WISEflow Guide for the Manager

Version2.6.0

TableofContents

THEFLOWOVERVIEW..........................................................................................................................1

CREATINGAFLOW...............................................................................................................................2FLOWTYPES.................................................................................................................................................2

SETTINGUPTHEFLOW.........................................................................................................................31.BASICSETTINGS........................................................................................................................................32.TOBEHANDEDOUT...................................................................................................................................53.COVERSHEET...........................................................................................................................................74.ASSOCIATES.............................................................................................................................................95.COMBINE...............................................................................................................................................106.ADVANCED............................................................................................................................................11

PARTICIPANTS....................................................................................................................................12HOWDOIADDPARTICIPANTSTOAFLOW?......................................................................................................12HOWDOIASSIGNASSESSORSTOAFLOW?......................................................................................................13

MANAGEGROUPS..............................................................................................................................14

OTHERFEATURES...............................................................................................................................15NOTIFICATIONSANDMESSAGES.....................................................................................................................15

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Manager:Howtogetstarted

TheFlowOverviewTheManagerroleisdesignedforpeoplewhocreateandmanageexamsandwhoareresponsiblefortheadministrativetasksassociatedwithexams.Intheroleofmanager,youdeterminewhenanexamwilltakeplace,inwhatformattheexamwillbeconducted,andwhatusergroupswillbeassociatedwiththeexamintermsofparticipants,assessors,reviewers,proctors,etc.

ThefrontpageoftheManagertabistheFlowOverview,whichlistsalltheflowsyouaremanaging,whetheryouhavecreatedthemyourselforbeenassignedasco-manager.Intheflowoverview,youcanseedetailsoftheflows,i.e.title,participationperiod,flowstate,andthenumberofparticipantswhohavehandedintheirsubmissions.Whenclickingonaflow,youaretakentotheflow’sfrontpage,andthisiswhereyoucanedittheflow.

Thebutton"ManagerArchive"totherightcontainspreviousflowswhicharenolongeractive,butwhicharestoredincaseyouneedtoextractinformationfromthem.

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Creatingaflow1. Tocreateaflow,click"Create"intheupperrightcorner.2. Selecttheflowtypethatsuitstheneedsfortheexam.3. Selectflowpurpose.

FlowtypesFLOWassign:Themanageruploadstheexamassignmentfortheparticipantstoviewordownload.TheparticipantsanswertheassignmentanduploadtheirsubmissionsasPDFwithinthegiventimeframe.Thisflowtypeissuitableforsmallerandlargerassignments,whereparticipantsanswerfromhomeoron-sitewiththeuseofaids.

FLOWhandin:Thisflowtypeisdesignedforexamsthatrequireparticipantstouploadmultimediafilesasapartoftheirsubmissions.Withthisflowtype,participantsareabletouploadmanydifferentfileformats,e.g.videoandaudiofiles.TheFLOWannotatemodulehaslimitedfunctionalitywiththisflowtype.

FLOWlock:Designedforon-siteexams.Thisflowtypeutilizesasecurebrowserthatpreventsparticipantsfromaccessingwebsites,applications,orotheraidsontheircomputersduringanexam.

FLOWoral:Designedfororalexamswhereparticipantsandassessorsmeetfacetoface.Thisflowtypefacilitatestheexambyallowingthemanagertodistributeparticipantsintoexaminationperiodsandbyprovidingaplatformwhereassessorscanwritenotesandfeedbackandgradeparticipants.

FLOWmulti:Designedformultiplechoicetestsbasedoninteractiveactivities.Themanageruploadsanactivitymadeupofvariousinteractivequestionsfortheparticipantstoanswer.ThisflowtypecanutilizetheFLOWlockbrowsertopreventtheuseofaids.

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SettinguptheflowYouhavenowcreatedtheflow,whichmeansthatitisvisibleintheFlowOverviewunderthemanagertab.Theflowisnotyetactivatedandisthereforenotvisibletoparticipantsorassessors.Beforeyouactivatetheflow,youneedtosetuptheflowdetails,whichisdonethroughthegreentabsundertheflowtitle,startingwithBasicSettings.

1.BasicSettingsBasicsettingsiswhereyousetuptheformatoftheflow.

1:Thefirstquadrant,calledBasicinformation,containsvariousstraightforwardfields:youcanviewtheflowtype,setthesubtitle,andtypeintheSIScode.Youcanalsoselectthetermoftheexam,whichisimportantforintegratingtheflowwiththird-partyadministrativeplatforms:

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2:UnderDeadlines,theparticipationandassessmentperiodsareset.Theparticipationperiodistheperiodoftimeduringwhichtheparticipantscanaccesstheexamassignmentandsubmittheiranswers.Theassessmentperiodistheperiodoftimeduringwhichtheassessorscanassessthepapershandedinandsubmitgrades.Whentheassessmentperiodends,thegradeswillautomaticallybeexportedtoSISifthisoptionhasbeenactivatedunderthetabAdvanced.IfthemanagerhascheckedtheoptionofshowingthegradestotheparticipantinWISEflow,thegradewillbevisiblewhentheassessmentperiodends.

3:Detailscontainsdifferentfieldsdependingonthetypeofflowyouhavecreated.HereisanexamplewithFLOWassign:

• Anonymousparticipants:Thisfieldallowsyoutoselectwhetheryouwanttheparticipantsontheflowtobeanonymousand,ifso,whichidentificationmethodtouse(FlowID,UNI-C,CPR).

• Anonymousinternalassessors:Determinewhetherthenamesoftheinternalassessorsshouldbevisibletoparticipants.

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• Participantsareallowedtouploadappendixmaterial:Checkthisboxtoallowparticipantstouploadmaterialinanyformattosupporttheirpapers.

• Individualassignments:Thisfeatureallowsyoutodistributeindividualassignmentstoeachparticipantwhilethegeneralassignment(ifuploaded)willstillbevisibleandaccessibletoallparticipants.

• Registerfinalassessment:Thisfeatureprovidesanextracolumnforassessorstogivetheirfinalassessmentofeachparticipant(usedwhenWISEflowisusedtodistributeandarchiveassessments).

• ECTS:DeterminetheamountofECTSpointstheexamisworth.• Assessmenttype:Selectthetypeofassessmentorgradingscaletobeusedbyassessorswhen

gradingtheexam.• Grouptype:Ifyouwanttheparticipantstohandinassignmentsingroups,youcandecideifthey

shouldhandinoneassignmenteachoroneassignmentcollectively.

4:UnderCurriculum,youcanaddfilesandlinksforparticipantstoaccessassoonasyouactivatetheflow.

2.TobehandedoutThistabcontainsoptionsaboutthematerialthatistobehandedoutordistributedtoassessorsandparticipantswhentheflowisactivated,orwhentheparticipationperiodbegins.

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1. Assignment

Theassignmentisthedocumentthatdescribeswhattheparticipantsshoulddo.Thisdocumentisreleasedwhentheparticipationperiodbegins.Theappendixmaterialaredocumentsthatsupporttheassignmentdocument,e.g.tables,figures,articles,etc.Thesearereleasedalongwiththeassignment.

2. Additionalmaterial

Additionalmaterialcantaketheshapeoflinksandfiles,andthesewillbeavailablewhentheflowsisactivated.Youcandetermineifthegivenmaterialshouldbeavailabletoparticipantsorassessorsorbothbycheckingthecheckboxesadjacenttotheusergroups.

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3.CoversheetThecoversheet,sometimescalledfrontpage,isinsertedasthefirstpageofaparticipant'ssubmission.Thispagecontainstheformalandadministrativepiecesofinformationthatareusedforprocessingandassessingthesubmissions.Someoftheinformationonthecoversheet,e.g.participantinformationandflowdetails,arefilledinautomatically,andsomeoftheinformationhastobeenteredmanuallybytheparticipant.

1. Youdecidewhatinformationyouwantdisplayedonthecoversheetbyselectingandaddingfieldsfromthedropdownmenu.Thesefieldsarefilledinbytheparticipantsbycheckingcheckboxesorbytypingininformation.

2. Thecoversheetcanbepreviewedbyclicking"Previewthecoversheet".

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Thepreviewlookslikethis:

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4.AssociatesHereyoucanaddpeoplewhoareassociatedwiththeflowaccordingtotheirroles:

Internalassessorsarethepeoplefromwithintheinstitutionresponsibleforassessingandgradingtheparticipants’submissions.

Externalassessorsarethepeoplefromoutsidetheinstitutionwhoassessandgradetheparticipants’submissions.

Reviewersarepeoplewithaccesstotheassessmentsbutwithoutpermissiontogivegrades.Reviewersareusefulifyouwantsomeonetomonitortheassessmentprocessandthequalityoftheexam.

Authorscreatemultiplechoicequestionsandgeneralassignments.Byaddingauthorstoaflow,youallowthemtouploadquestionsandassignmentsandtherebydeterminewhattheparticipantsareaskedtodo.Inotherwords,youwillberesponsibleformanagingtheexamanditsformalities,whiletheauthorswillberesponsibleforwritingtheacademicexamassignment.

Proctorsarethepeoplepresentaton-siteexamstoassistandmonitortheparticipantsduringtheexam.Proctorsareequippedwiththeproctorpassword,whichisnecessaryforopeningtheproctormenuintheFLOWlockbrowserandneededwhenaparticipantislateorwishestohandinearly.

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Managerscanbeaddedtoassistyouintheadministrationofanexam.Co-managershavethesamerightsasyou,buttheycannotremoveyouasmanager.

5.CombineFLOWcombinemakesitpossibletocombinetwoormoreexamsinasequence.Youcansetanaccessrequirementsothatonlyparticipantswhogetacertaingrademoveontothenextflow.Incaseofanaccessrequirement,theparticipantscanonlyseethefirstflowinthesequenceandwillbetransferredautomaticallytothenextflowwhentheassessmentperiodforthefirstflowends.Theassessorsmustbetransferredmanually,andtheycanseealltheflowstheyareassignedto.FLOWcombinecanbeusedforbothprovisionalandformalflows,buttheaccessrequirementworksonlyonformalflows.Youcancombineflowsofanytype,evenflowswithdifferentgradingscales.Whenyouhavecreatedyourflow,press"addtoseries".

Theexamplebelowisacombinedflowseriesconsistingof3flows,wheretheparticipantsmustgetagradeof7ormoreinthefirstflowtobetransferredtothesecondflow,whereasnominimumgradeisrequiredtoenterthethirdflow:

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6.AdvancedThetabAdvancedcontainsflowtypesettingsandadvancedsettings.

1. Allowinternalassessorstouploadmaterial:Thisallowsinternalassessorstouploadassignmentsandextramaterialtoparticipantsbeforetheparticipationperiodbegins.

2. Instantassessmentexport:Thiswillsendassessmentstothird-partystudyadministrativesystemsassoonasassessorshaveregisteredtheirfinalassessmentsofparticipants.Thisfeaturemaynotbeavailableonalllicenses.

3. Permissiontohandinlate:Allowparticipantstohandintheirassignmentsanumberofminutesaftertheparticipationperiodhasended.

4. Nowithdrawalofpaper:Preventparticipantsfromwithdrawingtheirsubmissions.Thisboxmustbecheckedforthenextfeaturetofunction:

5. Individualassessmentperiodathandin:Ifthisboxischecked,individualassessmentperiodswillbeginassoonastheindividualparticipantshavehandedintheirassignments.Thismeansthatassessorsdonothavetowaitforthegeneralparticipationperiodtoendtostartassessment,butthattheycanstartassoonastheindividualparticipantshavehandedintheirassignments.Thisfeaturemaynotbeavailableonalllicenses.

6. Belowisanintroductiontotheconfigurationofindividualassessmentperiods.

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1. Lengthofbufferperiod:Manyparticipantshandintheirassignmentsclosetotheendofthegeneralparticipationperiod.Thebufferperiodistheamountoftimebeforetheendofthegeneralparticipationperiodwheretheassessorswillnotreceivenotifications.

2. Lengthofindividualassessmentperiod:Asthenamesuggests,thisislength(indays)oftheindividualassessmentperiods.

ParticipantsandassessorsHowdoIaddparticipantstoaflow?Whenyouhavecreatedaflow,youcanaddparticipants.Participantsarestudentsorotherpeoplewhomustanswertheexamassignment.

Whenyouclick"Addparticipants",yougetapopupwithtwooptions:

1. Addparticipantsoneatatimebysearchingforname,email,orUserID.2. Addparticipantsseveralatatimebysearchingforemail,CPR,UNI-C,orIDs.

Intheexamplebelow,participantsareaddedoneatatimebysearchingforthenameoftheuser(inthiscase"test")andclickingthegreenplusbuttonontherighttoaddthegivenparticipant.

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TheparticipantsarenowvisibleintheParticipantoverviewinthebottomofthescreen.Hereyoucanseevariousinformationabouttheparticipantsandedittheirindividualparticipationperiods.

HowdoIassignassessorstoaflow?WhenyouhaveaddedassessorstotheflowunderthetabAssociates,youcanassignthemtoparticipantsbyclickingthegreen"Assignassessors"button.Thisbringsupthefollowingscreen:

1. Listofinternalassessors(noneonthisflow)2. Listofexternalassessors,inthiscaseonlyone:Jonas.3. Byclickingthegreenspeechbubblenexttoanassessor,allparticipantsvisiblewillbeassigned

tothisassessor,eventheparticipantswhohavealreadybeenassignedtootherassessors.ClickingtheredXbuttonwillremoveallparticipantsfromthisassessor.

4. Theblueeye-icontogglestheparticularassessor'scolumnintheparticipantoverview.5. Youcanhideparticipantswhohavenothandedinorparticipantswhoaredeactivatedforone

reasonoranother.6. Theparticipantoverviewlistsalltheparticipantsaccordingtothefiltersyouhaveselectedand

theassessorthathasbeenassignedtothem.

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7. Clickonaparticipantunderthecolumnoftheassessortowhichyouwishtoassigntheparticipant.

8. Inthedropdownmenu,youcanfilterparticipantsandexportdatatoCSV.

ManagegroupsIfaflowrequiresparticipantstoformgroups,youcanclickthegreen"Managegroups"buttontobringupthescreenbelow.

Ontheleftisthelistofparticipantsontheflow.Ontherightisthelistofgroupsthathavebeencreatedandtheparticipantsineachgroup.

1. Draganddropparticipantsfromthelistonthelefttothedesiredgroupontherightbypullingthegreyhandlenexttoaparticipant'sname.

2. Click"Assignequally"toautomaticallydistributeallparticipantsatoncetooneoftheexistinggroups.

3. Byclickingthe"Reset"button,allparticipantswillberemovedfromtheirgroupsandputbackintothelistonthelefttobedistributedonceagain.

4. Clickthegreen"Addgroup"buttontoaddanewgroup

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5. Ifyouwishtoeditagroupthathasalreadybeencreated,simplyclickthe"menu"button.

OtherfeaturesWhenmanagingaflow,youwillfindamenuintheupperrightcornerofthescreenconsistingoffourbuttons.

1. Activateflow:Theflowiscreated,butnotyetactivated,whichmeansthatnoonebutyou(andco-managers)canseetheflow.Whentheflowisactivated,itwillbecomevisibletoallassociates.Notethatassociatescanseetheflowbutnotaccessitscontentbeforetheirrespectiveperiodsbegin(participationandassessmentperiods).

2. The"Summarizeflow"buttongivesyouaquickoverviewoftheflow.Thisisusefulwhenyouwanttomakesurethatalldetailsareinplace.

3. The"Notifications"buttonopensthemessagecenter,whichwillbeintroducedbelow.

NotificationsandmessagesThemessagecentergivesyouanoverviewofthenotificationsthatwillbesent,towhom,andwhen.Allassociatesonaflowwillreceivetheirrespectivenotificationsunlessnotificationshavebeendisabledin

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auser’ssettings.Notificationsaresenttoassociates'contactemails.Thestandardnotificationscannotbeeditedorremoved,butyoucancomposeandsendanewone,e.g.ifyouwishtoinformagroupofassociatesaboutchangesmadetoaflow.Thisisdonebyclickingthe"Composenotification"buttonintheupperrightcornerofthemessagecenter.

Whenwritinganotification,thefirstthingtodoistowritethemessageitselfinthecenterofthescreen.Youmustthenselectthetargetgroupsbelow,inthisexample"Participants".Thisisallthatisneededforyoutosendanotification,butonemoreoptionisavailable;thedynamicfields.DynamicfieldsarefieldsthatwillbefilledoutautomaticallybyWISEflowtomatchthegivencontext.Thefield"Flowtitle"willautomaticallywritethetitleofthegivenflow,andthefields"firstname(s)"and"surname"willautomaticallywritethenameofthereceiver.Likewise,thefieldscontainingdateswillautomaticallybefilledout.Whenyouhavewrittenthenotification,clickthegreen"Sendnotification"tosendit.