The key formatting requirements are.
Students submitting their dissertations and independent study modules are required to submit an electronic copy (in a single file) to the VLE. Nursing students submitting their Service Improvement Projects and Midwifery students submitting their dissertations are asked to submit an electronic copy to the VLE only.
The assessment guideline will state what the word limit is for each assignment.
The submission dates for all assessments are published before the commencement of each programme or module. These dates are published in the assessment schedule on the student intranet.
The deadline for submissions is normally 4.30pm on the published date (or by the approved individual submission extension date). This deadline is strictly enforced and submission after this point will incur a late penalty in line with University policy, any exceptions to this are on the assessment schedule.
Generally students cannot submit assignments whilst on leave of absence. However, occasionally you may be required to submit and pass assessments during your leave of absence in order to pass progression requirements to return to your next stage. You will be advised of the arrangements before you go on leave of absence.
If you are ill on the day of submission you can submit an assessment. If you choose to do this but you want your illness to be considered as a factor, you must also submit an exceptional circumstances claim. Retrospective late mitigation claims are not normally accepted.
Most summative assessments are now submitted electronically through the VLE site for the module. This is a very simple process and guidance notes are available.
During COVID the department has requested for some modules to submit pre-recorded presentations and vivas. The VLE is only able to handle uploads of 30MB and therefore for audio recordings the module leader may suggest submitting these through the student Deposit Service. ‘Deposit’ can handle the upload of much larger files.
Instructions on using the Deposit Service (PDF , 360kb)
Due to the format of some assessments some other modules across the Department are still submitted in hard copy. See the Hard copy submission section below.
Due to the format of some assessments a small number are still submitted in hard copy eg interview recordings, some large portfolios etc. If the assignment needs to be submitted in hard copy this would normally be indicated on the assessment schedule.
Students are normally required to submit two copies of all assessment work that is submitted in hard copy (with the exception of some portfolios).
All copies must have a completed academic face sheet attached. Academic face sheets are available to collect from the seating area outside the Student Information Service office. It is advisable to collect these in advance of your submission and complete them prior to arrival at the Department.
Hard copy assignments are submitted to the Student Services office on the ground floor of the Seebohm Rowntree Building.
If posting your hard copy assignments you must obtain a Certificate of Proof of Posting and keep this safe until the work has been marked. If your assignment does not arrive by the deadline you will incur a late submission penalty. To avoid the late submission penalty you will need to appeal through the exceptional circumstances process. You would need to provide the Certificate of Proof of Posting as evidence that you had mailed your work in good time for it to be received by the submission deadline. The mailing address is:
Student Information, Guidance and Help Team, Area 1, Seebohm Rowntree Building, Department of Health Sciences, University of York, York. YO10 5DD
You are strongly advised to submit your own work. It is possible for you to ask another student to submit your work, however, should he/she be late submitting your work you cannot then use the action of devolving submission responsibility to another person as grounds for mitigation for the late submission.
Administrators and academic staff (eg supervisors and module leaders) cannot be asked to submit assignments on behalf of students.
All work submitted after the published submission deadline will incur a late submission penalty in accordance with the University’s late submission policy, unless you have submitted mitigating circumstances and have received an official extension from the Exceptional Circumstances Committee.
It is important to note that assignments submitted one second after the deadline will count as late. For example if the submission deadline is 16:30, assignments submitted at 16:30:01 will be considered late and will incur a late penalty.
University late submission penalties apply for every day the documentation is submitted late up to 4.30pm the day before the presentation date (if the presentation dates span over more than one day, the night before the first day of presentation applies to all students as the absolute deadline). Providing students have submitted to this rule they will be permitted to present at their allocated time.
If documentation is not forthcoming prior to the absolute deadline (4.30pm day before) students will not be permitted to present. A mark of zero will apply and the student will be obligated to present at the resit date for a 2nd attempt. Students with exceptional circumstances to defer to the resit deadline will sit ‘as if for the first time’ on the resit date.
Students who submit blank documentation have 2 options:
1. They can present using blank document submitted (and risk losing marks associated with presentation documentation).
OR
2. They can submit a different document but incur the late penalty in line with the guidelines.
SAO are not obligated to notify a student that they have submitted a blank document; however if they spot this upon download of the documentation (usually the day after submission) may notify students of their error in order for them to take action.
The deadline for submission of presentation documentation for assessed work is published on the assessment schedule.
Computer failure and printing problems are not accepted by the University as valid reasons for late submission. You are advised to make backup copies of all work and not to leave printing until the day of submission.
If this happens, you should submit the correct file as soon as possible. If you submit the correct file before the deadline, no penalty will be applied. If you submit the correct file after the deadline, a late submission penalty will be applied. The latest copy of your assessment that is received within five days from the assessment date is the copy that will be entered into the marking process. Copies received after five days from the assessment date (without an approved extension) will not be entered into the marking process.
In the event of an emergency arising when a hard copy assignment is due for submission, students should contact the departmental Student Information, Guidance and Help Team by telephone immediately on 01904 321321 who will advise of the most appropriate action to be taken.
Depending on the nature of the emergency, you may be able to apply through the exceptional circumstances procedures for the late penalty to be waived. In this case you would need to provide supporting evidence for this to be considered.
If you do not submit an assessment within five days of the submission date, and do not submit a valid claim for exceptional circumstances in relation to the assignment the following will apply.
If you do not submit a ‘re-assessment attempt’ (eg where you have already failed the first attempt) within five days of the submission date, and do not submit a valid claim for exceptional circumstances in relation to the non-submission, the following will apply.
If you think that you will require an extension to your module submission deadline due to a exceptional circumstance refer to the exceptional circumstances policy guidance. A claim form can be downloaded from this page.
If you are requesting an extension you must submit your exceptional claim form no later than the submission deadline. You should submit your claim form by the deadline even if your evidence is not yet available.
If you think that you will require an extension to your programme, please discuss this with your supervisor at the earliest available opportunity. They will then advise you on the best course of action.