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

- The page will be updated regularly -

Teaching

Reopening: Guidelines for courses that are completed with physical attendance

May 26 2020

Guidelines in connection with teaching and exam activities on degree programmes that have been given the opportunity to complete courses and exams with physical attendance.

Practical organisation of teaching in Autumn 2020

June 3 2020

 

The Faculty of Arts is now working on the specific and practical organisation of the teaching in the autumn of 2020. For the time being, the teaching activities of the autumn have been limited by a distance of 1 metre, which means that there may be half as many people in the class rooms as usual. We need to be able to return to on-site campus teaching at short notice if the distance requirement is lifted, and this is why we are keeping the timetables that have already been planned.

Heads of departments, teaching staff, the degree programme boards and boards of studies are involved in the practical organisation of the teaching. The primary task of the boards is collect informative experiences from the conversion of teaching into digital forms in Spring 2020. The departments’ assignment is to organise and communicate to students how the teaching will actually be conducted in Autumn 2020. It is essential that the boards and the departments cooperate on the assignment. This means that there will be close collaboration and ongoing coordination between the teaching staff and the Department and the Board of Studies in the rest of June until mid-August

Below you can find the material sent to the heads of department, chairs of the degree programme boards (UNs) and chairs of the boards of studies by the Vice-dean.

Online/remote teaching

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.

Acces to litterature

The Royal Danish Library has reopened

You can now collect and return books and journals at Royal Danish Library

AU Library - online acces

The libraries are closed, but it is still possible to use digital materials and get help with literature searches, reference management etc.

In order to support researchers and students in the best possible way, Royal Danish Library has intensified the purchase of e-books. If you need an e-book, please write an email to kb@kb.dk, and the library will try to obtain access quickly. Unfortunately, it is not possible to purchase Danish e-books.

Subject to agreement with the rightholders, the Royal Danish Library has opened for free online access for everyone to media stream. There is access to 67 newspapers published in the period 1921-2002. This corresponds to more than six million newspaper pages.

The Copydan text & Node has, based on the COVID-19 situation, made a statement that allows teaching staff at universities and university colleges to make digital copies of Danish publications that are no longer in the trade an make them available in connection with teaching. The declaration is valid until the summer holidays.

Pdf-versions of physical material from the Royal Danish Library

Staff and students at universities are challenged during the Covid-19 lockdown in connection with final exams, thesis or research assignments. All university libraries are still closed, but to support in these difficult times, the Royal Danish Library has opened a special service for requesting physical materials.

Exams

Reopening: Guidelines for exams with physical attendance

May 26 2020

Guidelines in connection with teaching and exam activities on degree programmes that have been given the opportunity to complete courses and exams with physical attendance.

(Check the exam schedules to se if an exam is being held online or with a physical presence)

Online exams

12 June 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 instal 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. This new time will be on the same day, after the planned exams have been completed.
  • 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 can be completed on the same day, the student does not have to draw/be given a new question.
    • If the exam cannot be completed on the same day, the student must draw/be given a new question
  • 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.

Exams with a digital oral product – asynchronous exams

More information and guidelines about online exams

This is where you will find:

  • General information about online exams
  • Information about workshops
  • Information about synchronous exams (online oral exams/oral exams via Zoom)
  • Information about asynchronous exams (exams with a digital oral product)

FAQs

Can I conduct exams from my office on campus?

As examiner you can get persmission to conduct online exams from your offices. Please contact your supervisor. Unfortunately, due to the the maximum number of staff that can be on campus at any given time, this possibility cannot be extended to internal co-examiners.

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. As a general rule, all exams will be conducted between the hours of 08:00 and 16:00.

Instead of being an oral exam, my exam now involves a written assignment which must be submitted in mid-June. What is the deadline for assessment?

The date of assessment will be shown in the updated exam timetables on the study portal.

Changing the format of exams that require physical presence

1 May 2020

At Easter this year, students and staff received an email from the pro-rector stating that she had asked the boards of studies to change this summer’s exams so they can be conducted without requiring students and staff to attend in person. Written home assignments, portfolios and theses can be done without attending in person, so they will not be affected.

Exams at the Faculty of Arts, summer 2020

The format of exams that normally require physical presence (oral exams, on-site exams and exams that involve social or practical interaction) has been changed. There are two different kinds of changes: a practical change making it possible to conduct oral exams via Zoom; and a change which alters the description/form of the exam concerned. Any changes in the description/form of an exam are described in emergency academic regulations.

If your exam has been changed so it can be conducted via Zoom, the course description in the course catalogue will be unchanged. Students can find the dates of their exams in the exam timetable.

If emergency academic regulations apply to an exam, this will be shown in the course catalogue. The title of the course and the text in the course catalogue will reveal any changes. The description of the purpose and academic objectives of the course have not been changed. Only the description/form of the exam has been changed.

Re-examinations summer 2020

In the summer 2020 re-examinations which normally requires physical attendance (oral exams, on-site exams and exams that involve social or practical interaction) will be changed to ensure that it can be conducted without requiring students and staff to attend in person.

Unfortunately, the information about the specific changes is not available yet. We will update the exam time tables by 16 June* at the latest and encourage you to keep yourself informed in the exam time table.

*In order to ensure a good decision-making process in the responsible board of studies, it has been necessary to change the previously announced dates (15 and 29 May).

Emergency academic regulations at the Faculty of Arts

Both students and teachers have been included in the process of changing exam formats and approving emergency academic regulations via the democratically elected bodies which are normally involved (degree programme boards and boards of studies).

The goal has been to find the best possible way of replacing the exams that should have been conducted this summer. In some cases, this required the approval of emergency academic regulations.

 

These emergency academic regulations describe specific, necessary changes in exams which cannot be conducted during the current lockdown. Emergency academic regulations change as little as possible, and the original academic regulations apply as normal apart from any specific changes. The emergency academic regulations are temporary, and the course catalogue shows when they come into force – and when they no longer apply.

Emergency academic regulations are approved in the same way as ordinary academic regulations (first by the degree programme board, then by the board of studies, and finally by the dean).

 

Emergency academic regulations can be accessed in the course catalogue. Each course that has been affected will have a new page in this catalogue.

Timetable for the process at the Faculty of Arts

  • 15 April: Arts Studies Administration has drawn up a list of exams in the spring of 2020 that require students to attend in person.
  • 15 April: Process timetable approved by the Arts Forum forEducation
  • 15 April: CUDiM has drawn up a catalogue of ideas for changing exam formats based on unchanged academic objectives and various specific exam strategies.
  • 15 April: A template for describing emergency academic regulations with new exam formats has been filled in for each course affected. This template shows the academic objectives, purpose and current exam format, as well as a proposal for a new exam format based on CUDiM’s ideas.
  • 15-22 April: Each head of department and chair and vice-chair of a degree programme board has drawn up specific recommendations for each of the courses affected in their department, as well as considering whether there might be any other courses which would find it difficult to conduct exams during the lockdown.
  • 24 April: All the recommendations have been discussed and approved by the relevant degree programme board.
  • 29 April: All the recommendations have been discussed and approved by the relevant board of studies.
  • 30 April: The emergency academic regulations have been considered and approved by the dean.
  • 1 May: The emergency academic regulations are published in the course catalogue.
  • 1 May: The exam timetables have been updated.
  • 5 May: Guidelines regarding the use of Zoom for oral exams have been drawn up and published.
  • 5 May: Co-examiners from the various bodies of external co-examiners are informed of changes in the specific exams in which they are involved.

Master's Theses

Thesis submission deadline

The Faculty of Arts has now clarified how we can translate the general guidelines from AU on the handling of Master's theses during the Covid-19 shutdown.

 

 

There may be many reasons why students have problems submitting their master's thesis to their set deadline.

In situations where they (also) have academic challenges as a result of the Covid-19 shutdown of the country, they need confirmation from their supervisor in order to apply for dispensation to postpone their submission deadline.

If a Master's thesis student has academic challenges as a result of the shutdown, please complete the form Confirmation by supervisor* in dialogue with the student. As supervisor, you do not need to consider other matters than the academic ones.

* If you are going to be using the signature feature, you must open the document in Adobe. If this does not happen automatically, and you cannot switch to Adobe immediately, you can save the document, right-click the saved document, select ' Open with ' and select Adobe.

Information for students:

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.