Guidelines for oral exam via Skype

Read the guidelines for oral exams via Skype for VIA students

General guidelines for online exams for all students at VIA.
Oral exams will be conducted via Skype, while campuses are closed due to Coronavirus. Although VIA has other digital facilities available for meetings etc., all oral exams are conducted with Skype for Business.

At an oral exam conducted via Skype the general exam rules are the same as at an ordinary oral exam, but there are some extra procedures that must be followed.

How to participate in an oral exam via Skype

It will be taken into account that this is an extraordinary situation, but it is your responsibility that you can participate with the equipment you are using when you have an oral exam via Skype.

In order to conduct the exam satisfactory the examiners must be able to both hear and see you. We strongly recommend using a PC for the best experience, but using a smartphone is also an option.

You therefore need to have:

  • A PC with a webcam/external webcam or a smartphone with a camera
  • A steady internet connection

We also recommend using headphones or a headset for the best possible sound quality (but this is not mandatory).

Skype

You will receive an invitation from a partner in Student Services to a Skype meeting. The invitation is sent to your VIA-mail.

The link is specific for your exam, and you must not share it with anyone.

We recommend that you install Skype for Business before your exam. 
If you use a smartphone, you must download the app Skype for Business. When you log in, you must use your VIA-login to get access to the meeting.

Test your equipment and Skype before your exam

Before the exam, you will be invited to a test meeting with an examiner. It is important that you do the test in the same location as you plan to do the exam and with the same equipment. You will receive the link to the test on your VIA-mail.

The exam

Get ready early on the day of your exam to make sure you are ready when the exam begins.
Please note:

 

  • There can be delays in the oral exams. The examiners might be joining the meeting later than the agreed meeting time. Just wait for them if you have access to the meeting room in Skype.
  • You must be able to identify yourself by showing a passport, driving license or other identification with a recognisable picture of you, e.g. your VIA Student card
  • Make sure you are sitting in a quiet room with good lighting. Avoid sitting in front of a window as it influences the light.
  • If you are going to use a Power Point or something similar at the examination you must forward the file to the examiner no later than the day before the exam.

When you and the examiners have all joined the meeting, the exam will be conducted as an ordinary oral exam.
When the exam is completed, the examiners will leave the meeting temporarily while they do the assessment. When they are done, they will join the meeting again and you will receive feedback and grading.

All you have to do is to wait in the Skype-meeting. 

Your exam via Skype is not open to the public

Ordinary oral exams are open to the public, which means you that can normally invite friends or other peo-ple to watch the exam.
Oral exams via Skype are closed to the public in order to avoid cheating. You must therefore be alone in the room you are sitting in during the exam. The examiners can ask you to show them the room by webcam to ensure you are alone.

Please note, audio-visual recording of the exam is not permitted unless it is a part of the examination itself. If that is the case, the institution will do the recording (Executive order on examination regulations)

Technical problems during the exam

If the exam is interrupted due to technical issues and the connection is not quickly restored, you must call the examiner. You must always be the one to make the call, even if the problems are not at your end - and you must do it without unnecessary delay.

You get the phone number along with the link to the Skype-meeting.

The examiners will decide whether the exam is be continued, terminated or postponed – and you will be told before you hang up the phone, what is going to happen next.

If the exam cannot be completed

It is very important that you do whatever is possible to make sure the exam can be completed, as it is your responsibility.

If you cannot complete the exam due to technical issues with your equipment or the internet connection is failing at your end, you have used one exam attempt, just as you would if you were delayed going to an oral exam because the bus was delayed or your bike had a flat tire.
That said, it is an extraordinary situation and it will be taken into consideration if you would end up needing to ask for a dispensation for a fourth attempt.

Support

If you, prior to the exam, have questions regarding technical issues e.g. the installation of Skype for Busi-ness, please contact VIA Service Monday-Friday 7.30-15.30 (viaservice@via.dk or 87 55 12 12)

Please contact Student Services with questions regarding other issues related to your exam. You can find contact information on VIA Studynet on your programme's page/exam.