In order to ensure continued high quality and to provide students at the Department of Politics and Society and the Department of Sociology and Social Work the best setting for them to demonstrate their knowledge, skills and competences in the upcoming exams, the following guidelines have been prepared. From a professional point of view, you will of course conduct the exam as you normally would, but below you will find a guide to the conduct of exams online in connection with the ordinary exams as well as re-examinations in the spring semester 2020.
The "Rules for Conducting Exams in the Spring Semester 2020" are an appendix to the rules of the Examination Order, which also apply to the conduct of exams online. The updated rules are available at this link.
Regarding All Written Exams
The examiner is as usual responsible for ensuring that the exam assignment has been quality assured and uploaded in time.
Regarding Oral Exams.
The study secretary is responsible for preparing the following:
- Sending information to students regarding how to hand in the "Solemn Declaration"
- In the absence of a "Solemn Declaration", the study secretary will contact the student with a reminder. The study secretary informs the examiners which students have not submitted the form prior to the exam and therefore cannot take the exam
- Notifying the relevant student(s) and internal/external examiners of the exam in Microsoft Teams by using the Outlook calendar
- Ensuring that students’ phone numbers are obtained
- Aligning with the Study Board the length of the intervals between the examinations, including whether extra time should be allocated in the exam plan in the event that a group wishes to receive the assessments individually
- As a rule, the exams are public meaning that guests who wish to attend the examination may attend. The examination is conducted in a "digital examination room", and it is possible for guests to attend the examination. In order to attend an examination, guests must contact the study secretary, who must then ensure that guests gain access to the public part of the exam in the software used for the exam (Microsoft Teams).
Preparation of all oral exams and alignment between the internal- and external examiner:
- Camera MUST be used for the examination!
- Be sure you have downloaded Microsoft Teams
- Test your equipment well in advance by joining the meeting - preferably two days before the exam. Check that audio, camera, share-screen features and Internet connection work optimally on both PC/Mac and mobile phone in case one of the devices shows system failure. If necessary, restart your PC/Mac.
- You have the opportunity to test your equipment with an IT supporter on weekdays between 8.30am-10.30am and 13.00-15.00pm. Access to the test (Access only with AAU login).
- Contact ITS Support if you encounter any problems.
At the internal- and external examiners’ preliminary meeting agreements are reached to ensure that notes are obtained during the exam (normal procedure). It would be advisable to bring a notepad as well as a copy of the grading scale.
- To avoid technical problems, the students are encouraged to send exam presentations (e.g.
PowerPoints) to the examiners at least 24 hours before the exam via the ‘Reply to all” function in the
meeting invitation in the Outlook calendar (in case of technical issues during the exam). The screensharing
function in Microsoft Teams may be used (as a starting point) in the exam situation.
- Discuss how you will relate to the possibility of cancelling the exam if cheating is suspected.
Additional points of attention in a group exam
- Prior to the conduct of group exams, you should agree how you will make sure that all students contribute to the presentation, answer questions and participate in the discussion. Communicate these expectations to the students before the exam commences.
- Prior to the group exam, you must establish how students wish to receive their assessments after the examination – individually or in groups. The student has the right to receive the evaluation without the presence of other examinees.
- For group exams, the Chat function in Microsoft Teams is used to make comments or indicate when the students want to say something.
- In general, for group exams the students should sit alone in each their room. However, if they wish to sit together as a group during the exam, the group should discuss this with the supervisor during the last supervisor meeting before the exam. It is the responsibility of the student to assess whether it would be the best solution for the group to sit in the same room during the exam. It is recommended that no more than 2 people sit together in a group exam and access the exam from one computer.
For bigger groups it is recommended that each group member use their own computer and sit in each their room.
The group should test and ensure that it is technically possible to sit together in the same room, before the group discusses this with the supervisor. Before the group goes into dialog with the supervisor regarding sitting together, they should consider and assess the following:
1. Is the internet connection stable enough for everyone to be connected at the same time?
2. Are there any challenges regarding the sound/echo? 3. Is the quality of the camera and the picture good enough when several people will access the exam from the same computer? The supervisor can reject the suggestion, if the supervisor does not find it suitable.
- A guideline as to how you find the phone numbers of the students can be found below (Appendix).
- To join the meeting in Microsoft Teams - press the 'deltag i Microsoft Teams-møde' link found in theOutlook invitation/notification of meeting.
- The examination includes time for a preliminary meeting between the internal- and external examiners. The examiners will join the Microsoft Teams meeting at the starting time, and when the examiners are ready, the student(s) are invited/called up from MS Teams. Students can be invited from a Team Meeting by using the ‘show participants’ button in the menu bar, upon which the participant window is displayed on the right side of the screen. Hold the cursor over the student name and right-click ("Request to participate"). (Alternatively, it can be arranged that the student will access the Teams-meeting by clicking the link in the Outlook invitation, and that the preliminary meeting and the assessment is done via telephone).
- If necessary, explain the format of the exam to the students prior to the beginning of the examination.
- At the beginning of the examination, students must pan the camera around the room to demonstrate that they are alone in the room. However, during group exams it can be arranged for students to sit together in the same room. This should be arranged before the exam. The student must show her or his student card on request.
- Decide to take a timeout during the exam and check with the students if they find that the examination is proceeding as planned or if changes need to be made.
- Deliberation: The examiners can remove the student from the MS Teams meeting by right-clicking the student’s name and selecting 'remove participant' (or the student leaves the virtual meeting). The examiners invites the student back into MS Teams by right clicking the name and selecting "request to join”. (Alternatively, examiners deliberate by phone, while the student wait in Teams).
Note in case of technical challenges
- If there are technical challenges in the conduct of oral exams, the examiners must compensate the students by allowing extra time for examination. The examiners decide, on the basis of a professional assessment, how much extra time is to be added. If the exam cannot be carried out due to technical challenges, the exam may be held either digitally or physically at later time (cf. Rules for Conducting Exams in the Spring Semester 2020).
- The external examiner is responsible for taking time on outages and interruptions of the exam.
- In the case of technical breakdowns, the external examiner calls up the internal examiner by phone to agree on how to proceed.
On the homepage of IT Support there are likewise developed guidelines for the use of Microsoft TEAMS during examinations. Please be aware, that there can be conflicting instructions between the centrally developed and the locally developed guidelines. Especially concerning using channels in Teams and the assessment process. The Institute for Politics and Society and The Institute for Sociology and Social Work encourage all examiners to use the notifications for meetings sent by the study secretary via Outlook, where there is only made one notification for one meeting and not two, as mentioned in the guideline on the homepage of IT Support.
Guide to Microsoft Teams
► Introduction to how external examiners access Microsoft Teams: (Only available in Danish)
► Introduction to how external lecturers log on to AAU Microsoft Teams: (Only available in Danish)
► Master Guide to Microsoft Teams
Additional useful links
You can find the phone numbers of the students in ‘Digital Eksamen’ (use Google Chrome or Firefox as a browser).
Open ’Digital Eksamen’ → Press the specific module (‘kursus’) for the exam → then press the button ’Vis detaljer for alle besvarelser’. Under ’gruppenavn’ the specific group will appear with the student names and study numbers. Below on the page under the headline Set of questions (‘Opgavesæt’), the phone numbers of the students will appear.