Option 2: Guides for Students

Exam Details – Students will:

 Use the computer to access the exam in the Canvas course site
 Join the Zoom Exam Room with your mobile device for showing your workspace. Alternatively, it
possible to use your computer and a detachable webcam.
 For Paper-based exams: A mobile device will be used for taking a picture of handwritten work at the
end of the exam. You will handwrite your answers, take a picture of the pages with your mobile device
and submit a PDF of the handwritten responses to Canvas.

Please have the following items ready before the Exam starts:
 Computer: use the computer to access Canvas for exam questions (and to submit your PDF answers)
 Fully charged mobile device with camera used for:
 Joining the Zoom Exam Room
 Showing video of your workspace (show hands, computer screen and answer sheet)
 Taking pictures of your handwritten work

Alternatively, in case your mobile device is not stable you may use a detachable webcam connected to
your computer for:
 Joining the Zoom Room
 Showing your workspace
 NOTE: You may still need your mobile device to take pictures of your handwritten work
 Zoom Application:
 If joining Zoom with a Mobile Device: Download Zoom Mobile App: ( iOS | Android )
 If joining Zoom with a computer and a detachable webcam:
Make sure you download and install the MOST UPDATED Zoom Desktop Client on your computer
 Download Zoom Desktop Client: https://zoom.us/download
 Update: https://support.zoom.us/hc/en-us/articles/201362233-Upgrade-update-to-the-
latest-version
 PDF Conversion App: use an App to take pictures of your handwritten answers and convert to PDF in
one file iPhone use Notes App | Android use Microsoft Lens App (Download here)
 Charger: in case your mobile device battery runs low
 Student ID
 Calculator
 Paper
 Pens/Pencil

Basic ground rules

 Students may/may not refer to any notes, textbooks, and internet resources during the exam
 Take the exam in a quiet, isolated, and well-lit place
 Have a reliable internet connection when taking the exam. No extra time will be granted due to any
technical issues
 Students, who are currently located in Mainland China and are experiencing slow Internet performance,
may use the Proxy Service provided by ITSC to speed up the access to Canvas. Refer to
https://itsc.ust.hk/services/it-infrastructure/proxy for the set-up instruction. Contact ITSC Service Desk
at 2358-6200 or email cchelp@ust.hk if you have any questions on the Proxy Service
 Have your Student ID ready as proctors may ask you to show your ID to the camera for identity check
before the exam starts

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 Focus Mode is recommended to be enabled in Zoom where your webcam video will only be seen by the
host and co-host but not seen by other students. A notify banner will show up along the top of the Zoom
window when Focus mode begins, click Got it to close it.

NOTE: If Focus mode is not enabled, i.e. you can see everyone’s webcam video. To
protect your data privacy, when showing your Student ID to the camera, make sure
you cover up your student number on the ID with a finger or a sticker. Only show
your photo and name on the Student ID for verification

 Make sure your mobile device is fully charged and ready to last throughout the exam
 Turn off your mobile device’s notification sounds or vibrations (social media, messaging tools, etc.)
 For handwritten exams, the computer is only used occasionally to view exam questions. Your eyes
should mostly be on your handwritten answer sheet
 No communication with anyone by any means during the exam
 No questions will be taken once the exam starts. Make assumptions in your answers if necessary.
 You will not be able to leave your seat
 No toilet breaks allowed
 No score if any plagiarism is found
 No score if an answer is blurry or illegible
 Do not leave the Zoom Exam Room until the proctor asks you to do so

Configuration in Zoom for live proctoring

• Update your Zoom Desktop application or Mobile App to the latest version
• Turn ON camera from the device you join Zoom to show your workspace
• The camera should be placed in a proper position, showing a wide view of your workspace. It
should show both hands, the computer screen in the background and your answer sheet.
• Make sure your arms or mouse are not blocking too much of the camera’s view of your
workspace. If it is, move the camera to the other side of the computer
• ALLOW the exam invigilator to unmute you
• Turn ON the microphone, it may be muted and unmuted by the proctors during the exam
• Turn OFF the virtual background
• Turn ON the speaker during the exam to receive announcements/ instructions from the proctors
• The name in Zoom must be the official name (i.e. same as the name on your Student ID)
• To comply with the data privacy policy, the Zoom recordings from the online exam with your
official name shown on them will be used for invigilation purposes only. The recordings will be
deleted one month from the end of the exam period.
• Points may be deducted for not following these rules

Process of the live proctoring

• Have all equipment, proper set-up and student ID ready as proctors may ask you to show the ID for
identity check
• Join the Zoom Exam Room using the Zoom App on your mobile device or Zoom Desktop app on your
computer 10-15 minutes before the exam starts
• Join using the Zoom Meeting Link provided by your instructor with your mobile device or computer
with detachable webcam.
• Click ALLOW to grant permission to the exam invigilator to unmute you
• Change your Zoom name to your official name on your Student ID
• Ensure the camera, speaker and mic are on

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• Use the computer to access the exam on Canvas
• Complete the Honor Code Declaration
• Access the Exam Paper in Canvas
• Show your student ID card to the camera as instructed before exam starts, cover up your student
number on the ID with a finger or a sticker. Show only your photo and name for verification
• By viewing your video via your computer or mobile device in Zoom during the exam, the proctors will be
looking for your answer sheets, both hands in view and computer in the background.
• Exam announcements will be made verbally through the Zoom Exam Room, be sure the speaker is ON
• Once the exam starts, do not move your camera around and do not leave your seat
• You will be given a verbal reminder through Zoom 15 minutes before the exam ends

Submission:
1. After the exam ends, you will be given ~10 minutes to submit your work. You will still be in the Zoom
Exam Room while submitting your work.
2. Take a picture of each page using Microsoft Lens (Android) or Notes App (iPhone) and export it as one
PDF file
• It is your responsibility to make sure the picture of each page is CLEAR, and all handwritten work is
legible
3. E-mail the PDF file to yourself
4. Upload the file to Canvas Assignments/Quizzes
• For Assignments, you may resubmit multiple times before the deadline.
• For Quizzes, you should ensure the quiz questions are attempted and/or files are properly attached
before submitting.
• NOTE: Please allow a few extra minutes for the file to upload before it can be successfully
submitted
5. Points will be deducted for late submissions beyond the stated time
6. Go back to the Zoom Exam Room and wait for the proctor to dismiss you after submissions are verified.
(Ensure your video is still on)

Follow TWO steps to get ready in the Zoom Exam room

1. Join the Zoom Exam Room on mobile device or computer with detachable webcam

For mobile device:

• Download and update the mobile App ( iOS | Android )

For computer:
Make sure you download and install the MOST UPDATED Zoom Desktop Client on your computer
• Download: https://zoom.us/download
• Update: https://support.zoom.us/hc/en-us/articles/201362233-Upgrade-update-to-the-latest-version

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Sign In to Zoom with SSO
• Launch the Zoom Application
• Click Sign in
• Select Sign-in with SSO
• Type hkust if prompted for domain
information
• login with your ITSC account following the
usual HKUST Authenticated log-in procedure

NOTE: If you have trouble joining a Zoom Exam

Room, please make sure you have ‘signed in’
using SSO

Join the Zoom Exam Room

• After signing in, click the Zoom link provided

by your instructor
• Ensure your audio is connected and video is
on. Note: Proctors may mute your mic to
reduce background noise.
• Ensure your Zoom Name is the same as the
one printed on your Student ID
Grant Permission to unmute
 Grant the proctor permission to unmute by
clicking Allow in the pop-up
 If you don’t see this message, try rejoining
the Zoom Exam Room, updating your Zoom
Desktop Client or Zoom Mobile App to the
latest version

2. Camera setup

Mobile device / detachable webcam setup A sample set up of the home-made holder
• Set up your camera in a reasonably secure position to
capture your work area during the exam
• You can simply create a home-made holder with a pile
of books and a box to hold up the mobile device /
detachable webcam

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 • This is how you should position your camera to capture Student set-up view
your work area

• This is how your instructor/TA will see you in Zoom Proctor view of you in Zoom
during the proctoring
• The proctor should be able to have a basic view of
what’s on your computer screen, view of your hands
and your answer sheet.
• If your arm or mouse usage is in the way of the camera
view, move your camera to the other side of your
computer

To ensure smooth access to Canvas during your exam, please do the following:

• use Chrome or Firefox to access Canvas

• if using the Safari 13.1 on Mac, disable cross site tracking or you might not be able to download
files or view images
• update your preferred browser to the latest version to access Canvas
• if you are experiencing any issues with your browser, you may also try to clear browser cache

You’re all set and ready for the exam!

~ End of Option 2: Guides for Students ~