Assignment Minder Policy - Staff

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Assignment Minder will provide security for student's work and streamline the collection and distribution process for both staff and students. The Service will be co-located with the Student Computing Help Desks at Carseldine, Kelvin Grove and Gardens Point campuses, and with the library at Caboolture campus.

Procedure

The Assignment Minder system is linked to the University student records database and is able to electronically track all assignments for any unit code throughout the assignment submission process. Assignment Minder does not process 3-D assignments. The four-phase procedure is as follows:

(1) Hand In

• The use of Assignment Minder for subjects will be determined by the lecturer.
• The student hands in an assignment to a staff member at the Assignment Minder desk.
• The assignment will be in a (reusable) document wallet with a completed Assignment Submission Form secured to the front (the form is available from the BlackBoard unit code website).
• The student is required to produce their Student Card (or student number), which is scanned into the system, along with the bar code number identifying the submission form.
• The assignment is time and date stamped and then secured in a storeroom awaiting the next phase.
• The student will get an email receipt to confirm that Assignment Minder has received their assignment.
• Assignments may not be submitted:
• directly to lecturers
• fax
• post
• email
• assignment boxes
• school offices
• Students may submit assignments at any campus; however they must collect their marked assignments from the campus at which they are enrolled for the unit.
• Assignments are considered submitted when their receipt has been recorded on the Assignment Minder computer system.

(2) To Marker

• Using the Assignment Minder System, a service staff member will sort the assignments into batches ready to be distributed to the markers.
• Batches are compiled using the Unit Code and Assessment number from the assignment form and tagged electronically to the name of a marker previously entered into the system.
• Batches are then delivered to the markers nominated by the Unit Coordinator.
• A batch report detailing the names, student numbers and the date and time the assignment was submitted is given to the marker.

(3) From Marker

• The marker enters the mark on the Assignment Submission Form and returns the batch to the Assignment Submission Service.
• Service staff scan each assignment bar code into the system for which the system generates an assignment return number, and which is then stamped onto the assignment form.
• The assignment is then filed using that return number and the student is automatically emailed by Assignment Minder, notifying them of the return number and that their assignment is ready for collection.

(4) Returning

• Assignments may be collected upon receipt of an email from Assignment Minder indicating that the assignment has been returned from the marker.
• When the student comes to the Service to pick up the assignment, he or she is again asked to produce their Student Card or number.
• This is scanned into the system, which produces a list of all this student.s assignments awaiting collection.
• Service staff identify the assignment and its location in the filing system by the return number displayed.
• The barcode number on the assignment is rescanned into the system and the document, still in its manila envelope, is then released back to the student.
• Assignments will be held by the service for six months only, after which time they will be shredded for disposal.

Locations and Hours of Operation

Hours and locations can be found at www.am.qut.edu.au/about/hours.php

Contact Details

Please see www.am.qut.edu.au/staff/contacts.php

Guidelines for Academic Staff

This policy applies to all units using Assignment Minder at Carseldine, Kelvin Grove, Gardens Point and Caboolture campuses, to all staff teaching those units and to all internal students undertaking those units.

1. When the student is undertaking a placement interstate or overseas, he or she may apply to the Coordinator prior to commencing the unit, for exemption from personal submission of assignments. In these cases, the Coordinator will advise the service of the arrangement. The Coordinator will assume responsibility for management of assignments.
2. At the commencement of each semester, Unit Coordinators will be asked to specify the number and type of assessments, as well as the markers for each unit, using the Unit Coordinators Form (available from www.am.qut.edu.au).
3. Assignments will not be released back to students without proper identification. A proxy nominated via the online system (available at www.am.qut.edu.au under the student menu option) will be required to produce the student identification card or student number to collect the assignment.
4. Assignments can not be delivered to staff pigeon holes as this is not secure. A secure room with staff only access must be used.
5. When setting due dates for assignments, set a date only and no time.
6. Lecturers should not hand students back their assignments in class as the return will not be recorded in the system. Students will need to collect their assignments before class directly from Assignment Minder.
7. For not A4 assignments, lecturers must nominate what students should submit their assignments in. Tubes are difficult to manage and should be avoided if possible.
8. After marking, assignments must be returned to Assignment Minder with their form, and in their correct container.
9. For queries about Assignment Minder email qut.assignments@qut.edu.au or contact Nicky McCallister on 3138 2023 or email n.mccallister@qut.edu.au.