FAQ online proctoring

This page deals with a number of frequently asked questions about examinations during the corona crisis - and specifically online proctoring, which we will be introducing as a monitoring instrument.

Click on the bars below to open the corresponding FAQs.

online proctoring

    • Student should keep the allowed (law)books upside down and browse through the pages. This should be done in front of the camera prior to the exam.

    • No, you are not allowed to wear a (smart)watch during your digital exam with online proctoring.

    • You can request an exam-seat via OSIRIS CASES. To do this, login via OSIRIS Student and click on “Cases”. A new window will open, here you can click on “Start case”. You can the start the CASE “Request an exam seat in the M-hall (Woudestein)”. By filling in this form you can request a seat in the M-hall for a specific moment. This only applies to online proctored exams. The exam in the M-hall will also be online proctored. The schedule of OSIRIS CASE is available until July.

       

      NB. Because we follow the guidelines of the RIVM, only a limited number of places are available. Please submit an application only if you really have no other alternative.

    • Online proctoring allows invigilators to monitor students during remote examinations. This is done by asking the students to identify themselves prior to the examination and subsequently make a recording via the monitor, webcam and microphone of the student's device. For further details, check out the video on this website, as well as this documentation published by our supplier ProctorExam, this EUR video - which goes into the procedure from the student's perspective - and this article published in Erasmus Magazine, which goes into the adoption of online proctoring at EUC.

    • The goal of the recording is comparable with the normal process of inviligation during examinations on a fixed location. The goal is to make sure the examination takes place according to the rules and requirements and no violations take place.

    • If your exam is taken remotely with online proctoring, the surveillance during the exam takes place via your camera and microphone instead of an invigilator who is physically present. There is also live support available via chat or telephone to support you with any technical problems.

    • Yes, you have to. It is strongly preferred to identify yourself with your university student card. If you have lost your card, it is also possible to use your passport or identity card as proof of identity. You must cover up sensitive personal data such as your personal identification number (BSN) when identifying yourself for the examination.

    • If you are sitting a remote exam, university staff will contact you beforehand to test whether your device (e.g. a laptop computer) satisfies the technical requirements for a remote examination. Students who do not have access to the required devices for online proctoring can apply to Erasmus Trustfonds for support. Visit this page for further information about this support.

    • Provisions can also be made for students with a functional impairment during online exams. Please contact your study advisor.

    • If students have reasonable objections against taking part in an examination with online proctoring they have the opportunity to submit a reasoned request for an alternative examination facility to the Examination Board. The Examination Board will weigh the weight of the objection and may decide to offer an alternative facility. As we are currently in the coronacrisis it could take time to offer an alternative solution, it might take until next academic year to offer an alternative solution.

    • If you have any questions directly concerning online proctoring, please get it touch with the service desk for online proctoring. We will try to answer your question as soon as possible.

    • Like any other software supplier, the company supplying the remote examination software needs to satisfy stringent requirements set by EUR to safeguard students' privacy and security. The EUR has signed a processor agreement with the supplier and has executed a Data Protection Impact Assessment (DPIA) to see how data are handled and to take the necessary measures to minimize the risks. For more information about how the supplier handles your privacy and data security see the website of the supplier.

    • For the contracting there has been a close cooperation with the privacy officers of the EUR. The EUR has signed a processor agreement with the supplier and has executed a Data Protection Impact Assessment (DPIA) to see how data are handled and to take the necessary measures to minimize the risks. For more information about how the supplier handles your privacy and data security see the website of the supplier.

    • In using the software for examinations on a distance by online proctoring the following data of the participants are stored: the name, the email address, the student number, a recording of the activities on the computer screen, a recording via webcam of your surroundings during the examination, including participant’s face, a recording via video camera of participant’s surroundings.

    • The video recordings will be stored within the European Union (Frankfurt, Germany).

    • Yes, each examination will be evaluated by one or more invigilators (called proctors).

    • Correct: each examination will be reviewed in its entirety, from start to finish.

    • Recordings that are not flagged for instances of possible fraud will be deleted after six weeks, including the back-ups.

    • The final assessment of the video footage is always done by EUR employees. For the first fase of reviewing invigilators or the supplier or subcontracts of the supplier may be used. It is technically possible to train EUR-employees to take care of the full process. This will however take time and require further experience to gain expertise.

    • All Individuals are subjected to a background check before being hired as proctors.

    • In addition to the remote proctors, the recordings can also be accessed by authorised EUR staff members. Examples include the lecturer who set up the course and examination in question, or Examination Board staff.

    • No, third party invigilators only have access to the video materials they have to assess.

    • The application only has access to the search history of your browser during the exam. This is done to check if you're only visiting allowed URLs during the exam.

    • Online proctoring allows invigilators to monitor students during remote examinations. This is done by asking the students to identify themselves prior to the examination and subsequently make a recording via the monitor, webcam and microphone of the student's device. For further details, check out the video on this website, as well as this documentation published by our supplier ProctorExam, this clip (published by Utrecht University) - which goes into the procedure from the student's perspective - and this article published in Erasmus Magazine, which goes into the adoption of online proctoring at EUC.

    • Online proctoring can be used in the context of digital examinations - in combination with examination software like Remindo or TestVision, for example. The faculty key user digital examinations can tell you more about how to use examination software. A single session can be joined by 50 students at the same time. In the case of larger groups, the exam can be held in batches of 50 students. These batches start with a time difference of 15 minutes (for example 10:00 AM and 10:15 AM). In view of our still limited experience with online proctoring within EUR, for the time being the Examination Boards plan to limit this process to a maximum of 100 students. After we have gained further experience with this technology and/or the situation surrounding the coronavirus gives cause for this, we may scale up this format to accommodate larger groups.

    • Not at the moment - but in response to the corona crisis, the university has accelerated the realisation of an online proctoring facility. To this end, we will be entering into a temporary contract with the supplier ProctorExam. During the corona crisis and/or its aftermath, faculties can use the services of ProctorExam. At the same time, we will be including the faculties' requirements and preferences for remote assessment as an extra item in our procurement procedure for digital assessment. This means that after the awarding of this contract, we will have a definite facility in place for remote assessment.

    • We are currently reviewing within the EUR faculties which examinations are eligible for the inclusion of online proctoring and coordinating our plans with the Examination Boards. As soon as we have entered into the contract with the supplier and rounded off the necessary coordination and preparations within the faculty, we will be able to inform the E&S Team Examination Organisation via the faculty's scheduler that we wish to organise a remote examination in combination with online proctoring. If the examination can take place depends on the availability of the software at that moment. The Team Examination Organisation monitors the EUR-wide use of software for digital examinations and online proctoring. Please note: be sure to confer with your key user of digital examinations to check whether all the required preparatory steps have been taken. Once the examination has been included on the schedule, it can definitely be organised in combination with online proctoring.

    • We can make a start on online proctoring as soon as the required coordination with various parties, including the Examination Board, has been rounded off within the faculty. Before students can start on their exam, all facilities - e.g. both the digital examination software and the online proctoring software - need to be in place. Further preparations will be taken up by a team consisting of the faculty contact, the E&S Team Examination Organisation, Risbo and the lecturer.

    • Within EUR, both EUC and Erasmus MC already have experience in working with online proctoring. So far, their experience working with this procedure has been positive. Outside EUR, online proctoring is also a hot topic among other higher education institutions. The phase they find themselves in ranges from orientation to the extensive rollout of online proctoring. EUR is sharing its experiences with online proctoring via the relevant SURF consultation, which also allows it to benefit from other institutions' experiences.

    • Like regular examinations, there is always the risk of students cheating. The video recordings allow the user to pinpoint suspicious situations that need to be evaluated further. In addition, there may be a technical disruption or a student may be unable to participate in an examination that includes online proctoring for other reasons. We will need to come up with tailored solutions for these and other cases. This is even more likely in the earliest stages, since at the moment, online proctoring is hardly 'business as usual' and it is being introduced at an accelerated pace in connection with the corona crisis. We recommend that lecturers and degree programmes have an alternative solution on hand in this phase.

    • EUR sets strict requirements for all its suppliers in relation to security and privacy. The EUR has signed a processor agreement with the supplier and has executed a Data Protection Impact Assessment (DPIA) to see how data are handled and to take the necessary measures to minimize the risks. For more information about how the supplier handles your privacy and data security see the website of the supplier.

    • No, it cannot be mandatory. Any students who object to sitting an exam that includes online proctoring are entitled to an alternative solution. In that case a request must be admitted to the Examination Board. As we are currently in the coronacrisis it could take time to offer an alternative solution, it might take until next academic year to offer an alternative solution. The teacher has to take this into account and coordinate this with the Examination Board. It is difficult to predict how many students will actually make use of such alternatives. The E&S Team Examination Organisation will be gaining experience with this matter in the period ahead and coordinating with the Examination Boards and Educational Offices.

    • Students who do not have access to the required devices for online proctoring can apply to Erasmus Trustfonds for support. Visit this page for further information about this support.

    • As soon as EUR has entered into the agreement with the supplier, the faculty contact and the E&S Team Examination Organisation will be prepared for the implementation of online proctoring in digital examinations.

    • During the examination with online proctoring, staff will be supported by the supplier, the E&S Team Examination Organisation and the faculty contact. The supplier is responsible for the performance of the online proctoring facility during the examination. The faculty contact will be present and will together with the E&S Team Examination Organisation and IT support answer questions via online chat . The lecturer will answer any substantive questions students may have in the chat in ProctorExam.

    • After the examination that includes online proctoring has been rounded off, the supplier will provide the faculty with video recordings of the participating students, indicating which timeframes in the recordings show evidence of possible suspicious actions. These flagged recordings will be analysed in consultation with the faculty and the E&S Team Examination Organisation. In cases where the recordings show actual suspicious actions, the files in question will be stored and forwarded to the Examination Board of the relevant faculty. Recordings that do not show evidence of suspicious actions will be deleted within 6 weeks.

    • If you have any questions directly concerning online proctoring, please get it touch with the key-user online proctoring of your faculty.

    • Faculties can choose between a number of alternative assessment formats for their students. In this context, they will be supported by the CLI with advice based on educational theory. The digital assessment facility in the M Hall will be expanded at an accelerated rate so that by June, we will be ready to organise digital examinations for larger groups in an efficient manner. EUR will facilitate online proctoring throughout the university, allowing faculties to organise remote examinations while taking due account of the associated privacy aspects.

    • This is decided by the faculty - and specifically the lecturers, programme directors and Examination Boards.

    • The scaling up of the remote assessment facility will be organised by the digital assessment project in collaboration with E&S, IT and RES. The responsibility for planning and organising digital examinations will be borne as usual by the faculties and the Team Examination Organisation.

    • The preparations for the introduction of online proctoring within EUR will be handled within the CLI's digital assessment project. EUR has assembled a project group to ensure that the process runs smoothly. Its members are: Jeroen Jansz (client), Robbie Nijsse (project leader), Lucas Meijs (Examination Boards), Marieke Veenstra (CLI), Wilco te Winkel (CIO), Stella Verbrugge (E&S), Kris Stabel (CLI/Risbo). Please submit any questions you may have for the group to Robbie Nijsse.

    • Entering into a legal contract with a supplier of online proctoring services during the corona crisis and its aftermath, drawing up a step-by-step plan for online proctoring together with E&S and the faculties, providing support to faculties that require this, collecting experiences within and outside EUR to improve the online proctoring process, offering information about online proctoring to the Examination Boards, programme directorates, lecturers and students. In addition to these short-term actions, EUR will also be including online proctoring services in its European invitation to tender for digital assessment - ensuring that from 2021 on, EUR will have a reliable facility for online proctoring in place.

    • The CLI brings together educational insights with regard to digital assessment and presents the collected information via MyEUR. Faculties can apply for educational support via the LI teams (contact: Kris Stabel). At their request, the university can also organise information sessions which will be offered in digital format until the end of the corona crisis.

    • The Team Examination Organisation can only help faculties on a limited scale - by posting examination questions on Remindo, for example, or reviewing webcam recordings that have been flagged for suspicious behaviour. The final responsibility for the test lies with the teacher. The teacher must approve the examination in Remindo before the examination can take place. If any support is needed it can be requested by sending an email to exams@eur.nl.

    • Apart from a few pilot projects, EUR has very limited experience with online proctoring services. This experience will need to be amassed in the period ahead. Therefore we are unable to issue any further guarantees at this stage in the process.

    • If you have any questions directly concerning online proctoring, please get it touch with the key-user online proctoring of your faculty.

    • For the contracting there has been a close cooperation with the privacy officers of the EUR. The EUR has signed a processor agreement with the supplier and has executed a Data Protection Impact Assessment (DPIA) to see how data are handled and to take the necessary measures to minimize the risks. For more information about how the supplier handles your privacy and data security see the website of the supplier.

    • In using the software for examinations on a distance by online proctoring the following data of the participants are stored: the name, the email address, the student number, a recording of the activities on the computer screen, a recording via webcam of your surroundings during the examination, including participant’s face, a recording via video camera of participant’s surroundings.

    • The video recordings will be stored within the European Union (Frankfurt, Germany).

    • Yes, each examination will be evaluated by one or more invigilators (called proctors).

    • Correct: each examination will be reviewed in its entirety, from start to finish.

    • Recordings that are not flagged for instances of possible fraud will be deleted after six weeks, including the back-ups.

    • The final assessment of the video footage is always done by EUR employees. For the first fase of reviewing invigilators or the supplier or subcontracts of the supplier may be used. It is technically possible to train EUR-employees to take care of the full process. This will however take time and require further experience to gain expertise.

    • All Individuals are subjected to a background check before being hired as proctors.

    • In addition to the remote proctors, the recordings can also be accessed by authorised EUR staff members. Examples include the lecturer who set up the course and examination in question, or Examination Board staff.

    • No, third party invigilators only have access to the video materials they have to assess.

    • Yes, you have to. It is strongly preferred to identify yourself with your university student card. If you have lost your card, it is also possible to use your passport or identity card as proof of identity. You must cover up sensitive personal data such as your personal identification number (BSN) when identifying yourself for the examination.

    • The application only has access to the search history of your browser during the exam. This is done to check if you're only visiting allowed URLs during the exam.

    • The goal of the recording is comparable with the normal process of inviligation during examinations on a fixed location. The goal is to make sure the examination takes place according to the rules and requirements and no violations take place.