Implementing WISEflow at Brunel University London

The cooperation between Brunel University London and UNIwise began in 2015, as we ran a digital exam pilot between September 2015 and January 2016 as a Proof of Concept. This pilot identified specific improvements concerning the UK processes of exams and assessments, which resulted in the forming of a PPP-project (Public Private Partnership) between UNIwise and Brunel University to further investigate what the digital assessment process could offer within a UK educational framework. The PPP-project consisted of 5 phases:

PHASE 1

Implementation of WISEflow at Brunel

July - October 2016

PHASE 2

Adaptation of Moderation processes

September – November 2016

PHASE 3

Carrying out assessments

November 2016 – June 2017

PHASE 4

SITS Integration development

September 2016 - April 2017

PHASE 5

Evaluation

May – September 2017

During the project UNIwise delivered WISEflow as a Service, conducted development processes for adaptations and SITS integration while also providing consultancy services, advising Brunel during the conductance of system and functionality tests and providing information to the university for their final report and evaluation of the project. For their part of the project, Brunel placed its intrinsic knowledge of higher education exam and moderation processes in the UK to our disposal.

CONTINUOUS COMMUNICATION DURING ENTIRE TRANSITION

During the entire implementation process, continual communication was a key aspect for us, as this makes any change management project much easier for all stakeholders involved. To secure that all levels of Brunel’s organisation were equally informed and onboard the project, we undertook many different communication activities:

We arranged bi-weekly project management meetings with one or more representatives from UNIwise and the project manager from Brunel. These meetings ensured that the digital assessment project was continually kept within the framework of Brunel’s own motivations and ambitions, which were mapped at one of the earliest meetings between UNIwise and Brunel.
To get the staff familiarised with their new roles, several workshops were conducted for invigilators, assessors, administrators and management. The workshops were customised to suit Brunel’s specific needs and designed to give each role in-depth knowledge and practical experience with the inner workings of WISEflow.
We also conducted a meeting with the top management level of Brunel to ensure that they were onboard and to support the pro vice-chancellor’s strategy for digital assessment.
Semi-annual meetings were held with Brunel executives to continually keep them updated on the progress of implementation, the broad scope of the digital assessment project and the client-specific custom development projects, such as integration to SITS.

To ensure that the digital transition was effectuated as smoothly as possible, we were on-site for their initial high-stakes digital exam and kept close watch from our development department to ensure a stable experience.

GRADUAL IMPLEMENTATION HAS LED TO LARGER ROLL-OUT

The approach to convert to full digital assessment at Brunel was to execute a gradual and controlled implementation. Since the beginning, Brunel University London has moved from a small-scale implementation to a larger ramp-up of their digital assessment project. From 156 students in the first year of exams, 1220 students conducted their exams digitally using WISEflow in the 2017/2018 exam period. 3162 exams were submitted, and Brunel University are reporting an even larger expansion in the future:

SUPPORT AND MAINTENANCE

As part of their gradual implementation towards a larger-scale digital assessment process, Brunel University London has access to full support via phone, mail or chat from our customer support team.

According to Brunel, they have also initiated several possibilities for internal support, such as ‘Brunel Digital Exams’, an internal resource to “enable students to be informed, aware, and prepared for their digital examinations, as well as providing offline support”, and offering Laptop Health Checks to students unsure whether their device is stable enough to conduct digital exams on.

BENEFITS REALISED AND PROJECT SUCCESSES

According to Brunel University, the benefits are “immediately identifiable and compelling, for students and for staff”. The following description is Brunel’s experience of the new digital exam and assessment procedure:

“The procedure is easy and secure. In advance of their exams, students install a lockdown browser on their laptops which, come the exam time, prevents access to any other applications, although access to chosen websites can be allowed if required. The password-protected exam script is kept secure online and is only available during the exam.

For our invigilators, gone are the days of counting papers before students can leave the exam hall. A quick check on screen confirms that all students have submitted their work – especially useful for large exams of over 250 students, when the submissions can be counted in seconds. The obvious environmental benefits of not printing reams of papers are boosted by not having to wheel exam scripts back and forth across campus in trolleys. Markers also have no delay in receiving the exam papers and no longer have to coordinate with colleagues to meet up and swap scripts for marking and/or moderation.

Students are now entering HE with expectations set by increasing use of technology in their secondary schooling. Some studies suggest that students type faster than they can write, and being able to edit and reorganise ideas in exam scripts comes natural to a generation of students who otherwise are not required to hand-write pieces of work. The students can create simple drawings electronically or capture hand-drawn diagrams using their device's webcam, but ditching pen and paper for the written elements of the exam cuts down on hand cramp. And faster turnaround at the end of exams means students can head out from the hall quicker.”

LESSONS LEARNED, CHALLENGES AND WHAT YOU COULD HAVE DONE BETTER

One specific challenge persists at Brunel University, as complex text, such as mathematical formulae and chemical equations, is currently more time-consuming to type out digitally than by handwriting. As such, this is one area of exams that is still better suited for a handwritten approach until technology catches up with an appropriate digital alternative.

To accommodate this specific challenge, we have incorporated a webcam-solution in WISEflow. Students simply write their calculations by hand, take a picture of the paper sheet and append the picture to their exams. This way, the exam administration and assessors still receive the benefits of a full digital exam flow without the students being inconvenienced by a very time-consuming process that does not benefit them academically.

FREQUENTLY ASKED QUESTIONS

How will WISEflow improve the digital exam experience for students? Students gain a more intuitive and consistent exam interface, better access to materials and feedback, and a stable technical setup for both remote and on‑site exams. This helps reduce stress and improves clarity throughout the entire assessment process.

What operational benefits will instructors and administrative staff experience? WISEflow significantly reduces manual work by automating exam creation, role assignment, and data flows through integration with STADS. This lowers the risk of administrative errors and frees staff to focus on academic quality rather than repetitive tasks.

What makes WISEflow a reliable choice for secure digital and on-site exams? WISEflow supports the full exam lifecycle, from creation to grading, while offering robust security for supervised on‑site exam environments. Integrations and secure workflows ensure that both students and staff can trust the platform during high‑stakes assessments.

How does UNIwise ensure a smooth transition from other platforms? UNIwise provides a structured onboarding process, technical integration, training, and ongoing support to reduce risk and guarantee a seamless transition.

What is the purpose of running a pilot before full implementation?

A pilot helps identify needs, test workflows, and confirm that the chosen solution fits institutional requirements.

What are the benefits of consolidating digital assessment systems into one platform? A unified solution improves efficiency, creates consistent processes, and enables mobility across institutions. It makes it easier for students and staff to work across campuses and ensures that new features benefit the entire sector.