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Monitoring onsite exams

Updated this week

About monitoring onsite exams

As a supervisor, you can monitor your exams in real time in the Onsite exams monitoring module.

You can see all participants' sessions for which you are assigned as a supervisor from a single aggregated view:

  • You can quickly assess the overall status of your participants' sessions (number of started sessions, online status, start and finish time of the sessions, remaining time, etc.).

  • In case CheatGuard security settings are activated for the exams, sessions with security alerts are automatically listed at the top, allowing you to intervene quickly if necessary. More information.

The assessmentQ Onsite exams monitoring module also offers you the tools to intervene directly in the session of a participant in case of issues. As a supervisor, you can, for example, grant extra time or subtract time, send a message to your aprticipants, etc.

Notes:

  • Monitoring onsite exams is not possible when you use offline packages as monitoring requires an internet connection.

  • Monitoring onsite exams is only available for exams. Exercises are not supported.

  • By default, supervisors have the right to intervene in the participants' sessions. If supervisors should not be able to intervene, this permission must be de-activated in the supervisor role. For more information, see Adding a new role.

  • The monitoring module Onsite exams is not enabled by default in your assessmentQ environment. If you are interested in using this module, please contact Televic Education via [email protected].

  • CheatGuard security measures are not enabled by default in your assessmentQ environment. If you are interested in using CheatGuard, please contact Televic Education via [email protected].

Getting started with monitoring onsite exams

To start monitoring your onsite exams, proceed as follows:

  1. Go to Monitoring > Onsite exams.
    ​Result: You see the overview of the exam schedules for which you are assigned as a supervisor. By default, the overview is filtered to live schedules (i.e. schedules for which the exams are accessible to participants).

  2. Click on the exam schedule you want to monitor.
    ​Result: The schedule detail page opens.

    • At the left, you see an information panel listing the assignment(s) included in the schedule and the supervisors who are assigned to this schedule.

    • In the middle, you see the overview of the participants' sessions in your schedule.

      In case CheatGuard security settings are activated, sessions with security alerts are automatically listed at the top, allowing you to intervene quickly if necessary.

    • At the top right, you see the number of started sessions.

  3. Click on the session of your choice to open the detailed session view.
    ​Result: The session detail page opens.

    • At the right, you see the participant's progress and the time spent.

    • In the Warnings section at the left, you see the list of warnings (if any).

    • You can open the session history to consult the chronological overview of the session events. More information.

    • Depending on your supervisor permissions, you can also intervene in the participant's session. For more information, see

      • Add or subtract time

      • Finish exam sessions

      • Reopen exam sessions

      • Lock or unlock exam sessions

      • Report an incident

      • Send a message to participants

Tip: As a supervisor, you can search and filter the exam schedules or sessions to quickly find the schedules or sessions you need. You can also customise the exam schedules and sessions overview, allowing you to display only the information that is important to you. For more information, see below.

Searching, filtering and customizing overviews in Onsite exams

When working in the Onsite exams monitoring module, you can:

  • use various search and filter options to narrow down your schedules and sessions overviews to the information you need.

  • customise these overviews allowing you to display only the information that is important to you.

Procedure for your schedules overview

When opening the Onsite exams monitoring module, you see an overview of all exam schedules for which you are assigned as a supervisor.

To search or filter the overview of your exam schedules:

  • enter the schedule name or ID in the search field, and / or

  • Use (a combination of) the available filters.
    For example, use the Exam filter if you only want to see the schedule(s) in which a specific exam is scheduled.

Note: The schedules overview is filtered by default to live schedules (i.e. schedules for which the exams are accessible to participants). If you want to see expired schedules, you need to adjust the filter.

Result: The schedules overview is filtered based on the selected criteria.

If you want to customize the view, click on the table icon in the upper right corner and (de)select the columns of your choice.

Procedure for the sessions overview

When opening an exam schedule, you will see an overview of all the participants' sessions in this schedule and you can start monitoring these sessions. You might want to narrow down your sessions overview and focus on specific sessions that meet your monitoring criteria.

To search or filter the overview of the exam sessions in your schedule:

  • enter the session ID in the search field, and / or

  • use (a combination of) the available filters.
    You can, for example, filter the list by one or more user to see only their sessions, or use one of the predefined filters to see only the sessions with warnings or filter by online status.

Result: The sessions overview is filtered based on the selected criteria.

If you want to customize the view, click on the table icon in the upper right corner and (de)select the columns of your choice. You can, for example, enable the Remaining time column to see at a glance how much time each participant has left.

Tip: In the Warnings column, you can see the number of warnings per session. Sessions with the highest number of warnings are automatically displayed at the top.

Filtering sessions by online status

As a supervisor, you can verify whether a participant is online or not by filtering on the online status.

The connection between the participant's PC and the assessmentQ server is checked every 30 seconds. Based on this, the status is determined:

Status

Description

Online

The participant’s computer can be reached every 30 seconds.

Interrupted

The participant’s computer cannot be reached for more than 30 seconds, but less than 5 minutes.

Offline

The participant’s computer cannot be reached for more than 5 minutes.

Not started

The participant has not yet started the session.

Finished

The participant has finished the session.

Exporting the attendance list

As a supervisor, you can export an attendance list. This list includes all participants in your schedule who have started the exams. The export is shown in the notification center.

To export an attendance list, proceed as follows:

  1. Go to Monitoring > Onsite exams.
    ​Result: You see the overview of the exam schedules for which you are assigned as a supervisor.

  2. Search or filter for the schedule for which you want to export the attendance list. More information.

  3. Click on the three dots next to the schedule of your choice, or open the schedule and click on the three dots in the upper right corner.
    ​

  4. Select Export attendance list.
    ​Result: The attendance list is saved in an Excel file. You'll be able to download the file from the notification center whenever the export is ready. More information.

Adding or subtracting time from exam sessions

As a supervisor, you can decide to grant participants additional time for their exam or to subtract time. For example, you may allow latecomers to start their exam, while reducing their exam time accordingly.

Procedure for multiple sessions

To add or subtract time to/from multiple exam sessions, proceed as follows:

  1. Go to Monitoring > Onsite exams and open the schedule of your choice.
    For more information, see Getting started with monitoring onsite exams.
    ​Result: You see the overview of the participants' sessions in the selected schedule.

  2. If you want to add or subtract time for all participants in your schedule, select the checkbox in the header row to select all entries in the list.
    ​Result: The action bar shows at the bottom of the page.

  3. If you want to add or subtract time for a selection of participants in your schedule:

    • Filter by the user(s) and/or user group(s) of your choice.

    • Select the checkboxes next to the sessions of your choice.

      Result: The action bar shows at the bottom of the page.

  4. Click on the Add or subtract time icon in the action bar at the bottom of the page.

    Result: The Add or subtract time popup shows.

  5. In the Add or subtract time popup:

    • Enter the extra time you want to add/subtract.

    • Optionally add a comment.

    • Click Save.
      ​Result: The added/subtracted time is added to the session overview and is also saved in the session history. The participants will see a message in the player and the time is added /subtracted in the part of the assignment they are working on. When this current part does not have a time limit, no time will be added or subtracted.

Procedure for an individual session

To add or subtract time for an individual participant, proceed as follows:

  1. Go to Monitoring > Onsite exams and open the schedule of your choice.
    For more information, see Getting started with monitoring onsite exams.
    ​Result: You see the overview of the participants' sessions in the selected schedule.

  2. Filter the overview by the user of your choice.

  3. You can now:

    • either click the three dots next to the user and select Add or subtract time.

    • or click on the session to open the session detail page and click on Add or Subtract time.
      ​


      ​Result: The Add or subtract time popup shows.

  4. In the Add or subtract time popup:

    • Enter the extra time you want to add/subtract.

    • Optionally add a comment.

    • Click Save.
      ​Result: The added/subtracted time is added to the session overview and is also saved in the session history. The participant will see a message in the player and the time is added /subtracted in the part of the assignment they are working on. When this current part does not have a time limit, no time will be added or subtracted.

Note: As the connection between the participant's PC and the assessmentQ server is checked every 30 seconds, it may take up to 30 seconds for an action in the monitoring module to have an effect on the participant’s PC.

Finishing exam sessions

As a supervisor, you can force participants to stop at a certain moment by finishing the session for them.

When you finish a session, the participant's exam is submitted. The participants will then see a message in the player. They can no longer continue or resume their exam.

Procedure for multiple sessions

To finish multiple exam sessions, proceed as follows:

  1. Go to Monitoring > Onsite exams and open the schedule of your choice.
    For more information, see Getting started with monitoring onsite exams.
    ​Result: You see the overview of the participants' sessions in the selected schedule.

  2. If you want to finish the exam sessions for all participants in your schedule, select the checkbox in the header row to select all entries in the list.
    ​Result: The action bar shows at the bottom of the page.

  3. If you want to finish a selection of exam sessions in your schedule:

    • Filter by the user(s) and/or user group(s) of your choice.

    • Select the checkboxes next to the sessions of your choice.

      Result: The action bar shows at the bottom of the page.

  4. Click on the Finish session icon in the action bar at the bottom of the page.

    Result: The Finish session(s) popup shows.

  5. In the Finish session(s) popup:

    • Optionally, enter a comment.

    • Click Yes to confirm.

      Result: The comment (if any) will be listed in the session history. The participants will see a message in the player.

Warning: If you finish all sessions, you will also finish sessions that have not yet started (if any). If you do not want to finish sessions that have not yet started, it is recommended to first filter by ongoing sessions.

Procedure for an individual session

To finish an exam session for an individual participant, proceed as follows:

  1. Go to Monitoring > Onsite exams and open the schedule of your choice.
    For more information, see Getting started with monitoring onsite exams.
    ​Result: You see the overview of the participants' sessions in the selected schedule.

  2. Filter the overview by the user of your choice.

  3. You can now:

    • either click the three dots next to the user and select Finish session.

    • or click on the session to open the session detail page, click on the three dots in the upper right corner and select Finish session.


      ​Result: The Finish session(s) popup shows.

  4. In the Finish session(s) popup:

    • Optionally, enter a comment.

    • Click Yes to confirm.

      Result: The comment (if any) will be listed in the session history. The participant will see a message in the player.

Reopening exam sessions

When a participant clicks the Finish button in the player, his session is finished or submitted.

When a participant finishes his session by accident, the supervisor can reopen it again, allowing the participant to open his session again and to continue his exam.

Note: You cannot reopen a session with linear navigation that was finished by the participant. The session will be closed again immediately.

Procedure for multiple sessions

To reopen multiple exam sessions, proceed as follows:

  1. Go to Monitoring > Onsite exams and open the schedule of your choice.
    For more information, see Getting started with monitoring onsite exams.
    ​Result: You see the overview of the participants' sessions in the selected schedule.

  2. If you want to reopen the exam sessions for all participants in your schedule, select the checkbox in the header row to select all entries in the list.
    ​Result: The action bar shows at the bottom of the page.

  3. If you want to reopen a selection of exam sessions in your schedule:

    • Filter by the user(s) and/or user group(s) of your choice.

    • Select the checkboxes next to the sessions of your choice.

      Result: The action bar shows at the bottom of the page.

  4. Click on the Reopen session icon in the action bar at the bottom of the page.

    Result: The Reopen session(s) popup shows.

  5. In the Reopen session(s) popup:

    • Optionally, enter a comment.

    • Click Yes to confirm.

      Result: The comment (if any) will be listed in the session history. The participants will able to open their session again.

Procedure for an individual session

To reopen an exam session for an individual participant, proceed as follows:

  1. Go to Monitoring > Onsite exams and open the schedule of your choice.
    For more information, see Getting started with monitoring onsite exams.
    ​Result: You see the overview of the participants' sessions in the selected schedule.

  2. Filter the overview by the user of your choice.

  3. You can now:

    • either click the three dots next to the user and select Reopen session.

    • or click on the session to open the session detail page, click on the three dots in the upper right corner and select Reopen session.


      ​Result: The Reopen session(s) popup shows.

  4. In the Reopen session(s) popup:

    • Optionally, enter a comment.

    • Click Yes to confirm.

      Result: The comment (if any) will be listed in the session history. The participants will able to open their session again.

Locking and unlocking exam sessions

In case of highly secure high-stakes exams the sessions of the participants can be locked. A session that is locked cannot be resumed or started a second time.

If, however, a participant has a computer or internet problem and has to continue his exam on another PC or restart his own PC, his session has to be unlocked first by the supervisor. If the session is not unlocked, the participant cannot start or resume his session anymore.

Note: It is recommended to have the sessions automatically locked in advance via the assignment template (more information). In this case:

  • You should only unlock exam sessions in case participants should be allowed to resume their session.

    As soon as they open their session, it will be locked again automatically.

  • Manually locking sessions is only required if you have accidentally unlocked ongoing sessions.

Procedure for multiple sessions

To unlock or lock multiple exam sessions, proceed as follows:

  1. Go to Monitoring > Onsite exams and open the schedule of your choice.
    For more information, see Getting started with monitoring onsite exams.
    ​Result: You see the overview of the participants' sessions in the selected schedule.

  2. If you want to unlock or lock the exam sessions for all participants in your schedule, select the checkbox in the header row to select all entries in the list.
    ​Result: The action bar shows at the bottom of the page.

  3. If you want to unlock or lock a selection of exam sessions in your schedule:

    • Filter by the user(s) and/or user group(s) of your choice.
      Note that you can also filter on the Lock status.

    • Select the checkboxes next to the sessions of your choice.

      Result: The action bar shows at the bottom of the page.

  4. Click on the Lock or Unlock session icon in the action bar at the bottom of the page.

    Result: The Lock session(s) or Unlock session(s) popup shows.

  5. In the popup:

    • Optionally, enter a comment.

    • Click Yes to confirm.

      Result: The comment (if any) will be listed in the session history. If you unlocked sessions, the participants will be able to resume their session.

Procedure for an individual session

To unlock or lock an exam session for an individual participant, proceed as follows:

  1. Go to Monitoring > Onsite exams and open the schedule of your choice.
    For more information, see Getting started with monitoring onsite exams.
    ​Result: You see the overview of the participants' sessions in the selected schedule.

  2. Filter the overview by the user of your choice.

  3. You can now:

    • either click the three dots next to the user and select Unlock session.

    • or click on the session to open the session detail page and click on the Lock Unlock icon at the top.


      ​Result: The Lock session(s) or Unlock session(s) popup shows.

  4. In the popup:

    • Optionally, enter a comment.

    • Click Yes to confirm.

      Result: The comment (if any) will be listed in the session history. If you unlocked sessions, the participants will be able to resume their session.

Reporting an incident for exam sessions

If you organize (high-stakes) exams, it is important to have good reporting and traceability of incidents.

As a supervisor, you can report an incident. The description of the incident is saved in the participant's session history.

Procedure for multiple sessions

To report an incident for multiple exam sessions, proceed as follows:

  1. Go to Monitoring > Onsite exams and open the schedule of your choice.
    For more information, see Getting started with monitoring onsite exams.
    ​Result: You see the overview of the participants' sessions in the selected schedule.

  2. If you want to report an incident for all participants in your schedule, select the checkbox in the header row to select all entries in the list.
    ​Result: The action bar shows at the bottom of the page.

  3. If you want to report an incident for a selection of exam sessions in your schedule:

    • Filter by the user(s) and/or user group(s) of your choice.

    • Select the checkboxes next to the sessions of your choice.

      Result: The action bar shows at the bottom of the page.

  4. Click on the Report incident icon in the action bar at the bottom of the page.

    Result: The Report incident popup shows.

  5. Describe the incident and click Save.
    ​Result: The incident is added to the column Warningsmceclip2.pngin the session overview. The description of the incident is saved in the session history. The participants do not notice that an incident has been reported.

Procedure for an individual session

To report an incident for an individual participant, proceed as follows:

  1. Go to Monitoring > Onsite exams and open the schedule of your choice.
    For more information, see Getting started with monitoring onsite exams.
    ​Result: You see the overview of the participants' sessions in the selected schedule.

  2. Filter the overview by the user of your choice.

  3. You can now:

    • either click the three dots next to the user and select Unlock session.

    • or click on the session to open the session detail page and click on Report incident.

      ​Result: The Report incident popup shows.

    • Describe the incident and click Save.
      ​Result: The incident is added to the column Warningsmceclip2.pngin the session overview. The description of the incident is saved in the session history. The participants do not notice that an incident has been reported.

Sending a message to participants

Procedure for multiple sessions

To send a message to multiple participants, proceed as follows:

  1. Go to Monitoring > Onsite exams and open the schedule of your choice.
    For more information, see Getting started with monitoring onsite exams.
    ​Result: You see the overview of the participants' sessions in the selected schedule.

  2. If you want to send a message to all participants in your schedule, select the checkbox in the header row to select all entries in the list.
    ​Result: The action bar shows at the bottom of the page.

  3. If you want to send a message to a selection of participants in your schedule:

    • Filter by the user(s) and/or user group(s) of your choice.

    • Select the checkboxes next to the sessions of your choice.

      Result: The action bar shows at the bottom of the page.

  4. Click on the Send message icon in the action bar at the bottom of the page.

  5. Enter your message and click Send.

    mceclip1.png

    Result: The participants will see the message appear on their screen.

Procedure for an individual session

To send a message to an individual participant, proceed as follows:

  1. Go to Monitoring > Onsite exams and open the schedule of your choice.
    For more information, see Getting started with monitoring onsite exams.
    ​Result: You see the overview of the participants' sessions in the selected schedule.

  2. Filter the overview by the user of your choice.

  3. You can now:

    • either click the three dots next to the user and select Send message.

    • or click on the session to open the session detail page and click Send message at the top right.

    • Enter your message and click Send.

      mceclip1.png

      Result: The participant will see the message appear on their screen.

Note: As the connection between the participant's PC and the assessmentQ server is checked every 30 seconds, it may take up to 30 seconds for an action in the monitoring module to have an effect on the participant’s PC.

Exporting the session history

As a supervisor, you can view and export a participant's session history:

  • The session history shows a chronological overview of the most important session events, such as session start and finish time, interventions of the supervisor such as locking, unlocking, and re-opening sessions, etc.

  • If you have access to the extended assessmentQ session logging, the session history also shows detailed information about the participant's navigation behavior, the use of assessmentQ supporting tools, and answer behavior to multiple-choice questions.

  • If you have access to the assessmentQ CheatGuard logging, the session history also includes information about security-related events, such as changing IP address, leaving and resuming full-screen mode, leaving the browser tab, copying and pasting content.

Notes:

  • Extended logging of answer behavior is available for multiple-choice questions only.

  • The extended logging and the CheatGuard logging are not enabled by default in your assessmentQ environment. If you are interested in this logging, please contact Televic Education via [email protected].

Procedure for multiple sessions

To export the session history of multiple sessions, proceed as follows:

  1. Go to Monitoring > Onsite exams and open the schedule of your choice.
    For more information, see Getting started with monitoring onsite exams.
    ​Result: You see the overview of the participants' sessions in the selected schedule.

  2. If you want to export the session history for all participants in your schedule, select the checkbox in the header row to select all entries in the list.
    ​Result: The action bar shows at the bottom of the page.

  3. If you want to export the session history for a selection of participants in your schedule:

    • Filter by the user(s) and/or user group(s) of your choice.

    • Select the checkboxes next to the sessions of your choice.

      Result: The action bar shows at the bottom of the page.

  4. Click on the Export session history icon in the action bar at the bottom of the page.

    ​Result: The session histories are saved in an Excel file. You'll be able to download the file from the notification center whenever the export is ready.
    ​

Procedure for an individual session

To view and export the session history of an individual participant, proceed as follows:

  1. Go to Monitoring > Onsite exams and open the schedule of your choice.
    For more information, see Getting started with monitoring onsite exams.
    ​Result: You see the overview of the participants' sessions in the selected schedule.

  2. Filter the overview by the user of your choice.

  3. You can now:

    • either click the three dots next to the user and select Show session history.

    • or click on the session to open the session detail page and click View session history at the bottom.

    ​Result: The session history is shown. The overview is by default filtered on a selection of general events.

  4. Adjust the filters to your needs.

  5. Click Export session history to save the session history in an Excel file.
    ​

    Result: The session histories are saved in an Excel file. You'll be able to download the file from the notification center whenever the export is ready.

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