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How to handle your exams online

The faculties have collaborated in creating a inspiration and guidelines to the academic staff and others working on making changes to exam activities. As each faculty has different methods of teaching, and different needs when it comes to conducting exams, we have decided to create one page for each faculty. On the righthand side, you will find the entry to to a page for the faculty you are employed at.

Before the exam

Please check with your Faculty recommendations, they may include guidance for censors. 

It is recommended to contact your censor and make them aware of which online platform you will be using for the oral exam and how you plan to organize the oral exam. If they are not familiar with Zoom or the features you plan to use, invite them to a Zoom meeting and practice using the platform together. Remember in Settings to make the censor a co-host, in this way they have some host-privileges. It is also important to clarify and agree your roles during the exam. Who will take notes, how will you share the questions, how will you signal to each other when you want to make a point or ask a question? You can use the Chat to send private messages during a Zoom session. If you plan to do this, it is advisable to go to Settings and switch off participants’ access to saving the Chat, which will prevent students from saving the Chat text. 

Information to students

Digital oral examinations

Guidelines and FAQ for students at SDU

Technical support available for students?

As for all SDU staff, SDU IT is ready to support the students either via servicedesk@sdu.dk 
or  phone 6550 2990.  

Further resources for students can be found here.

Check with your Faculty (see link in the boxes on this page).
  Pre oral exam check you and the censor are ready and sound and web cams are working  Possible Timings for a 20 minute oral exam 
2 minutes  Bring student in from Waiting Room to Main Room 
Check student’s photo ID –they must hold it up to the webcam   Welcome the student and read out your Introduction Script and Screenshare it 
10-12 minutes  Start exam 
End exam 
Up to 5minutes  Tell student you will now move them back to the Waiting Room–tell them how long they will be there. 
Move the student to the Waiting Room.  *Discuss grade and feedback with censor or reflect on your decision if examining alone 
3 minutes  When you are ready, bring the student back to the MeetingRoom–share grade and feedback and feed forward 
  Student exits meeting room 

Starting up Oral Exam

For the exam students need to use their own computer, microphone and webcam. It is important that they in good time ahead of the exam make sure that their webcam and microphone are correctly installed and working.

At the beginning of an exam, students log into a Waiting Room where they can test their sound and video. They can’t do anything else besides waiting for the examiner to let them into the virtual exam room. It is however possible for the examiner to write a message to the students in the waiting room.

If your exam is an “exam without additional resources” it is important to clarify to the students that this means having no books or other materials near your computer.

Students need to have their Student ID Card ready to identify themselves. If a student can’t find the ID card or if it is broken, then a passport or a driver’s licence can be used as identification.

It is important to clarify to the students that it is not allowed to exchange information or be in contact with fellow students or other persons during the exam.

During the exam

Follow your Faculty’s guidance on the procedure of technical breakdowns.

In generic terms a technical breakdown occurs if the network connection fails during exam and if it is not restored within 5 minutes. This means that you must live with shorter outages even though it feels very disturbing.

Here you can access Zoom help on Waiting Rooms. In Settings you can enable the Waiting Room. 

With this feature on, you will see a screen notification when a participant is in the Waiting Room and you have the option to view the list of all the participants in the Waiting Room and to admit them individually. If you have two or more students in a Waiting Room, they will be in different Waiting Rooms. Whilst in the Waiting Room, participants cannot hear or see the main meeting.  You can move a meeting participant into a Waiting Room at any time during a meeting, click on the participant’s name and choose ‘move to Waiting Room’.

You can post a message via the Chat to participants in the Waiting Room. Click the Waiting Room option in the dropdown menu next to Click Everyone (in Waiting Room). You could write a message to alert a student when they will be moved into the exam room. If you post the message to Everyone in the Meeting room, remember to write the name of the student in the message. It would also be helpful for students to post a message if you are changing their exam time because another student is absent.

Watch this video https://youtu.be/BgJWXUzn0XU (in Danish prepared by HUM) which explains how to use the Waiting Room, how to allow the student to share the screen and using the chat. You can also customise what the students will see when they are in the Waiting Room by adding a title, an image and a description. This could be a useful way to remind them how the exam will start and what they need to do to be ready.

Tell the student you will move them to the Waiting Room and you will bring them back in XX min

Move the student back to the Waiting Room – check the student is in the Waiting Room before starting your discussion

Decide grade or exam outcome and prepare feedback and feedforward

Bring the student back into main meeting room – share the outcome/grade and feedback and feedforward.

Cheating

The examiner or the censor can ask students to pan the camera around. Students can also be asked to share their computer desktop.

It is not allowed to exchange information or be in contact with fellow students or other persons during the exam

It is allowed to use additional resources and internet in ways that are specified for the specific exam (formulated in the course description).

If the exam is an “exam without additional resources” then the student is not allowed to open browser windows, open assignments or notes from the semester, send or receive text or chat messages during the exam.

Guidelines for online exams at The Faculty of Humanities

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Guidelines for online exams at The Faculty of Business and Social Sciences

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Inspiration catalogue for the Faculty of Science

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Guidelines for online exams at The Faculty of Engineering

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Inspiration catalogue for the Faculty of Health Sciences

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Last Updated 18.01.2021