How to Set-Up Online Assessment Form Activity

Overview

The Online Learning Assessment form is an in-house activity used to create digital versions of Practical/Workplace Assessments, Case Studies, and Knowledge Assessments. It is designed for full customisation, allowing you to add various elements such as input fields, headers, and signatures—features that are not easily achievable using other activity types.

This activity is ideal when you need flexible layouts or specific field placements within your assessment. It is also suitable for assessments that require written responses for manual (trainer-led) evaluation, file uploads that need review and grading, or observation forms where trainers must check off required items.

In an RTO context, this activity can be used to design compliant assessment tools that align with training package requirements and unit of competency criteria. It supports the collection of evidence for competency-based assessments, including third-party reports, workplace observations, and assessor checklists, ensuring that assessments are structured, consistent, and audit-ready.

NOTE: LMS Administrators, Managers, and Trainers can create this activity, as it is enabled by the permissions assigned to their respective roles.

Step Tutorial

1. Open the course where you would like to add the activity. Once inside the course, enable editing mode, then click the plus icon to add an activity, and select “Add an activity or resource.”

2. Select the Assessment Form activity, which is located at the top of the list.

3. These are the settings/configuration options the system will prompt you to complete:

General

1. Name - This is the title of the activity as it will appear on the course page. It should be clear and descriptive so students can easily identify what the activity is about.
2. Description - This is where you provide instructions or details about the activity. It can include requirements, guidelines, or any information students need to complete the task.
3. Display description on course page - This option controls whether the activity description is shown directly on the main course page. If enabled, students can see the description without opening the activity.

Timing

1. Open the assessment - This is the date and time when the assessment becomes available to students. Before this time, students will not be able to access or attempt the assessment.
2. Close the assessment - This is the deadline for the assessment. After this date and time, students can no longer start or submit their attempt (unless special permissions are granted).
3. Time limit - This sets the maximum amount of time a student is allowed to complete the assessment once they begin. The timer starts when the attempt is started.
4. When time expires - This determines what happens when a student runs out of time during the assessment. Common options include: the attempt is automatically submitted, a grace period is given, or the attempt is automatically closed.

Grade

1. Grade category - This determines which category in the Gradebook the assessment will be grouped under. It helps organise grades (e.g., Assignments, Quizzes, Practical Assessments) for easier tracking and reporting.
2. Grade to pass - This sets the minimum grade required for a student to pass the assessment. It is used for completion tracking and may affect whether the activity is marked as completed.
3. Attempts allowed - This defines how many times a student is permitted to attempt the assessment (e.g., 1 attempt, multiple attempts, or unlimited attempts depending on the setup).
4. Grading method - This determines how the final grade is calculated when multiple attempts are allowed. Common methods include highest grade, average grade, first attempt, or last attempt.

Task behaviour

1. Allow copy and paste for student - This setting controls whether students can use copy and paste within the assessment. When enabled, students are allowed to copy text from external sources or within the assessment; when disabled, copy and paste functionality is restricted.
2. Each attempt builds on the last - This determines whether a new attempt carries over responses from the previous attempt. If enabled, students can continue or improve on their earlier answers; if disabled, each attempt starts fresh.
3. Assessor Only Activity - This setting restricts the activity so it is only visible and accessible to assessors (e.g. trainers or markers). Students cannot view or interact with the activity. It is typically used for marking, internal assessment, or evaluation purposes.

Appearance

1. Colour coded tabs - This setting enables visual colour indicators for different sections or statuses within the assessment. It helps users quickly identify areas such as completed, incomplete, or important sections through colour highlights.
2. Show the user’s picture - This controls whether the student’s profile picture is displayed during the assessment attempt. When enabled, the user’s photo appears in the assessment interface for identification purposes.
3. Decimal places in grades - This sets how many decimal places are shown in the final grade. For example, a setting of 2 would display a grade as 85.50 instead of 85.5 or 86.
4. Decimal places in question grades - This defines how many decimal places are shown for individual question scores within the assessment. It affects the precision of marks displayed per question.
5. Show blocks during assessment attempts - This determines whether course blocks (such as navigation, settings, or other side blocks) are visible while the student is taking the assessment. When disabled, the interface is more focused by hiding blocks during the attempt.

Extra restrictions on attempts

1. Require password - This setting requires students to enter a password before they can access or start the assessment. It is used to restrict access to authorised users only.
2. Require network address - This restricts access to the assessment based on specific IP addresses or network ranges. Only users connected from approved locations can attempt the assessment.
3. Enforced delay between 1st and 2nd attempts - This sets a mandatory waiting period between a student’s first and second attempt. Students must wait the specified time before they can retry.
4. Enforced delay between later attempts - This sets a required waiting period between any subsequent attempts after the second attempt. It helps control repeated retakes.
5. Browser security - This controls security restrictions applied during the assessment attempt (e.g. full-screen mode, disabled navigation, or restricted shortcuts) to reduce cheating.
6. Block attempts if previous attempt is not yet graded - This prevents students from starting a new attempt until their previous attempt has been graded or reviewed.
7. Allow Word export - This enables students or assessors to export the assessment or responses into a Microsoft Word document format for offline viewing or record-keeping.
8. Allow PDF export - This enables exporting the assessment or responses into a PDF file for documentation, printing, or submission records.
9. Webcam identity validation - This enables the use of a webcam to verify the student’s identity during the assessment. It may capture images to ensure the correct person is completing the attempt.

Common module settings

1. Availability - This controls whether the activity is visible and accessible to students. It can be set to show or hide the activity, or restrict access based on conditions such as dates, grade requirements, or user completion.
2. ID number - This is an optional identifier used mainly for gradebook calculations and external integrations. It is not visible to students and is used for system referencing or reporting.
3. Force language - This setting overrides the user’s preferred language and forces the activity to display in a selected language for all users accessing it.
4. Group mode - This defines how students interact within groups for the activity. Options typically include no groups (everyone participates individually), separate groups (groups cannot see each other), or visible groups (groups can see each other but still work separately).

Restrict access

1. Access restrictions - This setting allows you to control the conditions under which students can access the activity. Restrictions can be based on factors such as dates, grade requirements, group membership, user profile fields, or completion of other activities. If the conditions are not met, the activity will remain hidden or inaccessible to the student until they are satisfied.

Completion conditions

This setting defines the requirements students must meet for the activity to be marked as complete. Conditions can include viewing the activity, receiving a minimum grade, submitting an attempt, or completing it within a specific timeframe. Once all set conditions are met, the system automatically marks the activity as complete for the student.

1. None - No completion tracking is applied to the activity. The system will not track or record whether the activity has been completed by students.
2. Students must manually mark the activity as done - Students are responsible for marking the activity as complete once they believe they have finished it. The system does not automatically track completion for this activity.
3. Add requirements - This allows you to set specific conditions that must be met for the activity to be marked as complete. Requirements can include receiving a grade, submitting an attempt, viewing the activity, or completing related activities.
   
1. View the activity - The activity is marked as complete once the student opens or views it.
2. Require passing grade - The activity is marked as complete only when the student achieves a grade equal to or higher than the set passing grade.
3. Require attempts - The activity is marked as complete once the student makes at least one (or the required number of) attempts.
4. Receive a grade - The activity is marked as complete once the student is graded, regardless of whether the grade is a pass or fail.
   

1. Any grade - The activity is marked as complete once the student receives any grade, regardless of whether it meets the passing requirement.
2. Passing grade - The activity is marked as complete only when the student achieves a grade that meets or exceeds the defined passing grade for the activity.
   

Tags

Tags are keywords or labels added to an activity to help categorise and organise content within the course. They make it easier to search, filter, and group related activities across the platform.

Competencies

1. Course competencies - This links the activity to specific competencies or learning outcomes within the course. When students complete the activity, it can contribute to tracking their progress against these defined competencies.
2. Upon activity completion - This defines what happens when the activity is completed, such as marking competencies as achieved or triggering competency-related updates (e.g. automatically recording evidence of learning or completion status).
3. Send content change notification - This setting controls whether notifications are sent to relevant users (such as students or enrolled participants) when the activity content is updated or changed.

 Once done, click “Save and display.”

4. Once saved, you will be redirected to the assessment page. By default, the assessment is empty, as indicated on the page. Click the “Edit Assessment” button, then select “Create Assessment.”

5. You will be directed to the editing page where you can add different fields to suit your assessment. This includes:

1. Standard Fields – Basic input fields used to collect common data such as text, numbers, or short responses.
2. Grid System – A layout structure that organises form elements into columns for better alignment and responsive design.
3. HTML Table – A formatting element that displays data in rows and columns for structured presentation rather than data entry.
4. Additional Fields – Extra or optional input fields that extend the form beyond standard requirements for more detailed data collection.
5. Layout Elements – Non-input components used to structure and visually organise the form, such as spacers and headers.
6. Upload Fields – Fields that allow users to upload files such as documents, images, or other attachments.
7. Picker Fields – Fields that allow users to select values from a predefined list, such as date, time, or date/time pickers.
8. Headings – Text elements used to label sections and improve readability and structure within the form.
9. Wizard Elements – Step-based components that guide users through a multi-page or multi-stage form completion process
10. Switch – A toggle control used to enable or disable a specific option, typically with an on/off or yes/no state. 

NOTE: The addition of various fields will depend on your requirements. You may select different fields based on how you envision the assessment will be structured, ensuring it aligns with the type of responses, layout, and level of detail needed. Alternatively, you may simply replicate the format of the assessment from your existing document file, matching the structure as closely as possible within the system.

6. Please ensure that at least one Task field (found under the Grid System) is added, as this is a required component when creating an assessment form. Each Task field is equivalent to 1 point.

Once you have added all the required fields, including the Task field and any additional fields you need, you may proceed by clicking the Save button.

IMPORTANT: The assessment activity does not automatically save your progress and does not operate in a draft mode. To avoid losing any changes, it is recommended to click the Save button regularly while editing. This helps ensure that all updates are properly stored and prevents accidental loss of work due to unsaved changes.

These are the steps on how to set up the Online Assessment Form Activity.

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.

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