Information for the teaching staff at the faculty of Arts in connection with Covid-19

- The page will be updated regularly -

ACCESS TO CAMPUS

Guidelines regarding on-campus activities

20 April 2021

  • To access the buildings, you must bring your key card, as the doors to the buildings will still be locked.
  • You may only turn up if you have documentation for a maximum of 72 hours of old negative Corona test. You must be prepared to present relevant documentation to your immediate supervisor if asked.
    Guidelines for testing
  • You must wear a face mask when you move around indoors at the university, and comply with the general guidelines for the prevention of infection, including guidelines for hand hygiene and distance.

Read more about the general guidelines here

Corona self-test at AU

If you turn up on campus, you must be able to present documentation for a maximum of 72 hours old negative Corona test. You can take a supervised self-test at AU.

  • Aarhus: There are several test sites in Aarhus – timebooking is necessary
  • In Emdrup, the test centre in D165 - time booking is not necessary.

The test is a quick test taken with a nasal swab. You carry out the test yourself under supervision of trained staff. The supervisors will guide you through the whole process of the test from start to finish.

You must download a quick Test app from home, which you will need to register the results of the test.

AU Library

The departments of AU Library will start reopening April 21.

TEACHING IN THE SPRING SEMESTER 2021

Guidelines for teaching activities in connection with reopening

20 April 2021

 

The majority of the teaching in spring 2021 will take place online, but the government's reopening plan makes it possible to organise physical teaching activities to a limited extent.

From Week 15 or 16, depending on what is practically possible, teaching will be offered with attendance at the university on a small number of courses.

According to the Vice-dean's email to students on 9 April, it is unfortunately far from all students who will be given the opportunity to attend classes in this phase of the reopening – the priority is the first year of the Bachelors degree programmes and Master's programmes without associated Bachelor programmes and courses that contain important practical elements.

Students who are included in the reopening will be notified directly via Blackboard.

Online/remote teaching

18 January 2021

Here, we have gathered links to pages with information and guidance on how you can change the traditional classroom teaching to other learning formats and forms of teaching.

Contact ced@au.dk if you need input on how to reorganise your teaching.

Guidelines for streaming and recording classes

12 March 2021

Here you can find guidelines on how teachers should relate to streaming and recording classes in relation to the GDPR when making recordings available to students on Blackboard and Panopto.

The guidelines apply from spring 2021 and will be updated from autumn 2021 with a more durable format.

Lecture participation in the spring 2021

18 december 2021

Since the spring classes are affected by the risk of quarantine for both students and teaching staff, it has been decided that the attendance requirement in connection with classroom participation does not apply in the spring of 2021.

Instead, students must meet the requirements for classroom participation by taking part in the activities set by you cf. the curriculum. You must inform your studetns about how to meet the requirement for participation at the start of the course.

Division into classes

14 January 2021

Due to the current coronavirus restrictions, it will not be possible for students to apply to change or swap classes in spring 2021.

EXAMS

Exams summer 2021

27 April 2021

As a general rule, exams in the summer 2021 are held online.

If an exam normally requires physical attendance, there are three options:

  1. The exam form has not been changed, but the exam is held via Zoom
  2. The exam form has been changed so that it can be held without attendance, e.g. in writing or online via Zoom. The new form of examination is described in the emergency academic regulations.
  3. The form of the exam cannot be changed. This means that the exam will be held with physical attendance as described in the academic regulations

If the exam form has been changed, you can also find the emergency academic regulations in the list.

Please note that the changes apply to all exams during the exam period summer 2021, including re-examinations

Exams held with physical attendance

Guidelines if you are to attend an exam on campus

12 January 2021

Examiners and any external examiners will be notified directly about how they should behave in connection with an exam with physical attendance.

Students are informed in a email sent via Digital exam the week before the exam.

Students who are to take an exam with physical attendance have been encouraged to take a Covid-19 test before the exam.

If you or your co-examiner are unable to conduct exams in person as a result of self-isolation

If you, as an examiner, need to be in self-isolation during the exam period, you must notify UVAEKA as soon as possible. If it is possible to convert the exam into an online exam, we will inform the students that their exam will be taking place online. In cases where it is academically assessed that the exam cannot be put online without further changes, the exam cannot be converted into an online exam and the students will need to take the re-examination without using an examination attempt.

It is possible for co-examiners to participate virtually if they are in self-isolation.

If students are prevented from turning up at an exam with attendance

Students who are infected with Covid-19 or are in self-isolation as a result of suspicion of infection and cannot turn up for an exam, will have the opportunity to be registered for the re-examination without using the attempt at the ordinary exam.

Online exams

16 December 2020

Oral exams via Zoom

Examiners are responsible for creating exams (in the form of a meeting) in Zoom and then sharing the links with UVAEKA, who will upload them to the Digital Exams system.

You must also state a phone number on which you can be contacted if there is a systems breakdown. If you do not want to state your (private) cellphone number, you can redirect calls to your AU landline – see guidelines

The examiner, co-examiner and student(s) all access the virtual exam room via the link in the Digital Exams system.

Guides - oral exams in Zoom and Black board:

More information:

What do I need to instal on my computer?

You must install both Zoom and Skype for Business on your computer/tablet before the exam. The exam will normally take place in Zoom. But if there is a systems breakdown, Skype for Business can be used as a backup. So it is vital that you have installed both platforms on your computer/tablet.

Systems breakdowns

What must the examiner do?

  • If there is a systems breakdown before or during an exam, the student must contact you by phone. The phone number can be found in the Digital Exams system under the exam in question.
  • You should then try to re-establish a connection via Zoom. If Zoom still does not work, you must try to establish a connection via Skype for Business instead.
  • If it proves impossible to establish a connection within five minutes, you must terminate the exam and contact the student by email or phone to arrange a new time for the exam, if possible.
  • It is your decision as examiner whether an exam should be terminated.
  • If you experience systems breakdown, please note it as part of your exam notes in a way that allows you to reproduce the event in any later examination appeal.
  • If the exam is terminated owing to a systems breakdown, this will not be regarded as a failed attempt to pass it. This is the case whether the breakdown occurs before or during the exam. And it does not matter whether the breakdown is due to the student’s system or the system used by the examiner/co-examiner.  The student is not required to produce evidence of any systems breakdowns occurring either before or during the exam.

Systems breakdowns during a group exam

If, during a group exam, system failure occurs with one of the group's members and it is not possible to restore the connection (see instructions above), the exam is terminated for all members of the group. The examiner will then contact the group members to schedule a new time for the exam.

How to resume an exam if the breakdown happens, after the exam has started

  • If the exam consists of an oral exam with preparation (e.g. 30 minutes of preparation and 30 minutes of examination), the student must draw up a new exam question for the next exam.
  • If the exam consists of an oral exam with 24, 48 or 72 hours of preparation, the following options are available:
    • If the exam cannot be completed on the same day, the student must draw/be given a new question
    • If the exam cannot be completed within the planned exam days, the student will have direct access to the re-examination.
  • If the student has submitted a written product (e.g. an assignment, outline or synopsis) and is to be examined on the basis of this, it is your decision as examiner whether the exam can be resumed where the interruption took place, or whether the oral part of the examination is to start from the beginning.

Rules for online/virtual oral exams

An exam can only be conducted if both your and the student’s computer/tablet have access to a video connection via a webcam.

The examiner can ask that students identify themselves with their student ID card (or another valid photo ID) before the exam starts.

If the student has invited anyone else to attend the exam, they must be visible in the background throughout the entire exam. You may decide to start by asking for a 360-degree panorama of the room with the student’s webcam to ensure that:

  • There are no aids in the room (notes, works of reference etc.), if the exam in question does not permit the use of aids.
  • The screens of any tablets, cellphones and other devices which could be used to communicate with third parties are placed on the table facing downwards. 

Rules for group exams

Aarhus University recommends that groups comply with the guidelines issued by the health authorities and keep their distance by taking part in exams separately using their own computers/tablets. The examiner is not responsible for ensuring that students comply with the university’s recommendations.

Rules for recording oral online exams 

Audio and/or video recordings of oral online exams are not permitted, unless they are part of the exam process (cf. section 4 subsection (5) of the Danish Examination Order).

If you discover that audio or video recordings of the exam are being made, you must ask the student to stop doing this. If students fail to comply with this request, you must terminate the exam without an assessment, and this will be regarded as a failed attempt to pass the exam in question.

If you suspect that a student is cheating

If the examiner and co-examiner discover that a student has brought aids which are not permitted with them, or infringed against the guidelines relating to cheating in exams in any other way, they must inform the student after the exam that a report regarding possible cheating will be submitted. The grade should be discussed in normal fashion, but it should not be announced. The normal procedures for reporting any suspected cheating at exams should be observed.

More information and guidelines about online exams

From May 2021 Centre for Educational Development offers courses in the online exam.

See which courses we offer here.

You can also:

  • Contact CED by writing to ced@au.dk if you need individual consulting in relation to your online exam

FAQs

How will doing oral exams via Zoom affect my exam timetable?

The staff responsible for administering exams will discuss the number of exams per day and the number of exam days with each examiner.

MASTER'S THESES

Thesis students' opportunity to apply for a deadline postponement due to Covid-19-related conditions

19 March 2021

The Danish Agency for Science and Higher Education have at the end of March 2020 clarified, that the Covid-19 pandemic does not as such constitute an exceptional circumstance.

However, in certain cases it will be possible to apply for an exemption related to the Covid-19 pandemic.

Postponing a deadline owing to changes in your thesis project

If the Covid-19 pandemic prevents a student from working on a Master's thesis, the student must - in collaboration with the supervisor - check whether an adaption of for example, theory or method, alternative literature, or changes in the work plan can make it possible to submit the thesis by the deadline.

If you assess that such adjustments will require extra time, the student can apply for a dispensation to postpone the submission deadline.

As documentation, the student and the supervisor must complete a ‘Confirmation by supervisor’. In the confirmation, it must be clearly stated, how the academic obstacles are linked to the examination attempt the student is working on, and how the extra time for which the student applies will compensate for the time required for the reorganisation.

If an exemption is granted, the postponement of the deadline for submission will be based on the length of time the supervisor assesses, that it takes to get the adjustment in place, but not necessarily be identical to this.

Postponing a deadline owing to academic problems

If it is assessed, that it is not possible to adapt the thesis in such a way, that the student can continue to work, and the student's Master's thesis process has been completely or partially stalled because of a lack of access to data, informants, laboratories, sources or central literature, the student may apply for an exemption to postpone submission deadline.

As documentation, the student and the supervisor must complete a ‘Confirmation by supervisor’. In the confirmation, it must be clearly stated what it is, that prevents the student from continuing the work. At the same time, it must be clearly stated how the academic obstacles are linked to the examination attempt the student is working on, and how the extra time for which the student applies will compensate for the problems.

If an exemption is granted, the postponement of the deadline for submission will be based on the length of time the supervisor assesses that the student will be prevented from working, but not necessarily be identical to this.

As it is quite normal for access to literature to be limited because books are on loan, or because there is a queue to borrow them, it must be reimbursed that any lack of access is due solely to the lockdown of the libraries. The supervisor must confirm that the works in question are vital for the thesis and that he/she cannot help the student to gain access.

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Need help?

Arts IT

If you experience technical problems in Zoom, such as the problem with login or problems with sound or picture, please contact Arts IT at 8715 0911.

Study Centre Arts

If you have any questions about your exam, or if you are in doubt as to whether your form of examination has changed, you can write to the Study Centre Arts.

Acute questions

If you experience any acute problems in connection with your online exam, please call your exam team. You can find their telephone number in the Digital exam system.