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 31st 2022, then Jan 31st 2023 for Year 2 Blackboard and January 31st 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.