According to the guidelines of the Council of Department Directors (Sept. 13, 2022), when a part of the exam is scheduled in the distance mode - where a part must necessarily be in presence - students will be able to do their written assignment on paper by connecting via video conference with the lecturer (Zoom or Google Meet).
This format is intended for exams which require students to utilize formulas, diagrams, graphics, drawings or translations.
It is designed for exams with a limited number of students and a maximum of 24 per professor.
Students take the exam on paper.
The professor monitors students during the exam via video conference with Zoom, Google Meet or a similar program.
All students are responsible for respecting the general values and conduct stipulated in the Student Honour Code.
Procedures
Students connect with the professor via video conference and position the camera so that the paper on which they take the exam, themselves and the surrounding environment are all in the frame.
The professor monitors the students during the exam using the chosen video conferencing system (Zoom or Google Meet).
At the end of the exam, each student converts what they have written into a digital format, either with a scanner or a specific smartphone app, and sends it to the professor as a PDF document.
The exam session cannot be recorded in any way, neither by professors nor by students.
Numbers
This exam format is designed for a maximum of 24 students so that the professor can appropriately monitor the participants.
If there is a large number of students registered for the exam it is necessary to organize a series of smaller sessions at staggered times or on different days.
Technology, Tools and Instructions for Professors
- List of students registered for the exam in Esse3 in case they need to be contacted
- The Zoom or Google Meet client for remote monitoring.
Technology, Tools and Instructions for Students
To take the paper-based exam students must have:
- a personal computer or tablet equipped with a webcam, a microphone for audio output and headphones for audio input
- a stable Internet connection
- Installed the client or app of the video conferencing system indicated by the professor (Zoom or Google Meet)
- an adequate number of blank sheets of paper
- at least two pens in case of ink problems during the test
- a scanner in the room where the test will take place, or install a free smartphone app for generating PDF files from photographed images (such as CamScanner, Genius Scan or other similar apps)
- a watch (not a smartwatch) to monitor the elapsed time
- a photo identity document on hand at the beginning of the exam.
Before the Exam
Professors and students must complete certain tasks before the exam session.
Professors Must
- Determine the on-line platform for uploading the completed exam (Moodle, Google Drive, e-mail)
- Communicate to students registered for the exam through the usual channels (Esse3, Moodle notice board, e-mail) regarding:
- the day and time of the exam
- the link to this page with the exam guidelines
- the video conferencing system that will be used for monitoring and instructions for connecting
- the platform used for uploading the completed exam:
- through the Moodle exam application
- via Google drive
- by e-mail
- Configure the waiting rooms to permit student recognition (if using Zoom)
- Make sure they have a stable Internet connection
- Set up and test their webcam and audio device prior to starting the exam session
Students Must
- Register for the exam in Esse3
- Read the guidelines on this page and the Student Honour Code
- Wait for a notice from the professor through the usual communication channels (Esse3, Moodle bulletin board, e-mail) regarding:
- the date and time of the exam (which may differ from that indicated at the time of registration based on the actual number of students enrolled)
- the video conferencing system that will used (Zoom or Google Meet)
- the platform that will be used for uploading the completed exam
- Install the client or app on their computer or tablet for the video conferencing system indicated by the professor
- Make sure they have all the necessary software and equipment indicated in the above paragraph Technology, Tools and Instructions at least one day before the exam and verify that:
- that there is a stable Internet connection
- that the computer or tablet, headphones and microphone all function correctly
- that the video conferencing system indicated by the professor (Zoom or Google Meet) is configured properly
- Place their desk in front of a wall and in an adequately lit environment.
During the Exam
- Each student must be seated at a desk or table placed against a wall if possible and in a well-lit area. The webcam must frame the student and the surrounding area.
- If a smartphone is used to connect to the Internet via a hotspot the smartphone must be out of reach during the entire exam session.
- On the day of the exam students must log in to the video conferencing system ahead of time to check that everything is working properly and wait for the professor to connect.
- Before beginning the exam, the professor will consult the registration list and verify the identity of each student using their Esse3 profile photo. If the photo is not in the Esse3 system, each student will be required to present a valid photo ID using their webcam. Students can show only their photo, first name and last name and conceal the other information on the identity card.
- For the entire duration of the exam:
- no other people are permitted in the room
- any smartphone should be out of the student’s reach and it should only be used after finishing the exam in order to scan and upload the documents
- the webcam and microphone must be turned on
- avoid making any noise because the microphone and webcam are active
- refrain from asking the professor questions for the same reason
- do not use any type of supplementary documents or technological equipment, except in cases where this is expressly permitted by the responsible professor or by the members of the examining commission
- follow instructions given by the professor in order to ensure smooth and timely running of the exam
- if the connection is lost try to connect again immediately
- if the interruption lasts several minutes the professor can decide whether or not to cancel the exam
- in any case, wait for the end of the allotted exam time without leaving your seat
- The exam session cannot be recorded in any way, neither by professors nor by students.
Uploading the Exam
At the end of the exam session students must:
- Write their last name, name, student number, corresponding page number and total number of pages on each sheet of the exam
- Put down their pen and wait for their turn to upload the exam
The professor will call the students one by one to:
- Scan their exam pages using a scanner or smartphone scanning app
- Compile all the pages in one PDF file and name it according to: last name-name-student number.pdf
- Send the PDF file using the means indicated by the professor.