Online Proctoring

With Online Proctoring, students take an exam at home on their own computer while being recorded. You can use the exam you already had planned to use for your course, without making adjustments to the content. However, you have to deliver the test digitally via TestVision. Because the students will be recorded during their exam the integrity of the exam and value of their diploma are ensured. Do you want to explore it?

Are you a student? Find all information about online proctoring here Links to an external site..

First things first

Privacy regulations dictate that online proctoring can only be used when no privacy friendlier alternatives are available. Study the Checklist Online Proctoring to determine if you can use an alternative or think you need online proctoring.

Beslisboom online toezicht

Decision Tree Online proctoring

Check your plans with the programme director. He/she is responsible for the quality of the programme and needs to know what is going on in the programme. Ask the Examination Board (EB) for consent if you do want to use online proctoring as well as if you want to use an alternative form (instead of your previous written exam). Most EB's have written additional guidelines for alternative assessment. Check them before you contact them, to avoid unnecessary work. The EB checks if the examination method is appropriate, and if fraud prevention measures are adequate.

Additionally, due to the limited capacity of the VU Online Proctoring system, the chance is relatively high that your exam cannot be scheduled using proctoring because of overdemand.

Further, there is a strong urge by the student body to limit online proctoring as much as possible (Tab Privacy) and choose alternative modes of assessment. So, take note of these possible limiting factors.

If online proctoring is necessary, but Proctorio doesn't meet the requirements for your exam, you can organise proctoring via Zoom. Please follow the instructions for proctoring via Zoom using this document to make sure you meet the privacy requirements set by VU Amsterdam.

Toetsen en online toezicht met Zoom docentenhandleiding

Testing and online proctoring via Zoom - Instructions for teachers

Then you are ready for online proctoring

The way to do this #1:
Make an appointment with your faculty key-user of TestVision to make sure that your online proctored exam can be scheduled

Find your faculty Key-user

The way to do this #2:
Make your exam questions like you normally would. It must be in TestVision though. All types of questions are possible: multiple choice, open-ended, essay questions, you name it. Consult with your faculty key-user the best ways to do this.

The way to do this #3:
Check these tips to help you with designing a more fraud-proof TestVision exam.

Testvision tips for fraud-proof exams

The way to do this #4:
Communicate the exam procedure at the start of your course to your students, together with a short practice exam. They probably haven't used Online Proctoring before, so be clear about what is expected from them. Your faculty key-user can help with this.

What do students experience

Privacy

Online Proctoring has a large impace on students' privacy. VU Amsterdam collects sensitive information from students and technical failures are possible. Even though the VU handles the personal data of students with care and the proctoring system is as robust as possible, the VU has decided that Online Proctoring can only be used when no privacy friendlier or technical less error prone alternatives are available. So try to turn you exam into an Oral Exam (which is feasible for even larger groups then you might think), a Take home exam, one or more Assignments of a combination of those. We collected many examples in this website.

Suitable home environment

Students might not have access to a suitable environment to take an online exam. Students' homes can be very noisy or students do not have a well-functioning computer or internet access. Keep this in mind and help find alternatives. The VU has set up a possibility to take the exam on campus. Information for students can be found on the student information pages.

Stress

Because students are not used to Online Proctoring, they may experience significant stress. Communicate clearly with your students what they can expect by giving regular updates. Encourage your students strongly to take the practice exam to alleviate the stress. We made one for every student to use here. Links to an external site.

Make sure you can use online proctoring!

Check your Faculty’s guideline for alternative assessment and check with your faculty's TestVision key user:

Faculty	Guideline	Contact Person
ACTA	https://canvas.vu.nl/courses/47713	Diana Razab-Sekh (d.razab@acta.nl / icto@acta.nl)
BETA	Guideline BETA Download Guideline BETA Alternatives for internships BETA (NL)
FGB	Guideline FGB (EN) Download Guideline FGB (EN)	Anja de Koning ( a.dekoning@vu.nl)
FGW	Guideline FGW (EN) Handreiking FGW (NL)
FRT	see VU guidelines below
FSW	Guideline FSW
GNK		Contact toetsing-IOO@vumc.nl for advice
RCH	Handreiking RCH Praktische instructies RCH
SBE	Guidelines SBE Download Guidelines SBE

*Check the VU guidelines for alternative assessment:

Dutch:

Handreiking richtlijnenkader alternatieve toetsvormen

English:

Reference framework alternative forms of assessment

What must I do as a teacher before, during and after the online exam?

Before an exam

You must closely communicate with the faculty TestVision key user to set the exam correctly to be taken remotely proctored online. Your key user has the most up-to-date information about examining with online proctoring.
The key-user will also have important information for you to communicate to your students about online proctoring. Such as the Proctoring website and Practice Exam. Links to an external site.
Discuss with your key-user which behaviours and tools students are permitted to use during the exam. For example: a (basic or graphic) calculator, a (blank?) paper and pencil, scratch paper, accessible internet pages, programmes that may run on the computer, materials such as books/articles etc. You must be very specific as the reviewers keep a close eye on these rules. At default, nothing is allowed. Make sure you have informed your students about these guidelines also upfront via Canvas. Your key user will make a concept Proces Verbaal (PV) that includes all the details of the exam and the key user will send it to the surveillanten of the VU (via FCO)
When the exam is due, your contact information must be provided to the key user.

During an exam

Key users and examiners need to be available 30 minutes before and during the start of the exam. During this period, the most problems can occur because students might not be able to log in or something is wrong with the exam. Preferably you are stand-by during the whole duration of the exam.

After an exam

After the exam the surveillanten of the VU will review the behaviour of all students and put their findings in the Proces Verbaal. The surveillanten will either flag if students did not stick to the exam regulations or if they might have behaved fraudulent. The Proces Verbaal will be sent to the faculty. Each faculty then has its own routing of these Processen Verbaal. Your faculty key user will know this. Depending on the content of the Proces Verbaal you might be called to action to evaluate the findings of the surveillanten, together with a member of the Examination Board most likely.

How do I know that students did not commit fraud?

Not a single exam procedure or technology can rule out fraud 100%. So, also regular exams taken at the VU campus or anywhere else are not free of fraud. In the case of online proctoring however, a number of procedures are put in place to ensure to register what the student has done when starting the proctoring process and during the exam. This material will be thoroughly reviewed by specialised surveillanten staff to identify any suspicious behaviour. We refer to the FAQ 'review process' at the website Links to an external site. to get an idea of these measures.

What happens if I find a content related mistake in my exam when students are taking the exam?

If there is a content-related mistake in your exam, it is not possible to 'broadcast' a central message to all students to be able to correct this or point them to this. So your exam must be as flawless as possible. Please check this with your key user. When it does happen, expect a big flow of e-mails coming in.

To control this upfront as good as possible, inform your students via Canvas, that they can comment on your exam after the exam.

What happens if a technical problem occurs and students cannot make the exam?

First of all, the settings that VU Amsterdam has in place for online proctoring allow students always to re-enter an exam when they by accident (pressing the wrong button, temporary disconnect from the internet) leave the exam. The current statistics show that it is very very seldom that a student cannot finish an exam. It does occur that sometimes between 2% to 5% of the students indeed have to re-enter the exam.

In case of technical issues there is live help chat from Proctorio present to help students with their technical issues. Other issues can be reported to your key user. Together you will assess the severity and eligibility of the problems and take action accordingly.

The VU will report back whether technical problems occurred with the VU systems. If the VU systems were up and running, the responsibility lies with the student. The student then needs to do a regular re-sit.

In general however, the student is responsible for the technology the student can control at home. The VU is responsible for the good performance of the proctoring system and the assessment system.

In case the whole internet, a local powerstation or internet hub went down, it is regarded as a situation of 'overmacht' and general re-sit will be organised.

Further assistance

VU Amsterdam offers several services for free to further assist you in developing your online education:

Contact Teaching Support Desk for assistance in course design.
Visit VU Education Lab's daily online consultation session .
Fill out our contact form Links to an external site. for questions about didactics, assessment, online proctoring, tools or video.

Want to know more?

Online Proctoring Student Guide incl. FAQs Links to an external site.
Instruction Document for Online Proctoring Links to an external site.
SURF: Online Proctoring Links to an external site.
For all your questions, first check the FAQ. Otherwise email onlineproctoring.soz@vu.nl

VU Quality ambitions for online education