FAQ about recording exams and tests

• Video recording may be used as an additional security measure in exams and tests.
• Learners must be clearly and intelligibly informed of the use of video recording and the need for consent must be assessed (see p. 8 and 9).
• During recording and using the camera and the microphone, not only test results are gathered but also the person’s biometric data, which may only be processed by law or based on the person's consent.

• If there is no legal basis for recording the video other than the learner's consent, you should ask the consent before starting processing the data. The controller must be able to prove that there is legal basis.
• The learner’s consent should be given in writing; for example, via the learning environment or by email. Sample consent forms can be found here.
• A sample text of the consent: "I give my consent to the recording of video during the exam/test in /course or subject/. I am informed that to take the /name of exam or test/, I allow /name of application/ to access my camera and microphone."

• The university offers the possibility to store recordings in Moodle, Panopto, BigBlueButton, UTTV and MS Stream.
• Video files can also be uploaded to the UT OneDrive and OwnCloud environment using the UT user account.
• If video files are shared with the lecturer, it is preferable to share the files personally to the lecturer's @ut.ee account.
• See also https://sisu.ut.ee/juhendid/instructions-english.

Unless otherwise agreed in writing, a video recording may be stored only for teaching and study-related purposes and until the end of the semester (31.08.2022).

You cannot fully eliminate the possibility of altering. Live stream recording (for example, Panopto, Teams Live recording) is recommended – this makes it difficult for the student to alter the file.

You cannot fully eliminate the possibility that the video was recorded at a different time. Live stream recording (for example, Panopto, Teams Live recording) is recommended – this makes it difficult for the student to alter the file.

• If the exam or test is taken by a small group, exam monitoring is possible with the BigBlueButton webinar tool, which allows viewing the webcam images of up to 12 people.
• Ensure that both you and the learners have a quick and stable internet connection.
• BBB allows to restrict viewers from seeing each others’ webcams. To use this option, click the gear icon, select Lock viewers in the dropdown menu and See other viewers’ webcams. This allows the session moderator (exam monitor) to see learners’ webcam images.
• Exam monitoring of larger groups should be organised by groups in different BBB breakout rooms, provided that there is an exam monitor in each breakout room.
  
• Sessions in breakout rooms cannot be recorded - this is only possible in the main room. If you want to record the session, you may have to seek the students’ permission for recording (see p. 8 and 9).

• Yes, it is possible to use the test environment Moodle-integrated (https://testid.ut.ee), automated Proctorio software (https://proctorio.com) during the exam, if the learners voluntarily agree to the terms and conditions of use of this service.
• Information on conducting tests with Proctorio is available on https://sisu.ut.ee/juhendid/conducting-test-proctorio or by contacting eope@ut.ee.
• When Proctorio is used, the learners must give a voluntary, specific, informed and unambiguous consent to process their personal data. The principles of personal data processing must be easily understood by the student.
• If a student does not agree to take an exam or test monitored by the Proctorio software, the university has to offer the learner a possibility to take the exam in another form, for example, a face-to-face exam.
• Academic staff are asked to inform specialists of the Lifelong Learning Centre at eope@ut.ee if they wish to use Proctorio during an exam.

• To use the Proctorio software, the learners must allow the service provider to access their computer, and control and record their webcam image, microphone audio, location and computer screen to perform automated exam monitoring.
• The collecting of these data means processing personal data of special categories, and is therefore only permitted pursuant to law or with the consent of the data subject.
• In addition, the mandatory checking of the room may require the students to take a video of the room around the computer.
• If required in the exam settings, the students must present their ID card to ascertain their identity. In the course of this activity, also the ID card information is transmitted to the server as an image.
• Although the program is automated and generally works without human intervention, both Proctorio and the university staff may be given access to the recordings to solve specific cases.
• Exam recordings are stored on a server located in Germany. The recordings may be stored for 30 days.
• Read the privacy policy of Proctorio at proctorio.com/privacy

• See Tips for adapting assessment for distance learning
• See Recommendations for replacing face-to-face classes with e-learning
• See Tips for recording a video lecture for teaching staff