If remote invigilation is necessary, choose a method that poses the least risk to privacy and personal data (the goal and method in proportion). Always use services (Zoom, Moodle) and systems provided by the University that are best suited to remote invigilation. Remotely invigilated examinations can be implemented by providing a link in the course’s Moodle area to a Zoom meeting where the invigilation takes place (login to the examination in Moodle, invigilation on Zoom). Each teacher is personally responsible for assessing, on a case-by-case basis, how to restrict the processing of personal data and any possible risk to the protection of privacy to a necessary degree. These instructions provide a starting point for considering these matters.
Upon request, an alternative that puts all students in an equal position must be provided for remotely invigilated examinations. Plan in advance how to implement the alternative, should it be needed. Using other electronic examination systems, such as Exam, to organise the examination should also be considered. Students cannot be required to be remotely invigilated at home.
Provide examination participants with clear instructions on the course assessment methods well in advance and describe at least the following:
- Tell students that they have the right to request an alternative way of assessing their completion of the course.
- Describe, in writing and as understandably as possible, how the invigilation is implemented and what is covers, as well as whether a video, audio or phone connection is used, or whether the remote invigilation is based on activity/log data (e.g., Moodle data).
- Students must, through their own actions, enable the initiation of remote invigilation.
- Instruct students in how to control their privacy:
- Advise students to choose the location in which they take the examination so that the space has as few personal elements as possible. Examinations can be taken in libraries and other public spaces.
- Instruct students to use the background images available in the communication tool used.
- Inform students of their right to suspend the remote invigilation, for example, by switching off the camera. Please consider that in such cases you may have to fail the student and supply well-grounded reasons for failing them.
- As a rule, students must not see other students’ video feeds. If the examination method (e.g., group examination) requires that students share their video feeds with other students, also describe that clearly.
- Describe which equipment, software and materials or other assistive tools students are permitted to use in the examination and which criteria the equipment and software used must fulfil to enable remote invigilation. Also describe which aids are not permitted.
- State the time available for the examination.
- Provide your contact details in case any problems arise.
Recording remote examinations
Invigilation must be implemented in real time. Never record the invigilation, unless certain exceptions apply. Recording the invigilation must be based on well-grounded reasons, such as suspected cheating (see the last section). As such recordings contain students’ personal data (image, voice, actions), the relevant data protection regulations pertaining to information security and storage periods apply to the processing and storing of recordings. Please note that examination answers are confidential. Make sure that the examination participants cannot record the session.
Recordings should be stored on University computers only by individuals employed by the University.
Written or otherwise recorded documents related to completed studies must be retained for at least six months after the results are published. Recordings must be erased as soon as possible after the assessment has been completed or appeals, if any, have been considered.
As a rule, invigilation is carried out by teachers administering their own examinations. Access to remote invigilation data must be restricted. This can be done, for example, by using a password or other safety measures which ensure that only the persons with the right to access the data can do so.
Authentication in a remote examination
In examinations, authentication is permitted via a remote connection. However, the necessity and implementation of authentication must be considered on a case-by-case basis. As a rule, authentication should not be recorded, as recordings related to authentication increase the risk of identity theft.
If authentication is necessary, you can carry it out by first ensuring a secure connection and restricted access, for example, by taking the following steps:
- Request the student to log in to the remote invigilation session using their own credentials and name.
- Request the student to display their student card or official ID card to the camera over the remote connection. Please note that you cannot request students to display their ID card in the presence of the entire group. Instead, this can be done individually and in private by using, for example, the breakout rooms feature in Zoom.
Authentication should not be carried out by any available means. For example, do not ask students to email a copy of their passport to you. When authenticating students, treat them equally.
Suspected cheating
Suspected cheating and other exceptional circumstances in remotely invigilated examinations are addressed according to the relevant normal guidelines.
- The University of Helsinki has guidelines for addressing cheating and exceptional circumstances, which must be applied. The guidelines are available on Flamma: Teaching-related regulations and decisions (requires login).
- Checking log data or other investigations of suspected cheating after the fact on the basis of data related to remote invigilation is to be conducted in accordance with the University’s guidelines and by the persons responsible for the matter as indicated in the guidelines, observing procedures required by good governance.
- If exceptional circumstances arise during remotely invigilated examinations (e.g., a general disruption to data communication, a communication failure experienced by the invigilator), the invigilator decides whether the remotely invigilated examination can continue after the resumption of normal services, as in other examination situations. When investigating exceptional circumstances, user activity data and log data can be utilised in accordance with the University’s practices.
- In acute cases of suspected examination misconduct, the invigilator may record the situation, for example, in the form of a screen capture, for further investigation. Recordings stored for invigilation purposes can be processed only by those whose duties involve the invigilation of the examination or the investigation of related suspected misconduct or another exceptional situation. Separate rules apply to storing recordings.
- The students’ right to suspend invigilation must be ensured (e.g., by switching off the camera), but this may constitute grounds for failing them in the examination.