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Online oral exams

ITU trusts that both students and teachers at ITU do what they can to maintain the integrity of online oral exams. The purpose of this page is to answer as many questions as possible upfront, so that you can focus on the actual exam. 

This applies to all online oral exams:

  • The general rules and regulations about exams at ITU are also valid at online exams 
  • All online oral exams take place on Zoom. ITU uses the licensed Zoom version provided by the Danish e-Infrastructure Cooperation (DeiC), which meets the security requirements.
  • According to the Examination Order, audio or video recording of an exam is not allowed unless the recordings are part of the examination. 

  • You are allowed to be in the same room unless the examiner decides otherwise and communicates this to you at least 7 days before the exam.
    • We recommend that students who are in the same room during a group exam, log onto Zoom individually using their own device. This makes it easier for the examiners to identify the student talking.
    • Do what you can to make it completely clear to the examiners who is talking. This might not be easy in the online setup.
    • You should mute your microphone when you do not speak in order to avoid feedback loop.
  • Like it is the case for face-to-face exams, you can ask to get your grade without the presence of the fellow students.

Rescheduling or extension of exam due to technical issues

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. 

Group exams:
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

Does a rescheduled exam due to technical issues count as an exam attempt?

A rescheduled exam due to technical issues does not count as an exam attempt. However, if the examiners assess that you deliberately tried to avoid attending the exam, the exam will be registered as an exam attempt.

If - despite the interruption due to technical issues - the examiners are able to soundly assess your performance within the first 2/3 of the exam, the exam is concluded and counts as an exam attempt. This means that the exam and the grade may stand.

 

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. 


Before the exam

This is a recommended minimum list to aid you prepare the 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 from these video tutorials on annotation with Zoom, whiteboard in zoom, sharing ipad screen for drawing in Zoom
  • Place yourself so you have a balanced backlight so others can see you better. Avoid sunlight from the sides and back. 

When will I get the Zoom link?

At the latest 7 days before the exam, Course Manager will post exam communication and Zoom-link on LearnIT 

How to make online conversation run a bit smoother

  • 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

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.

During the exam

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.

  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. 

FAQ

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

No. ITU adheres to the national guidelines stating that students must be able to prove that they are alone during the examination if asked to do so by the examiner. This common rule for all students in Denmark aims at ensuring that students do not receive any help during the exam. Once you have showed the room, you can display a background picture to maintain privacy.

Each exam begins with the identity of the student being established. If asked by the examiners, you must show student ID card.

If you can't find your student ID card: 

Log on to LearnIT, go to your profile page and share the screen


No video - only audio

  • If a you have 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. 

Yes. In order to make the online exam as close to ordinary face-to-face exams as possible, it is mandatory to turn on the camera during the entire exam. The only exception is when you share your screen in Zoom, as this setting does not allow using the camera at the same time.

We recommend that you select a virtual background in Zoom. See tutorial. You can use this background of ITU, if you want.

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.

If you think that there is a risk of being disturbed, we recommend that you find an alternative to your home where there is quiet. 

Please check out the ITU Zoom tutorial where it is explained how to present PowerPoint slides without having a full screen blocking your view and notes.

  • Unless your teacher/supervisor decides otherwise and communicates this to you at the latest 7 days before the exam, you are allowed to be in the same room as the other students in your group.
  • The ITU recommendation is that students who are in the same room during a group exam log onto Zoom individually using their own device. This makes it easier for the examiners to identify the student talking. Students should mute their microphone when they do not speak in order to avoid feedback loop.
    • Use the Push to Talk feature which allows you to remain muted throughout your Zoom meeting and hold down the spacebar when you want to be unmuted and talk. Tutorial available here.

A rescheduled exam due to technical issues does not count as an exam attempt. However, if the examiners assess that you deliberately tried to avoid attending the exam, the exam will be registered as an exam attempt.
If - despite the interruption due to technical issues - the examiners are able to soundly assess your performance within the first 2/3 of the exam, the exam is concluded and counts as an exam attempt. This means that the exam and the grade may stand.


Due to teaching and other activities at the ITU campus, most oral re-exams in August 2020 might have to be conducted online as well.


Resources for you  

This page was last updated 6 May 2020