The following information outlines the online study advisors functions, flexible assessment scheduling and support for academics and students.
Assessment Scheduling and Student Interactive Support Tool (ASSIST previously known as EASE) is used by selected subjects at CSU to enable flexible assessment due dates for the student and provides dashboard and reporting capabilities to help support online students. ASSIST consists of two major functions;
This section holds important information that Subject Coordinators and teaching staff need to take into account. ASSIST sources information from upstream systems, if information is changed in these upstream systems it will have an effect on data already setup in ASSIST. If assessment information in diverse systems is not setup correctly then ASSIST will not be able to map it correctly.
Subject offerings can be made inactive in SAL+ at any point, even after the session has commenced.
Setting an offering in SAL+ as inactive will hide all related information to that subject offering from users in ASSIST. This includes any related date change requests and current subject enrolments. Should the subject offering become active again in SAL+, then all related records in ASSIST will become visible again.
Ensure that ASSIST flexibility setup is only done AFTER the final version of the subject outline is published.
Subject outlines can be republished at any point in time, even after the session has commenced. At any time when a subject outline is published the assessment item details can change, e.g. contain more or less items than the previous version and/or have complete new assessment items in place of the old items.
Publishing a new version of a subject outline has two potential implications in ASSIST;
Example of new subject outline
EASTS notifications should be turned off for any subject offering that uses ASSIST. ASSIST will send upcoming assessment reminders to students, as well as late assessment reminders.
Due to system limitations in EASTS, ASSIST will not update EASTS with the current agreed submission date for an assessment item. If EASTS notifications are not turned off a student may receive a late submission notification from EASTS, where in fact they have a different agreed submission date in ASSIST.
For ASSIST to be able to match the marks given for a student in GradeCentre the column in GradeCentre that records the mark (not the grade) for the assessment item, have to have the exact same title as the assessment item in the latest published subject outline. The only fields available to match assessment items between the systems is title and % value the item contributes to the overall grade. Hence it is very important that the title is the same as what is used in Subject Outline.
In the cases where an exact match cannot be found, ASSIST will generate a daily bulk email to the OSA@csu.edu.au inbox, listing the items that were unable to be matched.
ASSIST will only calculate recommended penalties, it will not apply penalties in any way.
The student will start incurring a penalty count in ASSIST where;
ASSIST calculates the end of the submission day as anything after 11:59 pm AEST.
|Recommended Submission Date||Agreed Submission Date||Actual Submission Date||Penalty (days)||Comment|
Submitted on Agreed Submission Date
Submitted one day after Agreed Date and after the Auto Approval window
No penalty as submitted within the Auto Approval Window even though after Agreed Submission Date
No penalty as submitted within the Auto Approval Window
Student submitted on the Agreed Submission Date
Student submitted 3 days after the agreed submission date and after the Auto Approval window
Student submitted within the Auto Approve window
Student submitted on the Recommended Submission Date
Student submitted 3 days after Agreed Submission date and was not in the Auto Approval window
Student submitted 1 day after Agreed Submission date and was not in the Auto Approval window
ASSIST will allocate access to the system based on roles from ACSES. The system will grant access to staff allocated to the Subject Coordinator and Other Teaching Staff roles in ACSES. If ACSES is updated with new persons in these roles, the new permissions will be integrated into ASSIST and overwrite any previous permissions.
All Academics assigned to a subject offering as Other Teaching Staff can process requests and review student related information. Only Subject Coordinators can update the approval windows for a subject offering and will receive notifications from the system.
Only Subject Coordinators can update the approval windows for a subject offering and will receive notifications from the system. This is sourced from ACSES.
Exams are not available for flexible requests in ASSIST at this stage. This may be assessed at a later date.
This could be caused by one of the following;
Specific assessment details from Subject Outline are not held in Special Considerations, only a free text field is provided for the student to enter assessment details. One Special Consideration request may also be relevant to more than one assessment, what is put into this free text field from the student is very diverse. This makes it impossible for the system to automatically match an approved Special Considerations assessment extension to an assessment in ASSIST, which uses assessment items from Subject Outline. All relevant approved Special Considerations extensions are fed into ASSIST and matched to the student and subject, the Academic is required to map these to the relevant assessment/s in ASSIST in order to update the Student’s calendar.
Any Special Considerations requests will appear in the Review Requests for Submission Dates menu along with all other ASSIST date change requests. Academics can easily map to an assessment/s from here.
It is a future consideration to update Special Considerations to use assessment items from Subject Outline so approved requests can be automatically matched and updated in ASSIST.
Students will receive notifications reminding them of an upcoming assessment submission due date at the intervals specified for each subject when Subject Coordinator sets up the subject for flexible assessment, e.g. the Subject Coordinator can setup a subject so students receive a reminder 14 days, 7 days and 1 day before a submission is due.Where the subject is assigned an OSA, then the email will reflect as being sent from the OSA. Where the subject is not assigned an OSA: where the subject only uses the flexible assessment feature in ASSIST, the email will reflect as being sent from the Subject Coordinator.
For Academics, only Subject Coordinators will receive notifications from the system for new and waiting date change requests submitted by students.
Your subject will need to be flagged as active for flexible assessments in ASSIST. Contact email@example.com o request your subject be included.
Setup of a new OSA or OSA group should be handled by the system administrator only. Contact firstname.lastname@example.org to process your request.
Create a DIT ticket via Cherwell or the Support Desk to: create the new OSA group OR be assigned a person to that OSA group OR assign what subjects will be assigned to the OSA Group.
Internal logic for assigning a Primary OSA to a student:
How to manage the assignment of a Primary OSA to a student via an OSA group:
An OSA group is created and managed in ASSIST by the either a business or system administrator or administrators can assign to a group:
An OSA group can have
An OSA can:
A subject offering:
A student with one or more active subject enrolments in any ASSIST participating subject offering is assigned to an OSA group, if at least one of these ASSIST participating subject offerings are assigned to an OSA group. ASSIST uses this assignment of a student to an OSA group to identify the Primary OSA for the student.
A student can only be assigned to one OSA group at a time. (See Student group allocation rules below):
ASSIST uses the primary OSA concept to establish the personalised support relationship between Charles Sturt and the student. See student group allocation rules below on how ASSIST determines which OSA group a student is assigned to.
ASSIST refers to the Primary OSA as the OSA that is currently assigned to the OSA group to which the student belongs.
ASSIST will indicate a student’s primary OSA as Unassigned when either
ASSIST refers to the OSA for the subject, as the assigned OSA for the OSA group to which the subject offering is assigned.As seen in the student group allocation rules only one of the student subject offering enrolments will afford them an OSA group allocation. (aka their primary group) Where a student has enrolments in other subject offerings that might be assigned to an OSA group that is not their primary group, ASSIST refers to the OSAs for these groups as the student’s alternative OSA . These OSAs might contact the student in relation to their specific subjects, but ASSIST do not consider these OSAs as the primary OSA for the student.
The student group allocation rules run every night to allocate students to OSA groups:
Once student is assigned to an OSA group they will remain in that group unless:
ASSIST uses the first relevant subject enrolment for the student to determine which group the student is assigned to. ASSIST assigns the New OSA flag when a student is:
ASSIST has a number of settings that affect actions and assessment settings in the system. Some settings are called global settings that are defaulted to subjects, in most cases these settings can be overwritten by the subject coordinator when setting up flexibility for assessments and subjects. Below is a list settings that should be checked before the start of a session
Auto approve window
Start A number of days before recommended submission date.
End B number of days after the recommended submission date
Academic approve window
Start X number of days before recommended submission date.
End Y number of days after the recommended submission date.