Transitioning to digital assessment: the change management process
Because transitioning to digital assessment involves implementing changes to the way assessments are designed, delivered, and evaluated, in our experience, institutions do best when they use the structured approach of change management to prepare and support individuals, teams and the wider institution through the transition.
Let's break down the process of transitioning to digital assessment and explore why effective change management is so important to the success of initiatives:
1. Identifying the Need for Change: The process begins by recognising the need to adopt digital assessment methods. This could arise from various institutional needs, such as enhancing efficiency, improving accessibility, reducing administrative burden, delivering on student expectations and building resilience into future assessment strategy (in other words, learning from the pandemic).
2. Establishing the Vision and Objectives: The institution then needs to define its vision for digital assessment and set clear objectives for the transition. This includes determining the scope of digital assessment implementation, selecting appropriate technologies and tools and defining the desired outcomes. What does success look like? And which provider is best placed to support your vision to enable that picture of success?
3. Gaining Stakeholder Buy-In: Change in any organisation, especially in a university setting, involves multiple stakeholders, including faculty, staff, students and administrators. Gaining their support and buy-in is crucial for the success of the transition. This will undoubtedly require communication, addressing concerns, and highlighting the benefits of digital assessment. At UCL, for example, townhall-style meetings were used to explain the project vision and benefits and signpost access to support.
4. Planning and Resource Allocation: Unsurprisingly, a comprehensive plan is necessary to execute the transition effectively. This involves allocating resources (financial, technological and human) to implement the digital assessment infrastructure, providing training for faculty and staff, planning for effective student communications, determining support and setting timelines for the different stages of the process. At Arts University Bournemouth, for example, a staggered rollout was identified as the best approach to ensure stakeholder buy-in.
5. Piloting and Testing: Before fully implementing digital assessment across the entire university, it can be beneficial to conduct pilot projects to test the chosen technologies and workflows on a smaller scale. This can help identify potential issues and allows for adjustments of internal processes before scaling up. A challenge of the pilot approach – as opposed to the “big bang” approach – is that it may be difficult to gather momentum to expand the project. This may be especially the case when the pilot is being driven by a department, rather than centrally. Testing at all levels, however, should take place regardless of the type of approach your institution is using, and our teams will work with you to ensure everything is running smoothly. This will be especially important for “big bang” approaches, which will often require integration with the institution’s existing student information or learning management systems.
6. Training and Support: Faculty and staff need training and support to adapt to the new digital assessment methods. This includes workshops, webinars, and one-on-one assistance to ensure they are confident and competent in using the digital tools effectively. At the University of Malta, for instance, provided extensive training and support for faculty, which lead to widespread adoption and recognition of the benefits of the platform. Pay attention to how best to communicate with and support the students, as they are key stakeholders in this process.
7. Monitoring and Evaluation: Throughout the transition, monitoring progress and evaluating the outcomes are essential. This helps identify areas of success and areas that may require further improvement or adjustments to achieve the desired results. For instance, at the European Patent Office, after their first high-stakes digital exam, the team met to evaluate and identify ways to improve the next day’s sessions.
8. Addressing Challenges and Resistance: Change often faces resistance, and it's important to address concerns and challenges that arise. This may involve providing additional support, clarifying misunderstandings and addressing any unforeseen issues. UCL, for one, uses a blog to reflect on their digital assessment project, challenges faced and the opportunities it generates and communicate about work being done.
9. Reflection and Improvement: Change management is an ongoing process, and continuous reflection is crucial. Regular feedback from stakeholders, assessment of the implemented system and updates to the process based on changing needs and technological advancements ensure that digital assessment remains effective and relevant over time. We work with our partners to ensure that our platform meets their needs and continues to evolve in line with customer needs and best practices.
By following a structured change management process, the university can increase the likelihood of a successful transition to digital assessment, minimise disruptions and realise the benefits of the new approach.