1. Rules and regulations
The dean decides on implementing distance exams at the faculty. What form should the dean’s decision take?
The form of the decision is not specified. However, it is important that students and instructors are sufficiently informed in advance (by e-mail, via the web pages, social media, etc.). A dean’s directive may also be used for this purpose.
Who decides on implementing distance state exams at the faculty?
The dean makes decisions on allowing the distance form of state examinations for a specific programme of study upon agreement with the guarantor of this programme of study. The dean and the guarantor can agree in any manner, by e-mail or telephone. In the vast majority of cases, an agreement should be reached. However, if no such agreement is reached, the dean decides – the dean is the one who has ultimate responsibility.
The guarantor of the programme of study decides on the remote supervision of a specific course upon agreement with the guarantor of the course. Is it sufficient to agree by e-mail or telephone?
Yes.
Are students required to participate in distance exams?
No, they are not. The same as with in-person exams, students have the option of registering for a term or not. However, the minimum number of scheduled terms is three, i.e. a total of distance and in-person, and they must be scheduled throughout the entire examination period (including July and September). Therefore, there could be only one in-person term, or in extreme cases if the current measures are extended until the autumn, no in-person term.
Do the rules for excusing oneself from exams apply also to distance exams?
Yes.
Should the other rules relating to scheduling exams set out in Article 8, paragraph 14 of the Code of Study and Examination of Charles University be followed?
Yes. At least two terms during the exam period should be set prior to this period. Other exams terms may be set at least a week in advance. If only three terms are scheduled during the exam period and there are no vacancies for the third scheduled term, the capacity for this term must be increased or another term must be scheduled, provided this is permitted by the academic calendar for the school year.
Should the manner of completing a course (the form of assessing a course) be kept the same according to the accreditation?
Yes. If the accreditation specifies that a course must end with an exam, then this is how it should be done. This also applies to other forms of assessing a course.
How are unsuccessful attempts counted in the case of distance assessment for a course?
Unsuccessful attempts are counted in the standard manner, the same as in-person assessment. The number of corrective terms for fulfilling the assessment of a course, set out in the Rules for the Organization of Studies in accordance with Article 8, paragraph 7 of the Code of Study and Examination of Charles University, applies to distance and in-person altogether (not, for example, three attempts at distance and three attempts in person).
Do distance exams count towards the minimum number of terms offered by the faculty?
Yes. In accordance with Article 8, paragraph 14 of the Code of Study and Examination of Charles University, the number of announced terms must be proportionate to the number of students and must not be less than three. It is up to the student how to schedule the exams.
2. Online testing
Are students required to participate in distance exams?
No, they are not. The same as with in-person exams, students have the option of registering for a term or not. However, the minimum number of scheduled terms is three, i.e. a total of distance and in-person, and they must be scheduled throughout the entire examination period (including July and September). Therefore, there could be only one in-person term, or in extreme cases if the current measures are extended until the autumn, no in-person term.
Do the rules for excusing oneself from exams apply also to distance exams?
Yes.
How do you verify a student’s identity during an online exam?
The identity of students can be verified during a video call by holding up a student card or ID card in front of the camera. Another option is to verify a student’s identity using the photo in SIS. The student can log in to their system and show the photo via the shared desktop. In the event of a written exam, the student logs in to the system using their CAS data. If the public is present at a final state examination, it is recommended that students show their student cards, and not ID cards.
Does the university provide assistance to students who do not have access to a computer or the Internet so that they can take a distance exam?
The Carolina Centre has several laptops available for borrowing (contact: Mgr. Jana Vlasáková, jana.vlasakova@ruk.cuni.cz, phone: 224 491 604). It also depends on whether the faculty has suitable means for lending equipment.
How is it organized if a report for an exam or state final exam needs to be created?
If, according to regulations, a report for an exam is necessary, it must be created in the same way as in the case of an in-person exam (in a non-editable format, e.g. pdf), which the committee approves (e.g. per rollam). It is recommended to follow the standard rules for drawing up reports on in-person exams. In the event of state final exams and dissertation defences, the report is prepared in the same manner as in-person examination.
How do students log in to a distance exam?
Students log in to the exam via SIS on the date of the exam.
Do distance and in-person exams differ with respect to difficulty?
The difficulty of distance and in-person exams are the same, and the difficulty of completing a course should correspond to the number of credits.
3. Technical questions
How do you verify a student’s identity during an online exam?
The identity of students can be verified during a video call by holding up a student card or ID card in front of the camera. Another option is to verify a student’s identity using the photo in SIS. The student can log in to their system and show the photo via the shared desktop. In the event of a written exam, the student logs in to the system using their CAS data. If the public is present at a final state examination, it is recommended that students show their student cards, and not ID cards.
How do you handle situations where a connection is lost or an exam does not take place due to technical problems? Is the number of attempts limited?
The examiner must first try to reconnect with the student. If the exam is interrupted definitively, it is the competence of the examiner to determine whether the time already spent during the exam has led to sufficient verification of knowledge. Either the study will be evaluated in a standard manner or the student will need to be tested again. A term may not be missed due to technical problems, either on the part of the student or the examiners. The faculty may specify the rules according to the tool and the manner of assessing the course, but it must acquaint the students with these in advance.
How can the committee vote remotely?
On most platforms, the chat function may be used, but it is always necessary to ensure that the chat is not in the presence of the student. If, in accordance with Article 11, paragraph 13 of the Code of Study and Examination of Charles University, a record and voting results must be kept (dissertation defence and state PhD exam) for in-person exams, then they must be kept for distance exams as well (e.g. printscreen).
How do you handle the manner of drawing questions?
If drawing questions is necessary, we recommend following the rules according to common practices. The drawing in this case may be done by the examiner. However, fairness and impartiality must be demonstrated (e.g. showing that the set of questions is complete and the drawing is done in front of the camera; the drawing is done using an electronic tool guaranteed by the faculty, etc.).
4. GDPR and cybersecurity
When to report a security incident?
Please note that every possible security incident must be reported to Data protection officer. Such reporting is the duty of every staff member, or his/her supervisor, that finds out any of the following:
- a device or a document containing a file with personal data was lost or stolen;
- an unauthorized person gained access to personal data in a device or a document;
- personal data in any form were, without a sufficient access protection, placed in a location where they could be accessed without authorization;
- personal data were damaged or lost;
- personal data could be changed or edited, but it is impossible to determine whether it happened.
5. MS Teams
How do I obtain an attendance list for an exam so that I can see who was present?
The exam organizer can click on Display Participants and then on Download Attendance List. Attendance lists are downloaded as a .csv file with the names of the participants, user actions, and timestamps.
Can someone outside the faculty/university also join an exam?
Yes. Anyone who has the link can join.
What is the maximum number of participants in one exam?
Number of people in an online exam: 300
Number of people in a private chat: 250
If there are two instructors from different faculties, how do you ensure that both of them have the same access and function?
Log in to Office 365 using your university account (not you faculty account), which is in the following form: cislo_osoby@cuni.cz
How do you install MS Teams on your computer and your phone?
MS Teams is now included in the desktop installation package Office 2019 installed as a part of Office 365. If you are a new Office 365 user and you are newly installing the desktop Office from Office 365, MS Teams will be automatically installed as a part of the package.
If you already have Office installed, then you must download the installation package for MS Teams from this page.
For Android and iOS phones, users may download the app from Google Play and the App Store.
6. Adobe Connect
How do you create a room in Adobe Connect?
Booking a room is now done in the automatic reservation system Cesnet Meetings for Adobe Connect Charles University: https://meetings.cesnet.cz/cuni/. Instructions can be found here: https://dl.cuni.cz/adobe-connect/rezervace/navod/.
7. ZOOM
Who provides support for ZOOM?
Support for university installation is provided by the E-learning Centre of the Faculty of Medicine in Plzen.
8. MOODLE
Who provides support for MOODLE?
Support for university installation is provided by the Central Library of Charles University.
9. Turnitin
Who provides support for TURNITIN?
Should you have any questions, please contact your faculty coordinator, the Central Support Helpdesk, or send an e-mail to turnitin-centralni-podpora-l@cuni.cz.