Formative Assessments

Formative assessments are integral to the learning process at VMATC. These assessments are designed to evaluate trainees' understanding and progress at the end of each lesson. They are mandatory, embedded within the LMS, and must be completed to proceed to subsequent lessons. While these assessments do not contribute to the final grade, they ensure that trainees are adequately prepared before moving forward. 

Procedure

1. Accessing the Formative Assessment:

• At the end of each lesson, the formative assessment will be automatically available within the LMS.

• Navigate to the assessment section at the conclusion of the lesson content.

2. Completing the Assessment:

• Follow the instructions provided in the LMS to complete the assessment.

• Ensure that all questions are answered to the best of your ability.

3. Submitting the Assessment:

• Once all questions are answered, click the "Submit" button.

• Immediate feedback will be provided upon submission, highlighting areas of strength and those requiring improvement.

4. Review and Retake (if necessary):

• If the assessment is not passed, review the feedback provided.

• Revisit the lesson content to address any knowledge gaps.

• Retake the formative assessment until a passing result is achieved.

5. Proceeding to the Next Lesson:

• Upon passing the formative assessment, the next lesson will be unlocked automatically in the LMS.

• Continue to the next lesson and repeat the process.

Summative Assessments

Summative assessments at VMATC are critical evaluations conducted onsite to measure trainees' comprehensive understanding and skills after completing practical exercises and before the practical assessments. These assessments ensure that trainees meet the required competency levels before advancing. 

Procedure

1. Scheduling the Summative Assessment:

• Summative assessments will be administered upon the completion of practical exercises.

2. Taking the Assessment:

• Arrive at the designated location on time for the assessment.

• Follow the instructions provided by the proctor or instructor.

• Complete the assessment within the allotted time frame.

3. Scoring and Results:

• The assessment will be scored using the formula: 

(Raw Score / Total Number of items) * 50 + 50

• Passing score is 70%

4. Feedback and Review:

• Results will be provided to trainees after the written examination.

Grading System, Re-sits, and Appeals

The grading system for Online Distance Learning is designed to ensure that trainees achieve the necessary theoretical and practical competencies. The grades are determined solely by the summative assessment, while the completion of training requires competency in all practical assessments. 

1. Grading System:

• Summative Assessment: The final grade for each trainee is based entirely on the summative assessment score.

  1. The assessment will be scored using the formula: 

(Raw Score / Total Number of items) * 50 + 50

• 2. Passing score is 70%

• Practical Assessments: Trainees must be marked competent in all practical assessments to complete their training.

2. Passing Requirement:

• Trainees must achieve a minimum score of 70% in the summative assessment to pass.

• All practical assessments must be marked as competent for successful training completion.

3. Re-sits for Summative Assessment:

• Trainees who fail the summative assessment may retake it after a one-week period.

• During this week, trainees must review and retake all theoretical lessons.

4. Appeals Process:

• Trainees have the right to appeal their summative assessment grades if they believe there has been an error or unfair evaluation.

Conduct of Assessment 

Assessments are conducted by designated assessors as per the booked schedule. Adherence to the published timetable is paramount to uphold fairness and consistency across all assessment processes. This approach guarantees that all trainees have equal opportunities and are assessed under the same conditions, contributing to the integrity and reliability of our assessment outcomes. 

1. Assessor Assignment:

• Assignment Process:

  • Assessors will be assigned by the REGISTRAR to specific assessment schedules.

  • Assessors will receive notification of their assigned assessments and responsibilities.

2. Timetable Adherence:

• Conducting Assessments:

  • Assessments will begin promptly at the scheduled time.

  • Assessors will ensure that all necessary materials and instructions are prepared in advance.

• Fairness and Consistency:

  • Assessors will adhere to standardized procedures and evaluation criteria outlined for each assessment.

  • Trainees will receive equal opportunities and treatment during the assessment process.

3. Rescheduling Assessments:

• Exceptional Circumstances:

  • In cases of unforeseen circumstances or emergencies, assessments may be rescheduled.

  • Trainees and assessors will be notified promptly of any changes to the assessment schedule.

Invigilation

Invigilation ensures that all assessments are conducted in a controlled environment by authorized personnel to prevent cheating and ensure fairness in evaluation. 

Procedure:

1. Appointment of Invigilators:

   • Invigilators to be appointed are the assigned assessors for that specific schedule.

2. Conducting Assessments:

   • Invigilators manage the assessment session from start to finish.

   • They verify the identity of each trainee and ensure adherence to assessment rules and regulations.

3. Monitoring:

   • During assessments, invigilators monitor trainees to prevent any form of misconduct or cheating.

   • They maintain a quiet and conducive environment for all participants.

4. Post-Assessment Responsibilities:

   • After assessments, invigilators collect and secure assessment materials.

   • They ensure the proper handling and confidentiality of assessment results and materials.

Security to Prevent Cheating

To prevent cheating, invigilators are tasked with vigilant monitoring during assessments to uphold the institution's academic integrity. 

Procedure:

1. Monitoring and Prevention:

   • Invigilators actively monitor assessment sessions to prevent cheating, ensuring all trainees adhere to the established rules and regulations.

   • Cheating includes, but is not limited to, unauthorized communication, use of unauthorized materials, plagiarism, and impersonation.

2. Actions Considered Cheating:

   • Unauthorized use of electronic devices or communication during assessments.

   • Copying from another trainee's work or allowing others to copy.

   • Possession or use of unauthorized notes, textbooks, or any other materials during assessments.

   • Plagiarism or using someone else's work without proper citation or acknowledgment.

   • Impersonation or allowing someone else to take the assessment on behalf of the trainee.

3. Handling Cases of Cheating:

   • First Offense:

     • Upon detection of a first offense of cheating, invigilators will report the incident to the Training Director (TD).

     • The TD will issue a formal reprimand and warning to the trainee.

     • The incident will be documented in the trainee's record.

   • Second Offense:

     • In the event of a second offense of cheating, the trainee will be dismissed from the training course.

     • Dismissed trainees must re-enroll in the training course if they wish to continue their studies at VMATC.

Validation of Assessment Results 

At VMATC, the validation of assessment results is crucial for maintaining accuracy and transparency in recording trainee performance, especially for the benefit of regulatory bodies like the Maritime Industry Authority (MARINA). 

Following summative assessments, assessors are responsible for accurately recording trainee scores, which are then validated and maintained by the registrar. These records, including signed answer sheets, are retained for a period of three years to ensure compliance with regulatory requirements. 

Procedure:

1. Recording Assessment Results:

   • Assessors record trainee scores immediately after summative assessments are completed.

   • Scores are accurately documented and verified for correctness.

2. Submission to Registrar:

   • Assessors submit assessment results to the registrar promptly after each assessment session.

   • Results include all necessary documentation, such as signed answer sheets and any additional verification forms.

3. Record Maintenance:

   • The registrar maintains comprehensive records of written assessments for a period of three years.

   • Records include signed answer sheets, assessment scores, and any related documentation required by regulatory bodies.

4. Validation by MARINA:

   • MARINA reserves the right to validate assessment records as part of their oversight responsibilities.

   • Upon request, VMATC provides MARINA with access to validated assessment records and documentation for review and verification.

5. Auditing and Compliance:

   • VMATC conducts periodic audits of assessment records to ensure compliance with internal policies and regulatory requirements.

   • Any discrepancies or issues identified during audits are promptly addressed and corrected.

6. Confidentiality and Security:

   • Assessment records are stored securely to protect confidentiality and prevent unauthorized access or tampering.

   • Access to assessment records is restricted to authorized personnel only, including assessors, the registrar, and regulatory officials.

Geo-fencing or geo-mapping capability through IP address

The VMATC LMS can monitor the IP addresses of formative assessment takers. Any suspicious IP addresses may be blocked, and assessments taken from these addresses may be deemed invalid. However, further validation is required, considering that trainees may be onboard vessels while taking formative assessments. 

Procedure:

Monitoring IP Addresses:

• The LMS automatically logs the IP addresses of trainees taking formative assessments.

• This information is accessible to the LMS Administrator for monitoring and review.

Blocking Suspicious IP Addresses:

• Upon detection of suspicious activity or irregularities associated with an IP address, the LMS Administrator may block the IP address temporarily.

• Blocked IP addresses are flagged for further investigation and validation.

Validation Process:

• Trainees or their supervisors may provide additional information or evidence to validate assessments taken from onboard vessels or other remote locations.

• Documentation, such as vessel registration details or GPS coordinates, may be required for validation purposes.

Decision on Assessment Validity:

• Based on the results of the validation process, the LMS Administrator determines the validity of assessments taken from flagged IP addresses.

• Valid assessments proceed as usual, while invalid assessments may be disregarded or require retaking.

Appeals Process:

• Trainees have the right to appeal decisions regarding the validity of assessments taken from flagged IP addresses.

• Appeals must be submitted in writing, along with supporting documentation, to the LMS Administrator for review and consideration.