Skip to content

Electronic examination system (E-exam) Instructions for teachers


Keywords: , , , ,

Contact ServiceDesk at e-exam@oulu.fi.

 

Current issues

Questions for teacher’s EXAM-training

Do you have questions about the EXAM-system? Do you need support for using EXAM-system or do you want to give feedback about the Electronic Examination Services?

Click here to inquiry  and share your questions or thoughts on the EXAM-system.

 


Content

  1. Exam types
  2. Creating an E-exam
  3. About question types
  4. Publishing the exam
  5. Evaluating the exam
  6. Maturity tests
  7. Releasing an exam for a retake
  8. Users
  9. Cheating

Exam types

General exam

  • General exams are open for everyone. Anyone can enroll in them. Normal course exams should be arranged as general exams.
  • Duration in general exams is 3 hours (175 minutes)
  • If a student has a need for special arrangements during an exam (for example a need for a longer duration) the Examiner must create a personal exam for this student.
  • The Examiner decides how many times the exam can be performed independently by the students: 1, 2, 3, 4, 5 times or infinite number of times. Recommended number of possibilities to perform an exam is one. If a student needs to retake the test and she/he has used all the possibilities, the Examiner can release the exam for a retake.

Personal exam

  • Personal exam is used to indicate an exam to a specific student. Other students can not enroll in the exam.
  • The Examiner must add students as participants in personal exams. Read more on Publishing the exam.
  • For students, who have a confirmed need for a longer 4 hour (235 minutes) duration, the exam is created as a personal exam.
  • In a personal exam the number of possibilities to perform the test is always one. If a student has to retake the test, the Examiner must create a new personal exam for the student.
  • Maturity tests are created as personal exams.

Joint exams

  • With a joint exam, Examiners from several high schools can arrange an exam together. Joint exams are actively used for example in national doctoral examinations.
  • Examiners are not allowed to create a joint exam by themselves. If there is a need for a joint exam, please contact e-exam@oulu.fi.

Paper exams

  • In a paper exam the questions are in the Exam system, but students write down their answers on a paper.
  • The paper exams must always be performed on the student’s home campus!
  • Its is recommended to perform paper exams on a Monday.
  • To create a paper exam, start by creating an exam by the general instructions. Instruct students that they will answer on a paper.
  • You can add the questions to your exam in an attachment.
  • Student must answer to at least one question in the E-exam system to conclude the exam. Create at least one E-exam question with a text: “I have wrote down the answers for this exam on a paper” and instruct students that they must answer the question “Yes”. Students must save and submit the answer on the E-exam system but also return the paper with the answers.
  • More information on the E-exam instructions for students.

Creating an E-exam

Log in the Oulu Exam system with a supported browser (Mozilla Firefox or Google Chrome). Use your home organization’s login.

If the system asks you to choose a user role, choose Examiner.

Click create new exam on the top right corner of the Exam desktop.

Choose the exam type.

Basic information

Define the basic information of the exam.

Connect the exam with the course which the exam belongs to. Search with the realization code or the name of the course. Information behind the realization code will transfer from Peppi to the E-exam system.

N.B.! If you are creating a retake for a course, that can not be found as an implementation in Peppi, create the exam by attaching it to the course code “Opintojakso”. Name the exam by the real course code and with such a name, from which you know which course the retake is related to.

Give the exam an easily recognizable name. You may use the course code to name the exam.

Name personal exams with the name of the student (for example: Maturity/Andy Anderson)

Choose the exam language.

Save. You can now find this exam in the drafts. (Dashborad -> Drafts)

 

Exam assessment

If you choose whole course grade as a type of examination, the grade of the exam will define the course grade. Partial course grades do not define the whole grade of the course.

Add other Examiners or evaluators if necessary. Examiners will get rights to do changes in the exam. Evaluators will get a right to evaluate assessments of the exam.

 

Special requirements for the exam computers and attachments

All Oulu Exam computers include the following softwares:

  • Mozilla Firefox (entrance to the Exam-server only, no internet!), Microsoft Word (no spelling grammar), Microsoft Excel, Microsoft PowerPoint, Microsoft Paint, Windows Media Player, PDF-Xchange, 7-zip, Java, Java-, gcc/g++, Notepad++, C/C++, Codeblocks + Mingw, Mingw-kääntäjä, Catch, Dr. Memory, Cppcheck, Doxygen, Cpp reference offline version HTML book, NetBeans, Eclipse, Aiforia

Only part of the Oulu Exam computers include the following softwares. If these are needed in the exam, mark them in the exam info:

  • Headphones (and VLC Media Player), interactive pen display, Mathcad Prime, LTspice, Moodle Stack-exam (alyoppi.mmg.fi), Microsoft Calc

Choose the equipment and software needed in the exam on special requirements for the exam computers and attachments.

N.B.! Headphones, LTSpice, interactive pend display and Mathcad are only available in some of the computers. If you don’t choose these on the special requirements list of your exam, the E-exam system may direct the student to a computer that does not include needed software or equipment.

 

Inctructions

You can write instructions visible for the student during the exam. For example, instructions could tell how many questions the student must answer to.

Instructions visible for the student during the exam booking could tell for example for which course’s students this exam is directed to.

In the E-exam rules it is strictly forbidden to take own books or a calculator in the Examinarium. However, teacher can allow a special rule for taking books and a calculator in the test. This special allowance rule must be written in the instructions, both instructions visible during the exam booking and instructions visible during the exam.

Sections

Define sections and questions on the questions-tab.

  • Questions are added under sections.
  • You can create one or several sections (you must add at least one).
  • A section can be for example a group of questions related to a certain book or theme.
  • You can add several questions under one section (you must add at least one).
  • Students see sections as their own ”pages” during the exam (page one = section one etc.)

Name the section clearly. If you want, you can give special instructions for the section in section description.

Add new section on the add new section -button.

If you choose optional section, it means that students have the freedom to choose whether to answer to the questions on this section or not.

Using the randomize questions means that the questions under that section will be randomized for the students. All the questions under this section must have the same total score to use randomization. N.B.! If students can perform the test independently more than once, they might get the same questions on the randomized section as they did the first time.

Questions

Click add new question to add a new question under the section. There are five different question types: essay question, fill-in exercise, multiple choice question (one correct answer), multiple choice question (several correct answers) and statement question (can be edited).

Creating a new question it automatically saves in the question library.

On all question types the question is written on the question text-field.

Define the grading scale (either by points or pass/fail). If you choose points, define the maximum grade.

On the additional information you can give more information about the question.

Owners of the question get full rights to edit the question if they use it on their own exam. You can add owners to the question if you like.

One question-specific attachment can be added on a question. (N.B.! Make sure that it is possible to open the attachments on E-exam computers)

You can give more specific instructions considering the question on question instructions. These are visible to the students during the exam.

To ease the evaluating you can add assessment criteria (not visible for students). These are only visible for the Examiners and the evaluators.

If you add a tag, you can find the question from the question bank by searching it with the tag.

Back to content


About question types

Essay question

In essay question you can add recommendation about response lengths in words (=how many words is the recommended length of the answer). The students can see this during the exam.

Fill-in exercise

In the fill-in exercise students must fill in the right word into a hole in a text.

  1. Write down the question or statement.
  2. Hold the cursor on that spot where you want to add the hole for students to fill in. Click the small, yellow button with a small “abc” text on the ribbon.
  3. Add the right answer or multiple right answers on the first row under the text correct answer. You can add multiple right answers by separating the different word with a vertical line |.
  4. Define the case sensitivity: do the capital letters or lower-case letters matter. You can also define if the answer is numeric or not and what is the required answer precision.
  5. Save. The fill-in gaps are shown on a yellow background.

 

 

Multiple choice questions

There are two different kinds of multiple-choice questions: one with one right answer and other with multiple right answers. Options are added by add new option by clicking here -button.

If you add one right answer to a question, define the question maximum grade under the answer options. Mark the right answer by clicking correct-mark on the right side of the options You will see the right answers on a green background.

If you add multiple right answers, mark each answer option by points. Points to the right options are always more than zero. A false option has zero points or less than zero points. You will see the right answers on a green background.

 

Statement question

Statement question has three default answer options: true, false and I don’t know. Define the value of the answer options by points. Points to the right options are always more than zero. A false option has zero points or less than zero points. The third, I don’t know-option, cannot be edited and is always worth zero points. You will see the right answers on a green background.

 

Editing the questions

You can edit the questions you have already added to your exam on settings. You can either remove the question or edit it.

N.B.! Carefully edit questions. If someone else has the same question in their exam (in other words they are question owners), your edits will be shown in all exams in which the question is in. If you have copied other Examiner’s exam, the edits you make on the questions of your copy will be shown in the first Examiner’s exam.

If a student performs an exam and a question of this exam is edited afterwards, it doesn’t affect on the student’s assessment.

If you edit a question and the question library, the basic information on the question will change in all exams in which the question is used. The points and the instructions do not change.

 

Question library

Every question you create in Exam system will be automatically saved on your question library. You can use old questions from the question library in new exams.

In the question library you can copy, edit or remove questions.

Creating an exam, you can add questions from the question library by choosing add questions from the question bank. The question bank will open on your screen. Add a tag on the questions you want to add on your exam. Click add selected.

If needed, you can add the same question under different sections.

You can search for a question on the question library by the realization code, the name of the exam and by tags.

Back to content


Publishing the exam

Define the publish settings on the publish-tab.

Add exam period. Exam period is the period, during which the exam can be performed. When the first student has enrolled in an exam, the exam period can not be edited. If you have to change the exam period after students have enrolled in the exam, contact service support.

Add exam duration (minutes). The default duration of exams in University of Oulu and Oulu University of Applied sciences is 175 minutes (2 hours 55 minutes). It is possible to arrange personal exams with a longer duration, 235 minutes (3 hours and 55 minutes), for students who have special needs.

Attainments before evaluation defines, how many times a student can retake the exam independently before evaluation. The recommended number of attainments before evaluation is one. After evaluating the exam the Examiner can release the exam for the student to retake the test if she/he has already used all the allowed attainments.

The students receive registration link automatically by e-mail after enrolling in the exam.

 

On personal exams the Examiner must add student(s) as participants to the exam.

  1. Put a mark  on the left side of the EXAM users (preferred).
  2. Click the name of the right student on the list that appears on the screen.
  3. Add.

 

 

N.B.! Use the EXAM users -choice. Do not use the “new user” choice. If you can’t find the right student(s) on the EXAM users list, ask the student to log in E-exam system once. Then try again.

 

Carefully preview the exam before publishing it. The preview approximately shows you the student’s view of the exam.

Back to content


Evaluating the exam

You have access to unassessed exams via Dashboard.

The evaluation is completed on the study attainments or the study attainments by question tab.

Examiners receive a weekly e-mail notification about unassessed attainments.

To complete the evaluation, all the attainment information must be filled and the assessment locked.

In University of Oulu and Oulu University of Applied Sciences teachers must evaluate the exams in four weeks after the student’s performance.

On the study attainments tab you’ll see the attainments that have not been evaluated yet (=submissions in the assessment process), attainments that have been evaluated (=assessed submissions) and attainments that have been locked (=locked study attainments). Locked attainments cannot be edited.

Start evaluating a submission by clicking the name of a student on the list.

On the submission assessment view you will see the student’s performance. Student’s name, e-mail, time when student has taken the exam, place where the student has taken the exam and the computer on which the student has taken the exam is shown on the first window. The student’s previous exam attempts are also shown. If a student has added an attachment to the exam answer, it is also shown on the first window.

Under the general information you will find the student’s answers. Evaluate each answer by the grading scale you have set on each question.

While evaluating you have a possibility to give feedback to the student. The feedback box is on the right corner of the submission assessment view. You can open it by clicking the arrow on a green background. If needed, you may add an attachment to the feedback. The feedback is automatically saved and sent to the student after you lock the assessment. The student can read the feedback in her/his E-exam.

If the exam has multiple evaluators, the assessment may be locked only after all the evaluators have given their assessment. Only Examiners can lock the assessment and give exam the final grade.

When you have given points to all the answers, fill in the grading information. On the grading information -window you will see the total score, assessment status, names of the Examiners and names of the Evaluators. If needed, you can fill in the additional information sent to the study register or send e-mail to other Evaluators.

Fill in the exam grade, exam type (whole- or partial course grade), language and study points.

If you want tot edit the evaluation later, save changes. The assessment stays unfinished.

If the evaluation is ready, save and lock the assessment. After the evaluation is locked it cannot be edited.

 

 

Partial course grades

Partial course grade means that the grade of the exam doesn’t define the grade of the whole course. Choose no grading as exam grade and partial course grade as exam type. Save and lock the assessment.

University of Oulu: List the grades and other information on students for example in an Excel-format and send the file to your own Faculty’s Academic Affairs Service Team.

Oulu University of Applied Sciences: List the grades and other information on students for example in an Excel-format and manually write them down in Peppi.

 

Whole course grades (NOT IN USE!)

Whole course grades define the grade of the course which the exam is attached to.

Fill in the exam grade and choose whole course grade as exam type. Save and lock the assessment.

In University of Oulu the whole course grade assessments move between Exam and the study information system via the course assessment interface. This interface is out of order for now and all the information on course assessment will be manually transferred to the study information system. Follow the instructions of partial course grades when handling whole course grades.

Oulu University of Applied Sciences don’t use the course assessment interface. Examiners transfer the information manually from Exam to Peppi.

 

Automatic evaluation

It is possible to use automatic evaluation in multiple choice questions, statement questions and fill-in exercises. Exam automatically calculates points for these kind of exam types. You can overwrite the automatically calculated points by filling in the points normally when evaluating.

If your exam includes only automatically evaluated exam types, you can add automatic evaluation that evaluates the whole exam for you. You can set on this feature on the publish-tab.

Set the automatic evaluation on by clicking the green button with the text use.

Define the exam grades by percentage (%) of the total score on the exam.  Exam shows you automatically the minimum points for each grade.

N.B.! If you add more questions or remove questions from the exam, the exam grades by percentage must be edited too.

Then set the time when the result of the automatic evaluation will be shown to the student. You can choose this by yourself.

If the exam is ready, save and publish. If you want to make more changes later, save as a draft.

When a student has performed the exam and receives information about the assessment, the evaluation status is shown as “automatically evaluated “.

The Examiner should always lock the assessment. After that the assessment cannot be edited. If an assessment is not locked, the Examiner gets a weekly notification of unassessed or unlocked exams.


Question-specific evaluation

In E-exam it is possible to use question-spesific evaluation. It means that Examiners or Evaluators can evaluate all the submissions related to a certain question.

Open question-specific evaluation from study attainments by questions -tab.

On the study attainments by questions -site you’ll see all the essay questions in the exam. The number next to the question shows how many submissions there are in this question and how many have been evaluated.

You can choose the questions which you want to evaluate. Choose the questions for evaluation by clicking the mark next to the question. After that click the  assess the chosen questions -button.

In the question-specific evaluation view you’ll see the answers you chose on three different tabs: unssessed exams, assessed exams and locked.

  • Unassessed exams -tab includes exams, which have yet not been assessed.
  • Assessed exams -tab includes exams, which have been already assessed but the assessment can be edited by the Examiner or the Evaluator. When the total grade has been added, only the Examiner can edit assessment.
  • Locked-tab includes exams, which have been assessed and locked. They can no longer be edited.

After assessing a question you can move the question to the assessed exams -tab and this information will update on the student’s exam.

N.B.! If the exam question has been changed after the student has performed the exam, it will be noted in the assessment view (in other words if the question is not exactly the same than in which student has answered to).

As the Examiner you can define the total grade and lock the exam only via the submission attainments -view.


Speed grading

You will find the speed grading -button on the submission assessment -tab. It is located on the right top corner of the submissions in the assessment process -box, on the right side of the download attachments -button.

On speed grading the Examiner only fills in the final grade of the exam and verbal feedback if necessary. In other words, Examiner doesn’t point the answers one by one.

Speed grading only works if automatic evaluation has been used or if the Examiner has evaluated all the answers one by one earlier.

Click the speed grading -button on the right corner of the submissions in the assessment process -box. The submissions will be opened in a list. On the right side you will see the total score of students’ submissions. On the right side of the total score you can fill in the grade. If you want to add verbal feedback, use the edit-button on the right side of the grade. Save.

N.B.! Speed grading does not work, if the exam language includes more than one language. To use speed grading in an exam which has several languages, at first you must fill in the exam language to all the submissions one by one.

 

Speed grading from a CSV-file

It is possible to import grades from a CSV-file. Open the speed grading and choose create a CSV template for importing the grades. The students’ information is ready in the CSV file, so that you only fill in the exam grade and the feedback.

  1. Open the CSV in Excel and choose the first column by clicking the A. The information is separated by commas.
  2. Organize the information by choosing Data > Text to columns.
  3. A new window will open. Choose Delimited and continue by clicking Next.
  4. Choose comma as delimiters and continue by clicking next.
  5. Click Finish.
  6. Add the exam grades on the Grades-column and verbal feedback on the Feedback-column.
  7. Save the file in CSV (.csv). If the grading is not finished, you can save the file on your computer and continue later.
  8. Return to E-exam and click import grades from CSV file.
  9. Choose the CSV you have created and saved on your computer.
  10. Save.

 

 

Back to content


Releasing an exam for a retake

On general exams the Examiner defines how many times a student can perform the exam independently before evaluation. The options are 1, 2, 3, 4, 5 times or indefinite number of times. Default number in Oulu Exam is one (1).

After the student has used all the allowed times of performing the test,  she/he can enroll in a retake after the Examiner has evaluated the exam and released the exam for the student. Note, that the exam period must be open: students can’t enroll in exams in case the exam period has ended.

If it is allowed to retake the test independently more than once before evaluation, the student might perform the exam several times in one day.

Exams that are 1) returned by the student and 2) aborted by the students use the allowed number of times performing the exam independently.

No-show -exams (=exams, in which the student doesn’t arrive) don’t use the allowed number of times performing the exam independently. They will be shown in the student’s exam history.

The Examiner can release the exam for a retake if the student aborts the exam and all the allowed number of times performing the exam independently has been used. Or if the student has used all the allowed number of times performing the exam independently has been used but wants to retake the test.

How to release a performed exam

  1. Open the reservations -tab.
  2. Find the student’s reservation by date, name of the student, name of the exam or submission status.
  3. Find the right student in the list. On the right side of the screen, next to the name of the student, there is a submission status -column.
  4. Click the release -button in the submission status -column. The button is shown if releasing the exam is possible.
  5. Instruct the student to make a new reservation.

How to release an aborted exam

  1. Open the information on the exam.
  2. Go to study attainments-tab.
  3. Open aborted exams.
  4. Find the right student by the name of the student, e-mail or exam time.
  5. Click release -button next to the student. The button is shown if releasing the exam is possible.
  6. Instruct the student to make a new reservation.

Back to content


Maturity tests

In E-exam of Oulu the maturity tests are created as personal exams.

Start creating maturity test as you would create a personal exam. Note the specialities listed below:

  • Always name the maturity test with student’s name. For example: Maturity test/Andrew Andrewson
  • In University of Oulu the maturity test is attached to the realization code in which the test is included.
  • In Oulu University of Applied Sciences all the maturity tests are attached to the code YYY10 Kypsyysnäyte.
  • Duration of maturity tests is always 3 hours (180 minutes).
  • Grading scale of a maturity test is always Pass/Fail and the type of examination is Partial course grade.
  • The question type on a maturity test is always Essay question.
  • Check the university-spesific recommendation of response length in a maturity test (words) and mark it as an instruction in the question.

Language evaluation

The language evaluator of the maturity test is added as an evaluator in the maturity test. Evaluators can be added on the basic information -tab of the exam.

After the student has performed the maturity test, at first Examiner evaluates the content of the maturity test. If the content will pass, Examiner asks the language evaluator to complete the language evaluation.

On the submission attainments -tab the evaluator’s name will be shown in the assessment status -column. If the language evaluation is unfinished, the name of the evaluator is shown in red color. If the language evaluation is ready, the name of the evaluator is shown in green color.

Language evaluation:

  1. Open the submission attainments -tab. Your name will be shown in red color in assessment status -column.
  2. Open the submission by clicking the student’s name. Fill in the points to the essay question and add verbal feedback.
  3. On the lowest row of the submission view you’ll see a grading information -box. On the right side of that box you’ll find assessment status. When ready, mark ready next to your name. Save changes.
  4. Return to the submission assessments -view. Now your name should be shown in green color in the assessment status -column.

After the language evaluation is ready and saved the Examiner will see the feedback and the grade of the answer. Examiner is able to edit the feedback and the grades.

The Examiner will fill in the final grade of the maturity test and locks the assessment. After the assessment is locked, the student can read the feedback and the grade in her/his own E-exam. The student will receive an e-mail when the evaluation is ready.


Users

Examiner

Log in the E-exam with university-specific Haka-account.

Teachers operate the system as Examiners. When logging in, the system should offer you two roles: student and Examiner.

Examiner can create new exams, control the question library and evaluate submissions. If some of these features don’t work, contact e-exam@oulu.fi.

UFO-user (University of Oulu)

Read more information on temporary UFO-account (University of Oulu)

If you use temporary UFO-account and E-exam, do the following: log in once in the Oulu E-exam system. Ask for the Examiner rights from e-exam@oulu.fi. Tell your name, faculty and the request for the Examiner rights. When the Examiner right is set and ready to use, you will receive an e-mail.

 

Back to content


Cheating

The Admins of the E-exam system keep an eye on camera surveillance videos for cheating. They also make random-sample tests in the Examinariums.

If Admins notice behavior that leads to a notice, they send a notice straight to the student’s e-mail and if needed inform the teacher.

If Admins notice cheating, all remarks must be informed to System Support at e-exam@oulu.fi. System Support takes the cheating suspicion forward.

University of Oulu: Code of conduct for the prevention and processing of misconduct in studies

Oulu University of Applied Sciences: Code of conduct for the processing of misconduct in studies

 

Back to content

« Back

This article was published in categories English version available, All instructions, Oamk , for Oamk staff, for the University of Oulu staff, accessible content, UniOulu and tags , , , , . Add the permalink to your favourites.