How do you use the Schoolyear device check-in?

This article explains how to use the Schoolyear device check-in and provides answers to the following questions:

• When do you use the device check-in?
• How do you enable a device check-in for an exam?
• How do you activate the QR code scanner?
• How do you use the QR code scanner?

When do you use the device check-in?

For a Bring Your Own Device exam, the student works on their own laptop, often without the school having control over the network or device. This makes one thing difficult: how do you know for sure that the student logging in is actually in the exam room?

This is particularly relevant for BYOD exams where other mitigating measures, such as an exam password or login code, are not sufficient to mitigate the identified location-verification risk. The device check-in is an additional mitigating measure that can be added on top of this.

Important to note: the scan confirms the device's presence at the moment of check-in, not continuously throughout the exam. If continuous location verification is required, combine this functionality with other logistical processes or controls designed for that purpose.
 

How do you enable a device check-in for an exam?

To require a device check-in during the exam, follow these steps:

1. Create a new exam or navigate to an existing exam.
    
2. In the Schoolyear settings widget, navigate to Advanced options
    
3. Enable Require device check-in. 
    
4. Then you can set when you want the check-in to take place:
    
   • if you leave this option empty, the check-in must take place before the start of the exam. You have the option to start the Schoolyear session earlier than the exam itself, allowing students to check in well before the exam starts, without this affecting the available exam time. 
   • If you enter a value here, you can perform the check-in within the specified period after the exam start time. Students can begin the exam during this period and can bring up the check-in QR code on request of the invigilator by clicking an icon. If a student has not checked in after the specified period, the QR code will automatically appear on the screen and the student cannot proceed until they have checked in. 
      
5. Then press Save. 
    

How do you activate the QR code scanner?

The device check-in is carried out using a QR code scanner. This is the physical device with which students’ devices are checked in by scanning the QR codes. In principle, any device can be used for this, as long as it has a working camera and an active internet connection.

Please note:

• A QR code scanner can only be activated by a user with the Admin or Coordinator role.
• A scanner applies to the entire environment, not to one specific exam. QR code scanners should therefore be handled with care.

Activating a device as a QR code scanner consists of 2 steps:

1. Generating the activation key
2. Activating the QR code scanner

1. Generating the activation key

To activate the chosen device as a QR code scanner, you first need to generate an activation key. You do this by following these steps:

1. Navigate in the Schoolyear environment to Scanner Management.
   
    
2. Click Create a key to create an activation key. With this activation key, you can activate a QR code scanner.
   
    
3. You will then see the settings screen for creating an activation key. You can create an activation key for one or multiple devices. Enter the desired configuration here and click Create.
   
   
    
4. The activation key is then generated. It is available as a QR code or as a link. An activation key for activating multiple devices can also be printed. 

2. Activating the QR code scanner

1. Scan the QR code or open the generated link from step 1 on the device you want to activate as the QR code scanner. Make sure the device you want to activate has a working camera and an active internet connection. 
2. Follow the steps on the device to complete the activation.
3. Once a scanner is activated, it will appear in the overview of Activated scanners. From that moment, the QR code scanner is ready to be used. The QR code scanner is active for the entire environment. 
    

How do you use the QR code scanner?

If an exam requires device check-in, the student must check in at the start of the exam. Depending on the settings in the exam, the check-in is performed either before the start of the exam or during the first few minutes of the exam. In the latter case, the student can start the exam and will have to manually bring up the QR code by clicking an icon at the bottom left of the screen. After the set time, the QR code becomes mandatory and the student can only proceed once it has been completed. The device check-in process is as follows:

This process must be repeated for each student. Keep in mind the distance from the screen during scanning. When the scanner is held too close to the screen, the entire QR code does not fit on the scanner’s screen, causing it not to scan properly. The scanner is designed to efficiently scan QR codes from greater distances, so invigilators can easily scan from a distance.

FAQ 

Can I deactivate a QR code scanner?

As a Schoolyear admin, you can deactivate a QR code scanner from the Scanner Management menu in Schoolyear. Navigate to Scanner Management > Activated scanners and find the desired scanner. Then click the red deactivate button next to the selected scanner. 

What should I do if the QR code scanner doesn't work (anymore)?

If the scanner isn't working after activation or during the exam, follow these steps:

1. Check the internet connection and camera functionality.
2. Check whether the browser has access to the camera.
3. Reload the scanner page in the browser.

Accidentally closed the scanner page? You can retrieve it via your browser's history.

Is the device check-in a replacement for the exam password?

The device check-in can be used either as a replacement for an exam password or as a complement to it. This decision depends heavily on how exam logistics are organized within the institution. Feel free to contact support@schoolyear.com for advice on exam logistics for BYOD exams.