Q&A Online tests for students

Online tests

Taking tests in our NHLStenden buildings is only be possible to a limited extent. For this reason, we will make use of a digital alternative for most of the tests. Several online test applications such as Blackboard, Quayn, Möbius and Teams will be used. Knowledge tests will mainly be taken using Quayn, Blackboard, Möbius and ANS. Assignments, presentations, assessments, and oral exams will take place on Blackboard, Teams or a different application. How tests are taken differs for each Bachelor. You will receive more information about this from your bachelor’s programme and the Exam Logistics department.                    

When knowledge tests are taken the online proctoring program ProctorExam is used. This program provides remote invigilation (proctoring).  

Why use ProctorExam for digital tests?When the “intelligent lockdown” was introduced in March 2020, decisions had to be made about testing because taking tests on location was no longer possible. The decision to try to continue education and test taking as much as possible to offer students the opportunity to keep on studying and scoring credits was quickly made by NHLStenden University of Applies Sciences. Continuing to offer education and the prevention of study delay are and will remain the basic principles our university bases its decisions on. Naturally, test quality must remain high when taking tests online. In agreement with the bachelor programs and exam committees, the executive board of NHLStenden made the decision to use ProctorExam as the provider of remote invigilation during tests. It is very important for us to maintain high test quality, because we want society and the labour market for which we are preparing our students to be able to continue to rely on the quality of our bachelors and degrees.

Why/Reason for implementing second camera now?
Due to a number of technical problems the implementation of the second camera has been delayed, but because these obstacles have now been overcome the second camera can now be used to guarantee the security, reliability and quality of test taking.  

What data on my devices does ProctorExam store?
ProctorExam does not store or save data from your devices and during test taking only video will be recorded. Nor does ProctorExam use artificial intelligence; proctoring is performed by reviewers (invigilators). This is documented in the Processing agreement with the supplier. After finishing your test you can delete the ProctorExam software.

What happens with my video recordings?
All video recordings made during tests will be viewed by people, the so-called invigilators. Artificial intelligence is not used. When the recordings have been analysed by the proctors of ProctorExam,  NHLStenden receives an overview of the students that took part and the incidents that were observed for each test that was taken. Invigilators, who have been trained and appointed by NHLStenden, review the test sessions and compile an official report, similar to the way it has always been done for tests taken on location. This report contains the observations that can be looked into by an exam committee. Each official report is shared with the exam committee of that particular bachelor’s programme. The committee can also review the video recordings which will only be done in case of sufficient cause. The exam committee makes the decision to declare the test of an individual student or a group of students valid or invalid. They are also entitled to take additional measures if fraud has been detected when reviewing the video recordings.

How long will the recordings be stored and by whom?
NHLStenden is the data controller, so they have access to the recordings. The recordings will only be used to review the test and will not be shared with third parties. The recordings will not be kept any longer than necessary. After test taking the examiner has three weeks to announce the results. Next to that there is a certain period for you as a student to lodge an appeal if you disagree with your test result. When no appeals are filed, the results are final, and recordings will be destroyed.

The guides and manuals below can be used to prepare yourself for the tests that you are going to take online.

Important: you need the latest version of Chrome (web browser) to be able to use ProctorExam! Download the latest version here: https://www.google.com/intl/nl/chrome/

 

How does Online Proctoring work?
Are you going to take a test online? Read the information below that explains how it works and how to prepare.

  • You will receive an invitation in English from ProctorExam by email which will help you to prepare your computer for the test.  This includes a system check of your webcam, sound, WiFi, screen and the installation of Chrome if necessary. Do this check in the room you are going to take your test and on the device you are going to take it and do this at least 1 working day prior to your test. If there are any technical issues, there will be enough time to solve these. Important: you will receive a unique link for each test, and you have to do this system check for each single test.
  • We would like you to be ready and seated at your computer at least 15 minutes before the start of the test. Your workplace needs to be arranged in the same way as a desk would be at an exam location. Make sure there are no objects on or around your desk, no visitors in the room, passport or ID ready and no earplugs/headphones.
  • It is possible to ask questions via the chat box. The link to this chat can be found in the bottom right corner of your screen. Questions about the content of the test are not allowed.
  • Video and sound recordings allow us to judge if test taking has been done in line with the regulations. This review is performed by invigilators who analyse the recordings afterwards.
  • When the test results have been determined and the appeal period has expired, all recordings will be deleted for your privacy.

Digital Surveillance Proctorexam (pdf)

 

What kind of device can I use for the online test?
You can use a computer or laptop. You do also need an internet connection, browser, webcam and microphone on the PC or laptop. If you don't have a microphone, you can use earphones / headphones. You then attach the microphone to the clothing and hang the earphones / headphones around the neck (should not be on the ears).

How do I enter the assessment application?
You will receive an instruction, including log-on details, via email.

Will Apple users also be able to use Quayn?
Yes, certainly. It is an online application, that is accessed through the web.

My network is not working properly or the assessment stops halfway, now what?
Should this happen during an assessment, Quayn will save the data. Should your network connection not be reinstated, please contact the exam committee of your studyprogramme so we can discuss possible solutions.

A few days before you will take the assessment, you will receive an email to execute a system check, in which your network connection is tested. It is your own responsibility to make sure that you have a proper internet connection.

Can’t I just take my assessment in school if I do not have the proper equipment to take it at home?
There is no possibility to take the assessment at school.

Can I register late( r) for the assessment?
No, it is not possible to register late( r). Late registration via the Exam Committee is not possible in case of online assessments.

How will I know when my assessment will take place?
You will be informed through the usual channels.

Is this way of taking assessments allowed under privacy rules and regulations?
All digital assessment means have been designed in close cooperation with our General Data Protection Regulation (GDPR) employees, so our students’ privacy is guaranteed. Online proctoring is done on the basis of a legitimate interest of NHL Stenden University of Applied Sciences (art 6.1 under f GDPR), just like when a presentation is recorded.

How will my privacy be protected with the use of ProctorExam?
When proctoring via ProctorExam, the General Data Protection Regulation (GDPR) is taken into account. Because personal data are processed during online proctoring, you will receive a notification thereof before the start of the assessment. This notification explains which personal data are processed and how this is done. Below, we will elaborate on a number of other ways that your privacy is being taken into consideration.

Regarding your privacy, we adhere to two important principles of the GDPR: data minimisation and data retention. Data minimisation means that the recordings are only used by authorised persons and only for proctoring the assessment. Data retention means that we observe the indicated retention period of the recordings and that this data retention is done safely. In this case, we observe the retention period as prescribed by the data registers, which are adjusted to the status of the recordings and the Universities of Applied Sciences Selection List.

Furthermore, NHL Stenden and ProctorExam enter into a processing agreement. In this agreement, NHL Stenden Hogeschool and ProctorExam agree that they will diligently handle processed data. It also includes that the parties will observe all applicable rules and regulations, including, but not limited to, the GDPR.

Also, a so-called Privacy Impact Assessment (PIA) is executed. This is a privacy effect assessment instrument which discloses any privacy risks in a structured and clear way. This PIA is also executed, among other things, before any processing of personal data in view of research, projects, processes and applications.

What will happen if I, on the basis of the GDPR, refuse to allow proctoring?
It is, on the basis of the GDPR, not possible to legitimately refuse proctoring for the assessments you wish to participate in, as NHL Stenden adheres to up-to-date GDPR rules and regulations in the application of online proctoring. Please refer to the question above for a further explanation in this respect.

Recordings are made on the basis of the so-called legitimate interest that NHL Stenden University of Applied Sciences has. This legitimate interest applies to online proctoring of online assessments, but also to other situations you may already have encountered. Besides online proctoring, NHL Stenden often records students for education purposes, for example with regard to competence development, presentation assessments or to be able to provide specific feedback.

I don’t have a workplace at home where I can do a test on my own and undisturbed. What should I do?
We recommend you find somewhere outside your own home where you can do the test on your own and undisturbed. If you can’t, please inform your study programme’s exam committee.

Can the tests be done on an iPad or Android tablet?
No. You can only do the tests on a laptop or pc using the latest version of Windows or iOS. You need to have a laptop or desktop with a working camera, microphone, and a reliable internet connection. Make sure you have also installed the Google Chrome browser.

If I login to Quayn, I get an Unknown error message.
This is because some accounts still need to be made in Quayn. We are busy sorting this out and you will have access to your account in Quayn at least one day before your test.

What should I do if my laptop stops working halfway through the test?
The test application saves the test while you are working on it. If your laptop or computer stops working during the test, please contact your study programme’s exam committee to discuss what can be done next.

Do I have to leave my laptop’s camera on throughout the whole of a test?
The camera on your laptop or pc is used to monitor you and your surroundings. In addition, recordings are made of what is happening on your screen during the test. This is done using ProctorExam. During the test you will need to install your mobile phone as an additional camera, which you position behind your worksplace.

How do I identify myself?
You can ONLY identify yourself with your passport, ID card or driver's license issued by the Netherlands, another EU member state, Norway, Iceland or Liechtenstein. This is laid down in art. 6.9 of the Education and Examination Regulations; a student can only identify himself with an identity document as referred to in the Identification Act. If desired, you can cover your social security number.

NOTE: YOU CANNOT IDENTIFY WITH YOUR STUDENT PASS

Which systems should I use for my exams?
There are various test applications in which tests are taken; most tests are taken in Quayn and Blackboard and some tests in Mobius or ANS. Via Proctor Exam you will be directed to the correct test application; you do not have to make a choice yourself.

I don’t see my name in the test schedule. What should I do?
You are listed according to your surname, which means for instance that the listing ‘Bakker to Johnson’ will include all students whose surname begins with a letter alphabetically between Bakker and Johnson.

When will I get instructions for the test?
You’ll receive instructions for the test at least one day in advance. You will receive two messages. The first is a confirmation link. Once you have confirmed your participation, you will receive the second message giving you comprehensive instructions on how to do the test.

Technical difficulties when starting your test?
Half an hour prior to the start of your test, you can ask for help at the technical helpdesk via the link below. They will then contact you to help you with the technical problem.

https://teams.microsoft.com/l/team/19%3a938f1914cb534015a9be202274bcf233%40thread.tacv2/conversations?groupId=126b8c25-8d6c-4350-b7b1-967bdf1c6a34&tenantId=016a9e48-ba0b-49f4-97f8-a88352164e58

Students with a disability

I am always granted extra time, will this also apply to online assessments?
Yes, your extra time facilities also apply at home.