Online exams at the Faculty of Arts

Online oral exams / oral exams using Zoom


Instal Zoom and Skype for Business before your exam

You must instal both Zoom and Skype for Business on your computer/tablet before the exam.

The exam will normally take place in Zoom. But if there is a systems breakdown, Skype for Business can be used as a backup. So it is vital that you have installed both platforms before your exam.

Check that you have the latest update of Zoom installed

If you have already installed Zoom, it is a good idea to make sure that you have the latest update on your computer, well in advance of your exam – preferably the day before.

When you are logged in to Zoom, you can find the "Check for Updates" button in the top right-hand corner. If you click here, you can see if there is an update of the program which you need to install.

How to use Zoom for oral exams

Log onto Digital Exams to find the link to your online exam in Zoom.  

When you click on the link, you will be directed to the virtual exam room. Please note that errors may occur if you copy paste the link to your web browser. 

You may only get access to a “Waiting room” at first. From here, your teacher will invite you into the actual meeting, which will be your exam room when the time comes. 

For more information, check out the Zoom guidelines under point 4.

Rules for online/virtual oral exams

Your exam can only be carried out if: 

  • You have access to a video connection. We recommend that you use a webcam, but you can also use your telephone or tablet.
  • You can identify yourself with your student ID card before the exam starts.

Exams are public events, so you are allowed to invite other people to attend. If you have invited anyone else to attend your exam, they must be visible in the background throughout the entire exam.

The examiner and co-examiner may decide to start by asking for a 360-degree panorama of the room with your webcam to ensure that 

  • There are no aids in the room (notes, works of reference etc.), if the exam in question does not permit the use of aids. 
  • The screens of any tablets, cellphones and other devices which could be used to communicate with third parties are placed on the table facing downwards.

Rules for recording oral online exams 

Audio and/or video recordings of oral online exams are not permitted, unless they are part of the exam process (cf. section 4 subsection (5) of the Danish Examination Order).  

If the examiner or co-examiner discovers that you are making audio or video recordings of the exam, they will ask you to stop doing this. If you fail to comply with this request, the exam will be terminated without an assessment, and this will be regarded as a failed attempt to pass the exam in question.

Rules for group exams 

If you are doing an online oral exam with a group of fellow students, Aarhus University advises you to observe the recommendations of the health authorities and keep your distance by taking part in the exam separately via your computers/tablets.

Other rules for exams

Complaints

Under the Danish Examination Order, you are just as entitled to complain about exams that are conducted digitally as any other exams.

Systems breakdowns

If there is a systems breakdown either during or before your exam: 

  • Call your examiner immediately to find out how to re-establish the connection. You will find your examiner’s phone number under the exam in question in the Digital Exams system. 
  • Your examiner will try to re-establish the connection via Zoom. If Zoom still does not work, your examiner will try to establish a connection via Skype for Business. 
  • If it is not possible to establish a connection within five minutes, the exam is interrupted and your examiner will contact you by email or phone to find out whether a new time to test can be agreed.

 

Systems breakdowns during a group exam

If, during a group exam, system failure occurs with one of the group's members and it is not possible to restore the connection (see instructions above), the exam is terminated for all members of the group. The examiner will then contact the group members to schedule a new time for the exam.

How to resume your exam if the breakdown happens, after the exam has started

  • If your exam consists of an oral exam with preparation (e.g. 30 minutes ' preparation and 30 minutes of examination), you must draw up a new exam question for the next exam.
  • If your exam consists of an oral exam with 24, 48 or 72 hours of preparation, the following options are available:
    • If the exam cannot be held on the same day, you must draw a new question.
    • If your exam cannot be taken within the planned exam days, you will have direct access to the re-examination.
  • If you have submitted a written product (e.g. an assignment, outline or synopsis) and are to be examined on the basis of this, your examiner will decide whether the exam can be resumed where the interruption took place, or whether the oral part of the examination is to start from the beginning. The decision will be based on an academic assessment.

You will not use an examination attempt, if your exam is terminated

If your exam is terminated owing to a systems breakdown, this will not be regarded as a failed attempt to pass it. This is the case whether the breakdown occurs before or during the exam. And it does not matter whether the breakdown is due to your system or the system used by the examiner/co-examiner.

Major video/audio problems

Video/audio problems that affect your ability to take an exam in an academically sound and proper manner as described in the academic regulations are regarded as systems breakdowns.

The examiner must ensure that exams are conducted in an academically sound and proper manner. You must inform your examiner if you experience any major problems – for instance video/audio problems in Zoom.

Grades

While your teacher and co-examiner are discussing your grade, you will be directed to Zoom’s “Waiting room”, which is where you waited before your exam started.   

Do not leave the Zoom meeting while you are waiting for your grade. You will be invited back into the meeting when the time comes to give you your grade. 

Check out the Zoom guidelines under point 4.3. Waiting room. (English version will be available 12 May)

Special examination term and conditions

If you have previously been granted dispensation for special examination conditions in connection with the original form of examination (described in the academic regulations), it also applies to the modified examination form.

If this is the case, you will receive a new decision, so that the dispensation you have been granted matches the modified form of examination. This means that you should keep an eye on your e-box.

Useful tips for online exams

You will find some useful tips for online exams at Studypedia’s site on online oral exams.

(English version will be available 12 May)

Avoid cheating at your online exams

If your exam takes place online, AU’s rules on cheating at exams are the same as always. The university trusts that you as a student want to earn your grades honestly, and we expect you to familiarise yourself with the rules and follow them while taking exams in the new online formats.

Here are some issues you should be particularly aware of.

  • As a rule, aids are permitted for all oral and written online exams. We recommend that you always read the description of the specific exam in the course catalogue. This is where you can read about how specific exams will be administered.
  • If your written on-site exam has been converted to an online exam, and you are supposed to write an individual exam paper for your online exam, we stress that you are not allowed to collaborate with others during the exam: you have to write the paper yourself. This means that you may NOT share good advice, tips and tricks with your fellow students. And you may not share your paper with others, or ask others to share theirs with you.
  • If your exam is an oral exam, you will be asked to identify yourself with your AU ID card. You may be asked to pan the room with your webcam to show that no one else is in the room with you. You are allowed to have guests at your exam, but they have to be visible in the background during the exam.

If you still have any questions about your specific exam, you should contact your teacher or Study Centre Arts.

It’s a good idea to read the brochure Avoid pitfalls at exams.

Exam with oral product (audio and/or video recordings or slides with recorded presentation)


Good advice and technical instructions on how to prepare audio and video recordings

At Studypedia you can find good advice and technical guidelines for your exam:

Exams with slides along with a Recorded Presentation

Exams with audio recordings

Exams with video recordings

How do I hand in large files?

Need help?

Arts IT

If you experience technical problems in Zoom, such as the problem with login or problems with sound or picture, please contact Arts IT at 8715 0911.

Study Centre Arts

If you have any questions about your exam, or if you are in doubt as to whether your form of examination has changed, you can write to the Study Centre Arts.

Acute questions

If you experience any acute problems in connection with your online exam, please call your exam team. You can find their telephone number in the Digital exam system.