Online oral exam

Technical

• Install Zoom on your computer
• Use an external microphone if you have one. They are usually better than built-in ones
• Ensure in advance that you have working web camera, microphone and internet connection
• Invite a fellow student to test equipment including speaker, microphone and setup with you in good time
• Install the latest Zoom app on a mobile device with data subscription in case of technical issues and weak or unstable connections

Practical

• Practice your exam in Zoom to be familiar with the environment
• Arrange in advance how you will handle writing/drawing during the exam if needed. Get inspiration and useful advice on annotation with Zoom, whiteboard in zoom, sharing ipad screen for drawing in Zoom  from these video tutorials regarding Zoom
• Place yourself so you have a balanced backlight so others can see you better. Avoid sunlight from the sides and back.  

Group exams

• Unless your teacher decides otherwise and communicates this at the latest 7 days before the group exam, students attending a group exam are allowed to be in the same room during the exam.
• The ITU recommendation is that students who are in the same room during a group exam log onto Zoom individually using their own device and mute their microphone when they do not speak in order to avoid feedback loop

All online oral exams take place on Zoom. IT security guidelines must be adhered to.

ITU uses the licenced Zoom version provided by the Danish e-Infrastructure Cooperation (DeiC) which meets ITUs security requirements.

Zoom tutorials 

Find all the tutorials regarding the below here in ITU Media

1. Install Zoom Client and join a meeting 
2. Test speaker and microphone before a meeting in Zoom
3. Test speaker and microphone during a meeting in Zoom
4. Add Zoom Virtual Background 
5. Share screen, share window, share part of screen
6. Presenting a powerpoint in Zoom without having a full screen blocking your view and notes
7. Whiteboard in Zoom
8. Annotate on Screen with Zoom
9. Zoom push-to-talk
   • The Push to Talkfeature allows you to remain muted throughout your Zoom meeting and hold down the spacebar when you want to be unmuted and talk. 

Android tutorials 

1. Install Zoom and login on Android
2. Join Zoom meeting on Android 

Ipad tutorials

1. Use Ipad as Whiteboard Zoom

At least 7 days before the exam, your teacher will via LearnIT provide you with the exact time, link to the meeting in Zoom and other relevant information

These guidelines were approved by Board of Studies 5 May 2020:

1. Students and examiners must have the camera on during the entire examination (except when sharing screen as this setting does not allow using the camera at the same time) in order to make the online exam as close as possible to ordinary face-to-face exams. Having the camera permanently on also is a measure for the examiners to evaluate if students are cheating.
2. Examiner starts the exam and goes through how the meeting will proceed.
3. The identity of the student must be established. If asked by the examiners, student must show student card.
4. ITU trusts that students adhere to the exam rules and that students do not receive any help during the exam. If asked by the examiners, student must show the room they are located in. 
5. The student can display a background picture to maintain privacy. E.g. this one of ITU.
6. During presentation it is recommended that non-speakers microphones are unmuted.
7. The examiner ends the exam when the time has expired and makes sure that students are not attending the voting.
8. If any unforeseen incidents happen, it is a good idea to describe and document what happened.
9. According to the Examination Order, audio or video recording of an exam is not allowed unless the recordings are part of the examination. In such cases, the University undertakes the recording. The recording must thus not take place if the sole aim is to use the recording in the case of an exam complaint or to reveal cheating.

• Speak as clearly as possible
• Wait a little bit longer for people to finish sentences so you don't risk interrupting them
• Acknowledge what other people are saying with nods, not confirming sounds or words as the risk disturbing the speaker
• Raise your hand so others can see you want to say something
• Consider using Zoom's push-to-talk function to avoid broadcasting unintended noise. The Push to Talk feature allows you to remain muted throughout your Zoom meeting and hold down the spacebar when you want to be unmuted and talk

1. Log on to the Zoom meeting using the link provided in LearnIT by your teacher/supervisor 
2. If you have technical issues, use the Zoom app on your mobile phone to join the meeting
   • If the Zoom app on your phone does not work either, you can call the meeting via phone using the Zoom Dial-in number provided by your teacher/supervisor

1. Once joining the meeting, you will be automatically placed in a waiting room. To access the examination room, you will be invited in by the examiner 

2. You say your name and authenticate yourself. If asked by the examiners, you must show student ID card

3. Depending on the exam there will be a method for drawing of exam question - not relevant for all exams

4. You present 

5. Your teacher and the external examiner ask questions

6. For answers requiring different tools to e.g., write code, draw a diagram, etc.: 

   1. Share your screen (see tutorial)

   2. Use the shared whiteboard in Zoom 

   3. With regards to writing code, you will be allowed to use the Integrated Development Environment of your choice

   4. With regards to drawing diagrams, you will be allowed to use the tool of your choice as long as this does not become a reason for delays. In case of delays or if you prefer, you will be allowed to draw diagrams on a sheet of paper that is afterwards shown to the camera

7. Once the exam is completed, the examiner will place you in a Zoom breakout room   

8. Stay online and await in another Zoom breakout room while your teacher and external examiner discuss your performance 

9. The examiner invites you back into the exam breakout room for the result

Group exams

Like it is the case for face-to-face exams, students can ask to get their grade without the presence of the fellow students.

• If the internet connection or camera fail:
  • Install the Zoom app on your phone before the exam so you can move to a mobile device if needs be.
  • Call the meeting via phone using the Zoom Dial-in number provided by your teacher/supervisor
• If you have problems with your WIFI connection:
  • Use cable instead
  • Place yourself close to the router
  • Turn off other devices that use the router (streaming of film, music, etc.)
• It can be a solution to log on from two devices. Remember to move both devices between the Zoom breakout rooms. Also remember to mute one device (otherwise potential doom of feedback loop).

No video - only audio

• If you experience issues with video but is still available to attend with audio, the examiners assess whether there is a risk of cheating or if the exam can be carried through with only audio.
• If one of the examiners experiences issues with video, the exam is carried through, unless the examiner depends on video to pursue the examination.

Extension of exam

If the duration of the interruption caused by technical problems corresponds to less than 1/5 of the exam, the examiner adds the time spent re-establishing communications to the exam. 

The exam is stopped and rescheduled for as soon as possible, if the examiners cannot soundly asses your performance e.g. due to broken, weak or unstable equipment or internet connection.

The examiners decide if an exam should be rescheduled, but you can off course voice an opinion.

The general recommendation is that an exam is rescheduled

• If it happens within the first 2/3 of the exam
• If the exam cannot be rectified within a duration corresponding to 1/5 of the exam duration. 

What happens if one student in a group exam is disconnected and cannot reconnect to the meeting within a duration corresponding to 1/5 of the exam duration?

• The exam is completed for the remaining students.
• The exam is rescheduled for the student not able to connect

If the exam is stopped, the examiner arranges a new time to resume the exam, preferably on the same day.