What Preparations Does a College Make Before Conducting an Online Exam?

27 , July 2023

Online Proctoring Software - A Complete Guide

The most integral part of the academic system is student evaluation which institutes have been carrying out through examinations. However, the conventional paper-and-pen method of taking tests is no longer the only option online exams are an excellent way to assess learning and knowledge levels.

Furthermore, institutes do not have to execute tedious procedures instead, they can carry out the multi-process task conveniently. Thanks to the automated system, teachers and examiners do not need to spend extended hours and effort checking answer sheets.

But what kind of preparations goes into making a smooth online examination? What if students face issues during the tests? How can institutes prevent malpractices? Read more to find out the answers:

Online Exam

1. Registration of Students

The registration process is a crucial step that all students must complete weeks before the commencement of the examination. Therefore, schools and colleges begin reminding students through formal announcements and notices.

Previously, they were required to fill out specific forms and submit them with stipulated fees; however, thanks to the advancement of technology, in-person visits to the institute premises is longer mandatory for such formalities.

Besides, institutes adopt advanced solutions like online exam software that help to streamline most of the pre-admission activities. For instance, the software can facilitate the online registration mechanism, allowing students to complete the process effectively.

So, students must log in to the system and enter their information( name, class, roll number, section, stream contact information, etc.) in a form. Then, submit the online form and proceed to make the online exam fee payment.

How Institution Implemented Online Exam Software?

The software provides customised features, enabling institutes to integrate other sections, including exam centres. Hence, students can choose the nearest exam centre at their convenience.

Consequently, the system provides a single dashboard that helps institutes to manage candidate registration and fee management. So, naturally, it helps to accelerate initial pre-examination activities.

2. Designing Question Papers

What are the most common questions we find in traditional examinations? Long questions, multiple-choice questions, and essay-type questions are the most frequently occurring questions.

Moreover, teachers usually spend weeks contemplating and selecting appropriate questions and then preparing the question paper. Hence, it is a time-consuming and exhausting task which institutes can simplify with the help of software.

The software provides a platform for teachers to create different kinds of questions and exams, such as:

  • Objective exams - include multiple-choice questions with a single correct response, which helps determine the candidate’s knowledge recall fact abilities.
  • Subjective exams - Essay-type questions are central to these kinds of exams, requiring candidates to answer thoroughly. Also, it helps to assess students’ understanding and critical thinking abilities.
  • Aptitude Tests - These tests assess a candidate’s capacity for learning, rational thinking, and problem-solving. Therefore, the questions are about verbal, abstract, and numerical reasoning.

Additionally, institutes can also conduct online exams for the following:

  • Video interviews and viva
  • Mock practice tests
  • Image-based or media-based online exams
  • Open-book tests
  • Competitive exams and contests
  • Semester and Entrance Exams
  • Coding and Programming assessments

3. Testing the Online Exam Software

Technological solutions ease our work, but it becomes problematic if we don’t know our way around them or have trouble navigating them. That is why institutes conduct mock tests with the help of online exam software.

Besides, mock tests enable students to get familiar with varied aspects of online tests; teachers also share training videos with the students. So, the combination of mock tests and informational videos acts as an excellent guide.

Hence, when they take the actual test, they do not face any issues; they log into the system and easily complete the exam. But, more importantly, they can get used to online evaluation, which is a significant part of NEP 2020.

NEP 2020 envisions a modern educational system that will strive to create an enriching learning environment for students of diverse socio-cultural backgrounds. In fact, it encourages teachers to use online assessments to monitor student progress and track their improvement.

Furthermore, mock exams help institutes and teachers check if the exam windows function according to the scheduled time of the assessments. For instance, if the exam is for two hours, the software allows students to log in within the stipulated time and take the test.

4. Setting Up Remote Proctoring Feature

Integrating proctoring mechanism is one of the most important ways to ensure a full-proof and smooth online examination system. Also, proctoring ensures the assessments' authenticity and integrity, helping institutes maintain discipline and a code of conduct.

Firstly, institutes download the proctoring feature on their system and check the inbuilt facilities that will conduct the authentication procedures. For example, the system will identify the candidate’s identity by scanning his facial features with the photo ID submitted during the registration.

After the successful verification of the candidate, they can take the test; if it fails, they can restart the process. After that, when the examination starts, the device through which the candidate takes the exams activates the webcam.

The system monitors student activity throughout the examination with the help of AI-enabled features. Hence, it helps to track the candidate’s movement and expression of candidates; the system also disables the browsing features and shortcut keys.

5. Checking the Reports

During the mock tests, institutes must check if the software generates automated reports related to the test taker’s performance. More importantly, these analytical reports provide insights into students' academic progress. For instance, teachers or examiners can examine the time taken to answer particular questions.

In addition, they can check the number of flags raised by the system due to suspicious activity and determine the amount of time spent in each section. Also, these reports are quite helpful for teachers as they can create personalised lesson plans that align with a particular student’s understanding and knowledge levels.

To Wrap It Up,

Conducting examinations is a multi-step process that institutes can easily streamline with the help of online exam software. Furthermore, the software is an advanced tool that easily automates all pre- and post-assessment activities.

On the other hand, features such as proctoring mechanism, active cheat alerts, and real-time audio and video monitoring helps to maintain the exam’s authenticity.

Posted By:
Mustak Ahmed

Mustak Ahmed,
Academic Consultant