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Collect proof of identity, request consent for video-monitored online remote exam and ask for a phone number

Collect proof of identity, request consent for video-monitored online remote exam and ask for a phone number

Kurzinformation

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 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 (read Request decision for examination format, and ask for a phone number with the 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

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.


 Detailinformation

Table of Contents

1. Create assignment
2. Configure assignment
3. Make assignments visible to students
4. Download submissions

 

1. Create assignment

  1. Open the exam room in which you want to provide the consent form.
  2. Switch the course page to edit mode using the "Turn editing on" button at the top right.
    Button Turn editing on

     
  3. In the appropriate section, click on "Add an activity or resource".
    Link Add activity or resource

     
  4. Click “Assignment“ in the activity selection.  You will be automatically redirected to the settings page to configure the assignment.
    Button for activity assignment
 

2. Configure assignment

2.1. General

  1. Give the assignment an appropriate name 
  2. Under "Description", explain the purpose of the assignment and what the students should do. Please also include all the necessary information about the submission.
  3. Under "Additional files", upload the CLS Template for identification and for consent to participate in video-monitored online remote examinations.

    Screenshot section "General" at the task with fields for Assignment name, Description and upload field
 

2.2. Availability

  1. Specify here the period within which the students can upload and submit their exam documents. Set “Due date” and “Cut-off date” to the same date.
     

    Note

    The due date is automatically displayed to students in the assignment and in the calendar. However, students can still submit assignments after this date. Such submissions are marked as late submissions in the submission list. When the Cut-off date has been reached, no more submissions are possible. However, this date is not displayed to the students.


    Screenshot Assignment settings, category Availability

     
  2. Keep the option "Always show description".

    Option Always show description
 

2.3. Submission types

  1. Select the option “File submissions” under “Submission types”.
  2. Set the "Maximum number of uploaded files" to one.
  3. Set the "Maximum submission size" to a suitable size.
  4. Under "Accepted file types", write “.pdf” to specify that you only allow PDF files.

    Screenshot section "Submission types"
 

2.4. Feedback types

You can skip these settings as the students will not receive any feedback in this case.

 

2.5. Submission settings

Leave all submission setting at "No" or "Never".

Screenshot section "Submission settings"

 

2.6. Group submission settings and Notifications

You can skip these settings.

 

2.7. Grade

Set “Grade” to “None” and leave all other settings at their default value.

Screenshot section "Grade"

 

2.8. Common module settings

  1. Set the "Availability" option to "Hide from students“. This means that the activity is not displayed to the students after saving. You can then make the assignment visible from the course page at any time.

    Screenshot Assignment settings, category Common module settings
     
  2. All other settings in this category can remain in the standard setting.
 

2.9. Restrict access

We assume that the manual hiding in the Common module settings ensures that the students initially have no access to the assignment after saving. It is therefore not necessary to set restrictions for the assignment in this constellation.

 

2.10. Activity completion

These settings are irrelevant.

 

2.11. Save new assignment

Save the newly created assignment with "Save and return to course" Screenshot Button "Save and return to course" to return to the course page. The new assignment is displayed in the selected course section.

 

3. Make assignments visible to students

If you have followed the recommendations and have manually hidden the assignment for the students in the additional settings, you must make it visible to the students so they can upload their ID documents.

  1. Enter the exam room.
  2. Switch the course page to edit mode using the "Turn editing on" button Button Turn editing on at the top right.
  3. Click on "Edit settings" next to the assignment

    Screenshot Show Assignment

     
  4. Select "Show" in the context menu to make the assignment visible.
 

4. Download submissions

Please note

You can also check the proof of identity online in the grading view of the assignment. Please note, however, that due to a bug in the grading view, the data may be displayed incompletely and the proof has not been provided seemingly. Downloading the data ensures that all the data contained is also displayed when viewed with common PDF readers.

As soon as the deadline for submitting the ID documents has passed, you can download the submissions as a ZIP file.

  1. In the exam room, click on the title of the assignment to open it.
  2. This will take you to the "Grading summary". Click here on "View all submissions" Screenshot Button "View all submissions".
  3. You will then get to the submission overview. Here you can see all submissions including the submission status and the files submitted.
  4. At the bottom of the submission list, in the “Options” section, uncheck the option “Download submissions in folders”.

    Screenshot section "Options", deactivate "Download submissions in folders"

     
  5. Now click in the drop-down menu "Grading action" above the submission list and select "Download all submissions". The download of the submissions as a ZIP file starts automatically.

    Screenshot drop down menu "Grading action", option "Download all submissions"

    Due to the settings made in step 3, the ZIP file with the submissions contains a file for each student with the name of the person and a submission ID. The files are not additionally sorted in folders.

 Zusatzinformation

For further information:

last changed on 04.08.2021

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