Information to communicate to students
When examination is carried out remotely, it is especially important to inform the students in writing about the forms of the examination and how the examination should be carried out. As an examiner, you are responsible for ensuring that students receive specific information about the examination well in advance of the exam. Below you will find information about what to inform about regarding all examinations and specifically what applies to exams with Zoom.
As the examiner, it is recommended that you share the following information with the examinees in preparation for the examination. The information needs to be adapted to the specific course and to the particular examination. It is equally important to share the same information with the meeting hosts and participating colleagues so that they can carry out their tasks correctly.
- Course code
- Course name
- Date and starting time for the exam
- Link to the examination room in Canvas
- Examiner's name, phone number and email address
The design of the exam
Inform about the writing time for the exam and if there is extra time planned for the students to upload their files. If the exam is divided into several parts, inform about how long the writing time is for each of the parts and when each solution shall be handed in.
Example: "The exam is divided into three parts, 80 minutes per part. After each part, you have 10 minutes to upload your handwritten answer.
Part 1 begins 8:00 (hand-in 9:20-9:30)
Part 2 begins 9:45 (hand-in 10:55-11:05)
Part 3 begins 11:20 (hand-in 12:40-12:50)"
Student's conclusion of the exam
When can I as a student submit the exam at the earliest if the exam is not divided into several parts and, if the exam is in Zoom, also leave the Zoom session?
Example: "You can submit the exam at the earliest one hour before the exam ends. Students that are finished and have uploaded their answers before the time is up should communicate this via chat. The meeting host gives the student permission to leave Zoom."
What format should the exam be written in?
- Digitally directly on your computer or digitally in a specific form?
- What file formats are allowed (pdf, xlsx, doc, docx, other)?
- Written on paper photographed with mobile camera and uploaded?
Example: "The solutions MUST be HANDWRITTEN. You scan/photograph your solutions, put them in a file with the solutions right-facing so that they can be read on the screen without turning around the photographs. Non-handwritten solutions will not be assessed."
How should the exam be submitted? and in what file format?
For digital upload in Canvas, you can set which digital formats that are allowed. Inform students in advance about what is allowed. Choose the file types that suit your exam and in which you can make assessment notes. If you do not want to change programs while you are working with the assessing, only allow one file format. If you plan to use SpeedGrader, pdf is recommended.
Example: "Your answers should be submitted in “Assignments” in Canvas. Your PDF file will be uploaded to Canvas. Permitted file formats: word or pdf."
When handing in handwritten solutions, the recommended app to use is SwiftScan. Instructions for students handing in handwritten exams in Canvas on the Student Web
What should the file be named?
Inform about how you want the students to name their submission file.
Example: "The file MUST be named: Surname_First name_YYYYMMDDXXXX.pdf (or .docx or .xlsx, depending on the file format), where YYYYMMDDXXXX is your personal identity number, for example, Hitchcock_Alfred_189908131234.pdf."
Inform about the code of conduct
If a code of conduct will be used, inform the students how to show their examiner that they have read and consent to the code of conduct.
Example: "In order to access the examination assignments in Canvas, you need to accept the academic code of conduct in the quiz."
Example of code of conduct wording:
I assure that:
- I will go through with the exam according to the examiner’s instructions.
- I have not used any prohibited aids or co-operated with anyone.
- During the examination, I have not had any contact and/or communication (personal or otherwise, like via the internet, phone, chat, etc) with living beings or artificial intelligence (including internet searches) that is not allowed during the examination.
- I have done the exam by myself in solitude.
In generated examination rooms in Canvas, there is a quiz with a proposed code of conduct.
How do students contact the teacher during the exam?
Example: "Questions about the examination assignment are answered by the examiner at 9, 12 and 15 every day in the examination room's discussion form. If you wish to ask questions anonymously to other students, you can also email your question to the examiner. If your question may be relevant to more students, the examiner will publish the question in the discussion forum."
Or: "Example: Questions regarding the examination assignment will be answered by the examiner XX at 12:00-13:00 on Zoom. Questions regarding the examination will only be answered at this time." (Do not forget to provide a link to the Zoom room where the teacher will answer questions.).
Contact at an exam with Zoom
How do students contact the examiner during the ongoing examination? Inform about how the examiner and others will visit examination rooms. How many times? Approximately at what times?
Example: "The examiner will be available for questions in the Zoom room at the beginning of each part. Raise your hand or write in the chat if you have questions. Questions to the examiner should be of a general type (e.g. clarification of assignments) and you will be able to ask your question to the examiner in a breakout room created by the meeting host for you and the examiner."
At Zoom presence: Progress meeting or a small oral examination
Inform the students that at some point during the examination, the student will be invited to a breakout room to show their ID and possibly show their ongoing work to the teacher or examiner so that they can follow the students work process. The student needs information about what is expected of them during the meeting and what happens if they are not approved at the oral part of the exam.
The recommendation is to carry out a compulsory practice opportunity for the students where they can test the entire process for the exam. Above all, they need to test to submit in the correct format, for example photographing and checking that the solutions are visible and that they can be uploaded (high-resolution image files may be too large). At this time, students can also be informed about how the camera should be aimed and test their equipment.
Questions before the exam
Example: "On day time, I will be available on Zoom between 13:00-14:00 and answer questions about how the examination in Canvas is meant to work on Monday." (Don't forget to add a link to the Zoom room where the teacher will be answering questions).
Other recommendations to inform the students about
- You should take the exam in a calm, isolated, and well-lit spot.
- You should sit alone.
- A stable internet connection is required.
- Make sure all your units are connected to a power outlet during the examination
- You must have the required hardware necessary for a real-time digital examination (such as a web camera, microphone, etc.).
- A plagiarism check will be performed on all text that is handed in.
Inform your students whether you will be contacting them during the assessment
Let the students know if you intend to call them when assessing the exams. Encourage them to update their phone number in Ladok, or announce the time that the students are expected to be able to answer a Zoom call for additional questions about their solutions. A recommendation is to arrange bookable meeting times in advance for when students are expected to be available by phone or Zoom.
Also inform about the following during an exam with Zoom
That the student must have access to Zoom via KTH login
The most common problem with exams using Zoom is that students cannot log in at the time of the exam. It is therefore important to create an exercise opportunity or to ask the students to try to log in to Zoom before the exam day so that IT support can help them gain access if needed. Access to Zoom is assigned to the students account before each exam separately. Before each exam, the students must test logging in to Zoom with their KTH user account.
What about toilet visits?
At Zoom presence
- Ask the meeting host in the chat if you need to go to the toilet.
- When you have returned, tell the meeting host that you are back.
At monitored exams via Zoom
- Ask the exam guard in the chat if you need to go to the toilet.
- During the writing period, toilet visits are not allowed. You'll be able to go to the toilet during the scheduled break.
Zoom settings för the examiners
As a student, you should have the following settings:
- Turn off the virtual background
- Turn off the microphone
- Turn the webcam on
- Make sure that the sound (on your computer) is on
The group chat should only be used to ask questions to examiner, teacher, or meeting host.
How the student should set up their mobile camera at exams with Zoom presence
Give instructions on the monitoring. How do you want a camera to be set up? What do you want to be seen in the picture? How to set up your mobile for exams with Zoom on the Student Web .
More information for students
Students can also find information about exams conducted remotely on the Student web (Student at KTH). Below follows some links to the information to be found on the Student web:
- Remote examination
- FAQ for students
- Instructions for submission of handwritten solutions
- Instructions on how to organize the workplace with computer and phone
- About the handling of personal data