1. The ITEAM Project (integrating technology enhanced assessment methods for improved student support and self-regulation) Rolling out institutional technologies – Electronic Voting Systems (EVS) Sharing the lessons from the ITEAM Project: integrating technology enhanced assessment Methods Julie Vuolo and Janet Webber

2. Background Internally funded Assessment and Feedback project 2010-11 Formulation of Assessment-for-Learning principles Use of EVS to reduce assessment load and encourage active learning and engagement Included provision of 3,845 electronic voting handsets across 8 academic Schools JISC funding provided support for further Assessment and Feedback project 2011-2013 Schools purchased own EVS handsets 2012 (2975) Lifecycle – logistics of implementing across an organisation

3. Decision Phase Consider pedagogical rationale for use Decide implementation approach e.g. Top down Agree type and number of handsets required Identify training needs Ensure technical and administrative support in place

4. Purchase Phase Identify preferred supplier Agree pricing framework Confirm order-to-delivery times Agree ordering process with procurement teams Identify delivery point Request named contact identified for receipt of goods

5. Distribution Phase Agree personnel responsible for assigning handsets to students (barcode scanner to EVS database), ensure scanners available, train personnel in use Agree timing of distribution Give essential information* to students at point of distribution (EVS info card & EVS info sheet) Ask Programme Tutors / Module Leaders to signpost students to VLE EVS page using programme and module pages Ensure re-issued handsets have new batteries and are cleaned before distribution * Essential handset information includes what to do if it is lost and an URL for the EVS web page

6. Usage Phase Teaching / Professional staff know how to use the technology Teachers explain to students how & why EVS is used Students know to bring their handsets to every class Students are reminded that misuse of the handset may be construed as academic misconduct Faulty or lost handsets are replaced using the agreed replacement procedure ** Students know how to replace handset batteries & to recycle old ones Test conditions are employed where appropriate Timing of release of results agreed; errors in reporting identified and rectified promptly Feedback on tests is timely with opportunities to discuss Technical support provided by Help Desk; L&T support provided by Learning and Teaching Institute/Champions

7. Return Phase A process for return is agreed which includes a specified return point and a return by date Students are informed in advance (e.g. module handbook, email, verbally) Module teams re-enforce message The handset is un-assigned from the student at the point of return Batteries are replaced / handset cleaned for re-issue Students who fail to return the handset are recorded as debtors at the discretion of the School A list of student EVS debtors is sent to the Student Centre by the agreed deadline

8. Success factors Doing the ‘journey’ in advance Identifying key players from pro-VC to goods inward to supplier and manufacturer Take account of organisational developments/changes Keep everyone informed Providing just-in-time support Expect the unexpected, assume nothing