Evaluations

Last Updated: 03/03/2022

Support page of the management features of installment assessments in the curricular units of courses managed by ISCTE-IUL.

In the context of the evaluation of students in the curricular units, a module of features was created in Fénix that allow managing evaluations of various types. The module composed of these features was assigned the name Installment Valuations.

There are the following types of installment evaluations: Continuous Evaluation, Test, Project and Exam.

In Phoenix:

• exams are created by the secretariats of the schools;
• the evaluations of the other types – Continuous evaluation, Test and Project, are created by the teachers of the curricular units.

The evaluations of each curricular unit can be managed by any teacher of the curricular unit.

Installment evaluations can be created through the system/screen interface or by importing excel files. In Fénix , in the module of installment evaluations are not created agendas with the notes of the installment evaluations.

The agendas with the final evaluation of the students in the curricular units should continue to be created and confirmed in the module of the final evaluation as already done.

The grades that the teachers attribute to the students in the installment evaluations are independent of each other and are also independent of the final grades of the students in the curricular units. That is, the notes of the installment evaluations do not replace or are used in the system for the calculation of the final grades of the students in the curricular units.

The posting of notes in installment evaluations can be done through the system interface (screen) or by importing excel file.

The excel file must be created by exporting Fénix through the curricular unit’s installment assessments page to ensure the correct structure in the process of importing it.

The students’ grades in the installment evaluations of each curricular unit are inserted in Fénix through the Installment Assessments functionality.

The final grades of the students in the curricular units are inserted in Fénix through the launch of the guidelines through the Final Evaluation functionality.

Data managed in installment valuations

Access to the installment assessments module

Access to the functionality module of installment evaluations is made through the Docência portal. Next, if you do not immediately view the page shown click On Administration of curricular units, then indicate the execution period (semester) and click on the name of the desired curriculum unit. Finally, in the left side menu, click on the Installment Valuations feature that allows you to access the installment assessment management page.

Access procedures to the module “Installment valuations”
To manage the Installment Assessments of a curricular unit, you must perform the following procedures:

1. authenticate to Phoenix;
2. click on the Teaching portal;
3. in the left side menu, click Administration of curricular units;
4. on the curriculum page, select the Implementation Period and click on the name of the desired curriculum unit;
5. in the left side menu, click Installment Reviews to access the UC installment assessments management page.

Create installment evaluations through the system interface (screen)

The installment evaluations are created through the Docência portal, in the area reserved for the management of the installment evaluations of each curricular unit.

Procedures for creating a split-screen assessment
To create a split-screen evaluation, you must perform the following:

1. authenticate to Phoenix;
2. click on the Teaching portal;
3. in the left side menu, click Administration of curricular units;
4. on the curriculum page, select the Implementation Period and click on the name of the desired curriculum unit;
5. in the left side menu, click Installment Reviews;
6. on the installment reviews page, click the [+] Create assessment button;
7. fill in the fields and click the Create button to save the new installment evaluation

Create installment valuations by importing excel files

Installment evaluations, in addition to being created one by one through the system interface (screen), can also be created by importing the excel file.

Generally, the steps for creating installment evaluations by importing excel files are as follows:

• create the excel file by exporting it from Fénix by clicking the Import/Export Reviews (Excel) button;
• in the excel file, in the Evaluations sheet, fill in the columns of the Valuations section with information on the installment valuations to be created;
• if you want to import the notes while creating the installment evaluations in Phoenix, then (see image below):
  • in the excel file, in the Assessments sheet, in the Students section, fill in the name of each assessment in the columns following the Name column and
  • fill out the students’ grades in the assessment(s) in the rows/columns of each student/assessment;
• import the file into Phoenix to create installment evaluations and grades if applicable.

The help sheet of the excel file contains useful information about:

• evaluation times;
• the types of evaluation;
• the list of possible values for posting notes.

Procedures for exporting and importing the excel file from the installment evaluationsTo
create and import the excel file with the correct structure, do the following:

1 procedures. authenticate to Phoenix;
2. click on the Teaching portal;
3. in the left side menu, click Administration of curricular units;
4. on the curriculum page, select the Implementation Period and click on the name of the desired curriculum unit;
5. in the left side menu, click Installment Reviews;
6. on the installment reviews page, click the Import /Export Reviews (Excel) button;
7. in the box shown:
– to create the file with all students must click on the Download template;
– to filter students by class must be used the functionality that indicates the name of the desired class Download template for class: [XXX];
8. fill in the information in the excel file;
9. to import the excel file:
– click the Import/Export Reviews (Excel) button;
– click the Choose File button and indicate the file to import;
– click the Upload button;
– click the Submit button.

Notes on filling out the excel file:

• in the Evaluations sheet, in the Valuations section, the installment valuations to be created should be indicated: to do so, the columns must be filled in:
  • Name;
  • Type;
  • Evaluation time;
  • Weighting the weighting is not mandatory because in Phoenix it is only informative but the teacher can fill it out and use it to perform calculations in excel;
• if necessary, the teacher can create lines in the Assessments section to create more installment assessments;
• the students’ grades in the installment assessments are indicated in the Students section, for this purpose, in the line of the number header and the name of the students, must indicate the names of the installment assessments and in the respective cells fill out the students’ grades;
• formulas can be used;
• links to other files cannot be used.

Publication of notes of installment evaluations

The notes of the installment assessments may or may not be visible to the students and may or may not be published on the public page of the Fénix curriculum unit. The configuration is carried out by the teachers of the curricular units.

There are the following states of visibility and publication of the notes of the installment evaluations:

• Unpublished – the notes are not visible on the Student portal or on the public page of the curriculum unit;
• Only to the student ^himself1 – each student only sees his grade and can consult it on the Student portal or on the public page of the evaluations of the curricular unit in Fénix by accessing through the link in the name of the UC in the Student portal. In this case, the notes are not visible to the public on the UC’s public page;
• Students enrolled in ^{the course1} – the grades are visible only to students enrolled in the curricular unit. Each student can consult his/her grade on the Student portal or on the public page of the evaluations of the curricular unit in Fénix by accessing through the link in the name of the UC on the Student portal where he also sees the grades of the other students enrolled in the UC. In this case, the notes are not visible to the public on the UC’s public page;
• Public – each student can consult their grade on the Student portal or on the public page of the evaluations of the curricular unit in Fénix. In this case, the notes are visible to the public on the UC’s public page.

Notes1Student
consultation, made from your private area in Fénix, by clicking on the name of the curricular unit that gives access to the respective public page.

By default, installment evaluations are created with the following state of publication of notes – Unpublished.
To change the indicated status, the teacher must access the desired installment assessment, click students and, at the end of the installment evaluation page, in the Grade publication field change the status.

Procedures for changing the publishing status of notes
Procedures for changing the publishing status of the grades of a installment evaluation:

1. authenticate to Phoenix;
2. click on the Teaching portal;
3. in the left side menu, click Administration of curricular units;
4. on the curriculum page, in the Execution period field, select the desired period and click on the name of the desired curriculum unit;
5. in the left side menu, click Installment Reviews;
6. on the installment evaluations page, in line with the desired installment assessment, click students;
7. on the split evaluation page, click the Edit button at the end of the page after the Grade Publishing field;
8. change the Grade Publishing field to the desired state;
9. finally, click the Record button to finish the procedure.

See installment evaluations

The evaluations of the curricular units can be consulted through the public page of the curricular units or the public page of the evaluations of the courses.

Procedures for consulting installment valuations
To consult the valuations of a curricular unit, you must carry out the procedures indicated below.

Procedures for consulting the installment evaluations through the public page of the curricular unit:

1. in the browser access the https://fenix.iscte-iul.pt;
2. on the course line, click runs;
3. on the page shown, in the section of the desired semester, click on the name of the curricular unit;
4. in the left side menu click Evaluation.

Procedures for consulting installment evaluations through the public course page:

1. in the browser access the https://fenix.iscte-iul.pt;
2. on the course line, click exams;
3. on the page shown will be presented the list of the curricular units of the course and their evaluations installments.

Eliminate installment valuations

Installment evaluations may only be deleted or deleted under the following conditions:

• a split assessment with prior enrollment of students can only be removed if there are no students enrolled;
• a split assessment without prior enrollment of students can only be removed if there are no students evaluated;
• a split evaluation with groups can only be removed if there are no groups.

The Remove feature is only visible in each installment evaluation if the necessary conditions are met for it to be removed.

Procedures for deleting or deleting a split valuation

1. authenticate to Phoenix;
2. click on the Teaching portal;
3. in the left side menu, click Administration of curricular units;
4. on the curriculum page, select the desired Execution Period and click on the name of the desired curriculum unit;
5. in the left side menu, click Installment Reviews;
6. on the installment reviews page, click Remove, in line with the desired installment evaluation;
7. then confirm the procedure;
8. after the procedure is confirmed, the list of installment evaluations will be updated.

Create groups in installment valuations

In the installment assessments with groups of students, the groups are created by the students but the teacher can also create groups. When the student signs up for a group, the system offers the following possibilities:

• enrollment in one of the existing groups with vacancies;
• enrollment in a new group.

The system allows teachers to create groups beyond the maximum number of groups defined. The system also allows teachers to enroll students in groups beyond the maximum student limit per group.

Procedures for creating a group in a split valuation
To create a group in a split valuation, the following procedures must be performed:

1. authenticate to Phoenix;
2. click on the Teaching portal;
3. in the left side menu, click Administration of curricular units;
4. on the curriculum page in the Run time field, select the desired period and click the name of unit 5. curriculum intended;
6. in the left side menu, click Installment Reviews;
7. on the installment evaluations page, in line with the desired installment assessment, click students;
8. on the installment evaluation management page, click the Create Group button;on the same page, the list of split evaluation groups will be updated.

Reuse/import groups between installment assessments

In Fénix it is possible to reuse (import) groups of students in the installment assessments. To this end, the split assessment in which the student groups will be reused/imported (destination installment evaluation) must be created (with groups) indicating in the settings the ON value in the Student Group field. Next, to import the groups, access the destination installment valuation.

Procedures for importing groups from a split valuation A for a installment valuation B
In order to reuse or import the student groups of the installment A assessment for the installment evaluation B, the following procedures must be carried out:

1. authenticate to Phoenix;
2. click on the Teaching portal;
3. in the left side menu, click Administration of curricular units;
4. on the curriculum page in the Run time field, select the desired period and click the name of unit 5. curriculum intended;
6. in the left side menu, click Installment Reviews;
7. on the installment evaluations page, in the line of the destination installment assessment, click students;
8. on the installment evaluation management page, click the Import Groups button;
9. in the box shown, in the source installment evaluation line, click Import Group;
10. on the same page, the list of split evaluation groups will be updated.

Delete groups in installment evaluations

In installment assessments, groups can only be deleted or deleted if they do not have students enrolled. The Remove button is only visible in each group when the condition indicated is verified.

To remove a group the teacher must access the curricular unit/run period, click students on the evaluations page , and finally on the groups page click Remove in the desired group.

Procedures for deleting or deleting a group

1. authenticate to Phoenix;
2. click on the Teaching portal;
3. in the left side menu, click Administration of curricular units;
4. on the curriculum page, in the Execution period field, select the desired period and click on the name of the desired curriculum unit;
5. in the left side menu, click Installment Reviews;
6. on the installment evaluations page, in line with the desired installment assessment, click students;
7. on the split evaluation page, on the row of the group you want to remove click Remove;
8. on the same page, the list of groups will be updated.

Order rooms for installment evaluations

The request for reservation of rooms for installment evaluations is made on the page of the installment evaluations through the Require Rooms feature.

The feature is only available in installment evaluations whose beginning and end occurs on the same day.

If the evaluations are made during the classes provided for in the school calendar of the curricular units, it is not necessary to request a reservation of rooms since the classes already have the rooms reserved.

In the room reservation request(s) can be completed by the teacher the following fields:

• Expected number of students: this field must be completed when the expected number of students is different from the number of students enrolled in the installment assessment (for example, a test or exam in which all students in the curricular unit are automatically enrolled but the teacher predicts that not all will attend):
• Comments: This field can be filled in if the teacher wishes to indicate other information related to the marking of the room.

After the room reservation request is made, the “Request made” information is shown in the Rooms column of the respective installment evaluation.

The list of rooms assigned to each installment valuation is shown in the Rooms column.
In cases where the date of booking of the room(s) is not yet exceeded, requests may be made to change the reservation. To do this, you must click Require Rooms and fill in the fields:

• Expected number of students;
• Observations.

Procedures for making room reservation requests
Procedures for making the request for reservation of rooms for a split evaluation:

1. authenticate to Phoenix;
2. click on the Teaching portal;
3. in the left side menu, click Administration of curricular units;
4. on the curriculum page, in the Execution period field, select the desired period and click on the name of the desired curriculum unit;
5. in the left side menu, click Installment Reviews;
6. on the installment evaluations page, in line with the desired installment evaluation, click On Require Rooms;
7. then, if you deem it necessary, fill in the fields:
– Expected number of students: fill in the case of the expected number of students who will be present is different from the number of students enrolled in the curricular unit;
– Comments: fill in if you want to indicate more information related to the appointment of the room;
8. finally, click the Record button to finish the procedure.

Enroll students in installment assessments

In the installment evaluations without prior registration, all students of the curricular unit are enrolled automatically. In these assessments there is no possibility to withdraw the registration of students.

In the installment evaluations with previous registration, only students who enroll within the defined period or that the teacher enrolls are enrolled.The teacher is not subject to the registration period defined by which he can enroll or withdraw the registration of students outside the registration period defined in each evaluation installment.

Installment evaluations with prior registration, without groups

In installment evaluations with prior registration, without groups, the import of excel file with notes from students who are not yet enrolled in these evaluations installments automatically creates the respective registrations.

Installment evaluations with prior registration, with groups

In installment assessments with pre-registration, with groups, the import of excel file with notes from students who are not yet enrolled in a group does not create the registrations so that students must already be enrolled in the groups for the import of the grades by excel file can be made.

Students are enrolled in installment assessments must be carried out by the students themselves through their private area on the Student portal. However, there may be a need for the teacher to register or withdraw the registration of students, so the system provides the teacher with features that allow the management of student applications in the groups of a installment evaluation.

The teacher is not subject to the registration period defined in a installment evaluation if he wishes to register or withdraw the registrations of students in the respective groups.

On the student enrolment page there is the possibility to apply filters to be shown only certain students. The available parameters allow you to filter by:

• Shifts;
• Names;
• Notes;
• Time of note;
• Students without enrollment in evaluation of this type: this field allows to filter students enrolled or not in another evaluation installment of the same type. If the assessment in question is, for example, of the test type, then this marked field shows students without enrollment in other test-type assessments;
• open filter field where you can indicate the number or name of the student(s) to filter.

Procedures for enrolling a student in a installment assessment with prior enrollment
Procedures for enrolling a student in a installment assessment with prior registration defined:

1. authenticate to Phoenix;
2. click on the Teaching portal;
3. in the left side menu, click Administration of curricular units;
4. on the curriculum page, in the Execution period field, select the desired period and click on the name of the desired curriculum unit;
5. in the left side menu, click Installment Reviews;
6. on the installment evaluations page, in line with the desired installment assessment, click students;
7. on the installment assessment page, click the Enroll Student button;
8. on the page shown, click the Enroll the desired student link, or check multiple students and click the Enroll Selected Students button that is next to the student table.

Withdraw student applications from installment assessments

In a installment evaluation with prior enrollment, the registration of a student can be removed by the student himself, within the deadline of registration, or by a teacher of the curricular unit inside or outside the registration period.

In order for the registration to be withdrawn it is necessary that the student does not have grade assigned in this evaluation installment so the Remove feature is only visible when this condition is verified. On the installment assessment management page, to remove a student’s application, click Remove on the student line.

Procedures for withdrawing applications from students from installment assessments
To withdraw a student’s registration in a installment assessment, the following procedures must be performed:

1. authenticate to Phoenix;
2. click on the Teaching portal;
3. in the left side menu, click Administration of curricular units;
4. on the curriculum page, in the Execution period field, select the desired period and click on the name of the desired curriculum unit;
5. in the left side menu, click Installment Reviews;
6. on the installment evaluations page, in line with the desired installment assessment, click students;
7. on the installment assessment page, which shows the list of enrolled students, in the line of the desired student, click Remove;
8. then confirm the procedure;
9. after the confirmation of the procedure the system updates the list of students enrolled in the installment assessment.

Post notes in installment evaluations via the system interface (screen)

The launch or change of grades in the installment evaluations, through the system interface (screen), is made through the Docência portal, in the area reserved for the management of each curricular unit, in the module of the installment evaluations, in the Students functionality of the desired installment evaluation.

Associated with each note, information about the teacher’s name, the date and time of the note entry or change is recorded.

The field that is located just before the student table allows you to filter students. The student’s number or name can be indicated in the field.

Procedures for entering/changing the grades of a split evaluation through the system interface (screen)

1. authenticate to Phoenix;
2. click on the Teaching portal;
3. in the left side menu, click Administration of curricular units;
4. on the curriculum page, in the Execution period field, select the desired period and click on the name of the desired curriculum unit;
5. in the left side menu, click Installment Reviews;
6. on the installment evaluations page, in line with the desired installment assessment, click students;
7. on the installment assessment page, following the list of enrolled students, click the Evaluate Students button;
8. on the enrolled students page, in the Note column, insert/change/delete the grade on the desired students;
9. then, to complete the procedure, click the Record button.

Post notes in installment valuations by importing excel files

Installment evaluation notes can be posted to Phoenix by importing excel files. To ensure that the file has the correct structure you must create it using the Import/Export Ratings (Excel) button available on the installment evaluations page.

Associated with each note, information about the teacher’s name, the date and time of the note entry or change is recorded.

After filling out the file, it is uploaded to Phoenix via the same button: Import/Export Reviews (Excel).“

The excel file created by the system indicates the following data:

• on the Ratings sheet:
  • identification of the curricular unit and the respective course(s);
• identification of the teacher who is exporting the file;
• identification of the installment evaluations that already exist, in Fénix, in the curricular unit as well as the respective times, evaluation dates and weightings;
• the list of all students in the curriculum unit or students in a particular class if you have chosen to filter by class in the creation of the file;
  
• columns identified with the name of the installment evaluations that already exist, in Fénix, in the UC – if there are already notes released will be indicated in the respective cells;

• on the Help sheet, the following information data are indicated:
  • the list of evaluation times that may be indicated;
• the types of installment evaluations that may be indicated;
• the list of teachers of the curricular unit;
• the set of values that can be used in the notes to be assigned in the installment valuations – in addition to the integers indicated, decimal numbers can be used with the point as the separator of the decimal part.

For the use of the excel file, the following rules refer to:

• the file to be imported must be created using the Import /Export Evaluations (Excel) feature to ensure the correct structure;
• in the import file, links to external files in cells cannot be used;
• Sheets can be created in the excel file as long as they are not created before the Evaluations sheet, i.e. the Evaluations blade must be the 1st sheet of the file;
• formulas can be used in the calculation of the notes in the “Valuations” sheet;
• on the Evaluations blade (which should always be the first sheet of the file):
  • the names of the installment evaluations that already exist in the UC, in Phoenix, indicated in the release columns of the notes cannot be changed;
• in the Evaluations section, installment evaluations to be created in Fénix may be indicated, to this end, the columns must be filled in:
  • Name;
  • Type;
  • Evaluation time;
  • Weighting: the weighting is not mandatory since in Phoenix it is only informative but the teacher can fill it out and use it to perform calculations in excel;
  • if necessary, the teacher can create lines in the Assessments section to create more installment assessments;
• if the teacher also wishes to post the grades in the installment assessments he is creating, then in addition to indicating these new installment assessments in the Assessments section , he also has to indicate, in line with the header of the number and name of the students, the name of each of these assessments being created and the grades in the respective student lines;
• in installment evaluations with prior registration and without groups, the import of excel file with notes from students who are not yet enrolled in these installment evaluations automatically creates the respective registrations;
• in installment evaluations with prior registration and with groups, the import of excel file with notes from students who are not yet enrolled in a group does not create the registrations so that students must already be enrolled in the groups for the import of the grades by excel file can be made.

The procedure for importing the banknotes will be carried out as follows:

• in the installment evaluation without groups:
  • if students are enrolled and do not yet have grades, grades will be released;
• if a student is not enrolled, then will be enrolled in the installment evaluation and the grade will be posted;
• if the grade indicated in the file is different from that which a student already has, then the system will show the list of all the differences found in the file for the teacher to confirm or cancel the import of the file – this confirmation procedure is valid for the entire import process, that is, if the teacher confirms the procedure, then all the different notes will be changed, if the teacher cancels the procedure, then no note will be imported from the file;

• in the split-up evaluation with groups:
  • if students are enrolled in the groups and do not yet have grades, the grades will be released;
• if a student is not enrolled, then the file will not be imported and the notice will be shown that the student is not enrolled in the installment assessment.

Procedures for importing the notes of the installment evaluations through excel file

1. authenticate to Phoenix;
2. click on the Teaching portal;
3. in the left side menu, click Administration of curricular units;
4. on the curriculum page, select the Implementation Period and click on the name of the desired curriculum unit;
5. in the left side menu, click Installment Reviews;
6. on the installment reviews page, click the Import /Export Reviews (Excel) button;
7. in the box shown:
– to create the file with all students must click on the Download template feature;
– to filter students by class must be used the functionality that indicates the name of the desired class Download template for class: [XXX];
8. fill in the information in the excel file;
9. to import the excel file:
– click the Import/Export Ratings (Excel) button;
– click the Choose File button and indicate the file to be imported;
– click the Upload button;
– click the Submit button.

Evaluate groups

In group installment assessments, it is possible to evaluate all students in a group at once by assigning them the same grade.

To assign the grade by group, the teacher must access the curricular unit/implementation period and, on the page of the installment evaluations, click on Students in the desired installment assessment. Next, on the students page by group, you should click the Grade Groups button and indicate the grade to assign to students in each group.

See notes for a installment valuation

To consult the grades of a installment evaluation, the teacher must access the curricular unit/implementation period and, on the page of the installment evaluations, click on Students in the desired installment evaluation.

The field that is located just before the student table allows you to filter students by indicating the student’s number or name.

All student assessment grades and final grades in the curriculum unit can be exported to an excel file via the Import/Export Assessments (Excel) feature, but the final grades will only be exported if the respective agenda is confirmed.

See all the notes of the curricular unit (notes of the installment evaluations and final notes)

The View Notes feature allows you to check the grades of the installment evaluations and the final grades of the curriculum unit. However, the final notes of the curricular unit will only be shown if the respective agenda is confirmed.

The notes of the installment evaluations and the final notes of the curriculum unit can be exported to an excel file through the feature (button) Import/Export Evaluations (Excel). However, the final notes of the curriculum unit will only be indicated in the file if the respective staff is confirmed.

The field that is located just before the student table allows you to filter students. The student’s number or name can be indicated in the field.

Handle situations that are in contact with excel file import

Warnings shown by the system

According to the rules implemented for each action, warnings can be shown that as long as they remain open do not allow you to take further actions on the screen. To close these warnings (and unlock the screen) you must click on the screen above the red warning bar or on the keyboard on the Esc key.

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