Information about corona/COVID-19 regarding teaching and examination

Reimbursement of work-related travels for co-examiners and guest lecturers etc. must be done in accordance with the applicable regulations for employees of the state (the business travel circular).

Transport 

As far as possible, the cheapest public transport must be used. However, the use of your own car can take place where conditions warrant it, especially when in the given case it is the most economical for Aalborg University. The tariff for driving your own car is that set by the Ministry of Finance for other approved driving (low rate).

Taxi can be used to and from the railway station/bus terminal when conditions of service so require or when departure/arrival takes place either in the early morning or late at night. The taxi bill must be provided with information on where to and from where the journey took place and the date. Under similar conditions, your own car can also be used to and from the railway station/bus terminal/airport, when the cost does not exceed the cost of using taxis to/from the nearest railway station/bus terminal.

Flights must be booked and payed by the traveler. Vouchers from airfares must be attached to the travel bill in order for the money to be refunded.

Consumption

No hour/per hourly allowance is paid for work-relatede travels lasting less than 24 hours, but instead reasonable additional costs for meals etc. can be reimbursed on documentation. Reasonable additional costs are about 40% of the daily allowance for lunch or dinner.

Hotel 

Please note that the hotel agreements for state missions must be used. When booking the hotel, it must be stated that it is in accordance with the state agreement. Please also note that the state agreement presupposes cash settlement.

The following hotels can be used in Aalborg:

The following hotels can be used in Copenhagen:

Please note that you can only book a hotel if you have two consecutive days of exams. Or if you have a longer than 2 ½ hour drive to your home before accommodation can be booked, and it must always be agreed with the programme secretary secretary before booking.

Reimbursement

Reimbursement is managed via AAU eForms. Follow the instructions on each page. Should there be a need for assistance, please contact your contact person at Aalborg University.

Make sure you have all the necessary documentation ready before you get started - it will not be possible to save a draft.

The information you provide will be used in Aalborg University's internal payout procedures and will be disclosed to some extent in connection with withdrawals - for example to your financial institution.

Please note: eForms may NOT be used by employees at Aalborg University.

For further information please contact: studieokonomi@id.aau.dk

Best regards,

The Joint Administration of the Department of Policy and Society & the Department of Sociology and Social Work

For reimbursement you must use AAU eForms. Please follow the instructions on each page. If you need assistance, please contact your contact person at Aalborg University.

Make sure you have all the necessary documentation ready before you start - it will not be possible to save a draft.

• Fill out the electronic form
• See guide for English speaking guests

In order to maintain the highest standards of quality in your upcoming exams and to provide the best possible setting for you and your fellow students to demonstrate your knowledge, skills and competences, the Department of Politics and Society and the Department of Sociology and Social Work have prepared this student guide to online exams.

We encourage you to familiarize yourselfves with these  the university ’s guidelines well in advance of your exams. It is relevant and beneficial to share expectations and experiences with your fellow students, supervisors and teachers, allowing us to ensure inspiring and fruitful examinations for all of you. Also, please do be aware You must also be aware of the ongoing information that may come from the department regarding exams.

The overall rules and regulations for conducting examinations at AAU and special COVID-19 information regarding exams can be found here: 
► https://www.studyservice.aau.dk/secretariat/  
► https://www.studieservice.aau.dk/eksamen/

The digital exams will be held in MS Teams or another appropriate program. This guideline is developed with the intention that MS Teams will be the platform used during the exam.

The following apply to all written and oral exams
 

• Make sure that you hand in the requested Solemn Declaration. This is done by ticking the box called ‘Solemn Declaration’ in DE (the Digital Exam system) when you submit your assignment. If you fail to tick the box in DE, you will not be able to take your exam. If the declarations are collected in an other way you will be contacted directly by your study secretary.
   
• This applies to all oral exams and written on-site exams conducted in the spring semester 2020. 
  If this changes, you will be notified directly by the study secretary. 
   
• For group exams, the Solemn Declaration is to be confirmed when submitting the assignment on behalf of the group. Only the student who submits the assignment for the group will see the declaration. When accepting the invitation from DE to submit the assignment, you also accept the Solemn Declaration on behalf of all students in the group.
   
• Make sure that you have submitted your phone number in DE (in case of technical issues during your exam). For group exams be sure to write in the phone numbers of ALL group members in the field called ‘Set of exam questions’ the following way: 12345678 (name), 12345678 (name) etc. 
   
• If you have questions regarding your exam, you must contact your teacher or study secretary well in advance of your exam to give them a reasonable amount of time to answer your questions. 

• Make sure that the allowed aids are within reach. It is your responsibility to have a computer with a functioning webcam and internet connection.

Specifically for oral exams

Prior to the exam

• You will be invited to your exam in an Outlook calendar invitation to a meeting in Microsoft Teams. Remember to accept the meeting from your AAU-email account. Please be aware that the invitation disappears from your inbox and reappears in your calendar once you accept it. You can download the software to your electronic devices here. 
   
• Test your equipment in due time by joining the meeting – preferably two days ahead of the exam. Make sure that audio, camera, screen-sharing features and internet connection work properly on both PC/Mac and mobile phone so you can switch platforms if one of your devices has a system failure during your exam. For assistance, please contact IT Support AAU.  
   
• On the day of the exam, please be ready in Microsoft Teams ahead of time (approx. 15 min prior to your exam). Wait for the examiner to call you up via Microsoft Teams. (As an alternative, you can arrange with the examinator to access the Teams-meeting via the Outlook calender link).  
   
• If you intend to give a presentation using slides or a hand-out during your exam, you are advised to send the material for the presentation to the assessors no later than 24 hours prior to the exam - via the “Reply all” function in the meeting invitation in your Outlook calendar (to minimize the risk of technical problems during the exam).  
   
• The screen-sharing features in MS Teams can be used to show the presentation during the exam. 
   
• Be sure to inform assessors if any special considerations should be made during the exam and ask the assessors how they envision the course of the exam. This can be done in the last supervision meeting. 
   
• Make sure you still have your AAU Student card well in advance of your exams. If you cannot find it, please Facility Support.
   
• For group exams, you should decide within the group how to support each other in contributing to the presentation, to answering questions and in discussions. Make agreements about this with the assessors. When you wish to speak or answer a question, you indicate this in the chat function.

During the exam

• To join the exam in Microsoft Teams: open the Microsoft Teams-app on your computer and await the online call from one of the assessors. (Alternatively, it can be arranged with the examinator that you access the Teams-meeting by clicking on the link in the Outlook invitation).
   
• Have your AAU Student card within reach and show it on request. 
   
• The webcam/video has to be used throughout the exam. Be ready to pan the camera around the room and to share your screen if requested by the assessors. AAU's disciplinary rules prescribe showing the room to show that you are alone and unable to receive help from others. This is consented to in the Solemn Declaration. However, if it is discussed and arranged with the supervisor prior to the exam, it is allowed to sit together as a group during the exam.  
   
• Have your mobile phone out of reach but yet available in case of a technical failure during the exam. 
   
• Expect that during the exam there might be a time-out in which you evaluate the ongoing exam together with the assessors - is the exam running smoothly or does it need adjustment? 
   
• Speak clearly (and perhaps a little slower than usual) for the assessors to understand everything you say. 
   
• When it is time for assessment, you or the assessors will leave the Teams-meeting. It will be arranged with the examinator how it will take place.

In case of technical failure

• In case of technical problems during oral exams, the assessors must compensate students with extra time. The assessors will decide how much extra time will be added to the examination based on a professional assessment. 
   
• If the exam cannot be conducted in a satisfactory manner due to technical problems, the exam will be rescheduled as a digital exam (cf. Rules for Conduction Exams in the Spring Semester 2020). 
   
• In case of technical problems, the assessors will discuss an alternative plan for the exam over the phone.

­­

► All round guide to Microsoft Teams

► Test of IT equipment

► Guide for online exam