Subject: IMPORTANT: New Arrangements/ Measures in Online Examinations and Mock Examinations

Dear MSc(CompSc) and MSc(ECom&IComp) students,

Referring to the email messages sent to all students from the Examination Office previously on 8 April and 10 April, you are reminded the following important issues:

Registration on OLEX

- You must register on OLEX (https://olex.hku.hk/exam/register.html) no later than 22 April.

 

New Arrangement/Measures in Online Examinations

- Students should read the guides/instructions for detailed arrangements about the online examinations in May 2021
  Instructions to Candidates for Online Examinations: http://www.exam.hku.hk/pdf/instructions2candidates_online_exams.pdf
  Advice for Taking Proctored Exams via the OLEX System and the OLEX-Moodle: https://intraweb.hku.hk/reserved_1/tlearn/guidelines/Advice_for_Taking_Proctored_Exams_via_the_OLEX_System_and_the_OLEX.pdf
  Step-by-Step User Guide for Students Using OLEX: https://its.hku.hk/olex/user-guide

- To summarize, students are required to use two devices with cameras to join the Zoom meetings as follows:

   (i) Laptop / Desktop computer
with camera and mic.
    - You need to join the Zoom Invigilation session with this computer with video and speaker on (like semester 1).
    - In addition, you also need to join another Zoom Desktop Sharing session with this computer with microphone on.
    - You can only use this computer to do all of your work, e.g. access exam paper, browse course materials and references for open examinations, communicate with the invigilator only (via the Chat feature of the Zoom Invigilation session), submit your answer
    - It should only have ONE monitor. Two or more monitors are not allowed.

   (ii) Mobile phone with camera
    - You are also required to join the Zoom Invigilation session with a mobile phone with camera capturing your working environment from either your left or right side.
    - Third device is only allowed for scanning hand-written answers after the end of the examination (during the grace period).
    - There will only be 15-minute Grace Period for Answer File Submission. Students are not allowed to leave the Zoom meetings during the grace period.
    - Recording of your Zoom Desktop Sharing Session are required. Make sure your laptop/desktop computer have sufficient storage.
 

Briefing Session and Demonstration for students

- If you’ve missed the training on 13 & 14 April, please download the PowerPoint and view the recorded video at https://its.hku.hk/olex/introductory_sessions.

- A trimmed version of the demonstration for students (7-8 minutes) and record as stand-alone video can be found at
https://lecturecapture.hku.hk/Panopto/Pages/Viewer.aspx?id=198b5fab-ffbf-44a8-88da-ad0e00b5fb59
 

Mandatory Mock Examination

- Mock examinations will be scheduled from 3 May to 8 May for all students to familiarize themselves with the examination arrangements and to undertake equipment testing. All students are required to attend EVERY mock examination for the courses they will take.

- The Examination Office will inform you about the details in these few days.
 

Specific Requirement of Each Course

- Please refer to the examination timetable (http://www.exam.hku.hk/ -> “University Examinations & Examination Timetables” -> “OLEX Mock Examination Timetables) for specific requirements of the examination in each course (e.g. use of calculator, open book, etc.)

- The following examinations require students to hand-write their answers on paper only:
COMP7103, COMP7305, COMP7405, COMP7408, COMP7606/DASC7606, COMP7801, COMP7901, ECOM6004, ECOM6023    (revised on 29 April, 2 May & 13 May)
Students need to scan their answer with 3rd device at the end of the examination.

- ECOM6016 and COMP7904 will be 24-hr take home examinations using the Assignment submission feature on the course Moodle website. There will be no invigilation.

- Further details will be posted on course Moodle before the examinations.
 

If you anticipate that online invigilation is not feasible at your own place due to poor network connectivity or any other constraint, you should apply for a special arrangement with the Examinations Office via (https://www.cprb.hku.hk/studentforms/) on or before 26 April, 2021. Alternative arrangement such as provision of examination venue in the campus can be granted if there is solid ground supporting the application. All applications will be considered on a case-by-case basis.

If you have any questions about the general examination arrangements, please email at olex@hku.hk. For technical support, you may contact ITS at olexhelp@hku.hk.


Regards,
MSc Programme Office, HKUCS
20 April 2021


Date:  10 April 2021

Important message from Examination Office

Dear colleagues & students

In view of the current situation of the COVID-19 pandemic, the University has made further modifications to the Online Examination System (OLEX) and the OLEX-Moodle platform for holding proctored online examinations.

To enhance the integrity of our online examinations, significant changes have been made to the process of examination invigilation. From May 3 to May 8, mock examinations will be scheduled for all examination personnel and students to familiarize themselves with the examination arrangements and to undertake equipment testing. All invigilators and students are required to attend EVERY mock examination for the courses they will invigilate or take.

The mock examinations will provide a full-scale experience of online examinations for both staff and students. Departments can keep the attendance record as a reference to check whether the best efforts have been made by all students taking online examinations. Also, camera settings and display name can be agreed in advance. Technical problems, including using Zoom and OLEX/OLEX-Moodle login, will then be minimalized during the actual online examinations.

You may access the OLEX system, the drill site and the mock examination site via the following links. Please refer to the Annex of the Instructions to Candidates Sitting Online Examinations (http://www.exam.hku.hk/pdf/instructions2candidates_online_exams.pdf) and the guideline (https://intraweb.hku.hk/reserved_1/tlearn/guidelines/Advice_for_Taking_Proctored_Exams_via_the_OLEX_System_and_the_OLEX.pdf) issued by TeLi for details of the required equipment and environment for an online examination.

...
 

Student Platforms

1. OLEX Exam Site:
    (a) https://olex.hku.hk/exam/hku-exam or
    (b) https://124.71.11.233:8071/exam/hku-exam for connection in Mainland China
 

2. OLEX Drill Site:
    (a) https://drill-olex.hku.hk/exam/drill.html or
    (b) https://124.71.11.233:8073/exam/drill.html for connection in Mainland China
 

3. OLEX Mock Exam Site:
    (a) https://mock-olex.hku.hk/exam/hku-exam or
    (b) https://124.71.11.233:8075/exam/hku-exam for connection in Mainland China

If you have any questions regarding our mock examinations, please contact the Examinations Office at olex@hku.hk or Information Technology Services at olexhelp@hku.hk. Thank you.


Professor Ian Holliday
Vice-President (Teaching and Learning)


Date: 8 April 2021
 

Dear Students,

Starting from December 2019, online examination has become a crucial means for conducting examination when in-person examination is not possible to be arranged. With a view to upholding the fairness and integrity of the examinations, the examination arrangements are reviewed from time to time. We are now writing to provide you with detailed arrangements about the online examinations to be held at the end of this semester.

NEW ARRANGEMENTS/MEASURES IN ONLINE EXAMINATIONS

Two Devices & Two Zoom Meetings

1. Online examinations will be held on either the OLEX or OLEX-Moodle platform during the period May 10 to 29, 2021. Two Zoom meetings (i.e. the Zoom Invigilation session and the Desktop-sharing session) will be arranged for each student.

(a) Students are required to join the Zoom Invigilation session with their desktop/ laptop computer attempting the examination for live proctoring by an invigilator and communication with the invigilator and also with their mobile phone for capturing their working environment.

(b) Students are at the same time required to join the Desktop-sharing session, as scheduled by the University on their behalf, with their same working computer to share the complete desktop screen with the invigilator and also record it throughout the examination. The Desktop-sharing session shall be recorded onto their computer and then uploaded to their OneDrive/ Google Drive. They shall arrange, within the designated timeframe after the examination (i.e. within 6 hours after the examination end time for examinations starting before 6:30 pm, or within 12 hours after the examination end time for examinations starting at or after 6:30 pm), to share, via OLEX, the location of their local recording on OneDrive/ Google Drive with the examiners, invigilators, and authorized staff of the University, for the purposes of verification of the student’s identity, checking of examination environment, handling of irregularities in the examination, or any related purposes for upholding the fairness and integrity of the examination.

Please refer to the corresponding guides/instructions for detailed arrangements about the online examinations in May 2021:

(i) Instructions to Candidates for Online Examinations (http://www.exam.hku.hk/pdf/instructions2candidates_online_exams.pdf);
(ii) Advice for Taking Proctored Exams via the OLEX System and the OLEX-Moodle (https://intraweb.hku.hk/reserved_1/tlearn/guidelines/Advice_for_Taking_Proctored_Exams_via_the_OLEX_System_and_the_OLEX.pdf);
(iii) Step-by-Step User Guide for Students Using OLEX (https://its.hku.hk/olex/user-guide)
 

15-minute Grace Period for Answer File Submission

2. For examinations via OLEX and OLEX-Moodle Assignment, there is in general a grace period of 15 minutes after the end time of the examinations for students to upload their answer file to the examination platform. For examinations in which the examiner prescribes a different length of grace period, such information is specified in the special notes of the examinations concerned in the online examination timetables. Please note that no student can leave the Zoom meetings during the grace period.
 

WHAT YOU SHOULD DO BEFORE THE EXAMINATION

Both the OLEX and OLEX-Moodle platforms are accessible via the same OLEX Main Page. Before you can access this Main Page and the platforms, you must register on OLEX (https://olex.hku.hk/exam/register.html). You should complete the registration within the registration period (i.e. April 9 to 16, 2021), or else you will not be able to access the OLEX Main Page or these platforms.

After you have registered for the OLEX system, you can practise the online examinations at the drill site (https://drill-olex.hku.hk/exam/drill.html) or (https://124.71.11.233:8073/exam/drill.html) (for connection in Mainland China) from Wednesday, 14 April 2021 till 21:00, Thursday, 27 May 2021.

You should also download the latest version of Zoom onto both your desktop/ laptop computer and mobile phone and login once at (https://hku.zoom.us) on or before April 16, 2021 with your HKU Portal UID/PIN to change your Display Name in the Profile:

First Name : Please enter your full name as shown on the HKU University ID card.
Last Name : Please enter "_".

All students taking online examinations are required to take part in the mandatory mock examinations, to be held during the period Monday, May 3 to Saturday, May 8, 2021, so that you can familiarize yourself with the examination arrangements and for equipment testing before the actual examination. The duration of each mock examination session is 50 minutes only. Please visit the timetables of the mock examinations via (http://www.exam.hku.hk/) -> “University Examinations & Examination Timetables” -> “OLEX Mock Examination Timetables” from April 21, 2021 onwards and attend the examinations accordingly.

If you anticipate that online invigilation is not feasible at your own place due to poor network connectivity or any other constraint, you should apply for a special arrangement with the Examinations Office via (https://cprb.hku.hk/studentforms/) on or before April 26, 2021. Alternative arrangement such as provision of examination venue in the campus can be granted if there is solid ground supporting the application. All applications will be considered on a case-by-case basis.
 

BRIEFING SESSIONS FOR ONLINE EXAMINATION

You are encouraged to attend one of the following identical briefing sessions, to be jointly conducted by the Information Technology Services (ITS) and the Examinations Office, to help you prepare for the online examinations.

Introductory Session on Online Exam Platforms (OLEX & OLEX-Moodle)
Date: 14 April 2021
Time: 2:30 pm - 5:30 pm
Venue: KB223
Quota: 100

Venue: Via Zoom Meeting ID and Password will be provided one day before the training
Quota: 990

Introductory Session on Online Exam Platforms (OLEX & OLEX-Moodle)
Date: 15 April 2021
Time: 9:30 pm - 12:30 pm

Venue: MWT1
Quota: 140

Venue: Via Zoom Meeting ID and Password will be provided one day before the training
Quota: 990

If you have any questions about the examination arrangements, please email us at olex@hku.hk. For technical support, you may contact ITS at olexhelp@hku.hk.

Best Regards
Judy Cheung
Examinations Secretary

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