General guidelines for electronic exams

Rector’s decision of 13 January 2016 (to supplement Section 40 of the Degree Regulations of the University of Jyväskylä)

 

General guidelines for electronic exams

Electronic exams are governed by the Degree Regulations of the University of Jyväskylä. More detailed principles and practices for the organisation, supervision and assessment of electronic exams are described in this document. Other forms of online education, as well as their modes of study and assessment, are defined in the curriculum. They are all governed by the Degree Regulations.

Examinations can be arranged as electronic exams at the University of Jyväskylä. The term ‘electronic exam’ refers to eExams, which take place in the eExam room of the Jyväskylä University Library, and to scheduled remote and online examinations in Koppa, Moodle and Optima.

The teaching staff of the University of Jyväskylä may select the most suitable option only from the ones mentioned above. These systems take into account the viewpoints of privacy protection and storage of examinations.

Electronic exams enable flexible completion of exams: students may reserve exam times through the eExam system or complete timed exams in online learning environments (Koppa, Moodle and Optima).

In order to complete an exam, the student must have a study right for the course. If the student does not have the right to complete the exam, the teacher is not obliged to assess the exam.

Academic fraud is prohibited. All cases of academic fraud will be processed in accordance with the University of Jyväskylä’s code of conduct for preventing and dealing with academic fraud and plagiarism. Exam answers may, with the student’s permission, be scanned with plagiarism detection software.

University Services is responsible for the administration, monitoring, student guidance, technical maintenance, development, staff training, staff guidance and user support related to electronic exam services.

All electronic exam systems have detailed user instructions and terms and conditions of use.

eExam guidelines

Only degree students and students with separate study rights at the University of Jyväskylä are allowed to participate in eExams.

A student can register for an eExam by making a reservation in advance. A student can have only one reservation at a time for the same exam. If a student cannot participate in a reserved exam, he/she must cancel the reservation immediately so that the exam time becomes available for other students.

The duration of an eExam is 110 or 230 minutes. For efficient use of facilities, 110-minute exams are recommended.

The eExam service is not barrier-free. It is limited in terms of supervision, available time, space, equipment and software. If a student has registered for an eExam but cannot participate because of an injury or illness, the student must contact the examiner or the department to agree on alternative exam arrangements. The eExam support of University Services can mainly help in technical problems related to the exam room, equipment and information system.

A student cannot re-register for an exam that has been submitted for evaluation before the teacher has published the results of the previous attempt, unless otherwise agreed with the teacher.

The eExam service is monitored with access control and recording security cameras. Mobile phones and other communication devices or data storage devices are not allowed in eExams. Students are allowed to take only necessary medication with them into the eExam room.

If the completion of an eExam is interrupted or prevented because of a technical failure, interference in the exam room, a fire alarm or other similar reason, the student must notify the examiner about the incident. If an eExam is interrupted, the student may request a retake or submit the answers that were saved before the interruption. After being informed of the situation, the examiner can take the interruption into account in the evaluation. If the notification is found to be valid, the student will be given an opportunity to complete the study unit as an eExam or, if the student so desires, using another completion mode described in the curriculum.

Guidelines for electronically scheduled remote and online exams

Students register for electronically scheduled exams in accordance with the instructions of the examination organiser.

As a rule, the examination time of a remote or online exam is four hours. The examination time may deviate from this, provided that the student’s competence can be evaluated on the basis of learning outcomes defined in the curriculum. An electronic exam can be started at any time after the exam time has started, but the scheduled end time is not flexible.

In electronically scheduled exams (Koppa, Moodle, Optima), examinees can freely use all course literature and Internet materials, as well as any other materials and notes. Teachers’ assignments must include instructions for using sources and references, and students must follow the instructions in their exam answers.

Publication of results

The results of an electronic exam must be published within two weeks after the exam. In case of a maturity essay, both the content examiner and the language examiner have two weeks to evaluate the essay. Therefore, the result of a maturity examination is available, at the latest, four weeks after the exam. The publication and registration of electronic exams follow the principles stipulated in Section 48 of the Degree Regulations for the announcement of the results and registration of completed study units.

If a student fails to cancel his/her participation or submit an electronic exam answer by the deadline defined by the exam organiser, the exam will be marked as failed in the study records.

Exam results are saved in the study records, after which students can see their results in the student information system.

Electronic exam answers are saved in the system for six months in case they need to be checked again. According to the Act on the Openness of Government Activities (Julkisuuslaki 621/1999), students’ test results are to be kept secret. Grades marked in the study records are public.