Chromebook-Exams

Chromebook-Exam in the Audimax

In this guide you will find the most important information about planning and conducting online-exams with Chromebooks on campus at the University of Konstanz. At some points, we refer to our documentation related to the use of the ILIAS exam platform. There you will find all relevant information for preparing the content for an ILIAS exam course.

Please note that, as for conventional exams, you as a teacher are responsible for the organizational implementation of the exam. Please clarify with your department how you can receive support for your exam concerning room reservation, and how a subsequent change request of room reservations can be implemented. The KIM will assist you by providing Chromebooks and infrastructure for your online exam. The following will tell you where, in turn, the KIM may need your assistance in this process.

1. Scheduling Chromebook exams

For scheduling and reserving, we recommend the following steps, which also builds the structure of this article:

1. Determine the time needed to complete the exam and add the additional time needed for handing out and collecting the devices and informing the participants.
2. Clarify the availability of personnel support (e.g., auxiliary staff).
3. Decide which exam rooms you want to use.
4. Check the availability of the exam rooms.
5. Confirm the availability of Chromebooks for your preferred date.
6. Reserve the exam rooms through the room scheduling department.
7. Confirm the sccesful reservation of the exam rooms to us.

1.1. Time planning

When calculating the total duration of the exam, please take into account the time required for:

• Handing out of the Chromebooks (approx. 5 minutes if handed out individually; approx. 15 minutes if Chromebooks are distributed to the seats).
• Informing the exam participants (approx. 5 minutes)
• Actual Time to work on the exercices
• Collecting the Chromebooks (approx. 0-5 minutes if they are handed in when leaving the room; approx. 15 minutes if Chromebooks are collected).

The time required is largely determined by the distribution procedure of the Chromebooks in the exam rooms and the number of people assisting. Therefore, you should first decide how the Chromebooks will be handed out. We would like to show you two examples below, which might be suitable:

Example 1: Drop off Chromebooks at the entrance, one time slot, use one of our recommended rooms in R, M6 or P6

Total time required: 105 minutes, time reserved at room scheduling department: 90 minutes, here from 10:00 - 11:30 a.m. (before 9:45): Chromebook cabinets will be delivered by KIM. (9:45) Break: Chromebook cabinets are brought into the room, helpers are given their tasks. (10:00): Participants enter the room, receive a Chromebook at the entrance, and find an empty seat according to the previously communicated spacing rule. (10:10) Explanation of the exam procedure. (10:15) Students start to work on exam. Individual time frame of the test set in ILIAS: 60 minutes or 70 minutes with disadvantage compensation. (11:15) End of the exam time for those who started at 10:15. (11:30) Definite end of allowed writing time (incl. 10 minutes for disadvantage compensation and 5 minutes for technical problems). (from 11:30) Break: the last participants leave the room and hand in their Chromebook at the exit. Stow Chromebooks to cabinets, removal of cabinets through KIM.

Example 2: Distribution of Chromebooks to seats, two time slots, use of a room not recommended by us.

* (9:00): Helpers organized by you will pick up the Chromebook cabinets in the entrance area of the N library and bring them to your exam room (9:45) Break: Chromebook cabinets are brought into the room, helpers are given their assignments (10:00): Distribution of Chromebooks to seats. (10:20): Participants enter the room and take seats, each prepared with a Chromebook (10:25) Explanation of the exam procedure. (10:30) Students start to work on exam. Individual time frame of the test set in ILIAS: 90 minutes or 100 minutes with disadvantage compensation. (13:00) End of exam time for those who started at 10:30. (13:15) Absolute end of allowed writing time (incl. 10 minutes disadvantage compensation and 5 minutes for technical problems) and start of the break. The last participants leave the room and hand in their Chromebook on leaving. Stow Chromebooks to cabinets, remove Chromebook cabinets from the room, and have your helpers begin transporting them back to the N library entrance area (14:00) Drop off Chromebook cabinets at the N Library

1.2. Assistance staff

KIM staff can provide you with the Chromebooks directly in the particularly suitable rooms in the R-building, as well as on M6 and P6, in time at the beginning of the breaks (see below). If you would like to use the Chromebooks in other parts or university buildings (please see our overview of suitable rooms in the following section), you will have to organize and carry out the transport of the Chromebook cabinets with your own personnel (e.g. by auxiliary staff). We will then hand over the cabinets to you at the entrance the N Library. Please note that transport times may be significantly extended, due to the use of freight elevators. Based on experience, you should plan at least 45 minutes total for the transport of four Chromebook cabinets across the university with four people (our recommendation). Transporting the cabinets via ramps will require two (strong) people per cabinet due to the heavy weight of the cabinets. Transporting the cabinets over cobblestones is not permitted.

If you choose to distribute the Chromebooks to seats before students arrive, you should plan for enough helpers to distribute them: you will need about four helpers to distribute 100 Chromebooks to the seats in a (large) lecture hall within 10 minutes.

You will need about the same number to receive the Chromebooks at the end of the exam. The following procedure has proven successful: The participants are informed before the exam, that they are only allowed to leave the exam room at certain exits, where they hand in the Chromebook to one (!) person designated by you in advance. This person will receive the Chromebooks and place them on a table (request it from housekeeping if necessary), from which other assistants will distribute the Chromebooks to the cabinets. For large lecture halls, the supervising person should keep an eye on all exits and make sure no devices are stolen.

Since the Chromebooks are distributed among four cabinets, you can also distribute them among multiple rooms. However, to avoid damage in transit, do not remove Chromebooks from the cabinets and transport them individually to other rooms. Please make sure that there are enough people in all rooms to help you distribute and collect the devices.

1.3 Recommended exam rooms

We recommend using the following rooms for Chromebook exams, as we can provide Chromebooks directly to you there:

• Lecture halls in the R-building
• Seminar rooms on P6
• Seminar rooms on M6

During the exam period at the end of the semester (approximately two weeks before and four weeks after the end of the lecture period), we can provide you with up to 128 Chromebooks in four mobile cabinets in the exam rooms there on the desired dates. Since only a part of the room capacity can be used, due to the spacing between participants usually required for exams, it may happen that several rooms are needed at the same time for large exams. Therefore, it may be necessary to adjust the exam date to accommodate room availability.

If you do not (can not) use the rooms mentioned above, you will find here an overview of all rooms suitable for online-examinations. Please note that for the rooms marked with 'no' there, you will have to organize and carry out the transport of the Chromebooks yourself.

Room	Places	Type	Chromebook delivery by the KIM	! Note
A600	701	Audimax	locked.
R712	243	Lecture hall Bio/Ch	yes
R711	242	Lecture hall Ph	yes
A701		Lecture Hall	locked
R513	177	lecture hall Math.	yes
R611	168	Lecture hall Ch	yes
M629	150	Lecture hall	yes
A703		Lecture Hall	locked
D434	112	seminar room	no
A704	107	Lecture room	locked
A702	105	Listening room	locked
C336	100	seminar room	no
C425	100	seminar room	no
E404	100	Seminar room	no
G300	100	Seminar room	no
C230	90	Seminar room	no
R512	84	Physics lecture room	yes
R511	79	Bio/Ch lecture hall	yes
P603	69	Lecture hall	ja
M627	68	Exper. Lecture Hall
G309	60	Seminar room	no
C423	54	Seminar room	no
ZT1202	54	Seminar room	no
M628	52	Exper.lecture room	yes
P1138	50	Seminar room	no
D432	48	Seminar room	no
M630	47	Seminar room	no
F426	46	Seminar room	no
G307	46	Seminar room	no
G421	46	Seminar room	no
Y311	46	Seminar room	no
C427	42	Seminar room	no
F429	36	Seminar room	no
D436	34	Seminar room	no
E403	34	Seminar room	no
G308	34	Seminar room	no
D522	32	Seminar room	no
ML630	32	Seminar room	no
D247	30	Seminar room	no
F428	30	Seminar room	no
M901	29	Seminar room	no
G306	28	Seminar room	no
H308	28	Seminar room	no
H309	28	Seminar room	no
M701	28	Seminar room	no
G304	26	Seminar room	no
L829	26	Seminar room	no
F423	24	Seminar room	no
M631	24	Seminar room	yes
P812	24	Seminar room	no
P912	24	Seminar room	no
Z1003	24	Seminar room	no
C426	18	Seminar room	no
D435	18	Seminar room	no
M801	18	Seminar room	no
M1001	18	Seminar room	no
M1101	18	Seminar room	no
G302	16	Seminar room	no
P1012	16	Seminar room	no

1.4. Check room availability

Here you can check if the rooms you would like to use are available (no registration required!).

Overview of current room occupancy:
http://134.34.26.182/roomresrrm/

1.5. Chromebook request and reservation

Please submit a reservation request for a Chromebook retreat using this form:
https://www.uni-konstanz.de/lehren/beratung-hilfsmittel-service/digital-unterstuetzte-lehre/formular/

We will check and confirm you the Chromebook reservation, if enough devices are available for the day in question, create an ILIAS exam course on the platform ILIAS-exams, and provide you with access information.

Only then, as described in the following section, please reserve the room(s) at the room scheduling department!

If there is not enough equipment available, you will receive alternative date suggestions from us. Please proceed as described in section 4 to determine room availability, please additionally consult the room scheduling department in case of problems. Then please inform us about the new date and the new room, we will create an ILIAS exam course for you and give you your access information.

1.6. Reservation of rooms

If you cannot or do not want to use the rooms that might be already reserved for you by your department (within the scope of the usual event planning of the departments), please clarify with your department first, whether they can reserve the rooms you want for you - or how room reservation requests for online-examinations are to be registered at your department in future. If this is not currently possible, please reserve the rooms you would like to use directly via e-mail at the room scheduling department after you have convinced yourself of the availability, as described in point 1.4:

Room reservation via e-mail
Lehrraumvergabe@uni-konstanz.de

2. Preparing the exam

2.1 Preparing exam course

Chromebook exams can only be taken in connection with an exam course on the ILIAS exam server. Detailed instructions, as well as exam legal information, on how to conduct online-exams with ILIAS can be found here:

https://www.uni-konstanz.de/lehren/beratung-hilfsmittel-service/digital-unterstuetzte-lehre/pruefen/

Attention: In the course of the summer semester 2023 we will adjust the configuration of the ILIAS exam server in such a way that during the execution of a Chromebook exam, the exam server is exclusively accessible via the Chromebooks. During this time, no preparational work or reconfiguration of exams from other devices will be possible. If you still need access to the administration interface during the retreat, please use a retreat Chromebook to do so.

2.2. Mock exam

If you or the participants do not yet have experience with online-exams on the ILIAS exam platform, we recommend conducting a mock exam off-campus without using the Chromebooks: this allows participants to get familiar with the login processes (making sure they know their account name with password) and learn how to find, start, edit, and complete an exam course. Students who have not yet used the ILIASexam platform before, will also need to complete their personal profile, when logging intothis system for the first time.

The mock exam does not necessarily require the use of Chromebooks: no special knowledge is required, as the Chromebooks automatically connect to the ILIAS exam platform, when started. We therefore recommend that you only use Chromebooks for the mock exam if you want to check the reliability of the WiFi connection on site, and/or want to specifically practice the all the necessary procedures with your staff, and have already reserved rooms for this purpose.

Please communicate your preferred date for a mock exam well in advance via email: ilias-support@uni-konstanz.de. If you would like to conduct the mock exam with Chromebooks, please schedule and reserve them as described in section 1.5. Due to limited room and equipment availability, there can be no mock exams on Chromebooks during the end-of-semester exam period.

3. Conduct exam

3.1. Provide Chromebooks

The process is already described above in points 1 & 2. You only have to take care of the provisioning, i.e. the transport of the Chromebooks to your exam room(s), if you do not use one of the rooms we recommend (point 3). In this case, the Chromebook cabinets will be handed over to you at the circulation desk of the N-Bib at the time you specified when making your Chromebook reservation. Depending on the distance, you will need to allow up to 45 minutes for transport with up to four helpers. The same amount of time/staffing will be required to return the lockers at the end of the retreat.

If you use one of the rooms recommended by us, this point does not apply. We will then arrange for the Chromebook cabinets to be staged outside the rooms at the beginning of the break before the retreat time slot.

For the subsequent transport of the cabinets to the room, we ask for your assistance: the cabinets should be placed there near the entrance with the doors open.

3.2. Handing out the Chromebooks

• If you have chosen to issue Chromebooks at the seating areas, we will assist your retreat supervisor or aides in distributing the devices around the room.

• If you have opted to hand out as you enter the room, the retreat supervisor will direct those entering to the lockers where the aides will hand out the devices.

Please plan in advance who will perform these duties and inform your aides well in advance so they can be ready.

3.3 Informing students about the procedure

Before the retreat begins, inform students of the process as usual. For the Chromebook exam, the following additional information must be given here:

• Login: With firstname.lastname and the account password. If you have set an additional password for the retreat, post that as well.
• Interruptions: Advise students that when they leave the room to go to the restroom, they should close the Chromebook halfway (so that the processing time is still accounted for correctly and no one can view the screen contents) and sign out to you.
• Help with technical problems: Advise students that if they have technical problems that they cannot solve themselves, they should contact you immediately for assistance from us or your support staff. Log these instances, noting the time, description of the problem, and how it was solved, also noting the time.
• Ending the Test: Advise students that if you want them to "turn in" the test, they must end the test by clicking "End Test" and that they will not be able to take the test after that.
• Returning Devices: Inform students at which exit which person will receive the devices. Point out that the room can only be left if a Chromebook is handed in there.

3.4 Keeping a log

If students experience technical problems while taking the exam, please record the following information in the log: time, student number, Chromebook number, time, problem, type of problem resolution, time of problem resolution.

3.5 Using the Chromebooks

The Chromebooks are pre-configured in such a way that they automatically connect to the WLAN after opening, start the web browser and display the login page of the Klausuren-ILIAS. There, students can log in with their university account name (usually firstname.lastname) and the corresponding password. After logging in, they will see their dashboard and find the link to the exam course there.

3.6 Support for technical problems

At least one person from the KIM E-Learning team will be present at the beginning of the retreat to assist with any questions or technical issues. They will be given a phone number to reach this person during the retreat for immediate assistance.

3.7 Collecting the Chromebooks

We will also assist you at the end of the retreat in receiving the Chromebooks of participants who leave the room. The following distribution of tasks has proven effective in this regard:

• One person constantly watches the room and makes sure no one leaves via the side exits.
• One person is exclusively responsible for receiving the Chromebooks at *one* drop-off location.
• Multiple people pick up the Chromebooks there and distribute them to the lockers. The first part of the Chromebook number indicates the cabinet to which the Chromebook is assigned. If a large number of Chromebooks are returned in a short period of time, they can also be temporarily stored on top of the cabinets before being sorted into the drawers. Please make sure that each Chromebook is sorted into the correct drawer (also numbered) in the cabinet. It is not necessary to connect the Chromebooks to the charging cables in the cabinet.

3.8. Removal of the Chromebook cabinets

The same staff scheduling requirements and procedures as described above in the "Staging the Chromebooks" section apply to the removal of the cabinets: If the retreat took place in the rooms we recommend, the KIM team will take care of the removal of the cabinets; otherwise, please return the cabinets immediately to the N Library consultation desk with your own staff.

4. Evaluation, insight, make-up dates

Please refer to our documentation on how to use the Klausuren-ILIAS:

https://www.uni-konstanz.de/lehren/beratung-hilfsmittel-service/digital-unterstuetzte-lehre/anleitungen/