Dai Nam University students take final exam for semester II, school year 2020-2021 on MS team application

In order to promptly respond to the developments of the acute respiratory disease caused by the new strain of Corona virus (Covid-19) and in accordance with the situation of online teaching and learning, the Board of Directors of Dai Nam University issued the procedure for organizing the final exam for the second semester of the 2020-2021 school year with the following specific exam formats:

I. Course evaluation process

1. For course assessment using open exams

• Exam time: from 60 to 90 minutes (applicable to all courses from 2 to 5 credits).
• Exam medium: on MS team application.
• Exam code regulations: there are 02 exam codes, even and odd, students with even registration numbers will do even exams, students with odd registration numbers will do odd exams; students who intentionally do wrong exams violate exam regulations at the highest level.
• Regulations on exam coding: Even/odd exam – [course name] – [exam time].
• Exam regulations: Lecturers are responsible for issuing at least 04 exams/course/exam session. The head of the department is responsible for approving the exam questions, selecting the exam questions and coding the exam questions according to regulations (one even and one odd question/one exam session), directly managing the exam questions and assigning supervisors to upload the exam questions to the exam organization channel of each course.
• Exam organization process: Exam organization is by class, by subject with virtual exam room as online learning channel for students for the subject being tested.

- Step 1: 15 minutes before the exam, CBCT logs into the class's General channel and checks the system. Then create a meeting room in the General channel and name the meeting room corresponding to the exam subject name in the form: class name - exam subject name and takes attendance of students according to the list;

Step 2: At the common channel, CBCT selects the test creation function (according to the instructions in the appendix);

Step 3: 10 minutes before the exam, CBCT will announce the exam regulations to all students, choose the test time and select the test delivery function. Students receive the test according to the announcement and do the test within the required time (after 15 minutes from the test start, students are not allowed to enter the exam room); During the exam, all students are required to turn on the mixer and camera.

Step 4: When the exam time ends, all students submit their papers to the file group, the upload time is 10 minutes (not including the exam time). During the submission process, if students encounter technical problems that cause the exam to not be saved on the system, students need to contact and notify the Lecturer - CBCT to know and handle the problem by taking a photo of the exam/exam file and sending it to Zalo, SMS, email to the Lecturer - CBCT within 10 minutes after the end of the exam time. After 10 minutes, the system will automatically close, not accept the exam and the student will be subject to the highest disciplinary level of receiving a score of 0 for the corresponding subject.

Regulations on naming exam files: [msv – full name]. For students taking the exam on paper, they are required to fill in their personal information: MSV; full name; date of birth; class before taking a photo and sending the exam file to the invigilator.

Regulations on exam invigilators: Assigned by the faculty, qualified according to the school's regulations.

Responsibilities of the Faculty: publicly announce the exam organization procedures and online exam instructions to students before the end of the course; Exam invigilators are responsible for informing students about the exam regulations before starting the exam.

2. For question and answer test modules

Scope of application: Only applicable to majors with 100 students or less

- Regulations on preparation and exam time:

+ Lesson preparation time: 5 minutes/student;

+ Time for presenting answers is 5 minutes/student and additional questions from the lecturer are maximum 5 minutes/student.

- Regulations on oral exams: Faculties develop at least 15 exam questions/credit (including 5 easy questions, 5 questions at average assessment level, 5 questions at good assessment level). From the questions, Faculties combine at least 50 exam questions numbered from 1 to 50; each exam includes 3 questions according to the following 3 assessment levels:

Attention:

• The assessment level (easy, average, good) is for reference only. Heads of departments, based on the characteristics of the profession, decide on the specific assessment level for the course appropriate to the profession under the department's responsibility.
• For the language block, due to the nature of the oral questions being asked on test cards with pre-built topics and assigned to students to review in advance. Therefore, the Faculty does not have to develop separate oral questions according to the above instructions, however, the assessment level must be ensured according to the regulations of the School.
• Exam medium: on MS team application

• Regulations on examination invigilators (EC): 01 EC/01 examination room assigned by the specialized department to ensure understanding and proficiency in coordinating students from the public channel to the private channel according to the process and meeting the requirements according to the School's regulations.
• Regulations on exam examiners (lecturers with the right expertise): meet the requirements according to the School's regulations, minimum 02 lecturers/1 exam room.
• Exam room preparation: The Faculty coordinates with the Online Training Support Department to create an exam room in the General channel for each exam session of 01 subject:

+ Waiting room: for students to gather and wait to be called into the official exam room according to the list; Hand over the channel to the exam supervisor to manage and notify all students in the channel.

+ Main exam room: is the oral exam room, each exam room is handed over to the examiner.

- Exam organization process:

Step 1 : 15 minutes before the exam, the invigilator enters the exam room to wait, check the system, take attendance of students and announce the exam group organization (1 exam group has a maximum of 5 students), the exam marker logs into the assigned main exam room;

Step 2: At the right time for the exam, the invigilator calls the corresponding groups of students from the waiting exam rooms to the main exam rooms;

Step 3: The examiner randomly assigns the test questions to the students according to the test number, the students have 5 minutes to prepare the answers (for the language block, the examiner selects and assigns the students to prepare the topic in 2 minutes), after the preparation time, the examiner calls each student in the test group to answer in turn according to the test number. The maximum time for the main question is 5 minutes, the time for additional questions is no more than 5 minutes/student;

Step 4: The examiner announces the oral exam results to the students immediately after the exam ends, and records the exam results on the exam list;

- Regulations on saving and copying exam results: the examiner must record the entire process of asking questions and announcing the exam results of the students during the entire exam session, and submit the hard copy of the exam results to the Department of Examination and Quality Assurance immediately after the exam session ends. The Department of Examination and Quality Assurance copies the files to the storage and stores them according to regulations.

- Regulations on the announcement of exam questions: Faculties announce the exam questions to students before June 15, 2021. At the same time, assign lecturers to grade the exams according to regulations.

3. For subjects with oral exams combined with group exercises

- The lecturer sets the rules and groups students after preparing to finish teaching, ensuring each group has no more than 5 students.

- Lecturers base on the number of groups to create topics, specialized content, exercises... and send them to the specialized department.

- The specialized department develops the interview questions within the content of the assigned exercises for students. The content of the questions closely follows the content of the lecture, the content of the topic, and is related to the reality of the topic.... no questions are asked that are not within the course, lecture, or learning content of that course. The exam ensures that each student must answer at least 01 question.

- Exam weighting regulations:

+ The assessment score of the group assignment report accounts for 50% of the final exam score;

+ Present a summary using Slides or report content. Answer questions via MS Team (online) accounts for 50% of the final exam score.

- The oral exam process is carried out according to section 1.2 of the notice.

4. For the oral exam combined with multiple choice test on Shub classroom or MS team

• For oral questions: The specialized department creates oral questions within the content of the course. The content of the questions closely follows the content of each lecture, and does not ask questions that are not within the course, lecture, or learning content of that course. The exam ensures that each student must answer at least 01 question.
• For multiple choice tests:

- Multiple choice test structure: each test has 25 questions.

- Exam time: 30 minutes

- Exam weight:

+ Multiple choice test on Shub classroom/MS team accounts for 50% of the final exam score;

+ Answering questions via MS Team (online) accounts for 50% of the final exam score.

- The oral exam process is carried out according to section 1.2 of the notice.

5. For courses that require major assignments, essays, course reports, projects, and video/clip recording

Lecturers and specialized departments are responsible for the exam topics to ensure that all topics are within the lecture and course content.

Lecturers assign topics for students to complete immediately after the end of the course. According to the school's exam schedule, students submit their products to the specialized department. The specialized department assigns lecturers to grade the exams according to the school's regulations and submit the scores to the Examination & Quality Assurance Department no later than 7 days after receiving the students' products.

6. For other forms of examination, the faculty is allowed to proactively organize the examination according to the approved proposal. The faculty leader is the person with the highest responsibility for the transparency and fairness of the examination forms.

II. Implementation

Testing and Quality Assurance Department:

1. Be the focal point for organizing work related to the exam according to the School's regulations on examination activities.

2. Coordinate with the IT department to support faculties in testing the system and guide the implementation of examination procedures (downloading exam questions, creating virtual exam rooms, organizing exams, etc.).

3. Support departments in assigning exam invigilators in case the department does not have enough resources.

4. Coordinate with relevant units to prepare estimates of facilities, equipment, and stationery for the exam.

5. Back up the interview file to the recorder and save it according to regulations.

6. Receive the list of scored exam results from the specialized department.

7. Implement testing tasks according to functions (print exam lists and send scanned or hard copies to lecturers).

8. Coordinate with the Training Department and the Information Technology unit to guide specialized departments, lecturers and learners on issues related to information technology for the exam.

Training Department:

1. Develop and allocate exam schedules suitable for online exam formats

2. For courses that require major assignments, essays, course reports, projects, and video/clip recording: the exam schedule is the final deadline for students to submit their products to the lecturer.

3. Coordinate with relevant units to notify and guide learners on information related to the exam.

Specialized Departments

1. The head of the department organizes the development of a detailed plan for the requirements of the exam questions and tests in accordance with the specific conditions of each subject and exam regulations (for example: deducting points when the exam is copied...). The leader is on duty throughout the exam period to resolve and handle professional issues during the exam.

2. The specialized department publicly announces the exam format, scoring method, exam organization process, online exam instructions for students; assigns exam supervisors, exam invigilators... and organizes work related to the exam according to the regulations on examination activities of the School.

3. Proactively propose support for exam invigilators and exam support staff to the Department of Quality Assurance and Testing in case the Faculty does not have enough resources.

4. Organize the exam marking, collect exam data (including: Video of the oral exam; Exam files of subjects in the form of: Major assignments, Essays, Open exams...; List of exam results) in compressed file format (File name: "Exam data - Faculty name - Semester II - Academic year 2020-2021") and a hard copy of the exam results list with full signatures of 02 examiners and the head of the department.

5. Submit to the Training Department for approval of the Board of Directors: exam organization plan, assignment of exam invigilators, assignment of exam markers before June 20, 2021.

6. Submit to the KT&DBCL department: list of results, exam questions, and exam data files.

IT Support Department

During the second semester exam period, the Online Information Technology Support Department is responsible for supporting and guiding exam supervisors and graders on IT-related issues on the Microsoft Team platform during the exam organization process (at 02 locations of the School).

Administration Department

Prepare physical facilities (open examination rooms to ensure internet connection and other facilities for online exams) to serve the organization of the exam.

Note:

1. During the exam period, the Training Department, the KT&DBCL Department, and the HCQT Department (online IT support department) are required to assign at least 01 specialist and 01 unit leader to be on duty (especially on weekends and holidays if there is an exam schedule) to proactively and promptly handle any situations that may arise.

2. This notice is only applicable to the second semester exam of the 2020-2021 school year.

The Board of Directors requests all units to strictly implement the above final exam organization process.

Board of Directors of Dai Nam University