Information about ITX Flex

At Aarhus University, digital exams with invigilation may be monitored by a computer program. Below you will find answers to the most frequently asked questions about exam monitoring. 

The purpose of ITX Flex

The purpose of digital exam monitoring is to collect data on examinees’ computers which can document whether the exam has proceeded according to the rules, or whether cheating has taken place. This data can also be used in connection for applications for exemptions from exam rules. The data documents what has taken place on the examinee’s computer during the exam. For more information about what kind of data is collected during the exam, see the FAQ below.  

What is ITX Flex?

ITX Flex is a program students must download and install before taking a digital exam. The program has three potential uses: it monitors the examinee’s computer, the examinee can be given access to the exam materials through the program, and the student’s exam paper can also be submitted via the program.

The student uses a unique individual exam code to activate the programme which he or she accesses via the Digital Exams system. As soon as ITX Flex is activated using the code and the exam begins, the system initiates monitoring of the student’s computer. Monitoring continues until 15 minutes after the hand in, even if the student disconnects from the internet. When the student has submitted his or her exam paper, it becomes possible for him or her to close the programme and end the monitoring. The system can only monitor the student’s computer if the student has activated it using his or her personal code.

Who has access to the data?

A very limited group of employees (1-2 employees) at each faculty as well as a very few employees at AU Student Administration and Services have access to the students’ data.

Who can request access to the data?

Data can be used by the administration in connection with cases related to the exam for which the data has been collected. Few employees have direct access to the data, and no one else can retrieve data from the system for use by the rest of the administration.

No teaching staff, examiners or co-examiners can access the data.

What data is registered by ITX Flex?

In connection with digital exams using ITX Flex, the following will be registered during the exam:

  • That the examinee has registered his or her participation via an ITX Flex client and downloaded the exam assignment
  • That the examinee has keyed in the PIN code for the exam and decrypted the exam assignment
  • When the following was last registered from the student’s computer:
    • Heartbeat to the ITX server
    • A screen grab to the ITX server
  • The latest screen grab from the student’s computer can be seen by the exam supervisor during the exam via an exam supervisor interface

This data can only be accessed by the exam supervisors who are present during the written exam.

The following data about each student is collected and archived during an ITX Flex exam:

  • The program actively takes randomized screen grabs
  • The program takes a back-up of the student’s exam paper provided he or she saves it to the correct folder. The folder, which is a submission folder, is created when the program starts running on the student’s computer
  • While the program is running, it takes snapshots of the process list on the computer
  • The programme registers the period during which it is active on the computer

Note: If sensitive personal data is found when the student’s data is reviewed, it will be possible to delete it. 

How long does ITX continue to register data on the computer?

The program continues to register data while the exam is in progress and fifteen minutes after the student have handed in their exam. After this time, the program ceases to register data on the computer on which it is installed, even if the program continues to run.

How long is the data stored?

Data is stored for six months, after which it is deleted. If a student logs on to the Digital Exams system after this point and clicks the link in the exam submission receipt to the data, the data will have been deleted, and no data report will be visible.

Where is the data stored?

The data is stored securely and confidentially by the supplier of ITX Flex, a data processor.

Does the student have access to his or her data?

A student can see the data which has been collected about him or her by logging on to the digital exam platform, where it is possible to access the exam submission receipt for the exam in question. The receipt contains a link to a webpage where the data can be accessed. The student can see the following:

  • All the screen grabs taken by the program
  • A log of processes which ran on the computer during the exam
  • When the program was active on the computer