The University of Hertfordshire ITEAM project reflect on the steps required to successfully roll out institutional technologies, their work has looked at voting technologies, but there are commonalities across a number of technologies. Jisc conference 2012

1. The ITEAM Project
(integrating technology enhanced assessment
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. The University of Hertfordshire is one of its region’s largest employers with over 2,700 staff and a student community of 23,000, including more than 2,000 international students from over 85 countries

4. Background
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Internally funded Assessment and Feedback project 2010-11
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Formulation of Assessment-for-Learning principles
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Recognition of effectiveness and efficiency issues
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Use of EVS to reduce assessment load and encourage active learning and engagement
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Local use supplemented by provision of 3,845 electronic voting handsets across 8 academic Schools
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JISC funding provided support for further Assessment and Feedback project 2011-2013
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Schools purchased own EVS handsets 2011-12 (2975)
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Lifecycle – logistics of implementing across an organisation

5. Lifecycle
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Considers the different phases of implementing EVS across institution
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5 phases in total
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Not discrete; overlapping and interdependent
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Work in progress!

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

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

8. Distribution Phase
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Agree personnel responsible for assigning handsets to students (barcode scanner to EVS database), ensure scanners available, train personnel in use
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Agree timing of distribution (not at registration)
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Give essential information* to students at point of distribution (EVS info card & EVS info sheet)
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Ask Programme Tutors / Module Leaders to signpost students to EVS support page
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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

9. Usage Phase
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Professional staff /first line contacts know how to use the technology
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Students know how to replace handset batteries & to recycle old ones
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Faulty or lost handsets are replaced using the agreed replacement procedure
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Students are reminded that misuse of the handset may be construed as academic misconduct
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Teaching staff happy with technology
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Students know to bring their handsets to every class
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Teachers explain to students how & why EVS is used
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Technical support provided by Help Desk; L&T support provided by Learning and Teaching Institute/Champions

10. Usage Phase
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Test conditions are employed where appropriate
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Formative vs summative
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Feedback on tests is timely with opportunities to discuss
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Timing of release of results agreed; errors in reporting identified and rectified promptly

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

12. Lessons to share (?success factors)
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Walking the ‘handset journey’ in advance
How did I get here? Who are they giving me to?
How will this person know how to use me? What happens if my
battery is flat? What happens if I break? What happens if I am lost?

13. Lessons to share (?success factors)
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Identifying key players from pro-VC to goods inward to supplier to teacher to technicians to manufacturer and so on…..
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Take account of organisational developments/ changes
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Keep everyone informed, keep conversations going
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Provide just-in-time support
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Expect the unexpected, assume nothing!