Privacy Policy and Instructions for Use - Online Exams

Last updated 28/12/2020

Institutions of higher education, including Bar Ilan University (hereinafter: " the University") Have in recent years begun to conduct distance

learning and use technological systems that allow for the existence of distance exams. These systems allow examinees to be tested from

anywhere at any time, both because of the myriad benefits inherent in it and because of the global corona crisis, which includes closures and

social isolation imposed on the public, as a means of dealing with the plague.

The University considers it very important to continue to maintain the purity of the exams in order to ensure the credibility of the grades and

degrees it grants even when taking distance exams. Therefore, the University has chosen to use the TomaEtest online exam system

(hereinafter: " The system ") Of Tomax Technologies (hereinafter: " Tomax Company ").

Prior to the decision to implement the system, the university administration and the information security, computing and privacy protection

representatives of the university held several meetings and talks with representatives of Tomax, and conducted an impact assessment on

privacy, to ensure the protection of examinees' privacy and information security. Use of the system is subject to a commitment by Tomax to

meet the information security and privacy requirements defined for it by the University's Privacy Protection Commissioner in accordance with

the legal requirements, including the guidelines of the Privacy Protection Authority. The decision to hold the exams in the manner described in

this document was made while examining balances between several considerations, including the importance of exams for reliable and

accurate assessment and reflection of students' knowledge, mastery and achievement in university subjects, fear of copying and deception,

desire to maintain exam purity, and the importance of protecting. Privacy of the examinees. As you can see from this document, the invasion of

privacy of the examinees is minimal and the balance achieved with the other important goals is proportionate.

The University respects the privacy of its students and treats the protection of their privacy as a supreme value alongside the other values

listed above. The information presented in this document is intended to help the examinee understand the types of information collected, the

method of collection, the uses of the information and the examinee's rights regarding it, aware that protecting privacy and maintaining

information is an important component in the relationship between the university and its students.

We ask that you read this document carefully, including the section describing the examiner's instructions, before taking the exam.

The document is written in masculine for convenience only, but applies to both men and women. Thank you for taking the time to read this

document.

Explanation of the exam format

The list of exams to be held in the Tomax system has been published by the university administration, and is also published On the Exams

Section website .

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The student must download the system to his personal computer several days before the exam, make sure that it works and perform an

experience exam. The system allows the computer environment to be locked for the duration of the exam, and no less important, work offline

when disconnecting from the network (a solution suitable for a common and complex situation during the exam). The system does not take

over the computer but locks it during the exam, in order to ensure that the examinee does not switch to another screen or use other

applications, in order to maintain the purity of the exam. To the system no access The student has personal materials on the computer, and

the information transmitted during the exam is the student's answers, video and audio of the exam.

The entire exam will be conducted using an open camera and microphone and will be recorded on video and audio (the manner and duration

of saving the photos are detailed below), as a condition for submitting the exam.

The system is running Only During the exam and closes at the end of the legal time of the exam or when the examinee clicks on the "Finish

exam" button, whichever is earlier.

By clicking on this link You will find the guide to installing and using the system. Please read the manual carefully before using the system. The

link includes 5 topics:

• Step A - Must read before starting Step B -

• Installing the system

• Phase C - Entrance to the test

• Phase D - the course of the test

• Preparations before taking the test

Means of maintaining the purity of the exam

When taking the exam, the student will be identified in front of his / her ID card. The identification will be carried out manually by the university

supervisor, before or during the exam at the university's discretion, and not using technological tools, so that no biometric data about the

student will accumulate.

The system is based on the examinee's behavior patterns during the exam, without the creation of any biometric profile, for example by

identifying an additional sound; Identification of another character; Turning off a camera and / or microphone; Distraction and / or head for an

unreasonable period of time, etc.

It is important to note that the system does not make decisions but sends an alert to a licensed person at the university to identify an incident

that raises a suspicion of violation of the purity of the exam, indicating the time point in the exam in which the incident occurred. For example,

when the system detects another sound, it does not know whose voice it is and / or what was said, and it could be that the additional sound is

from a vehicle that passed in the area and the system absorbed the noise. Only the authorized person at the university may enter the photo

and examine the alert.

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The information collected; Goals; How to use; Duration of retention

Tomax will receive in advance from the university identification numbers of active students, their contact details, including mobile phone

numbers and a list of exams for the student. This information is required by Tomax in order to associate the exam with the student and identify

him when entering the system. This information will be deleted at the end of each official examination period of the University.

The information collected during the exam is:

1. A credibility report that includes the video and audio footage of the exam. The purpose of this information collection is to examine

alerts that may be received from the system on suspicion of violating the purity of the exam.

Proper examination Without activating alert components - No one will enter to view the exam photographs after the end of the

exam and this information will be completely deleted after 14 days.

Improper examination, That is, an alert has been activated on suspicion of violating the purity of the exams - the information will

be completely deleted after 60 days from Tomax's servers. However, relevant exams will be transferred to the University and kept

on its servers until the end of the hearing of the appeal on the exam, if submitted, until the end of the disciplinary proceedings. -

If opened. Tomax is not authorized to access this information in any way. Access will be given to authorized persons at the

university only for examinations for which a notice has been received, in order to examine the notice and make the necessary

decisions, at the academic and disciplinary level. The authorized person will observe the photographs and determine whether the

purity of the examination has been violated or not.

2. Logs that include basic information about the operating system, browser, and IP address of the computer from which the examinee

performed the exam. This information is collected and stored by virtue of Regulation 10 of the Privacy Protection (Information

Security) Regulations, 5777-2017, for at least 24 months, as well as for the purpose of identifying the examinee, measuring the

effectiveness of the system, information security, risk minimization and fraud prevention.

The examinee's consent and the examinee's right to refuse

Execution of the examination in the format described in this document requires the collection of personal information of the examinee as

detailed above. It is hereby clarified that you do not have any legal obligation to provide the said information, unless otherwise stated, and that

the provision of the information depends on your desire and consent. However, the collection of the aforesaid information constitutes a necessary condition for the purpose of

Examination of the examination in the format described will be considered as your consent in principle to the use of the means described in

this document for the purpose of maintaining the purity of the exams remotely, and the University will not request your consent separately for each examination.

The University believes, and will do everything in its power to ensure that the chosen solution meets all the considerations examined by the

University and the invasion of privacy of the examinees will be minimal, as you can read in this document.

If you have chosen not to agree to the exam in the system, you must notify us through The online form at the link

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It Until 10/01/2021. The University will allow you to take the exam alternately, including physically on campus for as long as possible. If an

on-campus exam is not possible by law, you will be allowed to take the physical exam on the second day of the exam in question, while

retaining your right to another exam date, if you wish, and that too - subject to the possibility under the law. In any case, the right of each

student to two exam dates will be preserved, but no more.

Your refusal to take the distance examination in the system will not infringe on the rights you have at the university or your assessment at the

end of the academic year.

You also have the option to withdraw from your consent through This link At a reasonable time in the circumstances (and not less than 5

business days before the exam date on which you wish to be tested on campus), without this entailing negative results for you. It should be

emphasized that withdrawal of consent does not mean the invalidation of examinations that took place before the withdrawal of consent, and

this will only be valid for future examinations.

Transfer of information to third parties

The University will not transfer your personal details to any third party, including any information collected in relation to you during the exam

(insofar as this information and information identifies you personally), except in the cases listed below:

1. The Tomax company as described in this document, and it will be emphasized that the Tomax company is in no case authorized to view

the photographs that will be created during the examination.

2. Tomax stores its servers in Amazon Web's secure cloud services

Meets extremely stringent security and privacy standards, such as AWS standards in Ireland. Service Company (AWS)

: As can be seen in the link below ISO27001: 2013, 27017: 2015, 27018: 2019, 9001: 2015, CSA STAR CCM

v3.0.1 /https://aws.amazon.com/security .

3. At the request of the examinee and / or with his express consent.

4. In any case where the examinee violated the instructions to the examinees and / or the terms of the privacy policy and terms of use and /

or in cases where the examinee violated or tried to violate the purity of the exams, the examinee performed or tried to perform the

examinee and / or someone on his behalf, through the system and / or You, actions that are contrary to the provisions of this document

and / or the provisions of any law and / or the provisions of the examinees

5. Due to a court order instructing the University to disclose the information to third parties.

6. Due to any dispute, claim, lawsuit, demand and / or legal and / or disciplinary proceedings that will be conducted between the examinee

and / or on his behalf and the university and / or anyone on its behalf.

7. In any case where the University deems that the provision of the information is necessary in order to prevent serious damage to the

University's property, and / or to the body or property of the examinee and / or third parties and / or in order to prevent other serious

damage, at the sole discretion of the University.

8. Anonymously - the university may share anonymous information, which does not allow personal identification with the general public such

as developers or rights holders, for research and / or statistics and / or improvement of services, etc.

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The right to review and correct the information

You are entitled to review the information held about you in the University's databases, yourself or through your authorized representative in

writing or by a guardian. The University will respond to your request as soon as possible and will allow you to review information about you no

later than 30 days from the date of submission of the application.

Once you have reviewed the information about you and found that it is incorrect, complete, clear or up to date, you are entitled to request to

correct or delete the information about you. The University will respond to your application as soon as possible and no later than 30 days from

the date of submission of the application, all in accordance with the circumstances of the case and the provisions set forth in the Privacy Protection Law, 5741-1981.

For this purpose, you are invited to contact the University Student Services section by email: Students.Services@biu.ac.il

Update the privacy policy and terms of use

The University reserves the right to change and update this document at any time and in its sole discretion, and asks all students to revisit this

page as often as possible. The University will notify the students of any material change in the terms of this privacy policy on the home page of

the website and / or we will send the user a notice regarding the changes using the updated contact details in the university systems.

Continued use of the system after the last update date of this document will constitute your consent to the changes.

Databases and information security

The information collected about you when you use the system will be stored in the university's registered databases, which will use the

information in accordance with the provisions of the law and in accordance with this document.

Tomax (the system operator) and the university, as the case may be, implement information security systems and invest many efforts in

implementing and maintaining the examinees' system and personal information of the examinees, including procedures and information

security policies as usual in the field to ensure the information and privacy of the examinees. .

Notwithstanding the foregoing, you as the examinee have a duty to take basic protective measures on the instrument used to perform the

examination in order to maintain and protect your information in accordance with the following:

Define a means of identification for the device, such as: a password with at least 7 characters, a fingerprint, a template, etc.

2. Automatic locking of the device after 5 minutes of inactivity.

3. Installing an antivirus system.

4. Implement information security updates according to the manufacturer's instructions.

5. You may not disclose and / or provide the one-time password you receive for logging in to any party.

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 6. You may not allow another person to use your account. You are required to report any use to the University

Not authorized in your account so we can take appropriate action .

7. Since your identification with the system is based on your identifying details, you undertake to report to the university

For any change in these identification details.

Examiner's instructions (these instructions will also be displayed in the system)

You hereby declare that the exam submitted was written by you completely independently, without any other person's help, and that no one

other than you has edited, added or changed anything in the exam.

You know that non-independent writing of an examination and / or full copy and / or parts of it as well as any attempt to do so (even if

unsuccessful), constitute a violation of university instructions and will be construed as attempting to mislead the university and obtain a degree

fraudulently, and that serious disciplinary proceedings may be taken against you. .

You know that the work environment during the exam should be clean and include only material that is allowed to be used according to the

exam guidelines. You must also stand In the University Examination Procedure , In the disciplinary regulations for students, in the guidelines of

the disciplinary committee that will be published from time to time, and in the rules of academic integrity as described in the university newsletter.

The university takes care to collect only the minimum information for the purpose of conducting the exam in the format described. Therefore,

before playing the video, we recommend that you remove from the room where you are staying during the exam any personal marks that may

infringe on your privacy.

The following are the rules of conduct expected of the examinee when taking the exam:

1. The examinee should sit in front of a table and not on a sofa or bed.

2. Written materials should not be left on the table or on the surrounding walls unless permitted by the examination procedures. The

3. room in which the exam is conducted should be quiet, the examinee should be alone in the room, without communication with

others, without television and / or radio and / or an additional computer and / or any other voice or broadcast receiver on. The

4. room in which the exam is conducted should be illuminated with a brightness level of daylight. Ceiling lighting is preferable. There

5. should be only one computer on the table with only one screen.

6. During the exam, all software on the computer except the exam system must be closed.

7. The examinee must dress fully dressed as at any exit to the public space. Improper attire will be considered a violation of exam

rules.

8. If there are aids that are allowed in the exam, such as a calculator or a formula sheet, there will be a notice before the exam and

the examinee must present the aids to the invigilator at the beginning of the exam.

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 9. It is the examinee's responsibility to connect to the exam 30 minutes before the start date and make sure that the video and voice

components in the device are in good condition. We will be tested who will be late or will not be able to check the correctness of

the camera and microphone before the start of the exam, will not receive extra time.

10. An examinee is not allowed to disconnect from the system and leave the room or move to another room during the exam. Going to

the bathroom will only be allowed for pregnant women or by presenting a medical certificate in advance, and after receiving

approval from the exams section and the supervisor.

11. The examinee is not allowed to use headphones during the exam.

12. It is strictly forbidden to keep mobile phones, smart watches or any other electronic means even when they are off, during the

exam. If it is necessary to use the phone for photography, an explicit notice will be given.

13. The test will appear in the system and the questions must be answered within the system.

Contact Us

You are welcome to contact us with any question or problem related to the above issues by calling 9392 * or other famous means of

communication Here .