Zoom: Exam Invigilation Checklist

Exam Invigilation with Zoom (Checklist)

If you choose to invigilate an online exam with Zoom, you want to ensure that you elicit original work from your students and that the exam goes smoothly. There are several aspects of the online exam that you want to check: the design of your questions, the setup of the Canvas quiz, Zoom setup, the invigilation procedure, and a trial run of a similar online quiz that shows the technology and procedure actually work for you and the students. In addition to instructions for Invigilating with Zoom, you may find the following checklist helpful.

Student Notification

• Have you added a calendar event in your course indicating the start time of the exam? By default, students see the due date time of the exam in their Canvas calendar, which can cause confusion.
  https://community.canvaslms.com/t5/Instructor-Guide/How-do-I-add-an-event-to-a-course-calendar/ta-p/948 Links to an external site.
• Have you informed students of the setup you will be using for the final exam?
  
  

Quiz Question Design

• Have you aligned your quiz with your learning outcomes?
• Have you designed auto-corrected questions that elicit more than just knowledge recall?
• Have you included some manually-corrected questions that elicit original student answers?
  https://ctl.ok.ubc.ca/teaching-remotely/original-work/
  
  

Canvas Quiz Setup

• Have you chosen to use the Canvas Classic Quiz tool?
  https://canvas.ubc.ca/courses/66705/pages/canvas-classic-quiz-settings-for-multiple-dates-and-time-limits
• Have you chosen to use the Canvas New Quiz tool and are aware if its limitations?
  https://canvas.ubc.ca/courses/66705/pages/canvas-new-quiz-settings-for-multiple-dates-and-time-limits
• In Edit Quiz, have you set the quiz time for your main cohort of students for an attempt?
• Have you assigned Available From and Available Until times that are in the future and allow 30 minutes more than the quiz time limit?
• Have you or a colleague previewed the online exam to be sure all questions are problem free?
• Do all your images have alt text?
• If you are using Question Groups, have you added your questions to the question groups (rather than linking them) so that the questions list in the quiz? If not – regrading is very difficult.
• Are you using Question banks? Are they new or imported from a QTI? – if not, the image links might break. Also, regrading is difficult if you link to question banks (see above).
• Have you checked whether you have DRC students and what time extensions or other accommodations they need?
• For DRC students, have you assigned Available From and Available Until times that are in the future and allow 30 more minutes than the quiz time limit allowed for those DRC students?
  Classic quiz: https://canvas.ubc.ca/courses/66705/modules/items/2428219
  New quiz: https://canvas.ubc.ca/courses/66705/modules/items/2516717
• After publishing the quiz, have you extended the time per attempt for DRC students in the Moderate the Quiz page?
  Classic quiz: https://canvas.ubc.ca/courses/66705/modules/items/2429771
  New quiz: https://canvas.ubc.ca/courses/66705/modules/items/2610905
• Have you set up a technical trial quiz for a trial run in advance of the online exam with similar quiz settings and question types?
• Have you made a copy of the online exam quiz in case students need to take the quiz with a different setup?
• Have you checked the instructions for adding time to a current attempt during a live quiz? Note that extra time can only be added if it does not extend past the Available Until
• Are you aware that all quiz settings must be finalized before the quiz begins? If students have started the quiz, you must not edit any settings or question details within the quiz (even if there are errors).
  
  

Respondus Lockdown Browser (RLB) setup

• Invigilating with Zoom and Lockdown browser: https://canvas.ubc.ca/courses/66705/modules#module_296088
• Have you determined that all of your students have a smartphone or iPad that can run Zoom in addition to their RLB-compatible computer? Note: RLB does not work on Chromebooks.
• Have you installed RLB and added it to your course menu?
• Have you chosen to require RLB for the online exam and a have you run a technical trial run quiz?
• Are your settings correct for requiring RLB?
• Do you have a contingency plan for those students who cannot run RLB?
• Do you have a plan for students who lose network connection during the exam and need to reconnect?
  
  

Zoom Setup

• Have you obtained a UBC licence of Zoom from UBC IT?
  https://ubc.service-now.com/selfservice/ Links to an external site.
• Have you installed the Zoom desktop app?
• Have you added Zoom to the Canvas course menu?
  https://canvas.ubc.ca/courses/66705/pages/zoom-getting-started
• Have you practiced with the Zoom interface as host with co-hosts and breakout rooms?
  https://canvas.ubc.ca/courses/66705/pages/zoom-breakout-rooms
• Have you scheduled the trial run quiz and the online exam through Canvas Zoom that allows everyone to join 30 minutes in advance?
  https://canvas.ubc.ca/courses/66705/pages/zoom-schedule-meetings-through-canvas
• Have you informed students of the scheduled Zoom sessions?
• If you have over 290 students, have you requested a 300+ Zoom licence from UBC IT Okanagan? (290 students + 1 host + 10 invigilators = 300+). https://provost.ok.ubc.ca/initiatives/online-transition/faculty-resources/faculty-resources-for-academic-integrity/
  
  

Exam Invigilation Procedure

• Invigilating with Zoom https://canvas.ubc.ca/courses/66705/pages/zoom-invigilating-with-zoom
• Invigilating with Zoom and Respondus Lockdown browser: https://canvas.ubc.ca/courses/66705/pages/zoom-invigilating-an-exam-with-lockdown-browser-and-zoom
• If you need invigilators, have you requested them and briefed them?
  https://provost.ok.ubc.ca/initiatives/online-transition/faculty-resources/faculty-resources-for-academic-integrity/
• Have you given invigilators a means outside of Zoom for contacting you (phone SMS text or voice, Canvas chat, MS Teams chat or audio meeting, etc.) you during the quiz?
• Have you planned for 30 minutes before the online exam start time to start the Zoom session, change invigilator roles, restrict chat to with Host only, and create and assign breakout rooms?
• Have you collected faces and names of your students?
• Have students obtained a physical or digital student ID card? https://ubccard.ubc.ca/
• Have you planned for how your invigilators will respond to suspicious behaviour?
• Have you planned for how your invigilators will handle student questions and technical problems?
• Have you described how you or your invigilators check student IDs, or match faces with names?
• Have you given exam procedures to students before the tech trial run quiz?
• Have you given students instructions to ensure their surroundings, network, phone and computers work for the online exam?
• Have you checked for any outages that may affect your quiz? UBC IT announces outages in the system messages of your Canvas dashboard, and at https://status.instructure.com/ Links to an external site. 
• Have you requested all the invigilators you need and briefed them before the online exam?
• Have you reviewed the experience of the tech trial run quiz to adjust procedures, inform and advise students what behaviours to avoid for the online exam?
• Do you have a procedure for dealing with problem questions after the quiz ends? Do not edit a quiz in progress!

 

 To learn more, contact ctl.helpdesk@ubc.ca

Updated April 2021