FAQ about recording exams and tests

• Learners must be clearly and intelligibly informed of the use of video recording as an additional security measure.
• Please assess the need of consent based of software you are using ( note p.8 nad 9)
• During recording and using the camera and the microphone, we gather not only test results but also the person’s biometric data, which may only be processed pursuant to law or based on the person's consent.

• If there is no other legal basis for recording the video than consent you should ask from students written consent before starting processing the data.  Where processing is based on the data subject's consent, the controller should be able to demonstrate that the data subject has given consent to the processing operation
• The learner’s consent must be given in a form that enables written reproduction; for example, via the learning environment or by e-mail.
• A sample text of the consent: "I hereby give my consent for video recording 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 teacher, preference should be given to sharing the files personally to the teacher’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.

• In 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 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.
  
• If you want to record the session, you have to seek the students’ permission for recording.
• Sessions in breakout rooms cannot be recorded - only session in the main room can be recorded.

• 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 students taking the exam voluntarily agree to the terms and conditions of use of this service. If the software is used, the students must be informed of and fully understand the terms and conditions as well as the privacy policy of Proctorio.
• Please look Instruction for conducting tests with Proctorio at https://sisu.ut.ee/juhendid/conducting-test-proctorio or wrtiting to eope@ut.ee.
• Students must be given an opportunity to give a voluntary, specific, informed and unambiguous consent to process their personal data.
• If a student does not agree to take an exam monitored by the Proctorio software, the university has to offer the student 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 of any requests to use Proctorio during an exam.

• The precondition of using the Proctorio software is that the students 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 sent as an image to the server.
• 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 in 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