FAQ Digital exams

FAQ Digital exams

1. General
   • Why do you organize digital exams?
   • I’ve been granted a special study status. Is this still valid?
   • How will you prevent exam fraud (from a distance)?
   • My situation has changed since I filled out the online survey. Can I change my answer(s)?
   • I have lost my student ID card?
   • What if I become sick and can’t take my exams?
   • What if I belong to a risk group?
2. Exams from home
   • Which room is best suited to take my exams from home?
   • What is allowed on my desk during a digital exam from home?
   • May I take a toilet break during a digital exam?
   • May I use scrap paper during a digital exam?
   • I do not have the necessary hardware (computer / laptop, webcam, microphone) to take my exams from home?
   • May I take my exams on campus?
3. Technical
   • My wifi doesn’t work (properly)?
   • There’s a technical malfunction during my exam?
   • Other technical questions?
4. Proctoring & privacy
   • What is proctoring software and why is this used?
   • Will digital exams affect my privacy?

1. GENERAL 

Why do you organise digital examinations?

We have decided to organise the examinations from a distance as much as possible. This helps prevent further spread of the coronavirus and health and well-being of our AP-community and those with whom we interact. Thus, we commit to our social responsibility. 

We will provide some exam spaces on campus. However, due to the corona guidelines on hygiene and social distancing, these are limited. Therefore, spaces on campus are reserved for students who do not have the necessary means to take their examinations from home (i.e. no quiet work space or lack of proper provisions). If you have indicated this in our online survey, you will be contacted in person by your department or School of Arts.
 

I’ve been granted individual adjustments. Are these still valid?

Have you been granted individual adjusments for the current academic year? Then you’ll be notified personally by your student counsellor. We want to make sure you can keep relying on the necessary support during these extraordinary circumstances. The right to additional exam time remains valid for all written examinations, both on campus and from home. The maximum duration for most examinations is set at 90 minutes. If you are entitled to individual adjustments, you will receive 120 minutes to complete your examination.
 

How will you prevent exam fraud (from a distance)?

As always, we will provide several visible and invisible features and measures to prevent exam fraud.  

• We have special (proctoring) software for written examinations from a distance, which temporarily limits your ability to use other programs, search for answers, chat with others …  
• As always, be smart and be fair! Don’t be seduced to commit fraud, such as cheating or plagiarising, on campus or from home.
• Be aware that getting caught involves a big risk and severe consequences. If we detect an irregularity during your assessment(s) (be it: a written examination, a digital examination, an oral examination, an assignment, a paper …), we will follow the disciplinary proceedings described in the education & examination regulations under article 21.1 - 21.5.
   

Can I change my answer(s) after I've filled out the survey?

Your situation has changed (for the worse or the better) and you wish to change your answer(s)? Or you have other questions about the survey? Please contact your respective student secretariat:

You have the right to withdraw your consent at any time. This can be done by sending an email to gegevensbescherming@ap.be. Withdrawing your consent has no impact on the legality of recordings that have taken place before your consent withdrawal.
 

I have lost my student badge, or I don't have it yet?

• You must present your student badge during every single exam. So make sure you have it on hand at all times.  
• Due to the strict corona measures some students still haven’t received their student badge. During some Proctorio-examinations you’ll be asked to show your student badge to the camera, so your lecturer can do an identity check. Haven’t received your student badge yet? No worries, by exception you may use your ID-card instead.

What if I become sick and can’t take my examinations?

Report your absence as soon as possible to the student secretariat of your department or School of Arts, at the latest before the start of the (partial) examination. On the intranet and in art 15.6 of the  education and examination regulations you can find: 

• the procedure to report and validate your absence
• the procedure and terms to request a catch-up examination 
   

What if I belong to a risk group? 

If you or someone you live with, belong(s) to a risk group, you may be able to invoke force majeure. Check our preventive measures for more details. 

How will the examination consultation be organised? 

This information will be provided by your programme. 

2. Exams from home

Which room is best suited to take my exams from home? 

• Choose a closed-off space, where you won’t be disturbed by roommates or pets. Make proper arrangements with your roommates, so they know when and how long you’ll be taking exams and mustn’t be disturbed. Used to working at the kitchen or dining table? Maybe you can set-up a temporary office in another room. 
• Don’t place your computer / laptop on your lap, bed or the floor. But use a desk or a table. Make sure you have a comfortable chair to sit in.  
• Make sure you have a stable internet connection.  
• Choose a bright room, but avoid backlight (i.e. window in the background). This will reflect on your screen and make you look like a shadow. Cover up the window, or find another spot.
• If there’s a bookcase in your room, you may not be able to access it from your chair.  
• Try to eliminate background noises as much as possible. Trouble concentrating? Headphones and earbuds are not allowed during written exams, only earplugs.
• Turns out the room you chose isn’t up-to-scratch? Then simply try another one, though not during your exam. Make sure it meets the requirements above.
   

What is allowed on my desk during a digital exam from home? 

Whether you take your exam on campus or from home: the same rules apply.  

• To avoid distractions and fraud: remove all unnecessary items out of sight or into another room.  
• Before each exam you’ll receive instructions on which items are allowed on your desk. This will depend on the type of assessment. For instance: laptop / computer, scrap paper, books / courses (in case of an open book exam) ... 
• Not sure? Ask your lecturer before the exam starts.  
   

May I take a toilet break during a digital exam?

• This depends on the type of assessment. Be sure to check the instructions for each exam beforehand.  
• Play it safe and make sure you use the toilet before your exam starts. The average exam duration is 90 minutes.  
• Toilet breaks are not allowed during exams which require the use of a webcam and microphone.
   

May I use scrap paper during a digital exam?

This depends on the exam. Your lecturer will decide this and give you specific instructions before each exam. 
 

I do not have the necessary hardware (computer / laptop, webcam, microphone) to take my exams from home?

• No worries. You can indicate this during the exam survey, after which we'll look for solutions together.
• Important! If you don't fill out the exam survey, you state that all is fine and you are fully able to take digital exams from a distance.  
• Questions or doubts? Contact your lecturer or head of programme.
   

What if I want/have to take my exams on campus? 

You can indicate this during the exam survey, after which we'll look for solutions together.

3. Technical

Which software programmes do I need to take my digital exams? 

This depends on the exam type. Your teacher will decide whether monitoring software is required. Before each exam your teacher will provide clear instructions, to make sure you know what to expect. The most frequent digital exam types are:  

• A digital test with a proctoring tool 
  • You take your examen via toets.ap.be.  
  • Your teacher may use the monitoring tool Proctorio. 
• A digital assignment 
  • You work on an assignment at home and hand this is via Digitap or toets.ap.be. 
  • Your teacher may use the monitoring tool Examon and/or Teams. 
• Oral exam via Teams 
  • You take an oral exam via videochat with your teacher. 
  • You will need to install Teams. 

More information on these exam types and their download instructions is available via Digitap.
 

My wifi doesn’t work (properly)?

Unstable internet connection? Try the following steps:  

• Are you working wireless? Use a network cable to connect your computer to your modem. This often improves your connection significantly.  
• Move your laptop closer to your wifi transmitter.  
• Switch off all other wifi connected appliances during your exam: your smartphone, tablet, laptop, computer, gaming console … Be sure you make proper arrangements with your roommates in advance.  
• Stay clear of wifi jammers, such as microwaves.  
• Turn your smartphone into a hotspot: your 4G-connection is often more stable.  
• Contact your internet provider (Proximus, Telenet, …) and ask them to check your internet connection.  
• Still no improvement? Contact our student services (STUVO). Together, we will look for a solution.  
   

There’s a technical malfunction during my exam?

MAKE SURE YOU'RE WELL PREPARED 

• Check Digitap beforehand. Here you'll find (technical) tips, guidelines and solutions for different types of exams.  
   

PROBLEMS WITH PROCTORIO?

Proctorio has shut down due to a technical malfunction and you have to regain access to your exam? Don't panic. 

• Navigate back to your exam and select ‘Continue the last effort’. Do this as quickly as possible, since your examtime will continue to run. 
• No success? Contact the helpdesk or the exam emergency number (see below). 
• More details can be found on Digitap (check this beforehand).
   

ICT-SUPPORT 

You've encountered a malfunction (internet breakdown, power outage, system failure ...), despite all your preparations? Then you can contact our ICT-staff:

• Start-up exam (30 minutes before)
  • Contact our helpline via chat: exachatict.ap.be
  • Impossible (e.g. due to an internet breakdown)? Call our exam emergency number: +32 3 220 55 98. 
• During your exam
  • Call our exam emergency number: +32 3 220 55 98.
• Other (non-urgent) moments
  • Contact the ICT-Helpdesk for your campus. 
     

IMPOSSIBLE TO CONTINUE YOUR EXAM?

Your (technical) issue still cannot be resolved after all the steps above? 

• Notify your teacher and ombudsman (for your study programme) via mail asap.
• Report your absence to your departmental secretariat as soon as possible. The procedure to report and validate your absence can be found on the intranet and in art 15.6 of the  education and examination regulations. 
• If desired, request a catch-up exam. The procedure and terms can be found on the intranet and in art 15.6 of the  education and examination regulations.
   

Other technical questions?  

Contact the ICT-helpdesk for your campus.

4. Proctoring & privacy

What is proctoring software and why is this used?

The corona measures have a major impact on our education system. Due to strict guidelines on hygiene and social distancing, it is currently impossible to organize exams on our campuses on a large scale.  

In order to safeguard the health of our students and staff, we have spent the past few weeks exploring how and to which extent we can organize assessments and supervision from a distance. For several course units we have switched to alternative assessment methods. For a limited number of courses we must rely on digital exams from home with online supervision in the form of proctoring.  

Proctoring is a software program which monitors you, your computer and your environment during your digital exam. An AI-system registers potential suspicious activities. When exam fraud is suspected (and only then) proctoring enables your teacher to review these moments.  

If irregularities are indeed detected, they will be reported to the chairman of the exam committee. The proctoring software only highlights events, patterns and behaviours typically associated with cheating. So don’t worry: a simple glance, an unwanted visit from your cat, or a dog barking outside … will not be viewed as an irregularity.
 

Will digital exams affect my privacy?

To ensure a smooth organization of the exams, AP will rely on online proctoring and the use video, sound and screen recordings. This policy has been established: 

•  after careful consideration, 
•  with the concerns of our students in mind, and 
•  within our legal obligation to ensure the reliability of the exams
   

Off course we understand that you may have questions and concerns about how this may affect your privacy. We highly value your privacy and do everything necessary to protect it. Therefore, the following measures are in force:   

• Proctoring and the use of video, sound and screen recordings will only be used when there are no other alternatives available.  
• We minimize the impact on your privacy, by only applying functionalities which are relevant and necessary to guarantee the legality of the exam.  
• Student data which we receive in the context of online proctoring are only used to enable exam participation and evaluation. These recordings are essential in the context of digital exams and will never be used for other purposes.  
• Camera supervision, as well as the use and recording of video, sound and screen are only applied after we have received your explicit permission. You may revoke this permission at any given moment, by sending an e-mail to gegevensbescherming@ap.be.  
• The data are only accessible to a select group of authorized AP-personnel and will only be viewed in case of suspected fraud.  
• The data are stored in a highly secured environment. 
• The data will be automatically deleted after 6 months. 
   

This method provides a safe and reliable manner in which we can:  

• guarantee the value of your diploma, and  
• organize exams from a distance simultaneously for lager groups of students.  

Despite these precautionary measures individual students may object to the use of proctoring and video, sound and screen recordings. In such cases, AP will provide an alternative exam arrangement.

5. Exams on campus 

WHY DO SOME EXAMINATIONS TAKE PLACE ON CAMPUS? 

Written and oral examinations are organised digitally and from a distance, wherever possible. In some exceptional cases, examinations will take place on campus:

• students who lack the proper provisions (environment and/or means)
• in case of technical problems
• from a legal point of view
   

HOW ARE ON CAMPUS EXAMINATIONS ORGANISED?

The following measures apply to examinations on campus:

• Keep your distance (min 1,5 m) at all times: during waiting, during examinations, when entering or leaving a room ...
   

Before the examination

• Exam copies are handed out in advance to designated seats. The examiner and possible chaperone(s) wear gloves during this task.
• Students prepare in designated seats.
• Students wait until they are invited into the room by a staff member.
• Students only sit in designated spots. Don't wander around needlessly.
   

During the examination

• There will be no exchange of materials, so students must provide their own (e.g. pen, calculator, headset ...).
• The examiner and student are separated by a plexi screen during oral examinations.
• The examiner sits in a fixed spot during the examination. The student's seat is cleaned after each individual use with 70% ethanol or disinfecting wipes.
• Students only use designated seats. For instance, in computer rooms you can recognize undesignated seats as follows:
  • The screen has been turned away.
  • The keyboard has been removed.
  • The power cable has been disconnected.
• Keyboards are covered with cling film and swapped, whenever there's a new user. 
  • During written examinations this is done by the cleaning crew.
  • During oral examinations this is done by the student upon arrival.
• Computer mouses and screens are cleaned upon entry in the room with alcohol wipes (70%).
  • During written examinations this is done by the cleaning crew.
  • During oral examinations this is done by the student upon arrival.
     

After the examination 

• There will be a staggered departure.
• Students deposit their examination in the provided plastic container upon departure from the room.
• Students deposit the used cling film (keyboard) in the designated trash can upon departure from the room.
• Examiners wait 48 hours before handling written examinations.