AGU Online Final Exams Protocol for Instructors*

*This protocol has been prepared by drawing upon the Protocol of AGU School of Foreign Languages.

This protocol outlines the procedures for conducting online final exams at AGU, including closed questions, essays, and other types of exams that require proctoring. It is important to note that this protocol does not apply to term projects or take-home exams, as those are subject to the instructors' individual protocols for each class.

Overview

• The courses offered since February 2023 may have online examinations conducted through CANVAS. The exam calendar can be accessed through this link: [https://uis.agu.edu.tr/buis/general/coursefinalprogram.aspx].
• Online exams will be conducted on dedicated 'Exam Course' pages on Canvas.
• In-class (hybrid) exams should also be available for students who prefer to take the exam in person.
• All online exams will be proctored, meaning that students must participate in a designated (Proctoring) meeting on Zoom while completing the assessment on Canvas. The Zoom meeting must be recorded.
• All students must use their agu.edu account to enter Zoom. So please change your security settings on Zoom for the exam. Do not allow any other account than students’ agu.edu account.
• Please note that Zoom accounts WILL NOT automatically record on the cloud. Recordings should be saved on the proctor's computer, ensuring enough storage space is available.
• Proctors will record the exam on their own computers, and Zoom will also capture attendance. These recordings and attendance records should be uploaded to the link provided by IT and kept for 30 days.
• Each online Zoom session should accommodate no more than one screen. If the class size exceeds one screen, additional Zoom links and proctors will be necessary. Please contact your department head before the exam to assign proctors.
• Common courses such as Eng, Turk, Hist, Math, Chem, Phys, Bio, and Soc have already assigned proctors to each group of 23 students. Please check the assigned list here. If you have any further inquiries, please contact the Dean of Faculty.

Technical Problems: Students who experience technical issues may be eligible for a make-up exam, subject to the instructor's approval upon UZEM's consultation. All make-up exams must be conducted as an oral exam. In case students encounter technical difficulties, they should capture a screenshot of the problem and share it with both the instructor and UZEM.

If proctors face technical problems, they can seek assistance from UZEM by contacting Dr. Bilge Kağan Dedetürk at +90 506 521 32 39.

Exam. Preperation on Canvas

• Course instructors are responsible for publishing an assessment folder on each exam course page no later than three days before the start time. The assessment folder should clearly state the date and time of the exam.
• The quiz should be ready to be published (but not published) within the assessment folder no later than 24 hours before the start time.

Canvas Quiz Details

• Before entering questions, please set the following details:
  • Quiz Type: Graded Quiz
  • Options: Shuffle Answers
  • Time Limit: Set an appropriate duration to cover all questions effectively, considering a moderate time pressure to prevent academic dishonesty.
  • Allow Multiple Attempts: Allow 2 attempts. During the exam, if necessary proctor may change the number of the attempt, please check the troubleshooting table below.
  • Let Students See Responses: Do NOT tick
  • One Question at a Time: Do NOT tick
  • Set the Access Code
  • Make the quiz available from 15 minutes before the official exam start time until 15 minutes after the estimated end time.
• Make the quiz available from 15 minutes before the official exam start time until 15 minutes after the estimated end time.
• Please select the appropriate Canvas question types. You can also create different groups of questions. If you want further information about how to create a Canvas quiz and exam, please watch the introductory video.
• Do not publish the quiz until expressly instructed to do so.

 

SETTING QUIZ START TIMES

The quiz should be available on Zoom starting from Zoom start time + 5 minutes until Zoom start time + 5 minutes + 10 minutes. For example, if the Zoom start time is 13:15, the quiz should be available from 13:20 until 13:30.

 Proctoring: Pre-session

• For proctoring, students are placed in exam course sections that do not exceed 30 students and normally do not exceed 25, depending on your screen size. Please ensure that the maximum number of participants' proctor screens can fit on one Zoom page. Do not use the break room for fitting. If you require more than one session, contact your head of department to assign proctors for each Zoom session.
• Each Zoom session should have one assigned proctor.
• Instructors should confirm the proctorship details with the Department (required numbers, proctor screen size, etc.). If the proctor is not assigned as a Co-Admin/TA for the Canvas exam course, proctors should immediately inform the course instructor.
• Instructors should ensure that they have enough Zoom links for planned sessions and be prepared for each session.
• No later than 24 hours prior to the published start time, the instructor should post their Zoom details to the relevant Canvas exam course section, along with a reminder of the exam date and start time.

Important: Before the examination, make sure your Zoom settings do NOT allow students to chat with each other

Proctoring: In-Session

• Start the Zoom proctoring meeting no later than two minutes before the published assessment start time.
• Allow students 1 minute past the scheduled start time to enter the meeting.
• Greet the students and remind them to turn on their cameras.
• At the published start time, formally begin the session by addressing the students orally:
  • Warn students that they must download 'Safe Exam Browser' to take the exam.
  • Ask students to change their names in the following format: Student ID - First Name Last Name.
  • Take attendance via Zoom or using the regular method for the class, crosschecking with the registered student list.
  • Ensure all cameras and microphones are on, and students are not wearing headphones.
  • If a student who is not on the Attendance List is present, ask them to state their Canvas Exam Course name and Section Number. Instruct them to join the correct Zoom meeting if their section number differs. Add the name/number to the Irregularities List (Tutanak) if necessary.
  • Ask students to show their ID cards on the screen without covering their faces, then take a screenshot (Gallery View).
• If necessary, provide (again) basic instructions and reminders to the students.
• When you are ready, inform the students via the Zoom chat about the access code and instruct them to begin the exam.
• Please note that it may take some time for students to access the Canvas Exam Page. Advise them not to panic as they still have sufficient time. Instruct them to refresh the page and after a few attempts, they should be able to access the Exam Page. Meanwhile, you can check the number of students and their names who have successfully accessed the Exam Page from Canvas.
• Instruct the students not to refresh the quiz page or start a new attempt without informing the proctor.
• During the exam, verify the number of students taking the exam on Zoom and compare it to the list of registered students.
• Take screenshots at designated times based on the duration of the assessment.
  • As an example, Take additional screenshots of all the students in Gallery View as follows:
    • For a 30-minute assessment, take screenshots at the 10- and 25-minute marks.
    • For a 50-minute assessment, take screenshots at the 10-, 25-, and 40-minute marks.
    • For a 90-minute assessment, take screenshots at the 10-, 35-, 60-, and 85-minute marks.
• After the assessment, upload the session video, attendance list, and screenshots to the designated cloud. Go to this link https://up2fs.agu.edu.tr, open a folder and name it in the following format: CourseCode_Section/Sessionnumber_Proctor’sName&Surname. Also, use the same naming format for all files.
•  Update the Irregularities List (also known as 'Tutanak') and notify the relevant administrator and UZEM in case of any problems.

Resolving Invigilation Issues

Issue	What to do?
There are student questions about the content of the assessment while the instructor is in another session.	If it seems that the content of the questions is contradictory or implies that something is missing (for example: students are instructed to process words in bold, but it seems that some words are not bolded), you should: i. Ask students to move to the next question and wait for an answer. ii. Contact the instructor for clarification if the instructor is in another session.
	For any other questions regarding the content of the exam, please state that you are unable to assist.
A student has started the assessment without joining Zoom. This is unlikely due to our access code restriction.	Please add the student's information to the Assessment Irregularities (Tutanak) list and report it to the course instructor.
A student is facing internet problems that are affecting their ability to take the Canvas quiz.	i. Ask them to take screenshots that may support their case. ii. Verify how many attempts they have used. If they have already used up the 2 attempts limit, delete one of the attempts to allow them to start a new one. iii. If this impacts the time, contact the course instructor to see if the student can be allowed a few more minutes. iv. Add it to the Irregularities list, stating clearly whether the issue was resolved, so that it can be adjudicated whether or not it would be appropriate to offer the student a further opportunity at a later time. v. Remind students that they also need to report the issue to UZEM and the course instructor.
A student is experiencing internet connection issues, resulting in intermittent presence on Zoom.	i. Take note of how long they are out of Zoom contact. ii. Ask the student to take a screenshot and email it to the course instructor as proof of an internet problem. iii. Add it to the Irregularities List.
A student appears to be cheating, talking to someone, or having left the room.	Warn the student and add it to the Irregularities List with a note indicating the necessary action.
Proctor is experiencing internet issues.	Contact the course instructor and/or UZEM.
The student starts their second attempt to take the exam without informing the proctor or presenting a valid excuse.	i. Ask the student to email the explanation to their course instructor. ii. Add the student's name and the occurrence to the Irregularities List.

 

Canvas Quiz settings: Post-Assessment (Course Instructors)

• Unpublish all assessments as soon as all students have finished the exam. This prevents students from seeing grades that are still being processed.
•  During the Grade-Review process, only select assessments will be republished at the appropriate time for students to access their grades.