Following a change in our Turnitin licence we now have the ability keep submitted work, marks and feedback in Turnitin live within Blackboard for up to 5 years from the creation of the Blackboard, rather than having to download them outside of Blackboard.  We are calling this concept ‘archiving in situ’ and it is done by extending the Turnitin Due date on a Draft submission point within each module Blackboard and adding a notice for staff to this effect.

A pilot of ~170 18/19 and 19/20 modules within the former School of Humanities showed this is more efficient than downloading from Turnitin (factoring in the extra set up steps required in each module Blackboard) and Turnitin have confirmed the information within them will be accessible for the University’s required retention period.  

PLEASE NOTE: Archiving Turnitin in situ REQUIRES ACTION – you cannot simply leave each Blackboard as is.  See instructions below.

Archiving in situ is OPTIONAL, however ONLY AS AN ALTERNATIVE to downloading and archiving offline.  Course teams can decide which is preferable but must do one or the other to meet retention requirements.

Instructions to archive Turnitin in situ – for each Blackboard with marked Turnitin submissions:

1. Work out the ‘archive until’ date for the Blackboard
   To meet University retention requirements[1] it is recommended to set this to be the end of January of the calendar year after students are expected to complete the programme.  For example, for a 2020/21 Year 3 Blackboard this will be Jan 31^st 2022, then Jan 31^st 2023 for Year 2 Blackboard and January 31^st 2024 for a Year 1 Blackboard.
   See also instructions below for students not expected to complete the programme on time.
   
2. Set the DUE date on a DRAFT Turnitin submission point in the Blackboard to the archive until date
   This ensures that no Turnitin submission point within the Blackboard ‘expires’ before that date and the work, marks and feedback will remain live for access until then.
   Important: only change the Due date – not the Post date – and only on a student Draft (self-check) submission point – never for any with marked work.  If you cannot do this on a draft submission point, create a new one called ‘For Archiving’ and set its Due date to the archive until date (this should be a rare exception).
   
3. Post a STAFF-ONLY notice to say Turnitin is archived and not to change any Turnitin settings or Roster Sync
   See below for a suggested template message.
   The message should include the archive until date and must be clearly visible on the first page you see in the Blackboard (this should be the Welcome page).
   Ensure only staff can see the message because students can still access the Blackboard themselves.  Contact your Digital Academic Developer for advice.
   
4. Continue to download work and feedback for students not expected to complete the programme on time
   Where a student is not expected to complete before the archive until date, for example if they have interrupted, have a year abroad or are repeating a year; you need to continue to manually download for them.

[1] See Retention schedule for documents related to student administration, examinations, validation and review, available from Quality and Standards web pages

Suggested message for staff to add to first page in Blackboard

ATTENTION STAFF:
THIS BLACKBOARD IS IN ARCHIVE MODE – DO NOT MAKE CHANGES TO TURNITIN.
This has been specifically configured to retain submitted work, marks and feedback within this Blackboard until <INSERT ARCHIVE UNTIL DATE HERE> – the period required by the University retention schedule.

FROM NOW ON YOU MUST NOT MAKE ANY CHANGES TO THE SET UP OF ANY TURNITIN SUBMISSION POINTS IN THIS BLACKBOARD, NOR USE TURNITIN’S ‘ROSTER SYNC’ FACILITY, OTHERWISE STUDENTS’ SUBMITTED WORK, MARKS AND FEEDBACK MAY BE LOST FROM THIS ARCHIVE.

Students can continue to access their work and feedback until the archive until date.

The following guidance is for a non Standard set up, in cases where the Assignment type does not meet Turnitin’s requirements in order to be able to generate a Similarity Report, but where possible will attempt to return a report. If you decide to use this set-up please be mindful that Turnitin may only return a report for some of the submissions which would cause inconsistency and disparity.

If you are needing to set up this type of Draft Turnitin Assignments to support Anonymous Marking please first follow the steps below and then refer to the additional steps guidance to make the specific changes needed.

• DRAFT Turnitin Assignment Set-Up for Anonymous Marking additional steps

In the fields displayed edit / enter:

Assignment title: DRAFT Submission Point ‘X’
Point Value: 0
Select the radio button Allow any file type
Start Date: This date should be from the point the first assessment brief is given to students.
Due Date: This is the date should be at the point at which the last assessment is submitted for the module including reassessment (usually at the end of the academic year).
Post Date: You can select any date after the date you entered for the Due Date.

Select Optional Settings:

Amend the special instructions area as appropriate, for example adding Tutor contact details and edit the text about generating a Similarity Report, as this set-up may not be able to generate a report for every submission:

Finally, ensure remaining settings are exactly as follows;

Allow submissions after the due date? No
Generate Similarity Reports for submissions? Yes
NOTE: Although YES has been selected be mindful that if the submission does not meet the Turnitin Requirements, Turnitin may not be able to return a report for every submission which would cause inconsistency and disparity.

Generate Similarity Reports for student submission: immediately (can overwrite reports until due date)
Exclude bibliographic materials from Similarity Index for all papers in this assignment? No
Exclude quoted materials from Similarity Index for all papers in this assignment? No
Exclude small sources? No
Allow students to see Similarity Reports? Yes
Reveal grades to students only on post date? Yes
Enable anonymous marking? No
Submit papers to: no repository
Search Options: tick all 3 options

Once the above steps have been completed, and your Turnitin Assignments support Anonymous Marking please follow the link below for the additional steps required:

• DRAFT Turnitin Assignment Set-Up for Anonymous Marking additional steps

The following guidance is for a non Standard set up, in cases where a Similarity Report is not needed or where the Assignment type does not meet Turnitin’s requirements in order to be able to generate a Similarity Report.

If you are needing to set up your Draft Turnitin Assignments to support Anonymous Marking please first follow the steps below and then refer to the additional steps guidance to make the specific changes needed.

• DRAFT Turnitin Assignment Set-Up for Anonymous Marking additional steps

Draft submission points must be open from the point at which the assessment brief is given to students and remain open for the duration of the module.

In the fields displayed edit or enter:

Assignment title: DRAFT Submission Point ‘X’
Point Value: 0
Select the radio button Allow any file type
Start Date: This date should be from the point the first assessment brief is given to students.
Due Date: This is the date should be at the point at which the last assessment is submitted for the module including reassessment (usually at the end of the academic year).
Post Date: You can select any date after the date you entered for the Due Date.

Select Optional Settings:

Amend the special instructions area as appropriate, for example adding Tutor contact details, and removing the text about generating a Similarity Report:

Finally, ensure remaining settings are exactly as follows;

Allow submissions after the due date? No.
Generate Similarity Reports for submissions? No.

The following options, up to ‘Reveal Grades to Students…’can be ignored as we have selected ‘No’ to generating a Similarity Report:

Generate Similarity Reports for student submission: can be ignored.
Exclude bibliographic materials from Similarity Index for all papers in this assignment? can be ignored.
Exclude quoted materials from Similarity Index for all papers in this assignment? can be ignored.
Exclude small sources? can be ignored.
Allow students to see Similarity Reports? can be ignored.

Then select the following settings:

Reveal grades to students only on post date? Yes.
Enable anonymous marking? No
Submit papers to: no repository

Search Options: can be ignored

Then select Submit, wait a few seconds and then select OK.

Once the above steps have been completed, and your Turnitin Assignments support Anonymous Marking please follow the links below for the additional steps required:

• DRAFT Turnitin Assignment Set-Up for Anonymous Marking additional steps

The following guidance is for a non Standard set up, in cases where the Assignment type does not meet Turnitin’s requirements in order to be able to generate a Similarity Report, but where possible will attempt to return a report. If you decide to use this set-up please be mindful that Turnitin may only return a report for some of the submissions which would cause inconsistency and disparity.

If you are needing to set up your After Deadline Turnitin Assignments to support Anonymous Marking please first follow the steps below and then refer to the additional steps guidance to make the specific changes needed.

• AFTER DEADLINE Turnitin Assignment Set-Up for Anonymous Marking additional steps

In the fields displayed enter:

Assignment title: Enter ‘AFTER DEADLINE Submission’ followed by the name of the assessment
Point Value: Usually 100
Select the radio button to Allow any file type
Start Date: Opens 1 minute after the deadline (Due Date) of the FINAL (on time) submission point.
Due Date: This is 5 weeks minus 1 day, after the original assessment deadline and the time should be set at 2pm.
Post Date: This is the date that any feedback and grades are automatically released back to the students, which needs to be a minimum of 24 hours after the Due Date. If there is a need to extend the Post Date (e.g. allow more time for marking) the Post Date needs to be changed before the original Post Date passes.

IMPORTANT: If you later change the Post date after it has passed
To avoid undesired early visibility of grades, you must ensure the Turnitin option ‘Reveal grades to students only on Post date?’ is set to Yes.

Select Optional Settings:

Amend the special instructions area as appropriate, for example adding Tutor contact details, and edit the text about generating a Similarity Report, as this set-up may not be able to generate a report for every submission and/or whether and when digital feedback will be provided via Turnitin:

Finally, ensure remaining settings are exactly as follows;

Allow submissions after the due date? Yes
Generate Similarity Reports for submissions? Yes
NOTE: Although YES has been selected be mindful that if the submission does not meet the Turnitin Requirements, Turnitin may not be able to return a report for every submission which would cause inconsistency and disparity.

Generate Similarity Reports for student submission: immediately first report is final
Exclude bibliographic materials from Similarity Index for all papers in this assignment? No
Exclude quoted materials from Similarity Index for all papers in this assignment? No
Exclude small sources? No
Allow students to see Similarity Reports? Yes
Reveal grades to students only on post date? Yes
Enable anonymous marking? No
Submit papers to: standard paper repository
Search Options: tick all 3 options

Then select Submit, wait a few seconds and then select OK.

Once the above steps have been completed, and your Turnitin Assignments support Anonymous Marking please follow the links below for the additional steps required:

• AFTER DEADLINE Turnitin Assignment Set-Up for Anonymous Marking additional steps

The following guidance is for a non Standard set up, in cases where the Assignment type does not meet Turnitin’s requirements in order to be able to generate a Similarity Report, but where possible will attempt to return a report. If you decide to use this set-up please be mindful that Turnitin may only return a report for some of the submissions which would cause inconsistency and disparity.

If you are needing to set up this type of Final Turnitin Assignments to support Anonymous Marking please first follow the steps below and then refer to the additional steps guidance to make the specific changes needed.

• FINAL Turnitin Assignment Set-Up for Anonymous Marking additional steps

In the fields displayed edit or enter:

Assignment title: Enter ‘FINAL Submission’ followed by the name of the assessment.
Point Value: Usually 100.
Select the radio button for Allow any file type.
Start Date: This date should be at least two weeks before the Due Date.
Due Date: This is the date the assessment is due and the time should be set at 2pm.
Post Date: This is the date that any feedback and grades are released back to the students, usually 15 working days / 3 weeks. If there is a need to extend the Post Date (e.g. allow more time for marking) the Post Date needs to be changed before the original Post Date passes.

IMPORTANT: If you later change the Post date after it has passed
To avoid undesired early visibility of grades, you must ensure the Turnitin option ‘Reveal grades to students only on Post date?’ is set to Yes.

Select Optional Settings:

Amend the special instructions area as appropriate, for example adding Tutor contact details, and edit the text about generating a Similarity Report, as this set-up may not be able to generate a report for every submission and/or whether and when digital feedback will be provided via Turnitin:

Finally, ensure remaining settings are exactly as follows;

Allow submissions after the due date? No.
Generate Similarity Reports for submissions? Yes
NOTE: Although YES has been selected be mindful that if the submission does not meet the Turnitin Requirements, Turnitin may not be able to return a report for every submission which would cause inconsistency and disparity.

Generate Similarity Reports for student submission: on due date
Exclude bibliographic materials from Similarity Index for all papers in this assignment? No
Exclude quoted materials from Similarity Index for all papers in this assignment? No
Exclude small sources? No
Allow students to see Similarity Reports? Yes
Reveal grades to students only on post date? Yes
Enable anonymous marking? No
Submit papers to: standard paper repository
Search Options: tick all 3 options

Once the above steps have been completed, and your Turnitin Assignments support Anonymous Marking please follow the link below for the additional steps required:

• FINAL Turnitin Assignment Set-Up for Anonymous Marking additional steps