The education of period 1 will be offered online for a large part and where possible back in our buildings (approximately 30%). This also applies to the tests in block 1. As far as possible, these will be tests in the form of open book exams, take home exams, essays or an oral exam. For a small number of courses, the examination will be a knowledge test, which cannot be converted into an alternative test. If the exam cannot take place on location, it will be organized online. For these exams, your course can choose to use remote monitoring as a facility to limit study delay as much as possible.

Does your exam take place on location? There are some house rules in the buildings because of corona. 

Remote monitoring can be done in two ways:

  1. The examiner watches live via your webcam.
  2. Online Proctoring uses special software that not only watches via the camera, but also stores and analyses the video images for fraud detection. The program used at Utrecht University is a tested and proven system, where privacy is taken into account.

We know this is a tricky situation. This will apply to a small number of tests, which cannot take place on location due to the corona measures or where students cannot come to the location.

Questions about online proctoring

Online proctoring is a form of online surveillance during digital test-taking that allows an exam to be taken location-independent. Two recordings are made during this process:

  1. a recording of the student via a camera (webcam)
  2. a recording of the student's screen (screen capture).

At a later point in time, the images are viewed, and a controller can determine whether the test was taken legally. This means that the images of the student are not viewed live.

As far as possible, the tests of period 1 that cannot take place on location (or if the student cannot come to the location) will be taken in the form of, for example, open book exams, take home exams, essays or an oral exam. For a small number of courses, the exam is a knowledge test, which cannot be converted into an alternative test. For these exams, your course can choose to use remote monitoring as a facility to limit study delay as much as possible.

The supplier of the online proctoring software is ProctorExam. The test software used during tests with online proctoring will be the same as before. In the case of the UU, these are Remindo and Testvision.

The test content is evaluated with the test software (automatically or manually checked). This is not done in/by the ProctorExam software.

You will be notified no later than two weeks before the test is to be taken that it is a test with online proctoring. After that, you ought to prepare as follows:

  • A functioning laptop with a camera and microphone, and a stable internet connection are required for a test with online proctoring.
  • You will receive a first mail with technical check instructions, among other things. If the technical check does not succeed, you still have until the test to solve this. You will receive support from ProctorExam.
  • If you have passed the technical check successfully, you will receive an email with a link to the exam of ProctorExam.
  • Arrange a suitable room for the test (relatively empty, quiet, well-lit, possibly lockable due to possible entry).

Furthermore, during the test, Proctor Exam staff will be present in the chat to answer any technical questions you may have. UU staff will be present in the chat for any other questions.

Only authorised ProctorExam employees have access to the recordings to review them. Teachers/employees UU will only have access to the images if something suspicious is detected by ProctorExam employees.

The images will be deleted if they do not give rise to suspicion of fraud and the grade has been definitively established. Also the chat data during a test will be deleted.

Biometric data is not used for identification, but people. Logarithms are only used to detect how stable the internet connection is.

ProctorExam therefore does not make automated decisions based on the video material, there is always a person looking at the images and this forms the basis of the decision.

Proctor Exam keeps track of all the actions that the student takes on the screen during the recording (i.e. during the online test). In addition, you will be recorded yourself. The UU does not use the third option, namely the 360 degree recording where a mobile device also records the back and surroundings of a student.An example of abnormal behaviour is, for example, a talking student, or a student looking up all the time. The reviewers are trained for this. They also pay attention to criteria that your programme has indicated, such as 'no scrap paper should be used' or 'the book should be empty'. They will also look at your screen recordings, in order to determine that you have only opened websites that were allowed by your study programme.

If the reviewers detect suspicious acts, they indicate this in the video material. The material is then made available to the teacher or designated employee within the programme. The lecturer then uses the images to determine whether there are suspicions of fraud. If this is the case, the lecturer reports this to the examination board, which then investigates it.

The supplier has signed a processing agreement with the UU. This agreement specifies which personal data ProctorExam may record and process. In this agreement, the UU has also made clear agreements and obligations with ProctorExam.

ProctorExam complies with the EU General Data Protection Regulation (GDPR). This is a European regulation that standardises the rules for the processing of personal data by private companies and public authorities throughout the European Union. In the processing agreement it has been agreed that ProctorExam will only process personal data for and on behalf of the UU. ProctorExam will not share, transfer, disclose or otherwise make personal data accessible or available to third parties unless the UU has given its written consent.

You can also take measures yourself, such as shielding your BSN number when your ID is being checked and working in a relatively empty room.

The UU works on the principle: data is only accessible to employees who need insight into the data in order to perform their task. For example, for the task of 'assessing whether behaviour that has been identified as possible fraud by the ProctorExam reviewer is actually fraud'. And access to the data is as limited as possible. If a lecturer/employee has no task during the test with online proctoring, then this lecturer/employee will not be given access to the material.

...I cannot take part because I do not have the right equipment.

Report this to your study programme and the examiner of the test. A solution will be found together.

...I am unable to take part due to medical reasons.

Contact your study advisor for this.

...I have serious objections.

If you have serious objections to online surveillance, you may choose to take the test at the university at a later date. Because we do not know at the moment when this is possible, it is possible that this will cause a study delay. Please inform your lecturer of this choice at least five working days prior to the test. By the way: the choice for an exam on campus is never at the expense of the number of resits. 

If you have the requested equipment, but are experiencing problems with the technology, ProctorExam will support you via the chat function. This applies to the technical check a few days before the test, the setup just before the test and during the test itself.