Assessments Administration Coordinator

The Assessments Administration Coordinator is responsible for coordinating and managing the administration of assessments, ensuring accuracy, compliance, and efficiency throughout the assessment process. This role involves preparation, scheduling, student communication, invigilation management, assessment extensions, deferred and further assessments, and record-keeping of results appeals and paper reviews. Additionally, the Coordinator ensures the integrity of examinations papers, accuracy of results and adherence to policies and procedures.

**Assessment Preparation and Coordination**
- Ensure that Unit Outlines are prepared and made available before the commencement of each study period.
- Verify the availability and accuracy of assessment details within Student Learning Management Systems (i.e., Blackboard, Moodle).
- Review and update marking fee schedules for the upcoming study period, ensuring accuracy and timely preparation of teaching contracts, which is managed by Scheduling Team.
- Cross-check progressive assessments schedule master list with Unit Outlines to ensure consistency (e.g., verifying deadlines such as Assignment 1 due in Week 4, Friday, 11.59pm) and work with Results and Assessments Team in obtaining necessary approval from each respective Unit Coordinator.
- Confirm that progressive assessment details are accurately posted on Blackboard or Moodle by Week 3 Friday of each study period.
- Coordinate the preparation of tests, including the checking and secured printing of examination papers, compiling attendance lists, preparing announcements and seating arrangements, creating presentation slides, and ensuring the proper setup of test venues to facilitate a smooth assessment process.
- Ensure all examination papers and stationery are adequately stocked and inventory maintained, being responsible for their strict security for storing, recording and dispatching before and after examinations.
- Ensure required test links and other submission link points are set up correctly for online assessments and examinations.
- Ensure all necessary stationery and materials, and other requirements are provided for examinations.
- Provide clear and timely communication to students regarding test and examination venue details, permitted materials, and any specific requirements for standard, deferred and supplementary assessments.
- Organise appropriate arrangements for the support of students with special examination requirements (e.g. dyslexia, disabled) in conjunction with the Director of Academic Services.
- Ensure all progressive assessment papers and examination papers are vetted for completeness according to guidelines.
- Ensure all progressive assessment papers and final examination papers are catalogued and stored in a secured area.

**Invigilation and Integrity Management**
- Oversee invigilator management, including recruitment, training, scheduling, and payroll processing.
- Ensure code of conduct for exams and tests are communicated to the invigilators and students to ensure academic integrity, including reporting and managing academic misconduct.
- Assist in the supervision and management of invigilators, with the support from the Manager, including recruitment and training on a rolling and continuous basis to ensure sufficient invigilators are available for deployment every study period.
- Collate and process invigilators’ timesheet, ensuring payment is processed within timeline for submission to the Accounts Department for disbursement.
- Create appropriate timetable for invigilators, ensuring each invigilator is provided with an up-to
- date timetable covering the study period, whenever necessary.
- Ensure the integrity of examinations and tests by strictly adhering to established Examination Standard Operating Procedures (SOPs) and implement consistent quality control measures throughout the assessment process.
- Manage the administration of examinations, including verifying barred students based on attendance records.
- Ensure proper archiving of examination papers and related documents post-assessment.
- Work with Scheduling Team to ensure appropriate room arrangements for all progressive assessments and examinations, ensuring proper invigilation is put in place and publicising the examination schedule to staff and students.
- Undertake the role of the Chief Invigilator and be available for all invigilated tests and examinations scheduled.

**Assessment Extensions and Deferred Assessments**
- Track assessments submission and ensure that students with non submissions are followed up on the following working day of the assessments due date.
- Process and track assessment extension requests, ensuring compliance with policies and within approved turnaround time.
- Verify the authenticity of supporting documentation provided by students for assessment extension requests.
- Validate the assessments extension requests in the Curtin University Assessment Extension system and ensure that they are