Examinarium - user instructions

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Examinarium is an electronic examination system that allows students to complete examinations when they choose to. Teachers create the examinations in the system in advance. The examination takes place in a separate examination facility equipped with a computer and a recording camera surveillance system. See below for instructions on how to use the system

Planning questions

In support of planning questions:
Examinations are divided into sections that contain theme-specific questions. You can create a set of theme-specific questions and have the system display the same set of questions to all students or choose a random selection of questions for each student.
There are five types of questions: essay, multiple choice with one correct answer, multiple choice with one or several correct answers, fill in the blanks question and statement question.
Assignments can comprise text and no more than one attached file. The attached file can be an image or a PDF file.
The answers are made up of text with simple formatting, such a lists. (Students can also attach files to their answers, but the software currently imposes restrictions on that type of answer.)
You can also prepare individual examinations accessible to only one student.

The pedagogical design of questions
Consider the maximum score for each question. When you create randomised questions, make sure that all interchangeable questions have the same maximum score.
Moreover, you will want to make sure that the interchangeable questions are of the same level so that the students have an equal opportunity to earn the highest grade or pass the examination.

Adding an examination and basic information

Log in to Examinarium using a browser (preferably Mozilla Firefox). If Examinarium fails to select a role for you, contact technical support at edutech @ helsinki.fi.

Creating an examination
Go to the dashboard and select ”Create new exam”.
Select the exam type:
•    General exam (open to all students who register in Oodi).
•    Personal exam (the students eligible for the examination are specified in the basic examination information).

Oodi course
Next, you need to specify the Oodi course the exam is linked with.
•    Enter enough of the course code or name to find the right course.
•    Give the exam a descriptive name. The name does not need to include the Oodi code. When students register for an exam, they will see the exam code and name.
•    If an exam can be completed in more than one language, be sure to include the title in all the languages of completion.

Exam info

  • The languages students can complete the exam in are listed under “Exam language”. The exam language does not affect the language of the user interface. The user can determine the UI language. You can select a number of languages if you wish. The examiner will use the language of completion at the grading stage.
  • Complete the basic exam information. The course name, grading scale and credits of the course will be automatically retrieved from Oodi. (The number of credits awarded to the student can be changed at the grading stage.)

Exam assessment

  • After being graded, "Whole course grade" examinations are automatically submitted for registration in Oodi. If you do not want automatic registration or the course grade is made up of other components in addition to the examination, select “Partial course grade”.
  • An examination may have multiple examiners or evaluators (an evaluator cannot save the final grade or edit the examination). To add an examiner/evaluator for an examination, they must first log in to the system.

Attaching files to examinations and special requirements for examination computers
The specifications concerning the software needed to complete an examination limit the choice of computers the examination can be completed in. All computers have pdf-reader, Windows calculator, Wordpad ant Paint programs installed. Examinarium currently offers the following extra choices:

  • ”Drawing table”: in Kumpula six computers are equipped with drawing tables for drawings and calculations.
  • “Finlex”, which restricts the exam rooms to K133 in Learning Center Aleksandria, where the computers allow access to www.finlex.fi
  • “No Finlex”, which restricts the exam rooms to any room but the K133 in Aleksandria (no access to www.finlex.fi)
  • ”Matlab, Geogebra, Marvin Suite, Origin, R, R Studio”, special programs installed in some computers in Kumpula.
  • ”No Matlab, Geogebra etc.” computers in Kumpula with none of the special programmes.

You can attach a file to an examination. The file is displayed to all students who take the examination.
Use a PDF file or an image to make sure the file can be opened using an examination computer.

Copying an examination
You can copy an examination by selecting the list of examinations, choosing “Copy” and then selecting a general or personal examination.
Then you need to supply the necessary examination information, including the name of the examination and the relevant course.

Adding questions

To create questions, go to the Questions tab or search for questions in the question library.
The question library is a collection of questions created by each teacher. You can add questions directly to the question library and use them for any exam.
If you include the same question in more than one exam, any changes to the question will be visible in all the exam (excluding scores).
You can share the ownership to a question. 

Questions are divided into sections
You can include multiple questions under each section and allow the system to display a randomised selection for each student. You can determine the number of questions displayed. All interchangeable questions must have the same maximum score.
Alternatively, you can include one or two permanent questions in each section and have them displayed to all students who take the exam.
The system displays the exam questions on different pages according to section. Each page shows the section name in question to the student.

It is possible to create an exam with optional sections and to use optional content in the exam. Optional sections may include different book packages or lecture sections. The student chooses the section(s) during the exam booking and only the questions in the chosen sections are shown to the student during the exam. See the instructions for creating optional sections.

You can attach key words to questions and then search for them later.
You can attach a file to a question. The file must be in PDF format or an image file that can be opened using the examination computers.

Creating an essay question
Enter the question in the text field. You can edit questions using the editor function (do not add web links to questions because students can only access the exam system using the exam computers).

You can specify a recommended length for an essay answer. You can only issue a recommendation since the system does not restrict the length of students’  answers. However, students will be able to compare the length of their answers with your recommendation.
Choose a grading scale (points or Pass–Fail). If you choose score-based grading, indicate the maximum points.
You can specify the essay assessment criteria (such as a model answer) for yourself or other evaluators.

Creating a multiple choice question
You can create two types of multiple choice question:
•    One correct answer: the student can select one answer from a list of choices.
•    Several correct answers: students can select one or several answers from a list of choices and the score is based on the combined points obtained for each answer.
Write and phrase a question using the editor function.
Add answer options and points.
For “one correct answer” questions, choose the correct answer and determine the maximum score for the question.
For “several correct answers” questions, determine the points for each answer (points earned or lost)

Creating a fill-in exercise
Each question may have multiple gaps inside a text for the student to fill in. The answers may be text or numbers.
See the instructions for creating a fill in the gap assignment. 

Creating a statement question 

Statement question (can be edited) is a question type, where student can get negative points for a wrong answer which will affect the total points of the exam. 
Default answer options are: True, False and I don't know. Student will see the answer options in this order (it will not be randomized). See the instructions for creating a statement question.

Retrieving questions from the question library
You can add questions you have created previously to an exam by choosing ”Add questions from the question bank”. 
You can use the search function to find questions you have created by entering a search word or section of a question. You can also conduct a search using the course or exam title or a key word.
After you have added a question to an exam, you can edit it by selecting “Settings” and “Edit”. If the same question is included in multiple exams, any changes to the question or the answer options (excluding the score) and attached file will be applied to all the exams.

Examination publication settings

The examination settings in the Publish tab.

Define the exam period: The exam start and end dates. That is the period during which students can take the exam..
After a student has registered for an examination, you must submit a request to shorten the examination period to opetusteknologia @ helsinki.fi.
Please note that the examination period cannot exceed the duration of the instruction event in WebOodi.
There are six alternatives for the duration of the examination: 30 minutes, 55 minutes, 1 h 25 minutes, 1 h 55 minutes 2 h 25 minutes and 2 h 55 minutes.
The exam duration does not accommodate late arrivals. An “extra” five minutes are reserved for exiting the exam room so that the next person in line can begin an exam on the hour.

Publication settings
The default number of attempts is 1. The examination can be retaken after it has been graded. The examiner can also allow a retake after an interrupted examination. Read the more detailed instructions.

If the exam type is “Personal exam”, include all the students entitled to reserve the exam in the list of participants.
For you to be able to add a student to the list of participants, the student needs to have logged in to the system at least once. Since personal exams do not require registration in WebOodi, make sure the student in question is entitled to complete the course.
After the exam has been created, click
“Save and publish” at the bottom of the page to open registration for students.
If the examination is not ready to be published or you are editing a previously published examination, click “Save”.
You can preview the examination as it is displayed to students. The questions in the preview mode will be randomised.

Grading of examinations

General information
Once a week, you will receive an email round-up of the general exams in Examinarium to inform you if students have registered for your exams and if you have ungraded examinations. You can also log in to the system to check the current situation. You will always receive an email when a student has reserved a personal exam time and when a personal exam is ready to be graded.

According to the University regulations on examinations, examinations must be grade within one month. After this period, the student’s grade should be published in Oodi. If your examinations are taken infrequently, you can grade all the examinations accumulated over the course of a month in one go. The recording from the examination room is available for one month after the examination.

Study attainments tab
Log in to Examinarium using your personal credentials at https://examinarium.helsinki.fi.
The dashboard will display a list of your examinations. The columns in the table show the number of examinations waiting to be graded (Ungraded/Waiting for the final grade) and the number of students who have registered for your examinations (Reservations).

Select an examination. The “Study attainments” tab shows your examinations in the different stages of the grading process:

  • Aborted exams if necessary, you can enable a retake by selecting the title and clicking “Release”. No-shows don't require releasing. 
  • Submissions in the assessment process (grading has not begun or been completed)
  • Assessed submissions  (a grade has been issued but not locked and the examiner can still change it)
  • Locked study attainments (grading cannot be changed and the student has been informed of the grade). NOTE: Assessment process is not finished until it is locked.

Grading an examination answer
Click on the student’s name to open an ungraded exam.
At the top of the grading examinations view, you will see the student’s examination completion time and number of attempts. Below are the examination questions and the student’s answers.
You can select points for each answer from the dropdown menu (or grade it as Pass/Fail if that is the grading scale you have selected).

Feedback to the student
To give students feedback, fill in the “Give feedback” panel in the top right corner of the page. To close the feedback panel, click the red “Hide” arrow. Your comments will be saved automatically.
Finally, select a grade from the “Exam grade” dropdown menu. If necessary, you can change the exam type to (partial or whole course grade) and select the number of credits.

Saving a grade
When the grading is complete, click “Lock the assessment”. Examinarium will display a notice to remind you that “after saving the grade you cannot change the assessment”. To confirm, click “Yes”. NOTE: only locked grades are completed.
Once grading has been locked, the student will automatically receive an email notification. Students can view their grades in the Examinarium system.
If the examination grade constitutes the grade for the whole course, locking the evaluation will automatically transfer the grade to be registered in Oodi.

Partial completion
If the exam grade is not the grade for the whole course, the teacher must round up all the grade components and then either submit the grade for the whole course to be registered in Oodi or register it personally.
If the grading is not ready, click “Save”. You can then finish the grading later.

After grading
Graded examinations are available in Examinarium for 12 months, after which they are archived, i.e. deleted from the system. Copy any examination answers and grades that you will need after 12 months.

Grade distribution
The distribution of Examinarium examination grades is not automatically displayed on the course page. To view the distribution of grades, go to the “Study attainments” tab and create an Excel file of the locked examinations records (choose the grades you wish to include and select “Create an Excel report using the selected grades”). A good time to publish the list of grades is, for example, at the end of an examination period or after a major examination has been completed at the end of term. You can publish the list of grades on the course page, for example.

Advanced grading functions
•    Grading according to question: you can grade all answers to a specific question in one go. For more detailed instructions, see the consortium instructions page.
•    Speed grading: the examiner can determine the grade for multiple examinations in one go. This function is suitable for grading examination questions that are scored automatically (multiple choice and fill in the gap), according to question (essays) or by an evaluator. For more detailed instructions, see the consortium instructions page.
•    Automatic grading: If the examination is entirely made up of automatically scored questions (multiple choice and fill in the gap), you can create percentage-based grade limits to allow Examinarium to issue a preliminary grade automatically. For more information on how to apply the grade limits within the scope of Oodi grading scales, please contact edutech  (at) helsinki.fi. 

Viewing an examination recording

The examination room is equipped with a recording camera surveillance system that allows monitoring the examination retrospectively.
The recording may only be viewed by the relevant examiner. To review the recording, contact edutech (at) helsinki.fi within a month of the examination date.

Oodi instructions

Each examination must be linked to a course in Oodi.
The following examination information will be automatically retrieved from Oodi:
•    Course name and code
•    Grading scale
•    Credits (the examiner can change the number of credits at the assessment stage)
Students can only reserve an examination in an Examinarium room if they have enrolled for the course in Oodi.
To reserve an Examinarium examination, the student’s Oodi enrolment must be currently valid or due to begin at a future date.

Have you created an instruction event in Optime?
See the Optime instructions.
If you create an instruction event in connection with an Examinarium examination, select the type “Examinarium (examination aquarium)”.
At the moment, it is sufficient that the student has enrolled for any instruction event included in the course (as long as the enrolment is valid).

Backlog and retake examinations
In connection with backlog and retake examinations, the duration of the instruction event can be extended until the examination has been completed. Alternatively, you can create a separate instruction event for every backlog/retake examination.
The completion method must be specified in Oodi. Insert the following information in the “Completion methods” field for the instruction event:
The completion method is an online examination in Examinarium. You must first enrol for the instruction event in WebOodi. You can then reserve an examination time and room in Examinarium: https://studies.helsinki.fi/ohjeet/artikkeli/tenttiminen-examinarium-tenttiakvaariossa
Studieform är tentamen i Examinarium. Anmäl dig först till undervisningshändelsen i WebOodi. Sedan boka tid och plats till tentamen i Examinarium: https://studies.helsinki.fi/instruktioner/artikel/att-tenta-i-examinarium-tentakvariet
Study method is an online examination in Examinarium. First enroll in WebOodi. Then make the time and place reservation in Examinarium: https://studies.helsinki.fi/instructions/article/taking-exams-examinarium-electronic-exam-rooms 

Personal examination
Students registering for a personal examination (individually created for each student) must first log in tohttps://examinarium.helsinki.fi at least once so they can be included in the list of examination participants. In Oodi, students should be instructed to log in to Examinarium first and then contact the examiner (who will create the examination). Since personal examinations do not require registration in Oodi, make sure that the student is entitled to complete the course.

Locked grades that make up the grade for the whole course are automatically registered in Oodi. If the examination grade is only part of the grade for the whole course, the teacher must round up all the grade components and then either submit the whole course grade for registration in Oodi or register it personally.

Exam visit

Examinarium features an exam visit option. This means that our students can also take an examination created in the system in another university’s EXAM facility (provided that such facility allows exam visits).

Examination answers given elsewhere are displayed in the same way to examiners as those given in the University's own examination facilities. If your examinations have any software restrictions, it might not be possible to take your examination in the facilities of other universities. Consequently, please include information about software requirements, drawing tablets or the Finlex database in the field “Instructions visible for the student during the exam booking”. 

This is how software limitations affect exam visits:

  • No Finlex: no effect, students may take the examination as an exam visit
  • Finlex: not in use elsewhere except in the K133 facility at Aleksandria, the examination cannot be taken as an exam visit
  • No Matlab, Geogebra, etc.: the software in question may be in use in some examination facilities. It is recommended that the software is specified in the instructions displayed during exam booking and the student must check from the target university's facility information that the software in question is not in use.
  • Matlab, Geogebra, Marvin Suite, Origin, R, R Studio: some software may be in use in some examination facilities. It is recommended that the software is specified in the instructions displayed during exam booking and the student must check from the target university's facility information that the software in question is in use.
  • Drawing tablet: may be in use in some examination facilities. It is recommended that the need for a drawing tablet is specified in the instructions displayed during exam booking and the student must ensure that drawing is possible in the facility.

Exam visits are at pilot project stage, during which we will collect user experiences and develop practices related to exam visits. We are happy to receive feedback on your exam visit experiences.

See also the Instructions for Students

You will find related content for students on the Instructions for Students Service.