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Zoom and exams FAQ

Online oral exams are conducted through the video meeting platform Zoom.  

Here are the most important links where you can find information:

How to conduct exams in Zoom (video)

This guide shows how to set up a Zoom room to be used for exams through Brightspace.

Having trouble viewing the entire guide? Try refreshing the page. If it doesn't work Press "View It" and select "Watch It" and switch back again.  

Setting up the meeting in Zoom and support

Does Zoom have a practice room? That is, a room that allows examiners to try out Zoom beforehand and perhaps test it with a colleague.

Everyone taking part in an exam have the choice to install the Zoom client. or access Zoom via Browser. 

Who will be assigned the role of “host”?

Only the examiner will be assigned the role of host and have the host controls. Once the co-examiner has entered the meeting, the examiner may make him or her co-host. In this way, the co-examiner will automatically be assigned the role of host if the examiner’s loses the connection to the exam.

Does the meeting automatically have a waiting room? Where can you find it?

The waiting room function is added when the meeting is set up. Examiners will automatically go straight to the meeting room. Everyone else who attempts to access the meeting room will get a notification that the meeting has not yet started (if the examiner has not yet entered the meeting), or that they are in the waiting room and will be given access by the host.

Do you need a password for all meetings?

Yes. The passwords are added to the meeting during the setup.  

How do you log on via SSO and how do you update Zoom?

How to update Zoom:

  1. Open the Zoom Client on your computer. To open the program, search for 'Zoom' in the start menu.
  2. Log in using SSO (see the guide above)
  3. Click on your initials in the upper right corner of the program
  4. Click 'Check for Updates'

Are the chat messages stored?

According to the DeiC, chat records are not stored.

Is it possible to establish an exam hotline to IT Support to avoid telephone queues?

You can reach IT Support by calling their usual hotline. There are plenty of staff to prevent telephone queues:    

Questions related to the student

Have the students received instructions on how the exam will take place in advance?

Student guidelines are available on the AU Studypedia, where there are links to information about Online oral exams and Zoom guides for students.

Is the IT Support responsible for helping the students set up their technical equipment before the exam?

Who moves the students to the waiting room when the grade is being discussed?

The examiner is responsible for moving the students back to the waiting room, as the examiner is hosting the meeting.

Are students able to talk to each other in the waiting room?

No. The students are not able to see or talk to each other in the waiting room.

Are students required to film their room with their webcam to prove that they are alone?

No, they are not required to, but the examiner may ask them to do so.

What if there are two students in a group and they are in the same room?

This is allowed as we are dealing with a group exam.

Can they students share their screens and how do they do this?

You can find the guidelines for how to share your screen halfway down this page.

How do you let students out of the meeting when they have been examined?

Find out more about how to let the students and co-examiners into and out of the meeting here.    

Co-examiners

How do the co-examiners access the exam?

The co-examiners will receive the link and the password for the Zoom meeting from the department secretaries prior to the exam. The link will take them to the exam waiting room, and the examiner will then let them into the exam.

Does the co-examiner have to participate in the Zoom exam via Brightspace?

No.

Are co-examiners required to turn on their camera during the exam?

As a rule, the co-examiners must turn on their camera during the exam, unless otherwise agreed with the examiner.    

Security

Can delays arise due to technical problems?

Yes, delays due to technical problems are always a possibility. That is why everyone is encourage to familiarise themselves with the available guidelines before the exam. There is a short break between each exam, which will help minimise any delays.

What about the IT security in Zoom?

You can read more about IT security in Zoom here.

How do we check that the exam is not being recorded?

It is illegal to record a meeting without the consent of the other participants. This means that students who do so may expect a legal response. 

How do we check that the students are not in contact with others?

The examiner may ask the student to pan the room with their webcam. If the student seems distracted during the exam, you could get them to pan the room again, show you their mobile phone or remove their headphones.   

How does this cohere with the fact that exams are, as a rule, public?

 

According to AU’s guidelines, students are allowed to have guests at their exam, as long as they remain visible in the background throughout the exam.

Revised 21.07.2023