Instructions on Taking Electronic Exams (Rector’s Decision 4 May 2012)

General principles of electronic exams

At the University of Tampere, exams can be arranged electronically. Electronic exams are those that utilise the centrally maintained and monitored Electronic Exam Service, which is controlled by means of access control and video surveillance. The management and control of the service and the provision of related advice to students is the responsibility of the Study Services unit of the University Services, while the technical maintenance and development of the service, staff training, guidance and user support are handled by the IT Administration’s Learning Technology Centre.

Electronic exam arrangements primarily adhere to the University of Tampere Regulations on the Assessment of Studies, in addition to which the specific principles and practices of organising, invigilating and assessing the exams are described in these separate instructions. As regards other forms of study related to online education and the methods of completing and assessing such courses, the Regulations on the Assessment of Studies are applied and provisions are laid down in the relevant curricula.

The Rules of IT Service Use, which also describe the repercussions of misusing the systems or credentials, apply to electronic exams.

Registering for an electronic exam

The Electronic Exam Service enables students to take exams flexibly by reserving the time that best suits them through the system. Registrations for electronic exams are accepted for any times when the lecture hall is available.

The registrations must be submitted before the exam event. A single student may only have one effective exam registration at any one time. Students who are unable to attend the exam for which they have registered must cancel their registration immediately to make the time available for other students.

Students must ensure that they are entitled to complete the exam in question in the manner specified in the curriculum. In the event that a student does not have the right to complete the exam, the instructor is not obliged to evaluate the exam.

Students must find out how to gain access to the building at the time of the exam. Information on the opening hours of buildings is available on the University’s website. If the exam is set to end after the opening hours of the building in question, the student must leave the premises immediately upon completing the exam.

Each student can reserve two tries for completing the same exam. The student leaving the exam unfinished intentionally or for some other reason or failing to show up for the exam without cancelling is also regarded as an attempt. After two attempts, retaking the exam will only be possible once the exam taken has been evaluated or the student in question has contacted the instructor responsible for the exam.

If securing the functionality and availability of the service so requires, the number of student registrations and cancellations can be limited in contrast to what is stated above. In these cases, notification on the matter will be provided on the website of the Electronic Exam Service.

Completion and invigilation of an electronic exam

According to the principles of the University of Tampere’s Regulations on the Assessment of Studies, it is forbidden to complete studies in a fraudulent manner and disturb an examination event. In cases of academic fraud, the Regulations on the Assessment of Studies are observed, as applicable. Organising electronic exams and the appropriate invigilation arrangements requires adherence to the following specific rules.

In order to ensure student identification, the students must use their personal access card to access the examination hall and their basic user account to log in for the exam. In addition to this, a recording video surveillance system is used to monitor the room. On request, students must prove their identity either at the exam event or afterwards to the caretaker of the premises or the Student Services staff. If a student does not have a functioning personal access card upon attempting to enter the examination hall, the caretaker of the premises may provide access after verifying the student’s identity. These exceptional situations must be reported to the personnel maintaining the Electronic Exam Service.

The time allotted for completing the exam will begin to elapse at the start of the reserved exam period, and the system will display the remaining time. The exam service will save the status of the answers at one-minute intervals during the exam. The exam will end when the student submits the exam for assessment in the system or the time allotted for the exam ends.

Students may not bring any unnecessary items or papers into the electronic examination hall, and they may not leave in the middle of the exam.

If a student is found to have violated the instructions listed in this section, the exam may be disqualified. In these cases, the invigilator will record the fraudulent action and notify the recipient of the exam of the matter.

If the exam is interrupted or prevented due to a technical fault, disturbance in the room, fire alarm or other similar reason, the affected student must submit a notice of the matter by means of an online form. The student may request to retake the interrupted exam or submit the answers saved before the interruption for assessment, in which case the assessing instructor will be informed of the situation and may take it into account in the assessment. If the submitted notice is found to be justified, the student will be permitted to retake the exam. Any such notices will be processed without delay, during the weekday following the interrupted exam at the latest.

If a student is unable to attend an electronic exam in the normal manner or requires special assistance with registering for the exam or reading or writing at the exam due to a disability, learning impairment or other acceptable reason, the assessment must be arranged in a manner that is as favourable as possible to the student, where possible. The same substitutive special arrangements are available as for other types of exams.

Assessing electronic exams and publishing their results

The Regulations on the Assessment of Studies specifies times for publishing the results of electronic exams.

If they so desire, students may receive advance information on assessment results by e-mail, when the assessment has been conducted through the Electronic Exam Service. The exam results will be saved in the Student Register, after which students can view the results through the Student’s Desktop.