Exam monitoring in Zoom – Teacher’s Guide

IMPORTANT

All exams monitored remotely must be open book, meaning that all documentation is permitted.  

The goal of Zoom monitoring is to check the identity of students taking the exam and prevent them from meeting up virtually or physically to take the exam together and discuss it freely. Zoom monitoring cannot stop students from communicating with one another (discretely) and/or using their course documents.  


A FEW WEEKS BEFORE THE EXAM  

  1. As soon possible, let your assistant know that you would like your exam to be monitored in Zoom so that the Registrar’s Office can assign you a monitor. It is important to specify the number of course sections this will apply to and whether you will need the monitor to check student IDs (for big groups or if students always keep their cameras turned off). It is essential for a monitor to be present in addition to the teacher so the teacher can assist a student without leaving the group alone.
    Attention: Monitors are not provided for quizzes or evaluations that are not formal exams.


      2. Notify your students that their exam will be monitored and give them these instructions (which you can adapt): 

    • Cameras on and microphones off. 
    • They can communicate with the monitor as needed through private chat (specify which monitor, if applicable).
    • Neither the monitor nor the teacher will answer or pass on any questions relating to the course or exam.
    • They must not leave the screen without notifying the teacher or monitor through private chat.
    • If students are asked to show their ID, they must have an ID card with them. They could be asked to show it in the breakout room before leaving Zoom.
    • Students are allowed to display an image in the background.
    • They can use a second screen.
    • They can put in earplugs to reduce ambient noise, but headphones are not allowed.


A FEW DAYS BEFORE THE EXAM
 

  1. Create a ZOOM meeting in ZoneCours (page in French only) for each of the sections. Note: If your course has a DF section, make sure to include these students in the Zoom meeting for another section by sending them that link.
  2. Contact your monitor to:
    1. Give them the link to your meeting.
    2. Define each of your roles during the exam.
    3. Tell them what the exam will entail. This will be very helpful to them if they need to take any actions during the exam.
  3. Remind your students about your expectations as well as their obligation to connect using their SSO (their official HEC account).
  4. Revise the (document in French) during the exam (optional) to adapt it to your course.


EXAM DAY 

20 minutes before the exam starts 

  • Connect to the Zoom room with the link provided in ZoneCours.
  • Change the following settings so that things run smoothly: 

1. Mute the microphone of all participants.

1.1 Under the Participant option, select “Mute All”.

How to Mute All Participants in a Zoom Meeting - TechSwift


 1.2 Under the Security option, turn off the option for students to unmute themselves by unselecting the following permission : 

                   


2. Authorize private chat only with the host. 


            

 10 minutes before the exam begins 

  • Share the PowerPoint with instructions(document in French) using your screen sharing option with the group. 
    Make sure to share the PowerPoint application and not your desktop or full screen:


  • Keep your camera on and your microphone off throughout the exam, unless there is cause.  
  • Before the exam begins, verbally remind the students of the instructions (which they will have already received a few days prior to the exam).
  • Cameras on and microphones off. 
  • Communicate with the monitor as needed by chat (specify which monitor if applicable).
  • The monitor will not answer or pass on any questions relating to the course or exam.
  • Do not get up or leave the screen without notifying the monitor through private chat.
  • They should have a piece of ID with them. You may ask them to show it to you before leaving Zoom.


  • A reminder to you:
    • Students are allowed to display an image in the background.
    • They can use a second screen.
    • They can put in earplugs to reduce ambient noise, but headphones are not allowed.


DURING THE EXAM

  • If you have so requested, the monitor will check the students’ IDs. 

Using the photos provided in HEC en ligne, and without bothering the students, the monitor will check to make sure that each student on camera matches their official photo. If there is any doubt of this, the monitor can ask a student to stay at the end of the exam to show their ID on screen. Otherwise, the monitor will keep an eye on students’ cameras throughout the exam.

  • Observing students during the exam

LAYOUT: You can change the layout settings while screen sharing to have a better view of students’ videos. If you have two screens, place the Gallery View Grid on one screen and the shared PowerPoint document on the other. If you only have one screen, you can bring the grid to the foreground and hide the PowerPoint. As long as you are still in Share Screen mode (indicated in green at the top of your screen), the PowerPoint can remain in the background, provided that you have shared the PowerPoint application and not the desktop or screen.


  • If necessary

Communicate with students, preferably by using the private chat feature. Students might not see your messages if the Zoom window is hidden by their exam. You can try contacting them via Teams (there is often a sound notification) or by bringing them into a breakout room if necessary.

Different situations could arise during the exam and you may need to create a breakout room to address them:  


 - Click “Breakout Rooms”: 

  

  - Select “Manually” and click “Create  Rooms” (leave 1 in the number of rooms option): 

  


- Click "Assign" and select the student’s name from the list. Then, click “Open All Rooms”: 

If the following situations arise:

Suspected plagiarism or inappropriate behaviour 

  • Some students may display disrupting behaviours during the exam, such as mumbling or speaking to a family member who walks through the room. It is up to you to judge if the behaviour is suspicious or not. At your convenience, use the private chat feature to address the student and ask them to stop, OR, create a breakout room to speak with them directly.


A student has a physical or psychological issue
 

  • Contact them through the private chat feature. 
  • Bring the student into a breakout room (see above). 
  • Unmute yourself and speak with the student to understand the issue. 
  • As needed, ask the head monitor for help via Teams chat, at surveillant@hec.ca.   
  • If the student is unable to continue the exam, ask them to read the instructions for reporting an exam interruption and remind them that they have one hour after the exam ends to submit the form, failing which their exam will be corrected as is.

 
Individual technical issue  

  • Contact the student using the private chat feature. 
  • If you need to speak with them to fully understand what’s happening, create a breakout room to discuss the matter with them. Make sure your time is not monopolized by the student’s issue, as the most essential part of your job is to monitor the group.
    Ask your monitor to take over as needed: The monitor who is with you can also answer students. They will chat with surveillant@hec.caon Teams if they need assistance; they have been trained to do just this.
  • If the student is unable to continue the exam or has lost a lot of time due to their problem, ask them to read the instructions for reporting an exam interruption and remind them that they have one hour after the exam ends to submit the form, failing which their exam will be corrected as is.

 
Group technical issue affecting most students

  • Unmute yourself to address all the students. 
  • Ask them verbally to wait while the IT team looks into the matter. You will get back to them shortly to explain the next steps.
  • Quickly chat with ti@hec.caon Teams, or ask your monitor to do so.
  • Wait for IT support to provide an answer. Update the students as soon as you know the next steps to resolve the matter. 


END OF EXAM
 

  • Leaving the exam: The students will let you know when they are leaving the exam by writing I have finished and I’m leaving in the private chat feature. There is nothing for you to do at this point, unless you want to check to make sure you have received their exam in ZoneCours.
  • Ten minutes before the end of the exam, give the students verbal notice that there are 10 minutes left.
  • Five minutes before the end of the exam: 5 minutes left. If the exam has to be submitted like an assignment, they need to think about submitting it soon to avoid late penalties.
  • When the exam has ended, make an official announcement and tell them they can leave Zoom.
  • Stay online until all the students have left.
  • If student IDs need to be checked, this is the time when the monitor will bring certain students into breakout rooms. It is best if you stay with the rest of the class, if applicable.
  • Some students may have additional time. Stay online until they have all finished and left Zoom.  

For questions about setting up monitoring, please contact the exam team at surveillant@hec.ca.

Good luck!