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General information on Take Home Exams with temp-Moodle

General information on Take Home Exams with temp-Moodle

Kurzinformation

As a result of the Corona pandemic and the associated restrictions, examinations in attendance in the summer semester 2021 may involve increased effort for e.g. negative tests. RWTH Aachen University therefore makes it possible to conduct examinations as online remote examinations. To conduct an online remote exam please apply for the format in RWTHonline. The RWTHonline manual Online-Fernprüfung eintragen (German only) will guide you through the necessary steps.

The primary option for conducting an online remote examination is the RWTH's own electronic examination system Dynexite, which, thanks to a new scanning function, offers students the option of uploading exam parts solved on paper directly and conveniently via smartphone. The entire examination process is digitally mapped in Dynexite, so that correction, post-exam review and re-correction can be carried out conveniently online in one system. Detailed information on Dynexite can be found in the Dynexite documentation.

If the Dynexite examination system is not currently an option for you, temp-Moodle will once again be available as a transitional alternative in the summer semester of 2021. Examiners can use temp-Moodle to provide the examination documents to the students and collect their solutions via an activity "Assignment". The assignment can also be used for later ectronic post-exam review. Finally, you can also post the preliminary exam results prior to the post-exam review via the "Grades" area in temp-Moodle.

Note 1

Please note that we can currently support scenarios with up to 750 students. With more students the risk of peak loads increases. For scenarios with more than 750 students better start the exam in staggered cohorts of up to 750 students. It is enough if the cohorts start with 10-15 minutes between them.

Note 2

The chairs conducting the exam are responsible for archiving the submissions! temp-Moodle cannot serve as an archiving system.

A number of steps are necessary to prepare for a distance exam with temp-Moodle, which are described in detail in the instructions to be found here. They also describe in detail how students submit their solutions via the assignment activity. Additionally, the CLS provides instructions for lecturers and students alike, explaining, for example, how to monitor the remote exam via Zoom video conferencing or how to create a PDF scan using a smartphone.

Below we summarize the necessary preparation steps in temp-Moodle as concisely as possible. For details, please refer to the detailed illustrated instructions.


 Detailinformation

Table of Contents

1. Request virtual exam room in temp-Moodle
2. Remove Tutors
3. Automatic booking of exam candidates via RWTHonline
4. Form groups and add exam candidates to the exam room
5. Collect proof of identity, request decision for examination format, and ask for a phone number
6. Examination with the Assigment activity
7. Identity verification in Zoom video conference
8. Provide students with contact information for the exam supervisor
9. Refer students to test course

 

1. Request virtual exam room in temp-Moodle

To conduct an online remote examination with temp-Moodle, you must first apply for a virtual examination room in temp-Moodle in RWTHonline. The person making the request will be informed of the approval or rejection of the request by email from RWTHonline. If the request is approved, a virtual examination room is automatically created in temp-Moodle by the following day. The examiners and the function "PV Prüfungsterminverwaltung" from RWTHonline are automatically authorised as managers in the examination room.

After authorisation has been granted, please release the room resources booked for the attendance examination if you have already decided to do the remote examination.

 

2. Remove Tutors

Persons with the role of a Tutor have access to exam room content that is hidden for students, just like Managers. Therefore, if necessary, remove all persons with the role of a Tutor from the exam room to prevent a possible leak of the examination documents.

 

3. Automatic booking of exam candidates via RWTHonline

As of 05 August 2021, students who have registered for exams in RWTHonline will automatically be booked into the corresponding exam rooms in temp-Moodle with the role "Student". The synchronization then runs automatically several times a day.

Students who are booked into the examination rooms via this synchronisation are automatically removed from the temp-Moodle examination rooms again if they deregister from the examinations.

Instruction: Automatic booking of exam candidates via RWTHonline

 

4. Form groups and add exam candidates to the exam room

If you are working with cohorts and exam variants, divide the examinees into several groups accordingly to restrict access to the relevant exam information and documents. Before you create the groups, hide the list of participants from the students. This way, they will not see which group they belong to and will not be able to coordinate before the exam. Then, create the necessary groups. and import the members into their respective groups using a list with the matriculation numbers.

Instruction: Book exam participants to exam room and assign them to groups

 

5. Collect proof of identity, request decision for examination format, and ask for a phone number

There are three steps to take in preparation for a video-monitored remote exam:

  1. Collect proof of identity: This is used to check the identity of examinees during video monitoring. Additionally, you can also distribute unique IDs before the exam that students attach to their names in the Zoom meeting (see below 6. Identity verification in Zoom video conference).
  2. Obtain consent for video-monitored online remote exam: Video surveillance conducted during the exam to check for cheating requires consent from a data protection perspective. If students fail to submit the consent form in a timely manner, they may be disqualified from taking the exam. In this case, please do not deregister the students from the examination and do not enter a failed attempt. Instead, enter the grade notation "not admitted" (NZ). We generally refer to the next examination date in case of non-admission (see also note 1 below).
  3. Request a telephone number: Ask students to provide a telephone number through which they can be contacted in case of technical glitches or the like. This information is always voluntary for privacy reasons. In addition, the collected telephone numbers must be deleted immediately after the exam! In this context, please also note below 7. Provide students with contact details of the examination supervisor.

You can complete all three steps in one using the CLS Template for identification and for consent to participate in video-monitored online remote examinations. To do so, simply collect the completed form as a submission to an Assignment activity.

Instead of the template form you can also collect consent for video-monitored online remote examination as well as a telephone number via a Feedback activity. Here, the students can give their consent with a click. Students who did not give their consent can be listed separately. The advantage is that you do not have to check the submitted forms individually before the examination to see whether consent has actually been given. Instead, the Feedback activity displays who has given consent as an exportable list. The identity proof with which the identity of the examinees can be checked during the exam then has to be collected separately as long as you do not use the less secure variant with the unique IDs described above.

Note 1

The submission of the consent form for participation in a video-supervised distance examination can be requested from the registered students with a lead time of 2 to 5 days. If students fail to submit the consent form in a timely manner, they may be disqualified from taking the exam. In this case, please do not deregister the students from the examination and do not enter a failed attempt. Instead, enter the grade notation "not admitted" (NZ). We generally refer to the next examination date in case of non-admission.

If a longer period is desired due to special circumstances (e.g. very large number of students), special reasons must be given. In this case, please contact your Examination Board.

 

Note 2

When using Zoom video surveillance, examiners can make use of the option to generate an exam protocol in Zoom, logging the entries and exits of participants. If this log is to be used and stored, be sure to inform students on this fact when asking for the desired exam format. They do not have to agree to the exam protocol being used, but they do have to be informed that it will be used.

Instruction: Collect proof of identity, request decision for examination format, and ask for a phone number, Request decision for examination format, and ask for a phone number with the Feedback activityDistribution of Individual Access Codes via the "Gradebook" Area, Template for identity verification by CLS, CLS Handouts Exam examination for Lecturers: Anwesenheitsprotokoll aus Zoom exportieren


6. Examination with the Assigment activity

Create an Assignment activity. Use this to make the examination documents available and specify the period within which the students can submit their solutions. Allow students an additional 30 minutes at least to scan, upload, and submit their exam paper, if necessary. Additionally, by stretching out the submission time you take load off the system for large exams because the uploads and submissions are then spread out over a larger period of time.

Ideally, make the assignment with the exam question file available one day before the exam. Encrypt the file with a strong secure password of at least 10 digits containing upper and lower case letters, numbers and special characters. Present the password during the video conference, which is conducted in parallel with the exam for the purpose of cheating control.

By providing it in advance, you take potential load off the system for large exams because when the exam starts, not all students are accessing the assignment and the assignment file at the same time.

If you are working with cohorts and exam variants, create multiple assignments and use restrict access conditions of type "Group" to ensure that each group has access only to the variant intended for them.

After the exam, you can download all the solutions as a ZIP file and correct them offline. The correction files can be uploaded again as a ZIP file for digital post-exam review. They are automatically assigned to the correct students. In general, students only see their own submission and also only the feedback files assigned to them.

Instructions: Carry out exam with the activity “Assignment”, Submit solutions / Information for students, Privacy-compliant provision of preliminary exam results, Electronic post-exam review for Take Home Exams conducted with temp-Moodle

 

7. Identity verification in Zoom video conference

Identity verification for the exam via blue card/photo ID is very time-consuming. Therefore, you can alternatively use a less clear but simpler privacy approved process. In doing so, provide students with individual random one-time IDs via the Grades section in the exam room. Students add these to their own name in the waiting room for the Zoom meeting. Match the IDs and names against each other using a list. In addition, if you have collected the identity verification form provided by CLS from students in advance, you can easily verify identity during the exam.

Instruction: Distribution of Individual Access Codes via the "Gradebook" Area, Template for identity verification by CLS

 

8. Provide students with contact information for the exam supervisor

Be sure to provide students with contact information for the exam supervision prior to the start of the exam so that students have a contact person in case of technical or other problems!

 

9. Refer students to test course

Students can try out creating a solution in this test course. They can enroll in the course via self-enrollment and then have 60 days of access.


 Zusatzinformation

Further information:

last changed on 04.08.2021

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