Online Exam Process

This provides a summary of the online exam process implemented by CTIL during the COVID pandemic.

What is the process for?

At present, most formal exams or class tests (not being run as coursework) may need to be delivered through My Dundee as an online exam. CTIL has created this process so that Schools have a clear workflow for registering their intended exams, receiving the required exam modules, and being registered for support from CTIL. Please view our guide on My Dundee Exam Modules for further information on what they are and how they are setup.

Please also view our SEM2 2020/21 Exam Process guide for specific information relating to the April/May exam diet.

Process

Workflow showing the online exam process described in the section below
Exam process (summary)
  1. Identify if you will be using this process for your exam(s). If you are taking responsibility for organising and delivering your own exam(s) then CTIL does not need to be informed.
  2. If you have exams that are scheduled to be delivered within the University official exam diet, CTIL will contact your School with a list of modules (taken from QAS data) asking for confirmation if exam modules are required for each of them.
  3. If you have exams that are not scheduled to be delivered within the University official exam diet, but you would still like to make use of the CTIL process, you should complete the CTIL – Online Exam Request form.
  4. All Questionmark class tests/exams, must be registered with the CTIL Managed Assessment Service by completing the CTIL – Online Exam Request form.  
  5. CTIL/UoD IT will create the requested exam module(s) from one of 5 templates: Turnitin, Blackboard Assignment, Möbius, Questionmark* and Custom. These templates include basic guidance for Instructors and Students, as well as generic instances of the practice and live exam activities. *Note that Questionmark exams continue to be managed by CTIL so follow a different route at this point – please view our Managed Exams -Questionmark guide for further details.
  6. Once the exam modules have been created and the enrolments loaded, CTIL will inform Schools. At this point, it becomes the School’s responsibility to configure and check the exam modules appropriately before releasing them to their students. Full instructions on how to do this will be available in the exam module.
    • Please note that if you have requested an exam module for a resit exam, CTIL/UoD IT will only have loaded instructor enrolments to the module. It will be the responsibility of the Schools to enrol the relevant students resitting the exam.
  7. Once the exam module has been released, students will have access to their instructions and the practice exam. The live exam should be set (by the School) to release automatically at the appropriate date/time.
  8. CTIL will support staff and students through Help4U and our academic drop-ins.

Responsibilities

CTIL/UoD IT:

  • Create and update the exam module templates
  • Create all requested exam modules in My Dundee
  • Copy student enrolments from SITS (including EDP students where possible), and copy staff enrolments from the live module
    • For resit exam modules, only staff will be enrolled on the module
  • Aid staff encountering problems setting-up their exam module (conditional availability, due/post-date etc)
  • Aid students encountering issues with their practice submission/test
  • Schedule Questionmark exams based on the information provided in the exam registration form
    • This includes scheduling extra time adjustments for students with recommendations from Disability Services
  • Provide help to students having technical issues with their live exam (during normal working hours)
  • Provide a spreadsheet of results for Questionmark exams after the exam has finished.

Module leader/School:

  • Ensure that all data requested (in addition to the QAS information) is supplied and in the correct format as this will speed up the process
  • Complete the CTIL – Online Exam Request form for every Questionmark class test/exam to ensure the Online Exam Team are aware that a Questionmark exam is required (please ensure you give us as much notice as possible!)
  • Complete the CTIL – Online Exam Request form for any class tests/exams that have not been registered as taking place during the exam diet (i.e. any ad-hoc exams, or deviation from the QAS information)
  • Once you have been notified that an exam module has been created:
    • Ensure it is the correct type of exam module and the student/staff enrolments are as expected
    • Follow the information provided in the “How to prepare this exam module (Instructors only)” section of the exam module, including the following:
      • Add any relevant module specific information
      • Create and link to the correct Möbius practice test (for any Möbius exams)
      • Adjust the Exam Submission Point settings as necessary (for any Turnitin and Blackboard Assignments)
      • Upload the exam paper and add conditional availability settings (for any Turnitin and Blackboard Assignments)
      • Create and link to the correct Möbius test (for any Möbius exams)
      • Manage the conditional availability settings
    • Once ready, release the module to students.
    • Communicate with students to inform them of the exam process, including where to access the exam and what they are expected to do. Encourage students to access and complete the practice exam process.

Exams Office (Registry) will be responsible for the creation of the exam timetable, therefore Schools should refer to Registry for timetabling information that will enable them to complete the configuration of their exams. Please contact Registry for information and questions relating to the timetable.

References

My Dundee Exam Modules

SEM2 2020/21 Exam Process

Managed Exams – Questionmark

Enrolling students on a module

Updated on 26/08/2021

Was this article helpful?

Related Articles

Leave a Comment