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Exams - rules on the monitoring of written on-site exams at Aalborg University

The monitoring system ITX FLEX

Published: 31.01.2018 (Last revised: 20.03.2018)

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Content

1. Application field

1.1.
All activity on computers used during on-site digital exams must be monitored by the monitoring system ITX FLEX.
This means that all written on-site digital exams are covered by the Rules on the monitoring of written on-site exams at Aalborg University.

1.2.
It is implied that a student who attends an on-site exam fully accepts the Rules on the monitoring of written on-site exams at Aalborg University. 2

 

2. Before the exam

2.1.
Students are obliged to keep up-to-date with all information relevant to the individual exam, including:

  • Aids permitted at the exam
  • Rules in force for exams, including the examination regulations of the faculty, the curriculum and regulations and semester description of the degree programme and the information concerning the individual exam.
  • User Guide for ITX FLEX and Digital Exam.

2.2
The student is responsible for ensuring that Digital Exam and ITX FLEX can be used on the computer they bring to and use at the on-site exam.

 

3. During the exam

3.1
The student is responsible for ensuring that ITX FLEX is installed and activated, enabling monitoring to begin when the exam begins, and for making sure that ITX FLEX is active for the full duration of the exam.
Students are not permitted to turn off the monitoring programme while the exam is in progress.

3.2
If, during an exam, a student discovers that ITX FLEX is not active, the student must immediately re-activate ITX FLEX. If the student is not able to reactivate ITX FLEX by themselves, they are obliged to contact the IT support immediately by raising their hand and asking for assistance to activate ITX FLEX.
If activation of ITX FLEX is not possible, the student must inform the person in charge of the exam, who must decide which action to take.

3.3
Students are not allowed to communicate with any other people while the exam is in progress.
This means that students must not communicate with other individuals in social media, chat fora, file sharing services etc.

3.4
Students are not allowed to share files with other individuals while the exam is in progress.

3.5
If, during the exam, a student discovers that a communication program, file sharing system or other non-permitted process is active in their computer during the exam, the student is obliged to turn off the program or process immediately. 3

3.6
Students are not allowed to use any other aids than the aids permitted for the individual exam.

3.7
The student must not turn off ITX FLEX until they have submitted their examination paper.

 

4. After the exam

4.1
The student has access to their own exam log and can view the data collected during an on-site exam. The log is accessible 48 hours after the exam is over. The exam log is accessible via the specific exam in Digital Exam.

4.2
In the event of suspected cheating or when spot checking, the relevant faculty may review the data collected by individual students through ITX FLEX during the exam.

4.3
If monitoring data shows that the Rules on the monitoring of written on-site exams at Aalborg University have been disregarded in a manner that arouses suspicion of exam cheating, the matter will be dealt with according to the disciplinary rules applicable at any time.

 

5. Sanctions

5.1
As a point of departure, disregard of the Rules on the monitoring of written on-site exams at Aalborg University will be considered as exam cheating.
Incidents of exam cheating are regulated according to Aalborg University’s disciplinary rules.

5.2
It is up to the faculty to assess whether the Rules on the monitoring of written on-site exams at Aalborg University have been disregarded, and whether this is included in the application field of the disciplinary rules.

5.3
If a student has disregarded the rules, but this is not characterised as exam cheating, a dialogue will be initiated between the degree programme and the student regarding future use of the monitoring system.

 

6. Right to appeal

6.1 Appeal against the exam process 4
If a student wishes to file an appeal against the exam process because of the monitoring system ITX FLEX, reference will be made to Ministerial Order on University Examinations and Grading (the Examination Order) part 8 on examination appeals.
Guidance about examination appeals is available in the faculty's examination regulations and on the faculty's website.

6.2 Appeal against a decision according to the disciplinary rules
If the disregarding of Rules on the monitoring of written on-site exams results in disciplinary action according to Aalborg University’s disciplinary rules, the access to appeal will follow the disciplinary rules in force at any time.

 

7. Commencement

Rules on the monitoring of written on-site exams at Aalborg University come into force on 1 November 2017.

Origin, background and history

The rules were drawn up in the autumn of 2017 and came into force as of the winter exam 2017. At AAU it has been decided that the monitoring program ITX FLEX must be used for all on-site exams at AAU as of the winter exam 2017.

The faculties establish the examination rules.

The faculties are also responsible for the post-processing of data from ITX FLEX.

These rules have therefore been prepared by the Faculty Offices of The Faculty of Humanities, the Faculty of Social Sciences, the Faculty of Engineering and Science, the Faculty of Medicine and the Technical Faculty of IT and Design.

The faculties approved the rules on 31 October 2017

Purpose and delimitation

Rules on the monitoring of on-site exams at Aalborg University govern the students’ use of the monitoring system ITX FLEX, the consequences of insufficient/incorrect use and the consequences of non-permitted activity during exams.

The rules apply in connection with the monitoring of written on-site exams at Aalborg University. The application fields of the rules are further described in paragraph 1.

The rules describe the students’ duties and responsibilities when using the monitoring system ITX FLEX.

Overall framework

The rules were prepared as a supplement to the faculties’ examination rules, following the examination regulations of the faculties:

Examination regulations applying to all examinations at the Faculty of Engineering and Science, the Faculty of Medicine and the Technical Faculty of IT and Design Aalborg University are available here

Examination regulations applying to all examinations at the Faculty of Humanities and the Faculty of Social Sciences at Aalborg University are available here

In addition, the rules relate to the curricula and regulations and the semester descriptions of the degree programmes as well as to other information in Moodle etc. as regards the holding of exams and permitted aids.

Finally, the rules stipulate that the student is responsible for keeping up-to-date with the guidelines on the use of ITX FLEX, which are available here.

Contact and responsibility

The Faculty Office for ENGINEERING, MEDICINE and TECH, the programme secretariat:

Christina Buhl, cbu@adm.aau.dk

The Faculty Office for the HUMANITIES/SOCIAL SCIENCES, study administration:

Janni Holm Bragason, jhk@adm.aau.dk

Concept definitions

Written on-site examination: On-site exams are written exams taking place within a limited time period at the university or in rented premises. Such exams are monitored, and the aids permitted vary. Digital on-site exams are primarily conducted in Digital Exam or in Moodle.

The relevant faculty: The ‘relevant faculty’ is the faculty offering the degree programme that conducts the exam.

Aids permitted: The degree programme is responsible for deciding which aids are permitted at a certain exam, and for notifying their students of this.

The aids permitted determine which on-line resources students are allowed to access during the exam.

Attachment

The rules were prepared as a supplement to the faculties’ examination rules, following the examination regulations of the faculties:

Examination regulations applying to all examinations at the Faculty of Engineering and Science, the Faculty of Medicine and the Technical Faculty of IT and Design Aalborg University are available here

Examination regulations applying to all examinations at the Faculty of Humanities and the Faculty of Social Sciences at Aalborg University are available here

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