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Invigilated (RPNow) Online Exams

This book is maintained by SAS (Exams team) and the TIU. Any associated resources are nested below

Site: learnonline
Course: learnonline Help (Staff)
Book: Invigilated (RPNow) Online Exams
Printed by: Guest user
Date: Friday, 27 November 2020, 3:55 PM

1. Introduction

Important: RPNow is not available for 2020 SP5 and SP7 examinations. The TIU has an information page on conducting unsupervised exams with Moodle Quiz as part of the COVID19 response. Also, see the help guides on how to use Moodle Quizzes.

The resource navigation is in the left menu, however, please ensure you are fully familiar with 2.1 Considerations for invigilated (RPNow) online exams.

UniSA is using Remote Proctor Now (RPNow) invigilation software to supervise online exams.
  • Online exams are built as a password protected Moodle quiz
  • The exam rules and configuration will be applied in RPNow by SAS

Students access the exam from their personal device using the RPNow application software.
  • This software records student's screen, webcam and microphone for the duration of the exam
  • This software disables some software from running, predominantly communication and recording software
  • Mandatory Training Quiz is completed prior to each exam by students ensuring they have the latest RPNow software, they meet system requirements and are familiar with the online exam process
  • View the student help resources on the Online Exams & Mandatory Training Quiz help page, here you can view the process that students must use to access the online exams

Exams are invigilated (aka proctored) post exam by RPNow staff.
  • Exam recordings are checked for rule violations (academic integrity breaches) that are set by the course coordinator
  • Suspicious or non-permitted activity is flagged 
    • Exam recordings are sent to SAS, any flagged activity reviewed
  • Normal academic integrity policy then applies. Assessment Policy and Procedures Manual (Section 9)

This is a ‘living’ resource and is expected to change as we collectively increase our knowledge capital in this space. If after reading this document you have questions regarding the process of running an online exam, please contact the TIU (or SAS dependent on the query) for further support.

Contact Information:

2. Before the exam

Information for academic staff to assist in determining if an online exam should be the method of assessment and requirements for developing the online exam

2.1 Considerations for online exams

What academic staff need to consider when making the decision to hold an online exam

2.2 Exam Administration

Reading time, exam duration, exam times, permitted materials, blacklisted applications, definitions

2.3 Scheduling an online exam

Exam Portal: Online exam request, exam & password naming convention

2.4 Staff Communication

Important dates, overview of emails from Exams Team for UniSA and UniSA Online staff

2.5 Exam Design

2.6 Course Design

2.7 Moodle Quiz Design

2.8 Communication with Students

From: SAS, UniSA Online, Academic Staff

For reference:

General Timeline for UO online exams.

Online exams for non UniSA Online courses follow the same process. Timelines and terminology differ. Online exam emails sent from SAS are specific to UniSA Online or UniSA

 Checklist for Academic staff 

2.1. Exam Administration

eOnline exams schedule: 

  • Check the Academic calendar for exam period for UniSA Online and UniSA.
  • Essential dates for the administration of all online Exams are found in the INVIGILATED (RPNow) ONLINE Schedule of Activities on the Examinations SharePoint page
    • Study period specific tasks and their due dates for both UniSA Online and UniSA.
    • In line with this document SAS Exams and Results team send various communications throughout each study period to manage the administration of exams. 

A checklist for Course Coordinatiors and Online Course Facilitators of the online exam process from initial exam considerations to result entry is available for download.  

A general timeline for SP 1, 3, 4 and 6 for download. 

Reading time

The Assessment Policy and Procedure Manual (section 6.7.9) states that 'Reading time will need to be incorporated into the total time for the examinations' for online exams. The intent of this clause in the Policy is that the reading time (if any) is to be included in the 'approved' total duration for the course exam. 

Exam duration

Duration of the online exam must be the same as the 'approved' exam duration on the course outline.
  • Total approved duration must always be inclusive of 15 minutes extra time per hour to accommodate any student that needs extra time to reasonably complete their exam.
  • Exam duration longer than 2 hours where the student is not to leave the room in that time (eg for a toilet break), 
    • It is a requirement to split the exam into two sittings 
    • Two hours is considered a reasonable length of time for a student to remain in the room and not require a bathroom break.

Exam times

Exam scheduling will allocate exams at the following times:
  • 2:00 pm (for exams conducted in one sitting)
  • 2:00 pm and 4:00 pm (for exams conducted in 2 sittings with a 1/2 hour break)
  • Exams and results team is unavailable after hours and this should be considered if requesting an after hours exam

Materials permitted

When requesting an exam please be specific with the materials students are permitted to access or bring to the exam.
  • Regardless of the type of exam (open, closed or part open book), unless it is permitted in the course outline or an approved variation, a student must not have acess to any items/materials that could provide an advantage to themselves, including electronic devices (other than those used to take the exam). 

  • Materials permitted are not displayed on the student exam timetable so it is imperative that the allowed materials entered into the Exam Portal: Online Exam Request (OER) is conveyed to students.

Consider that for a moment that you allow students to access their textbook. You will need to provide explicit and clear instructions to students about exactly what and how they can access it. This would ideally be communicated upfront in the course outline, particularly if it has implications on what they choose to purchase.

      • If an e-Textbook is required as a permitted material, a specific link to the e-Textbook will need to be provided. However, if the library does not sufficient e-book access, students will be required to purchase their own copy.

      • If students are required to purchase an e-Textbook, the link to the preferred supplier will need to be provided. For example:

E-copies of the course text book (James, N 2017, Business law, Fourth edition., John Wiley & Sons Australia Ltd., Milton, Queensland) are permitted from the following locations ONLY:

      • You may wish to instead provide students with a pdf extract of relevant sections of the e-textbook

      • Alternatively you may decide to allow students to use a hard copy textbook in place of an e-textbook

Permitted materials/applications should be listed on the lead in page in Moodle for students to easily access.

Exam Portal: Online Exam Request (OER)

When requesting an online exam via the Exam Portal: Online Exam Request (OER), the following fields are completed and will determine the list of 'permitted' items/materials that are provided to the RPnow invigilators in their review of the exams:
Materials Permitted (per student): 
  • A list of permitted materials are available to select in the OER but some may need further clarification in the 'Other Permitted Materials' text box.
  • If an 'open book exam' is selected all materials will be permitted by default.
Further detail: ​
  • When materials selected here are 'written' reference materials e.g. PDF items, the exam should be flagged as 'part open book' and the specific details recorded in the 'Other Permitted Materials' text box.
  • Scrap paper reminder: if '1 x blank sheet of scrap paper permitted' is selected students must slowly show both sides during the room scan.
  • Calculations in Excel:
    • If students are only permitted to use excel for calculations, please add the following text to the 'Other Permitted Materials' box...'No calculators are allowed, including computer default calculators. Excel must be used for all calculations.'
Other Permitted Materials:
  • Items not on the Materials Permitted list and/or further clarification of specific text book, document or website.
    • e.g. url for Google translator (see 'Set up of urls in Moodle' below), specific Microsoft Excel spreadsheet 'Maths 1 formulas.xls', specific Microsoft Word document 'Scenario 1.doc'. 
    • If access is given to Excel, access should also be given to 'Sheets' for Mac users.
  • When materials are listed here that are 'written' reference materials, the exam should be flagged as 'part open book'.
Open/Part Open/Closed Book
  • Select as required e.g. Part Open.
Passwords

It’s important that passwords can’t be easily guessed (or cracked) by students. In the context of supervised online exams, fortunately, you aren’t limited to the creation of memorable or easily communicated passwords as they are stored digitally (e.g. in Moodle) and are readily accessible by relevant staff.

We recommend the use of a network drive, SharePoint or OneDrive (with access granted to relevant staff) when sharing passwords as opposed to email, as email communications aren't secure.

Regarding the creation of passwords, we strongly recommend the following:

    • Use passwords that are at least 12 characters in length
    • Use a combination of mixed case letters and numbers
    • Do not use special characters/symbols such as #<>:,\/?*|&
    • Do not use a templated/replicated format e.g. coursenamestudyperiodyear
    • Do not use passwords that contain words associated with the teaching team, the course or the institution
    • Do not reuse a previously used password

To streamline the process of creating a password with suitable complexity, we suggest that you utilise a password generator. Here are two from (reputable companies):

These sites allow the selection of character length; the inclusion of upper and lower case letters; the inclusion of numbers and the exclusion of symbols/punctuation.

The randomly generated password can then be copied and pasted into the Moodle Quiz password field and/or the relevant cloud accessible document/drive.

Definitions

Closed book exams:
  • No written, printed or electronic reference materials are permitted.
  • No other aids are allowed (dictionaries, reference notes, calculators, online reference materials etc) unless specified in materials permitted e.g. calculators.
Part open book exams:
  • Only written or electronic reference materials specified are allowed and must be presented during the online exam for inspection.
  • The instruction to present items for inspection must be included in the online exam.
  • Consider utilising online reference materials in lieu of hardcopy materials as hard copy items cannot be verified or checked thoroughly for notes.
Open book exams:
  • Any written or electronic reference materials are allowed.

Materials / applications that are permitted in every exam that do not need to be listed are:

PRNow UniSA Online Exam Rules 20180629

Devices for online exam e.g. computer (one monitor only), keyboard, camera, phone.
  • Students may have a mobile phone on hand for technical support only but the phone must be placed face down on the desk in view of the camera and not accessed for any other reason.
    • If the student makes a call to PRNow/UniSA IT support the phone must be on speaker so the conversation can be recorded.
    • The student must remain in full view of the camera and speak into the computer microphone.

Blacklisted applications

Some applications are 'blacklisted'.
  • These are mainly applications that have chat or record/photograph or share the screen e.g. WhatsApp, Snagit, Skype & Skype for Business, Viber.
  • These should be closed by the student before starting the exam, if not, a pop-up will appear for students prior to the exam listing the 'blacklisted' applications that are running and advising that they are being closed.
  • If a student opens a blacklisted application during the exam it will be closed immediately and a pop-up will appear advising that it is being closed.

Access to other functions within Moodle (learning materials, solutions, messages, studiosity etc.)

Students will be able to access other functions in Moodle.
  • Include in 'permitted materials' to provide details of which functions (if any) students have permission to access during the exam.
  • If a Moodle function is accessed that is not on this list it will be flagged by RPnow invigilators as a 'rules violation'.
    • Students should be advised NOT to use chat within Moodle. This is considered a breach of examination rules and will be flagged as a breach.

Set up of urls in Moodle

Urls should be set up in Moodle to open in a new window to allow the student to view their exam and the website at the same time.
  • The url will open in their default browser i.e. Internet Explorer, next to their exam in Moodle that sits within the RPNow window.
    • The student can then easily close the extra browser window when they are finished.
    • If the url has been set to open within the RPNow window (which has no 'back' button), the student can use the 'Backspace' key on their keyboard like a 'back button' to get back to the exam then copy and paste the url into a newly opened window of their preferred browser.
    • Moodle may automatically hyperlink a url but this will be set to open in the same window as the exam, not in a new window.

2.2. Considerations for invigilated online exams

Academic staff should –

Review the academic calendar for exam periods and core teaching periods for UniSA Online and UniSA.

Review important dates in the INVIGILATED (RPNow) ONLINE Schedule of Activities for all online exams on the Exams SharePoint page.

Determine if an invigilated (RPNow) online exam is the most suitable form of assessment.

Speak to an Online Educational Designers (OED) from the Teaching Innovation Unit (TIU) for considerations and policy queries.

Complete the Mandatory Training Quiz to experience what an online exam will be like for students.  This is also an opportunity to check possible software applications required for the exam are not blacklisted and operate as you intend*

*See Check RPNow BLACKLISTED applications at the bottom of this page

Consider exam design

(Exam Design chapter 2.5)

Required outcomes.

Reading time, exam duration, exam times, materials permitted in relation to online exams.

Url set up in Moodle.

Advise students an invigilated (RPNow) online exam will be undertaken in the course outline and Moodle course site.
Schedule the exam via the Exam Portal: Online Exam Request (OER) by required dates.
  • Important dates: Exams SharePoint page - INVIGILATED (RPNow) ONLINE Schedule of Activities for Exams. 
  • Liase with the Academic Services Officer to schedule online exams via OER.
 
Consider if Alternative Exam Arrangements (AEA) will require extra time to complete the exam.
  • Requiring a new exam with longer duration to be configured in Moodle.
 
Secondary assessment exams (supplementary, deferred and special consideration exams) are scheduled into the Exam Portal at the same time as final exams.
  • Secondary assessment exams to be scheduled via OER with final exam.

Consider course design

(Course Design chapter 2.6)

Course design may require exam practise to be built into the course.

Check RPNow BLACKLISTED applications

Check the following list to ensure that any applications you want students to use during the exam have not been blacklisted by RPNow:

If an application you are wanting to use is on the blacklist, consider the requirement for the application.  Does it pose a risk to exam integrity?  If you are unsure, discuss with your Program Director/Program Facilitator.

2.3. Scheduling an Online Exam

Online exams must be entered into the Exam Portal: Online Exam Request.
  • To ensure a clash free timetable and to avoid any issues for students when accessing the exam via RPNow.
The Academic Unit is responsible for ensuring exam conditions and requirements have been submitted via the Exam Portal: Online Exam Request if a course is to have a final examination date published on the official Examination timetable.
Check Academic calendar for dates of relevant exam periods.
Check INVIGILATED (RPNow) ONLINE Schedule of Activities for Exams on Examination SharePoint page for action and due date for all online exams.

Liaise with Academic Services Officer to schedule the exam via the OER 

Academic staff create an exam name and exam password (see below) for each exam or exam part (e.g. Final Exam Part A / Final Exam Part B or Secondary Exam Part A / Secondary Exam Part B).
  • Academic Services Officer enters exam information into the Exam Management System via the Exam Portal: Online Exam Request.
  • Secondary assessment exams details will be entered into the Exam Portal at the same time as the final exams.
  • Alternative Exam Arrangement (AEA) exams details will be entered into the Exam Portal at the same time as the final exams.

Exam name

The exam name entered via the OER must be identical to the exam name in MOODLE.
This name is used when SAS register the exam in RPNow.
A mismatch will result in the student being unable to access the quiz in Moodle.
  • The exam name is created using this format: Course Title + the text added into the description field . 
    • e.g. 'UO Financial Accounting 2' 'Final Exam Part A'
      • The exam name would be UO Financial Accounting 2 (Final Exam Part A)
    • Part A, Part B are used for exams that extend over 2hrs in duration and have been broken into 2 exams.

Exam Password

The exam password format can be decided by the local area.  See 2.1 Exam Administration > OER: Passwords for more information.
  • Password must be the same in both the Exam Portal and in the Moodle quiz.
  • The password entered into the exam portal will be registered with the invigilation software (RPNow) so that the student can access the Moodle quiz.
  • DO NOT advise students of the quiz password.
    • Password will be entered automatically by RPNow .
    • It is NOT recommended to create passwords with a standard format for security reasons.
    • Password must be alpha numeric.
    • There is no system limit on the number of characters in a password.
    • Do not include the password in emails.

Secondary Assessment Examinations

Exam details are entered into the Exam Portal at the same time as final exams.

Exam name should reflect that it is a secondary assessment eg UO Financial Accounting 2 (Secondary Exam Part A).

Assessment Policy and Procedure Manual - Section 7. 

  • Deferred assessments or special consideration may be granted only once for each course, unless otherwise determined by the Director: Student and Academic Services, and only in cases of unexpected or exceptional circumstances.
  • 'Special consideration cannot be granted for a deferred assessment or examination, or a supplementary assessment or examination'.

Alternative Exam Arrangements (AEA)

Exam details are entered into the Exam Portal at the same time as final exams.

Generally a student will advise their Online Course Facilitator /Course Coordinator that they require an alternative exam arrangement .

  • SEU are consulted in regards to the creation of an Access Plan for the student.
  • See exam duration, reading time and exam times, regarding AEA students in Exam Administration.

2.4. Staff Communication

Essential dates relating to all exams can be found on the Schedule of Activities for Exams located on the Examinations SharePoint page
Exam periods can be viewed in the Academic Calendar.

Exam emails are sent from the SAS Exams Team at each stage of the online exam process for each online exam event .

UniSA Online

Academic staff:
Online exam considerations email -
  • Commence preparations for online exams for that Study Period (SP).
  • Include preparation for secondary exams (deferred, special consideration or supplementary exams).
Exam Preparation email (Exam preparation reminder email) -
  • Timelines and important information regarding
    • Secondary assessment exams,
    • Creation of moodle quiz
Academic Services and Academic staff :
Online exam preparation email (Online exam preparation reminder email) -
  • Complete Exam Portal: Online Exam Request webpage
    • Include exam conditions and requirements for online exam for that SP
Academic Services:
Exam timetable preparation email -
  • Important dates
  • Secondary assessment examinations
  • References and training  
  • UO academic services staff and/or Academic Unit staff - exam timetable preparation - timeline, secondary assessment exam.
  • Reminder - create online exam in moodle - Academic staff.

UniSA

Academic Services and Academic staff:
Online exam preparation - 
  • Academic Unit exam administrators and academic staff to complete the Exam Portal: Online Exam Request webpage with exam conditions and requirements for the online exams for that SP.
Review exam information email.
Exam timetable preparation email - 
  • Important dates
  • Secondary assessment examinations
  • References and training 
Important dates
  • UO Final and secondary exam timetable published - secondary exam timetable published for UO only.
  • UniSA final exam timetable published.

SAS Exams Team notify IT Helpdesk of exam details.

2.5. Exam Design

Note: This section is still under development.

Please refer to an Academic Developer and/or Online Educational Designer for support.

 

Navigation

  • The structure should convey meaning with questions grouped into sections and related questions immediately identifiable

Question Comprehension

  • Establish a structure and format and be consistent in how they are applied
  • Separate question context from question directive
  • Break down question directives into key deliverables akin to a bulleted list
  • Be explicit with marking allocation for each key deliverable
  • Implicitly communicate breadth and depth of student response by the size of text field provided
  • Limit how many items you draw student attention to, use one formatting option only; bold being the preferred

Multitasking

  • Present multipart questions as one large question to preserve context
  • Ensure question information is viewable on one screen with no scroll
  • Limit simultaneous interaction with software applications and/or content to two applications and/or instances e.g. question text and spreadsheet software
    • If simultaneous interaction is required design content such that it presents on one screen even at half screen width

Authenticity

  • Exploit affordances of online format by incorporating more authentic assessment
    • Consider digitisation of permitted materials e.g. swap out handheld calculator for spreadsheet software
    • Consider providing access to online information that is readily accessible outside of the education context

Response Input

  • Consistently use the same response input method to limit confusion 
    • Use only one file to minimise file management issues and support the seamless edit of past responses e.g. all responses submitted via a single spreadsheet
      • Ensure no duplication of question context and/or directive in answer sheet
      • Ensure that presents on one screen even at half screen width
  • Prepare question context, data and appendices such that information can be readily copied into the student's calculation/response

Testing

  • Check functionality of the entire exam e.g. login, passwords and hyperlinks

2.6. Course Design

Note: This section is still under development

Please refer to an Academic Developer and/or Online Educational Designer for support.

 

  • Have one authoritative source for all pertinent online exam information, ensure it is clear, concise and available from the beginning of the study period
  • Provide access to a past exam that replicates the method by which students will complete their actual exam with the exception of the invigilation step e.g. quiz in LMS

Outside of UniSA Online

  • Communicate system requirements prior to enrolment
  • Communicate to students who they are to contact (with technical capability) if they experience technical issues. In the first instance, this should be RPnow, followed by ITHelpdesk (if required)
  • Communicate with students when they should complete the Online Exams Preparation & Mandatory Training Quiz 
  • Create extrinsic factor to encourage completion i.e. incompletion may impact upon secondary assessment approval
  • Check student completion of Online Exams Preparation & Mandatory Training Quiz on the nominated due date and send a reminder to non-completers

2.7. Moodle Quiz Design and Administration

Note: This section is still under development.

Please refer to an Academic Developer and/or Online Educational Designer for support.

 

  • All Moodle quizzes (online exams) created for students to access on exam day must be 'hidden' until all access/open settings have been confirmed to be correct (such that students don't access it 3333)
  • Moodle Quiz must have the exact same exam name and password used when requesting the online exam via Exam Portal: OER
  • A quiz must be created for the final exam and the secondary assessment exam (deferred, special consideration or supplementary)
  • Note: If using RPNow, DO NOT give the quiz/exam password to student - Students select the 'Insert Exam Password' button in RPnow which automatically enters the password for them

Quiz Settings

Click edit settings

  • Assessment method: Modify assessment method from formative or non-assessed activity to Examination (i.e. summative)

General

  • Name: The exam name needs to match the name provided to SAS/Academic Support Team.
  • Description: Describe the important information about the exam; this information will be accessible to students if the quiz is visible even if the quiz is not currently open. It is recommended that you include something similar to the following:
    • Note: All times are local Adelaide time
      • Adelaide’s standard time zone is Australian Central Standard Time (ACST) UTC/GMT +09:30
      • Adelaide’s daylight saving time (DST) follows Australian Central Daylight Time (ACDT) UTC/GMT +10:30
      • The prescribed period for the observance of South Australian summer time is the period from 2.00 am South Australian standard time on the first Sunday in October until 3.00 am South Australian summer time on the first Sunday in the following April
    • If using RPNow Despite the quiz stating that ‘to attempt this quiz you need to know the quiz password’ you don’t need to know this. To gain access you will need to access this exam via RPnow. To begin select attempt quiz now, then click the insert exam password (green button) above, then start attempt

Timing

  • Open the quiz: At the time specified by SAS/Academic Support Team
  • Close the quiz: At the time specified by SAS/Academic Support Team
  • Time limit: Do not enable
  • When time expires: Open attempts are submitted automatically (default)

Grade

  • Grade to pass (Gradebook): Enter your course requirements (if any) e.g. many courses require students to receive a pass in the exam
  • Attempts allowed: 1

Layout

  • New page: Every question (default)
  • (Click show more) Navigation method: Free (default)

Question behaviour

  • Shuffle within questions: No
  • How questions behave: Deferred feedback (default)

Review options

  • Uncheck all boxes

Appearance

  • (Click show more) Show blocks during quiz attempts: No (default)

Extra restriction on attempts

  • Require password: Password needs to match that provided to SAS/Academic Support Team
    • Note: The password must not be communicated to students
    • As with any password* consider its complexity and predictability (i.e. ask yourself could students guess the correct password with a couple of attempts?)
  • (Click show more) Browser security: Resizable pop-up with some JavaScript security

See 2.1 Exam Administration > OER: Passwords for more information.

Common module settings

  • Availability: Hide from students, unless timing has been set (precisely)
  • Group mode/grouping: Consider grouping if you have AEA students or alternatively you may need to duplicate the exam once created and change the timings, etc.
  • Access Plan exams should only be linked directly to the particular students who require the extra time for ENTEXT and/or Access Plans.  There has been occasions where this has not occurred and students without these provisions have accessed the exam with extra time.

 

Quiz Development

Click edit quiz

  • Prior to creating any questions, we advise that you first add a new category to the course question bank
  • Any information that is normally communicated (in paper based exams) on the standard cover sheet needs to be provided at the beginning of the quiz (prior to the permitted material checks and prior to any questions). Insert a description ‘question’ and include that text here. At a minimum, it should include a reminder of what materials are permitted, a section/question/mark overview and signal the location of any answer template/appendices/reference material
  • For exams that have permitted materials e.g. a physical textbook and/or notes. Insert a description ‘question’ prior to the first question. This information/disclaimer needs to ask students to hold their permitted items up to their webcam. For consistency, this ‘question’ should be entitled Permitted Materials Check
  • If your exam requires a file to be downloaded (e.g. Excel answer template, pdf reading, etc.) you must ensure that the instruction to download the file is obvious (e.g. in formatted in bold and not contained within a large paragraph of text) and expected (communicated prior to exam and identical to the practice exam)
  • Add section headings (i.e. Section 1 - Financial Reporting Issues) which will help students to navigate around the exam and also signals what questions are related
  • Consider whether the question is best answered with Moodle quiz (probably only text based questions), in Excel (if involves calculation) or some other file type. If it’s a multipart question (with both text and numerical responses) consider using only one response method (e.g. all responses entered into Excel)
    • If it’s a file you will need to create an upload point. Select no online text, 1 attachment and require 1 attachment
  • Other than the commonly used auto graded question type e.g. multiple choice and calculated it is likely that you will use the essay question type (i.e. which aren't auto graded).

 

Essay Question Settings

Add an essay question and use the following settings:

General
  • Current category: Uncheck use this category (if not correct)
  • Save in category: Select the category you wish to save the question to
  • Question name: This is for your reference. Students don’t see this. Use a name that will allow you to recognise it easily in future
  • Question text: Insert text
  • Default mark: Insert default mark
Response Options
  • Text based answers:
    • Response format: HTML editor (default) OR possibly plain text
    • Require text: Require the student to enter text (default)
    • Input box size: 15 lines (default) - Decide on how many lines of space you want to provide (if unsure err on the side of caution and go more than you think unless its important for students to be concise)
    • Allow attachments: No (default)
  • File (upload) based answers:
    • Response format: No online text
    • Allow attachments: 1
    • Require attachments: 1
    • Accepted file types: Choose what is required
Response Template (optional)
  • Response template: Any text entered here will be displayed in the response input box when a new attempt at the question starts. Could be a pre-populated table for students to fill in
Grader Information (optional)
  • Information for graders: Communicate information to graders

2.8. Communication with Students

SAS communication to both UniSA and UniSA Online students

'Preparing for your online exam' Letter emailed.  
  • Link to RPNow including overview, set-up instructions and video, Mandatory System Check and Mandatory Training Quiz. 
  • Advise students to complete 'Mandatory System Check and Mandatory Training Quiz'.
  • Support contact for setup and Mandatory Training Quiz.
Personalized exam timetable emailed.
Exam timetable published to Exam timetable and release dates page of the Exams and Results web pages.

UniSA Online communication to UniSA Online students

UO monitor UO student who have taken the 'Mandatory Training Quiz'.

Mandatory System Check and Training Quiz must be completed prior to each exam.

  • About 2 weeks prior to the exam 
    • Email reminder to complete the 'Mandatory Training Quiz' - to students who have not completed the quiz.
    • Email to complete the 'Mandatory Training Quiz'  - to student who have previously completed this quiz.
      • This is to ensure the latest PRNow software is downloaded, system requirement continue to be met and students are familiar with the online exam process.
    • Email providing technical support information during the exam .

These communications also highlight RPNow FAQ's, help contact details and links to both Mandatory Online Training Quiz and RPNow software.

Academic staff communication to students

Course outline to include - 
  • Delivery of an online exam.
  • Instructions for students to check they meet the system requirements to ensure they can complete the exam.
Post the specific exam details on the Moodle course site, including the software applications that may be used during the exam.
Advise students to complete the Mandatory System Check and Mandatory Training Quiz as per the APPM (6.7.5). Assessment Policy and Procedure Manual.

Mandatory Training Quiz must be completed prior to each exam.

  • To identify any performance issues.
  • For students to familiarise themselves with the RPNow software (and know how to access their Moodle exam via RPNow).
  • Students must download the software and complete an unassessed Mandatory Training Quiz at least two weeks prior to the date of the exam.
Ensure students know where to access the 'Mandatory Training Quiz'.
Provide students an overview of the process
  • This information is covered in detail in the ten steps of the online exam process of the Mandatory Training Quiz. 
    • Students will be required to accept the 'Terms of Use for Remote Proctor Now' during the exam .
    • Students can read this beforehand. See Step 3 on the relevant Online Exams RPNow Help page in Moodle for the link.
  • Advise students of the exam name and exam sponsor.
    • Ensure student selects the correct exam name and exam sponsor or they won't be able to access the exam.
  • Ensure students know exactly where the exam will be located in Moodle.
  • Advise students of allowed materials during the exam.
  • Remind students to upload as they go.
  • Exam preparation, ie download RPNow software, should start 15 minutes prior to the start of their exam.
  • Direct students to help resources. 
    •   RPNow live support online chat in the first instance .
      • Select 'Contact Support' on the toolbar at the top to the PRNow browser screen.
      • IT Help desk if PRNow are unable to resolve the issue.
      • RPNow log or IT Help desk transcript should be requested at the time as evidence if the issue prevents student from commencing or completing the exam.
  • Highlight the importance of the identity verification, the room scan and the student photo (step 7 - 9 of the training quiz).
    • e.g. ensure student shows the correct ID, their photo is clear, their room scan in appropriate and should not be done too quickly or breaches will be flagged as a rules violation.

     

    3. Exam Day

    Information for what is expected from Academic staff and by students on the day of the exam and during the exam.

    3.1 Academic Staff Responsibilities

    Exam access, availability and support

    3.2 Student Responsibilities

    Mandatory Training Quiz, online exam process

    3.3 Technical Support

    Help available during exam

    3.4 Invigilation

    Invigilation process: RPNow, SAS Exams Team

    3.1. Academic Staff Responsibilities

    Ensure online invigilation software (RPNow) is accessible

    15 minutes prior to the exam start time

    • Course Co-ordinator or Online Course Facilitator (OCF) 'unhide' previously 'hidden' quiz (exam) in Moodle.
    • Open RPNow and check the Moodle quiz (exam) can be accessed and the password can be inserted.
    • Ensure you close RPNow after checking the Moodle quiz or this will be recorded as an exam attempt and reviewed.
      • If RPNow is not closed and is reviewed an invigilation fee applies.
      • The exam may be flagged with a rule violation requiring follow up of a breach by SAS staff.

    Course Co-ordinator or Online Course Facilitator (OCF) is available at the start of the exam should students try to contact them for assistance.

    • Always advise students to contact RPNow Support in the first instance for IT support.

    Course Co-ordinator or Online Course Facilitator (OCF) should not be required to provide technical support. This will be provided by RPNow then IT Helpdesk if RPNow is unable to resolve the issue.

    The student should request a report of the service call for any issue that affects them being unable to commence or complete their exam.

    3.2. Student Responsibilities

    Mandatory System Check and Mandatory Training Quiz

    To be completed by all students prior to each invigilated (RPNow) online exam.

     (Assessment Policy and Procedures Manual section 6.7.5)
    • Ensures minimun system requirements to undertake an online exam are met.
    • Latest RPNow software has been downloaded.
    • Students are familiar with the software and pre-exam process.
    Complete Pre-exam process ready for exam start time.
    • Download or open RPNow browser.
    • Complete the microphone check.
    • Read the pre-exam advisory notice and exam rules.
    • Complete the ID verification.
    • Complete a scan of the room an any allowed item eg scrap paper.
    • Take a user photo.
    • Access the exam via the exam link, select the correct exam name and exam sponsor.
    Complies with exam rules.
    Submit the exam once completed and close all windows.

     

    3.3. Technical Support

    The student should request a report of the service call for any issue that affects them being unable to commence or complete the exam.

    • This report may be required if a secondary assessment form is submitted.

    RPNow Support

    RPNow should be contacted in the first instance

    • 'Contact Support' button is located on the toolbar at the top of the RPNow browser screen.

    Contact Support button RPnow

    • RPNow support is a live online support chat.
      •  Remote access to student computer can be used to resolve issues.
    • Student should request an RPNow log of the service call and any service number particularly where significant time has been lost from the exam time or the exam cannot be commenced or completed.
    • Live support is also available if PRNow software cannot be downloaded therefore the 'Contact Support' cannot be accessed.

    UniSA IT Help Desk

    • UniSA Help Desk contact
      • within South Australia: 83025000
      • from interstate: 1300 558 654 (cost of a local call).
    • IT Help Desk should be contacted if RPNow are unable to resolve a problem.
      • IT Help Desk manage and maintain a list of frequently asked questions to help resolve issues.
    • IT Help Desk is contacted during an exam.
      • Students should use their phone on speaker.
        • Audio as well as video is recorded during an exam and the conversation with IT can be heard and would not be considered a violation of exam rules.
      • Request a service number and transcript of the call.
    • Where significant time has been lost from the exam time or the exam cannot be commenced or completed. 
      • Student may submit a request for special consideration, the transcript and service number should be submitted with the request form. 

    Academic Staff

    • Academic staff, if contacted, should advise students to contact RPNow via the 'Contact Support' button in the toolbar in the first instance.
      • Academic staff are not expected to provide technical support.

    SAS: Exams and Results Team

    • Are available during office hours (9:00am - 5:00pm) to assist with RPNow but do not provide technical support.
    • RPNow should be contacted in the first instance for support. UniSA IT Help Desk should be contacted if RPNow are unable to resolve the issue.

    3.4. Invigilation

    RPNow Invigilation

    Online exams are invigilated using RPNow software.
    SAS Exams Team register online exams with RPNow using exam details submitted via the Exam Portal: Online Exam Request (OER).
    • Exam conditions and permitted materials from the OER form part of the exam rules
    RPNow is scheduled to open 15 minutes prior to the exam start time and closes 30 minutes after exam finish time
    • Student's screen, camera and microphone are recorded.
    • Recording stops at the closing time preventing recording of the camera view if the student neglects to close all windows after submitting the exam.
    • Recordings are reviewed by RPNow staff after the exam.
    • Reports are sent to SAS Exams Team within 5 days after the exam.
    • Reports with potential rules violations or suspicious behaviour are flagged.
    • Flagged reports are reviewed by SAS Exams Team.
    Where a suspected breach or incident occurs 'Academic Integrity' policy and procedure is followed (section 9).

    4. Post Exam

    Overview of requirements following anonline exam

    4.1 Online Final Exams

    Post exam processes for final exam

    4.2 Secondary assessment

    Process for online secondary assessments

     

    4.1. Online Final Exams

    Processes following an invigilated (RPNow) online exam are similar to those following face to face exams.
    • Mark exam.
    • Complete results entry (results release date Academic calendar, Schedule of Activities).
      • Results Entry Timeline email send by Exams Team to Academic Unit Exam Administrators.
    • Exam reports are sent within 5 days after an exam from RPNow to SAS Exams Team.
    • Exams Team review reports where suspicious activity or potential rules violations have been flagged by RPNow . 
      • Where a suspected breach or incident occurs 'Academic Integrity' policy and procedures is followed (Assessment Policies and Procedures Manual section 9).
      • Where a breach has occured a student's results may need to be amended following investigation by Academic Integrity Officer.
      • Where an incident has occurred an ‘incident report’ is sent the Online Course Facilitator/Course Coordinator for review and investigation.
      • An ‘incident’ is an issue that does not involve academic misconduct eg. no photo ID is shown at ID check or photo ID is unclear and the students ID cannot be verified

    The process for incident and breach reports for online exams is the same as face to face exams. 

    4.2. Secondary Assessment

    Secondary Assessment Exams

    Deferred assessments or special consideration may be granted only once for each course, unless otherwise determined by the Director: Student and Academic Services, and only in cases of unexpected or exceptional circumstances. 
    Special consideration cannot be granted for a deferred assessment or exam, or a supplementary assessment or exam (Assessment Policy and Procedure Manual section 7).
    • Online secondary assessment exam created in Moodle at the time of creating online final exam.
    • Secondary assessment exam requirements are entered into the Exam Portal: Online Exam Request (OER) the same time as final exams.
      • This includes the exam name and password.
        • Exam name will include reference to being a secondary assessment to easily identify the exam eg UOFinancial Accounting 2 (SecondaryExamination).

    Ensure online invigilation software (RPNow) is accessible

    15 minutes prior to the exam start time.

    • Course Co-ordinator or Online Course Facilitator (OCF) 'unhide' previously 'hidden' quiz (exam) in Moodle.
    • Open RPNow and check the Moodle quiz (exam) can be accessed and the password can be inserted.
    Course Co-ordinator or Online Course Facilitator (OCF) is available at the start of the exam should students try to contact them for assistance.
    • Always advise students to contact RPnow Support in the first instance.
    • Course Co-ordinator or Online Course Facilitator (OCF) are not required to provide technical support. This will be provided by RPNow and IT Helpdesk.

    Post exam processes are the same for secondary assessment exam as for final exams.

    5. Lessons Learnt

    It is essential for all students to complete the Mandatory System Check and Mandatory Training Quiz prior to each exam to ensure they are familiar with the online exam process including how to insert the exam password and to ensure their systems meet online exam requirements.

    • Academic and IT staff should complete the Mandatory Training Quiz to understand the exam process from the student perspective.
    • Professional should also complete the Mandatory Training Quiz to understand the process particularly where they are required to provide information or answer online exam related queries to students.
    • OCF's and Course Coordinators should unhide the exam then log in to the exam as a student to ensure there are no issues accessing the exam. Any issues can then be resolved before students attempt to access the exam.
    • Students should be given the opportunity for practice quizzes as part of their course and made aware these quizzes are NOT the Mandatory Training Quiz.
    • Issues encountered during an exam have tended to be as a result of something the exam taker has done or failed to do rather than RPNow.

     

    RPNow provide support during an invigilated online exam.

    • Students must contact RPNow and not IT Help Desk if having issues during or accessing the exam.
    • RPNow can remote into a student's computer to resolve issues. The issue needs to be identified and resolved so it does not reoccur when the student sits the next online exam.
    • The RPNow software prevents IT Help Desk from accessing a student's computer to check issues so should only be contacted if RPNow are unable to resolve the issue.

    When contacting RPNow Support during an exam, students should wait until the chat is answered.

    • The wait for support may seem long when undertaking an exam, however, if a student ends the support online chat before being answered or there is no response from the exam taker when the chat is answered a support 'ticket' cannot be issued.
    • It is recommended that the support ticket number is included with any application for special circumstances.

    Exam design and permitted materials such as e-textbooks, allowed URLs or online documents, must be considered at the course design stage.

    • Online exams must be designed for the online environment. Face to face exams do not transfer directly to online exams.

    6. FAQs

    Quiz FAQ's

    What is the 'Mandatory Training Quiz'?
      • This is the name of a short familiarisation exercise that students are required to complete prior to each exam.
      • Completing the ensures students are familiar with the online exam process prior to the exam.

    What is the ‘Mandatory System Check’?
      • Students are required to complete a stand-alone systems test separately to the Mandatory Training Quiz. The Mandatory System Check is found here: https://systemcheck.rpexams.com/.  
      • During the system check, students will be required to share their screen in order for the connection to be verified.  Please be aware, this connection will not retrieve or retain any of the students identifiable information and the screen share will cease immediately upon connection verification.  
      • Students can complete the system check at any time without having to download RPNow and complete the full Mandatory Training Quiz.

    What do the results of the RPNow ‘Mandatory System Check’ mean?

    This process will check each component of the system to determine if it meets the minimum requirements required to complete the supervised online exam: streaming, camera, microphone and system.

    The check will provide a separate outcome for each.  Outcomes include:

    Success: The system component passed.

    Warning: The system component may cause a problem during the exam. The results will display information/tips about the reason for the warning which will indicate any action to take.  For example, it may pick up that your microphone is too soft and suggest raising your mic volume or check is muted.

    Failure: The system component does not meet the minimum requirement, and you will likely have problems that will prevent you from successfully using RPNow.  The results will display information/tips about the reason for failure.

    Who can I contact for help with the design of my online quiz?
    Are there limitations to the password used for an exam?
      • Passwords are to be alpha numeric. There is no character limit.

    Technical FAQ's

    Is there a shortcut for students so that they can get to the RPnow page without downloading the software every time?
      • Once RPNow has been downloaded for the first time a shortcut is created on the desktop and can be use for subsequent downloads.
      • Following downloads will be quicker, a few minutes, as the software is web based.
      • DO NOT save the software to the computer to ensure the latest software is always downloaded.
    What should a student do if they have technical problems during an exam?
      • Contact RPNow in the first instance for the support team will chat online to determine and fix the problem.
      • Student should request the support 'ticket' number and have the chat transcript emailed to them.
      • Only where RPNow are unable to resolve the issue should the student contact UniSA IT Helpdesk.
      • Student should request a service number from IT Helpdesk and use their phone on speaker to record the conversation through the RPNow software.

    General FAQ's

    What happens if a student is late to start the exam?
      • If a student logs in late to an exam they will not receive additional time.
      • If a student logs in on time but starts the exam late due to technical problems they should contact RPNow support, request a support ticket and submit this if applying for special consideration where the delay impacted on their ability to complete their exam.

    What happens if a student tries to access the exam early?

      • The student will not be able to see the exam name if the exam is still 'hidden'. PRNow will time out 10 minutes after the student enters Moodle if there is not activity i.e. exam is not available.
      • If RPNow times out the student will have to start the exam process again.
    How secure is the data within the RPNow system?
      • PSI (the company) has confirmed that appropriate internal controls and data security routines are in place to protect data against loss or unauthorized disclosure or access to RPNow.  Access to video files is only provided to those who need it within the company and access to use and view records requires a company VPN to be setup.
      • The contract with PSI assures that PSI will never sell access to the video content to any other company for any reason.
      • Video recordings are kept in the RPNow system for 90 days before being deleted.
      • The RPNow platform used by UniSA uses a record and review approach rather than live streaming so students are not being watched live.  The platform does not use AI or capture biometric data. 
      • Access to the RPNow system at UniSA is strictly limited to select members of the SAS Exams team.
    How is the exam setup in RPNow? 
      • The actual exam is setup in Moodle/learnonline by the Course Coordinator.   The RPNow system does not store any exam content.  Only information required to facilitate the supervision process is entered into RPNow by the SAS Exams Team.  This includes details such the exam name, start date, start time, duration, permitted materials and Course Coordinator name.
     Are the video files available for staff or students to view? 
      • Access to the RPNow video files is strictly limited to select members of the SAS Exams team.
      • Videos may be available to the Academic Integrity Officer (AIO) to view if they believe there are circumstances that deem a written report and/or screenshots insufficient to determine the outcome of a breach report. 
      • SAS aim to complete the breach report in a manner that eliminates the need for secondary review the video. 
      • If the AIO requires additional information on the breach report, or if there are extenuating circumstances where the AIO believes viewing the video is necessary, the AIO can contact the SAS Exam Team to discuss options.  Where it is agreed that a video review is required, due to highly restricted system access, videos can only be viewed in the SAS Currie St office.   Video reviews are not available to students. 
      • These processes and restrictions protect the confidential nature of the videos as well as the complex confidential security and business processes applied to proctored online exams.  It also considers the fundamental intent to implement a process for online exams that is, where appropriate, in-line with; face-to-face exam breach report processes; overall best practice expectations; and the policy A-46.11 Confidentiality of students' personal information.

     How long has UniSA been administering online exams using RPNow?

      • UniSA have been successfully administering online exams in Moodle/learnonline with the RPNow platform since 2016.  As at the end of 2019, approximately 3000 exams sittings have been scheduled per year with this number growing every year.

    Do strict internet firewalls restrict the RPNow software 

      • Whilst PSI have advised the RPNow  software will work across the world it should be noted that if a country has extremely strict firewall protocols exam takers may experience issues downloading and/or running the software.   If the issue is due to government restrictions, support will be unable to resolve the issue.

     Why do we submit a ‘permitted materials’ list?

      • The permitted materials are a reference list only and is intended for the invigilators to refer to. 
      • The permitted materials list doesn’t change the functionality of RPNow.  For example, if you add a software onto the materials list, you will need to ensure that it isn’t a blacklisted item and has been tested and works in conjunction with RPNow. 

    How can I test if specific software applications or devices will work in conjunction with RPNow?

      1. Install RPNow and commence the Mandatory Training Quiz
      2. Open the specific software or device you want to test and complete questions within the quiz to simulate how you would use the software or device within the exam
      3. If the test is successful and you would like to proceed with using the software or device in the exam, you must ensure it is added to the ‘permitted materials’ list. Your permitted materials need to include as much detail as possible to ensure students are not flagged for breaching exam conditions.
    Will RPNow block text-to-speech software? 

    Generally, RPNow will not block text-to speech software, however, to be certain, the student can test this when they complete the RPNow Mandatory Training Quiz.  For further information please contact UniSA Access and Inclusion: inclusion@unisa.edu.au

    Please note: If the text-to-speech requirement is not documented in the students’ access plan it will be flagged as a breach of examination rules and a Breach Report will be completed and sent to the relevant Course Coordinator and Academic Integrity Officer. 

    Can students use medical equipment, such as a blood glucose monitor, in a supervised online exam? 

    Yes, but students must have an Access Plan confirming this requirement and the student must show their equipment/phone app to the webcam and explain verbally of their intent to use the equipment. Please note: If the medical equipment requirement is not documented in the students’ access plan it will be flagged as a breach of examination rules and a Breach Report will be completed and sent to the relevant Course Coordinator and Academic Integrity Officer.

     I would like my students to use a Wacom (graphics/pen tablet) with their exam.  Will RPNow block it?

      • Wacom tablets are not blocked by RPNow, however you will need to test the device within the Mandatory Training Quiz prior to submitting the exam request. 
    Why does RPNow think I am using Camverce?

     If RPNow displays a ‘terminating program’ error for Camverce software, you most likely have the Panopto software installed on your machine.  Panopto utilises the Camverce software.  Below are two solutions you can try.  Both solutions require you to have local administrator access to your computer.  If you don’t have local administrator access, please contact IT Help for assistance 

      • Open Task Manager, select Panopto from the list of Processes, and click End task, or
      • Exit out of RPNow, right-click on the PSI Secure Browser icon on your desktop and select Run as administrator
     Can I postpone offering a secondary exam until I next run the course? 
      • No. The secondary exam must be offered in the next available exam period to allow students to sit their secondary exam as soon as possible after the completion of their study.  This advice is based on literature that suggests there is a direct correlation between the timing of the final assessment/exam and student success. Hence, pushing the secondary exam out further is viewed as disadvantaging the student. 

    What is the minimum gap between 2-part online exams?

      • The mandatory minimum gap is 30 minutes between Part A and Part B of an online exam.
      • Part A must not exceed 90 minutes to ensure students have a break between logging out of Part A and logging into Part B

    If a student doesn’t complete the Mandatory System Check and Mandatory Training Quiz can they apply for Special Consideration if they experience issues in their exam?

      •  Yes student can apply, however approval will depend on the circumstances.  Campus Central will assess if the secondary assessment application meets the criteria for special consideration (APPM section 7), which includes meeting the criteria in 7.8.  If it does, it is referred to the Course Coordinator/OCF for consideration as per clause 7.7.9
      • After considering the application along with all other relevant information available to them, the Course Coordinator/OCF will decide on the outcome in accordance with 7.7.10. Relevant information may include whether the student has completed the Mandatory System Check and Mandatory Training Quiz, but also things like the student’s exam performance/mark or any known technical issues impacting students in the exam, or the student’s general performance in the course.

     

     

    UniSA Online Exam FAQ's for students

    7. Appendix A: Exam Specific Considerations

    Information for academic staff to help with specialised exam design

    7.1 Excel Answer Template Design 

    What academic staff need to consider when allowing the use of Excel software

    7.1. Excel Answer Template Design

    This section is coming soon.

    Please refer to an Academic Developer and/or Online Educational Designer for support.