 or P1234567/M206/1 ********************************** The university has to ensure as far as possible that the work submitted by students is their own and does not contain any unreferenced material from other sources. The University statement “What constitutes plagiarism or cheating” appears in your Student/Assessment Handbook and you are expected to have familiarised yourself with it. Please be aware that the university may subject your work to a computerised check for plagiarism. This is an automated reply from the Open University eTMA system. Please do not reply to this Email, as the Email box is not monitored. If you have a query please Email [email protected] or telephone (01908) 653972

Figure SE 27- Invalid PI

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Section 5 Sending an eTMA by email

Not registered on the course (See Figure SE 28). The message may indicate that you have used the overall course code instead of your current module code, or you have used the incorrect version of the course. You can check your course code online on your StudentHome page at www.open.ac.uk/students . If you are sure that you are using the correct version, please contact the OU Computer Helpdesk at [email protected] to confirm your registration status.

This submission has been rejected for the following reason(s): You are not registered on course B700 or it does not allow electronic submission

********************************** The university has to ensure as far as possible that the work submitted by students is their own and does not contain any unreferenced material from other sources. The University statement “What constitutes plagiarism or cheating” appears in your Student/Assessment Handbook and you are expected to have familiarised yourself with it. Please be aware that the university may subject your work to a computerised check for plagiarism. This is an automated reply from the Open University eTMA system. Please do not reply to this Email, as the Email box is not monitored. If you have a query please Email [email protected] or telephone (01908) 653972

Figure SE 28 – Not registered

Too many file attachments (See Figure SE 29). You can only attach a single This submission has been rejected for the following reason(s): file attachment. If you need Too many file attachments to send more than one you need to create a zip file **********************************

(see Section 3.5). Some The university has to ensure as far as possible that the work submitted by students is their email accounts add a file own and does not contain any unreferenced material from other sources. The University “What constitutes plagiarism or cheating” appears in your Student/Assessment when you attach files. If you statement Handbook and you are expected to have familiarised yourself with it. Please be aware that the university may subject your work to a computerised check for plagiarism. get an error message saying that you have This is an automated reply from the Open University eTMA system. Please do not reply to this Email, as the Email box is not monitored. If you have a query please Email LTSsubmitted too many files [email protected] or telephone (01908) 653972 when you have only attached one, this is the likely reason. If you have Figure SE 29 – Too many file attachments used your OU FirstClass email account this should not occur. You may be able to stop this additional file being attached – refer to your email software manufacturer’s instructions. If not, you can send your eTMA via your OU FirstClass email account or via the eTMA website. 18

Section 6. Collecting a marked eTMA

Section 6. Collecting a marked eTMA 6.1 Downloading the marked assignment You will receive an email from the eTMA system when your marked assignment is ready to collect. The email will be sent to your preferred email address, or if you have not specified one, to your FirstClass email address. Step 1 - Log on to OU eTMA System • Log on to StudentHome at www.open.ac.uk/students. Look under the relevant course. • Click ‘Electronic TMA Service’ as shown in Figure SE 30 (the actual wording may vary).

Figure SE 30 – eTMA reference from StudentHome

Step 2 - Select the collect option • Read any new Bulletin board messages. • Click ‘Collect TMA’ Step 3 - Find your eTMA • Click on down arrow to show courses. Select your course. • Choose the Self Extract* format. • You can see the marked eTMA, with date Figure SE 31 – Collect TMA

marked and score.

• Click the Collect button next to eTMA you want to collect. * If you cannot download self extracting files please see sections 6.4 and 6.5.

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Section 6. Collecting a marked eTMA

You will be asked if you would like to save or run/open the file. Click on ‘save’.

Once you have clicked on ‘save’, a ‘save as’ window will appear at which stage you

need to specify the location you would like to save the file into for example, ‘My

Documents’.

Click on ‘save’.

The file will now be saved in the specified location.

6.2

Opening your marked eTMA

Step 1 - Find your marked eTMA • Open Windows Explorer • Go to the folder in which you saved your downloaded eTMA as shown in Figure SE 32.

Figure SE 32 – Find Marked eTMA

Step 2 – Extracting the Marked eTMA You will see a self extracting file such as the one called ‘BZT83…’ in Figure SE 32 above. • Double click on this file. Figure SE 33 – Extract Assignments Window • An ‘Extract Assignments’ window will open as shown in Figure SE 33. At this point you need to confirm the location in which the assignments will be extracted. By default the location will be the same as the marked eTMA. • If you would like the files to be extracted elsewhere, click on the ‘Browse’ button and navigate to the preferred location. Step 3 – Opening and viewing your marked eTMA. Open Windows Explorer and go to the folder to which you extracted the eTMA.

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Section 6. Collecting a marked eTMA

You will see your eTMA file/s and also a PT3 html file. See Figure SE 34. • Double Click on the PT3 file to open it. The PT3 file will show the mark allocated and your tutor’s overall comments on the work submitted. • Double Click on your eTMA files (the files containing the work you submitted) which should open in the word processor used to create them. • Alternatively open your word processor such as MS Word, click on file/open and navigate to the appropriate folder – click open.

Figure SE 34 – Extracted eTMA files

6.3

Reading your tutor’s marks and comments

Reading the PT3 should be straightforward. However, on your marked eTMA your tutor may have used various methods for inserting comments, or highlighting text. To be sure you can see all of your tutor’s markings; you need to check your Word settings. Check which version of Word you have by clicking on Word Help, then on About Microsoft Word. Use the appropriate guidance below. If you do not have Microsoft Word, or a word processing package that will read Word files you should install Star Office which is on the Online Applications CD-ROM. Word 97 • Click on the ‘Tools’ menu. • Select ‘Options’. • Click on the ‘View’ tab. • Ensure that the following boxes have ticks against them: Status Bar Vertical ruler Horizontal Scroll bar Vertical Scroll bar

Drawings Animated Text Screen Tips Highlight Hidden Text

• Click on the ‘Print’ tab. • Ensure that the following boxes have ticks against them: Comments

Hidden Text

Drawing Objects

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Section 6. Collecting a marked eTMA

• Click on the ‘Track Changes’ tab. • Ensure that the following settings are in place. Inserted Text Mark = (none) Colour = Blue



Preview New Text

Deleted Text Mark = Strikethrough Colour = Red

Preview Old Text

Changed Formatting Mark = (none) Colour = Auto

Preview Formatted text

Changes lines Mark = Outside Border Colour = Gray-50% • Click OK to close the options window. You can now read through your eTMA and see any markings your tutor made using the Track Changes facility. Any text highlighted in yellow will be where your tutor has added embedded comments. To view these, simply hold your pointer over the text. If you print your eTMA, these comments will appear at the end as long as you have selected appropriate print settings. Word 2000 - Word 2003 • Click on the ‘Tools’ menu. • Select ‘Options’. • Click on the ‘View’ tab and ensure that the following boxes have ticks against them as shown in Figure SE 35.

Figure SE 35 – View tab for word 2000 or later 22

Section 6. Collecting a marked eTMA

• Click on the ‘Print’ tab. • Ensure that the following boxes have ticks against them: Hidden Text

Drawing Objects

• Click on the ‘Track Changes’ tab and ensure that the following boxes have ticks against them as shown in Figure SE 36.

Figure SE 36 – Track changes tab for Word 2000 or later • Click OK to close the options window. You can now read through your eTMA and see any markings your tutor made using the Track Changes facility. Comments may appear like the one in Figure SE 37. The lines flowing from these comments relate to the areas that they apply to.

Figure SE 37 – Comments • If you want to turn this feature off, go to View/Markup. • To print your eTMA with comments showing click File/Print. In the Print window find Print What. Click down arrow. Select ‘Document showing markup’.

All versions If you see vertical lines in the margins, this is where your tutor has used Word’s Track Changes feature. The lines are to draw your attention to alterations your tutor 23

Section 6. Collecting a marked eTMA

has suggested. Your tutor can also insert words and ticks, or use coloured highlighting, without using the Track Changes feature. These insertions won’t have lines in the margins. If you do not have Microsoft Word, or a word processing package that will read Word files, you should install StarOffice, which is on the Online Applications CD-ROM.

6.4

Alternative instructions for collecting your marked eTMA

Your computer may be connected to a protected network that won’t let you open ‘exe’ files. If you have submitted by email you will be sent a conventional zip file when the marked eTMA is returned but you can go to the eTMA website and download from the website in either format if you wish. Figure SE 38 – Standard Zip Option To download using the ‘Standard Zip’ option, follow the instructions detailed in Section 6.1 – downloading the marked assignment with one exception – in Step 2, select the ‘standard zip’ option instead – see Figure SE 38.

6.5

Alternative instructions for opening your marked eTMA

Step 1 - Locate file to open/extract • Open Windows Explorer and locate the file you want to open ( See Figure SE 39). • Double click on it If you have InfoZipWiz installed: • Open WiZ by double clicking on the shortcut on your desktop or going to Start/Programs/WiZ/Wiz • Click on File/Open Archive • Steer to the folder containing your collected eTMAs • Highlight the file to be opened then click on ‘Open’.

Figure SE 39 – Zip File

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Section 6. Collecting a marked eTMA

Step 2 - See contents of zipped file • WiZ will show a list of files which were included in the zipped file.

‘Select all entries in the archive’

• Click the button ‘Select all entries in the archive’:

‘Extract selected archive entries’

• Click the button ‘Extract selected archive entries’. Step 3 - Indicate location to save files in • Choose where you want to place the files taken out of the zipped file (i.e. to your chosen folder.) • Click Select Step 4 - Check what is in Windows Explorer • Go to File/Explorer • Select your chosen folder • Check in the right hand panel for what has been extracted as shown in Figure SE 40. • You will also see the zip file from which the files were extracted.

Figure SE 40 – eTMA files Step 5 - Open your eTMA and the PT3 To open and view your files, double click on the individual file which should open in the correct application. The example shown in Figure SE 40 contains three files. The first is the PT3 file which shows your mark and your tutor’s overall comments on the work submitted. The second file is the TMA file itself. Double click to open it in your word processor or open your word processor and go to file/Open and navigate to the file. You will now be able to read your tutor’s comments on your work. The third file is the zip file from which the files were extracted. 25

Section 7. Help

Section 7. Help 7.1 eTMA Administrative guidance Keeping copies of your eTMAs You are advised to keep copies of your eTMAs and your electronic confirmation of submission until you have received your course result. You may also wish to keep a copy of these files on removable media such as 3.5 inch floppy diskette, CD-ROM, or flash drive for future reference. The eTMAs will remain available for up to 30 days after the presentation ends. After this, you will not be able to access your TMAs for the course through the eTMA system and the University is unable to provide copies for you. Cut off dates The cut-off date given in your Study Calendar is the latest date by which your assignment should arrive. We strongly advise you not to leave submission of your TMAs until the last minute, and preferably to submit at least three days before the cut-off date. It is your responsibility to ensure that your TMA arrives at the University on or before the cut-off date. You must make sure that your assignment is submitted and arrives before midnight on the cut-off date (UK Time). This means starting the submission process well before that time. The eTMA system will allow assignments to be submitted after the cut-off date, but your tutor will not normally mark them unless he or she has given permission before the cut off date for late submission. TMAs received after the cut-off date, for which no extension has been granted, will not be accepted for assessment purposes, this means that no score will be recorded. For information regarding extensions to cut-off dates see your Assessment Handbook. Multiple submissions The eTMA system will allow you to resubmit your TMA any number of times before the cut-off date or before your tutor collects the TMA for marking. Each submission made before the cut-off date will overwrite the previous one as long as your tutor has not collected your TMA for marking. You should not submit a TMA that is unfinished as your tutor does not have to wait until the cut-off date to start marking. Once your tutor has marked and returned your eTMA to the eTMA system you will not be able to submit another version even if your first submission was incomplete. If it is after the cut-off date and you submit more than once, the system will keep the different submissions on the system. The system will hold up to five submissions in these circumstances. Your tutor will always mark the first one unless s/he has specifically agreed with you that they will mark a later version. You may not resubmit an assignment in an attempt to improve your score. You will not be allowed to resubmit a TMA once your tutor has marked and returned it to the system.

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Section 7. Help

Part Submissions You must send all parts of your TMA in one submission. It is wholly your responsibility to ensure that your submission contains all the material you wish to have assessed in an appropriate and readable format. You will not be allowed to resubmit either electronically or on paper if it subsequently turns out that you submitted an incomplete assignment or the incorrect version of your assignment after your tutor has already marked a previous submission. Late return of marked eTMAs If your eTMA is not returned to you within two weeks of the cut-off date, you should contact your tutor. If your tutor has not replied within the next ten days, you should inform the Learner Support Team at your Regional Office. Contact details are provided in your Assessment Handbook. Appeals against eTMA scores If you want to appeal against the score awarded for an eTMA, or to query any comments made on it, you must contact your tutor within 28 days of the marked assignment being available to you for collection, whether or not you retrieved it at that time. If your tutor upholds your appeal he or she will re-submit your eTMA to the system with an amended mark. The re-graded eTMA will be scrutinized by the University to ensure that the reasons for the re-grading fall within University guidelines. If the regraded assignment is accepted, it will be returned to you by the method in which you submitted it, i.e. if you submitted it using the website it will be available to you for retrieval from the eTMA system and if you emailed the eTMA to the system it will be returned to you by email as well as being available to you from the eTMA system. Please be aware that regrades as the result of you submitting an incomplete TMA cannot be accepted. If you are not satisfied with your tutor’s response you then have the right to appeal further. You should forward the assignment via email or in hard copy, together with the related correspondence from your tutor, the grounds for your appeal and any other relevant information, to the Complaints and Appeals Office ([email protected]), to arrive within 28 days of the date of notification of your tutor’s decision. The timescale is tighter for the final TMA. The Complaints and Appeals Office will acknowledge receipt of your documents within three days of receiving them, telling you which delegate authority of the University has been asked to reply direct to you. Please refer to the appropriate section of your Assessment Handbook for further details about the procedures for appealing against TMA scores. What to do if your computer/modem breaks down If your PC cannot be repaired before the cut off date or you cannot use another PC you should ask your tutor if it is possible to submit on paper instead. Please discuss with your tutor any other issues which may impact on your ability to submit electronically.

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Section 7. Help

Monitoring of eTMAs Like paper TMAs, samples of eTMAs are monitored to ensure a reasonable uniformity of marking standards and an adequate level of teaching comments from tutors.

7.2 The OU Computing Helpdesk The University offers a telephone helpdesk service for computing queries to all students currently studying a course that includes personal computing. Helpdesk staff can provide help with hardware problems and difficulties installing the course software. They may also be able to help with basic use of the course software and interpreting software errors. The helpdesk hours are 09:00 to 22:30, UK time, everyday (including Saturdays and Sundays). The helpdesk is normally open on Bank Holidays from 10:00 to 16:00 although this cannot be guaranteed. It is closed on Christmas Day, Boxing Day, New Year’s Day and Easter Sunday. You can access the helpdesk as detailed below: Email [email protected] Please make sure you type your Personal Identifier into the subject field of the message following by ‘eTMA’. Telephone +44 (0)1908 653972 Fax +44 (0)1908 652193, please mark it for the attention of the OU Computing Helpdesk Please be aware that during very busy periods your telephone call may not be answered immediately or may result in the engaged tone. Please be patient and try again later. Post OU Computing Helpdesk, The Open University, Walton Hall, Milton Keynes, MK7 6AA.

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Section 7. Help

7.3 Your queries Type of query

Who to contact

Contact details

•

I have a technical problem with submitting my eTMA I have a problem with installing/running OU provided software I am unable to connect to the OU network I have a problem with my OU Computer Username password.

OU Computing Helpdesk

Refer to Section 7.2

I have had a problem and need an extension to the cut-off date My computer has crashed. How can I submit my TMA? I have accidentally made three submissions. The first is the correct one I submitted my TMA more than three weeks ago, but have not received it back yet I wish to appeal against my mark I have a problem with installing/running software provided by my ISP I am unable to make a connection to my ISP’s service I have a problem with my ISP password or account

Your tutor

Contact details provided to you in your course mailing which can also be found on your StudentHome page.

Your Internet Service Provider (ISP)

Your ISP contact details

•

General queries and problems with the eTMA system

OU Computing Helpdesk

Refer to Section 7.23

•

I need an extension to the cut-off date and cannot contact my tutor I wish to submit a special circumstances form to the Examination and Award Board

Your Regional Centre (or East Midlands Regional Centre for CCI/MMT Programme courses)

Contact details are given in your Assessment Handbook.

• • •

• • • • • • • •

•

For some enquiries it may be necessary for the Helpdesk to refer you to other sources of expert help. For more complex queries, it may take more than one phone call to resolve the problem

(Where you are using an independent provider for Internet access.)

If you are contacting the OU Computing Helpdesk regarding problems you are having with the eTMA system, please make a note of what you were trying to do, the time the problem occurred and the exact error message (if relevant).

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Section 7. Help

7.4 Things to Remember • Try the eTMA system by using TMA 00. It will enable your tutor to check file compatibility and it will enable you to check that you can read your tutor’s comments.

• When submitting your eTMA, wait for a receipt and print out or record the receipt number before logging off. The receipt code is your proof of submission. Details in step 6 of Section 4.1.

7.5

•

If you are sending a Star Office document remember to use the save as option and select Microsoft Word 97/2000/XP or Rich Text format. Details in Section 3.2.

•

You must send all parts of your TMA as one submission. Ensure that everything you require to be marked is present in the file you submit. You will not be allowed to resubmit a TMA once your tutor has marked and returned your original submission.

•

Multiple files should be zipped into one file using the instructions detailed in section 3.5. The file size should not exceed 2MB unless your course materials specifically instruct otherwise.

•

Make sure that your assignment is submitted successfully before midnight (UK time) on the cut-off date. It is recommended that you submit well before time and preferably three days before the cut-off date.

•

If you are emailing your TMA as detailed in section 5, remember not to include anything other than your PI number, course code and TMA number in the subject line.

Feedback If you have any comments about the format or contents of this Guide, please let us know by email to [email protected] or by post to eTMA Student Guide Feedback

Manager, Assessment Handling

Examination and Assessment

The Open University

PO Box 70

Walton Hall

Milton Keynes

MK7 6AF

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