Course of Action for Emergent Situations in Online Examinations

(For Staff Only)

Emergent Situations
1. Invigilators cannot login to BBB/Classin/LM or
lose the internet connection during the exam
Suggested Course of Action/Notes
 Switch to another web browser such as Firefox, Chrome instead of IE browser;
 Turn off all other software or devices which use the same network flow, or try to connect to another network such
as Wired network, WIFI or 4G/5G hot spot;
 Restart the device or use the back-up device;
 Double check with the School Administrators (Senior Invigilators) or Registry (Supporting Invigilators) about
whether you have been enrolled into that module on Learning Mall.

2. Students cannot access to BBB/Classin /LM  Check the Start Year/Date/Time and the group restrictions of the BBB/ Classin/ Online Quiz/ Assignment on LM;
activities  Invigilator can send the BBB/Classin/LM link to the students via email.

 Remind students to check the Tencent room ID and password which is available on e-Bridge Timetables page;
3. Students cannot access to Tencent room  Remind students to login to Tencent meeting room using XJTLU SSO account as the room is restricted to XJTLU
staff and students only.
 Advise the student to restart the device or use the back-up device;
 Advise the student to turn off all other software or devices which use the same network flow, or try to connect to
4. Students report facility/network problem during another network such as Wired network, WIFI or 4G/5G hot spot;
the online exam  If the problem cannot be fixed and the student cannot continue the exam, remind the student to save the screenshot
as evidence and apply for Mitigating Circumstances on e-Bridge before the deadline.
 Double check to see whether the exam paper has been uploaded in the right area on LM and is visible to the students
5. Students cannot access the exam paper during the at the exam time;
exam  Double check the correct setting of exam start year/date/time;
 Ensure the password shared to the students at the exam start time is correct.
 Inform all the students to stop the exam immediately and wait for further instructions;
 Inform Registry Assessment team immediately, depending on the timing, that the exam will either be continued by
6. The exam paper was leaked to students before the using the resit exam paper (non-Year 4 modules) or rescheduled;
exam, or the answers were leaked to students  If continue, Invigilators to release the new exam paper and to extend the exam end time accordingly;
 Make a record in the exam report form.

7. Students do not have Student ID Card  Students can use Citizen ID Card, Passport, Driving License or any other valid certificates with photos.

 Before the exam starts: require the student to either ask the people to go out of the room or move into a separate and
closed room immediately before they may start the exam.
8. There are other people in the exam room with the  During the exam: inform the student of the violation of regulations, require the student to either ask the people to
student go out of the room or move into a separate and closed room immediately and continue the exam without disturbing
other students; make a record in the Exam Report Form.

9. Students arrive at the invigilation room after 30  Late arrivals after 30 minutes are not allowed, and the student will be treated as absentee.
minutes of the exam start time

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 Course of Action for Emergent Situations in Online Examinations
Frequently Encountered Situations
10. Students turn off the camera during the online
invigilated exams
11. Students want to leave the exam early or want
to go to the toilet during the exam
12. Students cannot submit the answers at the end of
the exam
13. Students submit the answers after the submission
deadline
14. Students submit the wrong document or a
document that could not be opened
15. Students fall ill during the exam
16. Students are found using WeChat, QQ or other
instant communication software, notes or other
unauthorised items, online or offline; being
impersonated by others; or students are found
talking or passing materials to others; or any
other suspected cheating behaviors
Assessment Team, Registry /Dec 27, 2021
Latest updated on 20 Dec, 2022
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(For Staff Only)
Suggested Course of Action/Notes
 Remind the student to turn on the camera immediately; otherwise, they will be treated as absentees;
 If the camera connection failed for a very short time due to technical issues and the student can still be monitored by
the other camera, the invigilator can discuss with the Examinations Officer to decide whether to record the student as
absentee or not.
 Students must NOT leave the room in the first 45 minutes of the exam;
 In other time periods, students could leave early or go to the toilet if necessary as permitted by invigilators. And only
one student could be allowed to go to the toilet in each BBB group at the same time, and remind students to come
back within 5 minutes. Any temporary or early leave should be recorded in the Exam Report Form.
 Suggest that the student send the answers via email to the invigilator or submit via other methods;
 Remind the student to turn on the camera until successfully submitting the answers.
 For online exams with invigilation, if the student is kept being monitored under the camera, the late submission is
acceptable. But if the student has turned off the camera before submitting the answers, it is suggested that late
submission should not be accepted. The invigilator can make the final decision based on the real situation;
 For online exams without invigilation, the module leader may decide whether the late-submitted answers
will be accepted or not based on explanations and evidence submitted by the student concerned and as per local
practice within the School.
 At the exam end time, remind students to download the document they uploaded to double check if they have
submitted the correct document in the right format before leaving the exam;
 Invigilator should only allow the student to leave the room after they have confirmed successful submission of
answers;
 Normally, the Module Examiners should mark the document submitted by students before leaving the exam unless
there were special circumstances as decided by the School.
 If it’s urgent and severe, let the student leave the exam for treatment immediately and advise them to apply for
Mitigating Circumstances afterwards with relevant evidence before the deadline;
 If the student feels good enough to continue the exam after a few minutes’ rest, and the student is supervised under
the camera all the time, the student could continue the exam, and the exam end time could be extended by adding the
rest time;
 This should be recorded in the Exam Report Form.
 Take a photo or video as the evidence, inform the student of the suspicion, and make a record in the Exam Report
Form;
 The student should be allowed to continue the exam unless s/he disturbs other students;
 Invigilators should not conduct investigation, but suggest that the student contact Registry for any questions.
Registry as authorized by the Student Board of Discipline will do the investigation for suspected cheating cases
after the exam by contacting the invigilator and the student respectively, and inform the Board’s decision to the
student.