Running and invigilating online exams

Assessment information

Summative assessments, including exams, must be created in SITS eVision.  The BEAM sharepoint site provides information on how to set up submission points and guidance.

Configuration

After completing and validating the content of your assessment you will need to configure the settings to run it as an exam. These step by step guidance is provided to help you configure your exam. 

• Blackboard recommended exam settings 
• Questionmark recommended exam settings

Practice test

It is strongly recommended that students take a practice test befor any formal examination to familiarize themselves with the format of the exam and the question types. This is an opportunity for students to highlight any issues they have with the online format and investigate possible solutions. If the online format is not suitable for a student contact the Examination Office or look into alternative exam arrangements and accessibility.

The following guidance provides information and advice about preparing to deliver the exam. It is recommended that one member of staff coordinates these activities, high stakes assessments and online exams, as other types of examinations, should be run by a team of staff who are familiar with the procedures to follow for invigilation or troubleshooting.

Preparing the students 

• Remind students that they will need to know their UoB username and password to take the exam, it will not be possible to create an external user account just for the exam session
• Run a practice test for the students. The practice can be run in a non-invigilating condition, in which case students can access the test from their own locations. However, if you decide to run the practice under exam conditions consider the following options;
  • timed exam, present exam in the same format,
  • provide an instructions form, expose students to every question style used in the formal exam and use subject specific questions rather than general knowledge questions
  • organize the practice in the same room as the exam (if possible), use the practice to check that the format of the exam is accessible for students with accessibilities requirements. 
  • Reasonable and appropriate adjustments must be made for students whose disability would put them at a disadvantage due to the format of the examination. Students who have made a case for special arrangements must be offered an alternative to the computer-based examination, eg a paper-based assessment

Room booking and infrastructure

PC labs at the University of Bristol are set up for teaching and limited.

Keep in mind that there may be additional considerations due to Covid-19 restrictions, e.g. related to building availability and handling of PC equipment and paper versions.

• If you are using a Lab outside your department;
  • Visit the lab before booking it for your online exam to ensure that it meets your requirements. a workstation for each student fully equipped and functioning, IT hardware (PC, keyboard, mouse)
  • Ensure the building will be open and the students and staff will be able to get in
  • Prepare the room and test the computers, mice, and keyboards are all working.
  • You should book a spare room nearby if you need to quarantine the students
  • Provide students and staff with directions to the location before the event. Make sure the building will be open and liaise with the lab manager or IT support to ensure that support is available during the test. Ensure that staff will have received appropriate training if they need to use a teacher station, eg projector or PC.

NOTE: Online assessment systems are tested using University's supported browsers (Chrome and Edge) on UoB managed workstations. While other browsers and devices have proven to be largely compatible, we do not recommend using them for credit-bearing activities, and support will be limited.

Technical support

Preparation of the room and testing of PCs should be carried out before the critical event by academic and administrative staff. PC labs are managed by the Faculty IT support teams, it is recommended to contact the IT Service Desk about setting up the room and any technical support. IT services will be able to advise on any requirements you may have for running the exam in a secure environment

Making arrangements for invigilating staff

Invigilation should be appropriate to the type of online exam being used. Invigilators should be fully briefed prior to the exam by the chief invigilator. It is recommended to arrange a pre-assessment meeting to run through what will happen on the day, this may be an opportunity for the extra invigilator to familiarize themselves with the procedures and the responsibilities they will have.

Organizing a contingency plan

Agree on a contingency plan before the assessment, in case of system failure. The chief invigilator will need to liaise with IT services before making a decision. Please note: online exam systems automatically save student answers so you may be able to export students answers even if the exam has not been submitted. The following options may be considered

• Move the exam to paper
• Reschedule the exam

PC labs at UoB are not specifically designed or set up for online examination therefore it is important that appropriate precautions are taken to prevent students from cheating especially when the exam involves large groups.

• Have enough staff to assist with the invigilation, each member of staff should be allocated a designated area of the room and be instructed to monitor students from a distance (not standing behind their shoulders).
• Randomize the questions
• Randomize the answers within each question
• Use the question by question layout to display one question at a time
• Time the test appropriately
• Ask students to sign an honesty statement

Ensure that at least one person present is familiar with the system used to deliver the exam and has login access to it. Academic staff, if not present in the room, should be contactable by phone in case students have queries about the questions.

Before the exam starts

• Set up the room. This may include helping to check all computers are working and connected to the network, and that they all have working mice and keyboards.
• Brief the invigilators, 15-20 minutes before the beginning of the exam
• Ensure there is no glare on the screens from windows or lights. Adjust blinds and lighting as necessary.
• Chief invigilator: Familiarise yourself with the 'central' equipment such tutor PC, projector, microphone, and monitoring equipment where present.
• Ensure that several back-up computers are set up and logged in to the network so that a student can be moved to one quickly if their own computer fails.There should be at least 2 for every 50 students.
• As students enter the exam room check that they follow the instructions given by the chief invigilator, in particular that they do not start the exam before instructed to do so.
  
• Organize student seating; there should be enough space for students to make rough notes
• Provide students with instruction/declaration sheets and paper for rough notes.

During the exam

• Check students are following the login instructions and coordinate login,assist with any login problems.
• Specific things to look out for in online exams include: opening other programmes or attempting to move to a different web page, looking at another student's monitor and then moving to the same question as them.
• Central monitoring equipment. Some labs have a computer by the podium which allows monitoring of student workstations. Invigilators should not use this unless instructed to by a member of staff.
• Coordinate the implementation of the contingency plan if required
• Assist students with technical problems, or procedural or content queries

End of exam

• Check that students have submitted their answers before they leave and assist with the collection of rough notes.
• When online exams are split into two or three sittings, check that all students have logged out of the exam system (eg closed the secure browser ) and logged off before the next group of students enters the room.

• Examination regulations
• Examination Office's Information for Invigilators
• Regulations on the conduct of assessment
• Map of the campus