Roles during an assessment

The Assessment Coordinator coordinates all assessments at one location. This role is often carried out by someone from the examinations office or sometimes a functional administrator. The Assessment Coordinator is often present at the location where the assessments take place, but not in the rooms themselves.

Coordinating assessments with Schoolyear

New for the Assessment Coordinator is access to the Schoolyear dashboard. The dashboard is a tool that allows the Assessment Coordinator to view students' activities during the assessment and retrieve the proctor key. The invigilator can then use the proctor key to remove block screens (such as the red fraud screen) for students so that they can complete their assessment. An Assessment Coordinator has the authority to decide on such cases of fraud and reports on them to the Examination Committee after the assessment. 

What are the tasks of the Assessment Coordinator? 

Before the assessment:

• Schedule and organise the assessment (e.g. schedule assessments in the assessment application).
• Determine the roles during the assessment.
• Arrange backup computers at the location during the assessment (at least 10%).

During the assessment:

• Act as the point of contact during the assessment for the Invigilator and Troubleshooter
• Forward questions from the Invigilator and Troubleshooter to the appropriate department within the educational institution (for example, functional administration)
• Assess fraud situations after the Invigilator has reported them.
• If the assessment is positive, look up the proctor key in the Schoolyear dashboard to remove block screens. 

After the assessment:

• Report any fraudulent activities during an assessment to the Examination Committee. The Assessment Coordinator can review the activities for each student and create an export via the Schoolyear dashboard.

See the Assessment Coordinator frequently asked questions for answers to the most common questions.

The Invigilator is a temporary role during an assessment or review session. This role is often fulfilled by teachers, interns or external substitutes. 

Invigilating during an assessment with Schoolyear

The role of the Invigilator during an assessment using Bring Your Own Device (BYOD) is comparable to that during an assessment using a paper test. The Invigilator ensures that the student can complete their assessment in peace and that the assessment they are invigilating is conducted fairly.

What is new for the Invigilator is checking with students whether the Schoolyear application is running during the assessment. In a BYOD assessment, dealing with computers that may not be working is also new. 

What are the tasks of the Invigilator?

Before the assessment:

• Receive students and give instructions at the start of the assessment.
• Identify students and keep the attendance list up to date. To do this, compare the student's ID card with the name and student number in the Schoolyear bar at the bottom of the screen.

During the assessment

• Check that the blue bar with the Schoolyear logo is visible on the students' laptops.
• Provide first-line assistance with start-up problems on the student's laptop: Ask the student to restart the laptop and repeat all steps from start to finish. Restarting can be done by closing the programme using CTRL + ALT + Del (Windows) or by restarting the laptop completely (macOS). If this does not help, call in a Troubleshooter or provide a backup computer. 
• Remove the block screen using the invigilator code in the event of an (unjustified) block or ask the assessment centre to grant the student access. Note: It is up to the institution to agree in advance in which scenarios the student may resume their assessment.

After the assessment

• Check that the assessment has been submitted in the assessment application software.
• Check that laptops have been closed.
• Report any suspicious and fraud notifications to the assessment centre.

See the Invigilator frequently asked questions for answers to the most common questions.

During a digital assessment, something can always happen that causes a computer not to function as expected. Such situations are particularly difficult to predict with Bring Your Own Device (BYOD). The Troubleshooter role helps students get back on track (technically) during the assessment so that they can continue their assessment. 

The Troubleshooter is an IT-savvy person who provides students with first-line technical support for laptop problems during a BYOD assessment. The role can be filled in various ways: for example, by an IT helpdesk employee, student workers, tech-savvy E-invigilators (trained invigilators) or digitally skilled teachers. If there are enough backup computers, the institution can also choose to provide students with laptop problems with a backup computer immediately. In that case, a Troubleshooter is not needed in the room. 

Role of the Troubleshooter during a BYOD assessment

The Troubleshooter acts as a technical extension of the Invigilator and helps resolve first-line technical problems with students' laptops, such as connecting to the internet or restarting the computer. 

The Troubleshooter is present at the assessment location, but can fulfil their role for several assessments at the same time.

What are the tasks of the Troubleshooter? 

Before the assessment:

• There are no actions before the assessment.

During the assessment

• First-line technical support for (start-up) problems with BYOD laptops and managed computers.
• Distribution of backup computers
• Resolve structural problems (such as Wi-Fi outages or a malfunction in the assessment application) or forward the report to the appropriate department within the institution. 

After the assessment

• There are actions after the assessment.

See the Troubleshooter frequently asked questions for answers to the most common questions.