The questions and answers below will help you, as an Assessment Coordinator, deal with different scenarios during an assessment using Schoolyear.
Before the assessment begins, make sure:
- that the roles during an assessment have been determined.
- that the scenarios below have been reviewed and it has been determined how your institution will deal with them.
When do I use the Schoolyear dashboard?
It is not necessary to monitor the Schoolyear dashboard constantly during the assessment. The dashboard is mainly intended as a useful reference when questions arise. Depending on what has been agreed at the institution, the PIN code from the dashboard is shared with the Invigilator before or during the assessment. For large groups, it is useful to monitor the students' status to check whether they have managed to log in. However, this is often also possible through the assessment application. After the assessment, student activities can be downloaded to provide supporting evidence to the examination board.
What do I do when the Invigilator reports that a student has a red screen and/or is cheating?
In the event of suspicious behaviour, follow the procedure that the institution communicated to you in advance.
In the exceptional case that it is decided that the student may continue their assessment, the Assessment Coordinator can share the PIN code from the Schoolyear dashboard with the Invigilator. The Invigilator can enter the code in the student's block screen. The student can then continue their assessment.
What do I do when the Invigilator reports that a student sees a ‘Restart Schoolyear’ block screen?
Restarting Schoolyear could indicate cheating, but it could also be the result of a mistake. In dashboard functionality, you will find further information about how this feature works.
In accordance with the procedure agreed at the institution, determine whether the student may continue their assessment. If so, the Assessment Coordinator shares the PIN code from the Schoolyear dashboard with the Invigilator. The Invigilator enters the PIN code on the student's block screen. The student can now continue their assessment.
What do I do if I see suspicious activity in the Schoolyear dashboard?
In accordance with the procedure agreed at the institution, send the student details (name and student number) and assessment details (name and time), including a description of the cheating, to the appropriate contact person. This is often the examination board.
What do I do if a student or member of staff has a content-related question about the assessment or the assessment schedule?
If the Assessment Coordinator cannot answer this question themselves, they can forward it to the appropriate people within the institution.
What do I do if several students may be experiencing the same technical problem?
When several students experience the same technical issue, there may be a structural problem, such as regular Wi-Fi outages or a malfunction in the assessment application. Ask the Invigilator for the following information and forward it to the functional administrator or the IT department:
- A description of the problem that is as precise as possible (what happened and what was expected)
- How many students are affected and when it occurred
- Student details (name and student number)
- Assessment details (name and time)
It is also possible that several students happen to experience the same problem and that there is no structural issue, for example due to the same issues on individual student laptops. If your functional administrator and the IT department cannot resolve the issue, they should contact Schoolyear.
What do I do if a student experienced a problem with their laptop during the assessment, but this was eventually resolved (temporarily) so that the student could complete their assessment?
That is good news! Note the student and assessment details and send these, together with a description of the problem and the student details, to the functional application administrator. The functional application administrator collects all cases and reports them back to Schoolyear.