Online Zoom exams

• Computer or laptop with a single screen for taking the exam via LMS in the Safe Exam Browser. Minimum operating system requirements for Safe Exam Browser:
  • Windows 8.1 or later
  • macOS 10.11 or later
• Mobile device with camera, microphone and speaker (phone or tablet) that can be logged into Zoom.
  • Must be a different device to the device being used to take the exam.
  • Device must be positioned to show you in your in workspace and the computer being used to take your exam.
• Stable internet connection

Please note headsets and ear buds are not permitted during online hybrid exams.

Recording:

• Your Zoom meeting with the invigilator will be recorded in its entirety. This will include the personal ID verification and duration of your taking your exam.
• The recording will be securely stored on a La Trobe University server for two years. The recording will be used solely for the purpose of reviewing the academic integrity of the examination process.

• Update your mobile phone number and contact details in StudentOnLine to ensure the support team can contact you if there are any technical issues.
• Ensure you have your student ID card with a clear picture of you to use for the ID check. Please refer to the information on the Why you need photo ID for face-to-face exams article.
  • You may, for privacy reasons, cover your student ID number and barcode (e.g. using removable tape) but your name and photo must remain clearly visible.
• Ensure the computer you are using meets the technical requirements specified.
• Download and install the Safe Exam Browser on the computer you will use to take the exam. The link to download Safe Exam Browser will be provided via the LMS of the online Zoom exam subject.
• Practice setting up Zoom:
  • Ensure your mobile device has the latest version of the Zoom installed.
  • Test audio and video are both working in Zoom on your mobile device.
  • Ensure background in Zoom is not blurred or set to use a background image.
• Prepare your work area:
  • Set up exam space in a quiet, private room where nobody else will be present. Ensure it is:
    • Clean and clear (no stickers, notes or writing on desk or computer and nothing on the floor around the desk).
    • Well-lit with good lighting (light must not shine directly on the camera).
    • Only has a single monitor.
  • Position your mobile device in landscape (on its side, not portrait position) so the camera shows a clear view of you, your workspace and the computer being used to take the exam. For more information, see Setting up your camera for your exam section below.
• Test the internet in your work area to ensure you have good wi-fi or wired internet connection.

Example	Explanation
	Exam device (laptop) screen shown. Space and desk are shown and clear. Hands are shown. All items/materials within reach are shown, as is hand reach distance. You can turn to face the camera as needed (for ID purposes). Good lighting. Exam questions/responses not broadcast as readable.

Image source

Example	Explanation
	Camera device is too close. Computer used to complete the exam not visible and hands should not go out of view during the exam.
	The screen of device being used to complete the exam is not visible.
	No clear view of work area and everything within reach. Computer used to take the exam is not visible and workspace contains objects that are not allowed.
	No clear view of work area and everything within reach, student cannot be identified and working paper (for exams where this is allowed) is easily visible.

Image source

• Have computer and mobile device charged and connected to a power source.
• Log into Zoom mobile app on your mobile device using your La Trobe username and password.
• Set your mobile device language settings to ‘English’.
• Place mobile device where invigilator can see you, your workspace and your computer. Your mobile device should be in landscape (not portrait) position. Refer to Setting up camera for exam section above for directions.
• Set up the Zoom camera on the mobile device you will be using to join the Zoom exam:
  • Open Zoom and test your webcam position. Do NOT use your Zoom exam link to do this – instead see webcam test instructions below.
  • To test your webcam:
    • Open the Zoom application on the mobile device.
    • Click on the New Meeting button to see how your webcam will appear.
    • Ensure background in Zoom is not blurred or set to use an image.
• Join Zoom exam 30 minutes before your start time to allow for identity checks and student verification. This will be completed in your Zoom session before the exam commences.
• Process for identity check (when requested by the invigilator):
  • Hold ID card and face camera
  • Place ID card on workspace in view of the camera
  • If you are wearing a watch, remove it and place it next to your ID card in view of camera on workspace. Smart watches must be placed in Airplane Mode and have notifications turned off.
• Log in to LMS on the computer or laptop you will use to complete the exam. Do not open the exam link yet.
• Have contact details available in case you encounter difficulties:
  • If you encounter issues, there will be IT support within your Zoom. You do not need to contact IT support.
  • During your exam the invigilator in your Zoom is the first contact point for requests and problems during the exam.
  • Only if you cannot contact the invigilator via Zoom, (e.g. you can’t login or the connection drops out and you cannot reconnect) you should contact your subject coordinator.
  • Exam staff may attempt to call you if your connection drops out.
  • If something happens (i.e. personal circumstances, illness) and you're not able to complete your exam, you can apply for Special Consideration.
• Tell family and friends that you are taking an exam and must not be disturbed.
• Ask others in the house to avoid bandwidth hungry activities like streaming movies while you are sitting your exam.
• Make sure you have eaten, have access to water and attended to any comfort, or personal needs (e.g. toilet breaks) prior to exam. If you need to go to the bathroom during the exam, permission must first be sought from the invigilator through Zoom. Additional time will not be allowed and the bathroom break will use up time available for completing the exam.

• Close all other applications on your computer except LMS.
• Make sure your microphone is not muted.
• Ensure your speaker is on so you can hear the invigilator if they speak to you.
• When you join the Zoom, you will enter a waiting room. The invigilator will admit you to Zoom exam room by the invigilator. You must follow their instructions.
• When you are admitted to the Zoom exam room you are under exam conditions:
  • The exam session will be recorded by the invigilator.
  • Do NOT communicate with any other students.
  • You may be asked to make adjustments to your environment to comply with exam conditions (i.e. adjust equipment/webcam/surroundings/lighting/close door etc.).
• Open the Exam link in LMS.

• Follow instructions provided by invigilator. The invigilator will announce when reading time ends.
• To ask the invigilator a question during the exam, raise your hand to notify the invigilator and then use Zoom chat on mobile device.
• If you need a bathroom break, raise your hand to get invigilator’s attention then use Zoom chat to ask permission. You phone, watch and any exam materials must remain visible in the study area in front of the camera. The session will continue to be recorded while you’re out of the room and additional time will not be provided to complete the exam.
• If you finish early, raise your hand and then send the invigilator a message using the Zoom chat function so they can advise you on how to proceed.

• Exam will automatically close and submit at the end of the writing time.
• Follow instructions provided by invigilator.
• Do not leave the Zoom session until advised by invigilator.