Zoom-supervised distance examinations
During the COVID-19 pandemic, we need to reduce the number of exams held on campus. Therefore, digital distance exams supervised via Zoom are now being conducted for a number of exams.
Zoom-supervised exams take place using two devices:
- One device, a computer, where you are connected and logged in to the system where the exam is distributed and the answers are uploaded, i.e. PING PONG or WISEflow.
- Another device, usually a smartphone (or alternatively another computer or a tablet with a webcam) that is used to show the workspace from the side.
It is the examiner who decides whether the exam should be conducted with Zoom supervision. You will receive information from your teacher about how your particular exam will be conducted.
If you feel that you absolutely do not have the prerequisites regarding a suitable place/room in order to complete the Zoom-supervised exam as described below, you can book a group room at the university and sit there. Regarding a possible lack of equipment, you must contact the Student Reception (Studentexpedition), which makes an assessment of measures in each individual case.
Below is a description of the rules for Zoom-supervised exams, how to go about preparing for them, and how the exams are conducted. It is important that you read all the sections.
The same rules apply as for written exams held on campus, with certain exceptions.
- You must be registered for the exam to be allowed to complete it, just like with written exams on campus. You register via Ladok no later than 10 days before the exam day.
- If you are already registered for a written exam that changes to a Zoom-supervised exam, you do not need to register again unless the time for the exam changes at the same time.
- You MUST be on time for the exam, preferably 45 minutes before the exam starts! An identification check must be carried out before the start, and it takes time to carry out this check!
- 20 minutes before the exam starts, admission is closed, and there is no additional admission after the exam has started.
- It is important that you can identify yourself, you may therefore be asked to remove any headwear at the identification. It is also important that the sharpness of the image is sufficient to carry out the identification.
- You should be alone in the room where you are sitting.
- You must NOT leave your desk during the exam (except for toilet visits)! Make sure that you e.g. have enough loose sheets of paper if you are going to use them.
- If you need to go to the toilet, you must first notify the exam supervisor who moves you to a "breakout room" in Zoom and notes the time of entry and exit.
- If you leave your desk without communicating with the exam supervisor, a report will be written about this.
- Only the aids that are approved for the exam you are to complete may be available at your desk/workspace.
- You may not communicate with anyone other than the exam supervisor and teacher during the exam. Violations will be reported by the exam supervisor.
- You may not receive telephone calls during the exam.
- In addition, the mobile phone (unless another type of device is used to show your workspace from the side) may ONLY be used to call the exam supervisor and to approve movement.
- It is fine to have snacks just like during written exams on campus.
- You may be asked to show your entire room with the unit that is showing your workspace.
There are a number of important things that you as a student need to review and keep track of well in advance of day of the exam. It is not possible to emphasise enough how important it is that you prepare in time: you will not be able to complete the exam if you have not prepared according to these instructions!
Remember that you as a student are responsible for ensuring that your technical equipment works properly during the Zoom-supervised distance exam.
- Remember that you normally have to be registered for the exam to be allowed to complete it, just like with written exams on campus. You register via Ladok no later than 10 days before the exam day.
- Decide on a place where you can sit. It needs to be a place where you sit in peace and quiet during the entire exam without being disturbed. The workspace must be free of "stuff" etc.
- Remember that you must know your HB student ID (s-number id, ex s20xxxx) and password to be able to complete the exam!
- Install the Zoom app on your smartphone. If you are unable to do so, you must install the Zoom client on a computer/device other than the one you intend to use for the PING PONG or WISEflow exam. Whichever option you choose, your device MUST have a working webcam and microphone.
- If you have problems regarding the programs and services that the university provides for you to be able to complete the exam that you cannot solve yourself or together with a relative or friend, contact the IT Office at the university: 033-435 46 90, email@example.com.
- Make sure that there is a power supply to both units used in the exam.
- Try logging in via https://hb-se.zoom.us/ on your mobile. When logging in to Zoom, you must use your HB student ID (s-number, ex s20xxxx) and password at the University of Borås.
- Place the phone in an upright position and at an angle so that you, the desktop surface, and the computer screen are visible from the side. Make sure the mobile is stable even when you have the charger plugged in!
- Test that the microphone and speakers on the mobile/other device (NOT the computer you are typing on) work properly.
- Make sure the image is of acceptable quality--clean the lens.
- Check/update your phone number in Ladok. In the event that problems of a technical nature arise during the exam, the exam supervisor needs to be able to get in touch with you. However, you should, of course, not answer the phone during the exam otherwise.
- Print these instructions if you would like. You will not be able to search for information in your mobile or computer during the exam. If you need to review to printed instructions during the exam, the exam supervisor can ask you to show the printout.
- Try logging in to PING PONG or WISEflow, depending on which program you are using, so that you know where to find the published exam on the exam day.
- You must have a stable internet connection. If the exam is interrupted because your connection is not working properly, the exam supervisor will write a report. The report is the basis for the examiner’s/course coordinator's assessment of whether your exam can be accepted.
- In the event of a longer interruption (think of the time for a normal toilet visit) in supervision, or if the exam cannot be completed due to faulty technology (e.g. failing internet connection), an assessment will be made in each individual case if the exam is considered invalid. If the exam is considered invalid for this reason, the student may complete the examination at another time.
- Make sure that your mobile’s screen display will not switch off so that supervision is stopped. For information on how make sure your screen display stays switched on, we recommend that you search for a manual for your mobile on the internet.
- Test once again that you can log in to Zoom via the specified link and that the technology works properly. If something does not work, return to the instructions for preparation well in advance of the exam and follow them.
- Log in to both Zoom and PING PONG or WISEflow in well in advance of the start of the exam!
- You log in with your HB student ID (s-number, ex s20xxxx) and your password. It is important that you know these login details. Otherwise you cannot complete the exam.
- You MUST log in to Zoom via https://hb-se.zoom.us/ as that will be used for ID checking and supervision during the exam.
- Please note that login in Zoom MUST be done via the link/address that will be published in the PING PONG activity for the course. The link will also be sent via email/PIM to the students who are registered for the exam.
- When logging in to Zoom, you must use your HB student ID (s-number, ex s20xxxx) and password at the University of Borås. Use SSO login and enter the domain "hb-se" when logging in.
- The Zoom app/client must be switched on during the entire examination and the mobile/device must be positioned in such a way that it is possible to see your workspace from the side and that the camera shows that you are not using unauthorised aids during the exam.
- If your devices, computer, and smartphone, are battery-powered, chargers must be connected to these devices before the exam begins and throughout the entire writing period!
- Put the phone in silent mode.
- If you have questions for the teacher, make the exam supervisor aware of this by selecting "Ask for help" on Zoom in your mobile, or write this in the chat. The exam supervisor then moves you to a “question room” so that you can talk to the teacher. Then remember that you have to select OK on the "pop-up" on the mobile to be moved to another room.
- If you need to go to the toilet, select "Ask for help" on Zoom in your mobile, or write this in the chat. The exam supervisor then moves you over to a "breakout room" and notes the time (in and out). The exam supervisor stays in the breakout room until you, quickly, have come back, so that you can then be moved back to the exam room.
- There are different types of exams that can be given in PING PONG and in WISEflow. You will have received information about exactly how your exam will be conducted by your teacher!
- You will use loose sheets of paper for some PING PONG exams. If that is the case, you must carefully follow the special instructions for how to do so and remember to write your anonymous code/name and personal identification number on all sheets if you submit in PING PONG!
- If you complete your exam in WISEflow, you can sometimes write everything in the system, or just like some exams in PING PONG, you will be asked to upload a PDF!
- Note that the exam supervisor may ask you to move the camera and show the entire room you are sitting in. No other person may be present in the room during the exam, so remind other people in the home that they must not enter the room where you are sitting before the exam is completed.
- If there is an incoming call during the exam, you must reject the call, but you may receive calls from the exam supervisor if there are problems that make telephone contact necessary.
If you have technical problems, try to log in again and complete the exam. In the event of a technical problem, a report is written and submitted to the examiner. The examiner assesses whether the examination, or parts of the examination, are invalid. In that case, re-examinations are offered to assess the learning objective to which the assignment relates as soon as possible. The exam that has been completed will, in that case, not be counted.
- You must not submit the exam via PING PONG or WISEflow and disappear from the Zoom room! You must, just as with a written examination held on campus, notify the exam supervisor. You select "Ask for help" on Zoom in your mobile, or alternatively write in the chat that you want to submit your exam. The exam supervisor then moves you over to a "breakout room."
- When you submit your exam, you must show your ID again. You then submit your exam in PING PONG or WISEflow and show your screen to the exam supervisor, with your mobile phone, who notes the submission time.