Online examinations with UniWise - WISEflow

Screenshot WISEflow
Screenshot

Against the background of the corona pandemic, the University of Erfurt has decided to hold examinations in the summer semester 2020 – and beyond if necessary – as online examinations.

This will be based on the Corona Mantel Act passed by the Thuringian state parliament and a statute based on it, which enables and regulates the implementation of modified examination formats. After a data protection follow-up assessment, the university acquired a license for the examination software WISEflow from the provider UniWise in the summer semester.

This means that both the legal and technical requirements for electronic examinations will be available from 13 July 2020. The focus will be on the electronically conducted distance exams, which will enable students to write their exams under supervision at home if they have a computer with webcam and a stable Internet connection. However, both the submission of written papers via WISEflow and the conduct of oral distance examinations can be realized with WISEflow.

FAQ

Who can use the software for examinations at the University of Erfurt?

WISEflow is available to all students and lecturers at the University of Erfurt. Lecturers whose university e-mail address and university account is activated via ELVIS can also use it. The following link will take you directly to the login to the WISEflow portal: http://de.wiseflow.net/uni-erfurt.You can then log in with the eduGAIN_Verfahren and will be forwarded to the shiboleth portal of the University of Erfurt. The login procedure is then the usual one. If employees who are not teaching staff also require WISEflow access, you can inform us by sending an e-mail to vpsul@uni-erfurt.de.

What possibilities does WISEflow offer me as a lecturer?

You can create exams, rate tasks and collect them on a single platform at any time and directly in the browser. With the Authoring Module, you can create interactive tests and exams, and you can activate video, audio, and helper applications in each question if you wish.

In the Assessment Module, you can read all submissions, comment on them, and give direct feedback on all submissions wherever and whenever you want. All you need is a computer or tablet with a web browser to manage the exams electronically.

With the electronic exam administration module, you can not only manage and set up digital exam processes, but also register students and automate the distribution of assignments and paper archiving.

What opportunities does WISEflow offer me as a student?

With WISEflow, you can participate in paperless examinations in which tasks are distributed and papers are submitted digitally on the same platform. Everything is managed in an easy-to-use interface that gives you a good overview of the entire examination process.

You can use your own computer or tablet for all examinations. Students with disabilities can use their usual supporting software such as magnifying glasses and screen readers. This ensures equal treatment in the exam environment.

Your paper is automatically backed up. So you don't have to worry about a sudden power outage or forget to click Save before closing the document. WISEflow saves your work five times a minute and ensures that a local file is always available in the event of a network failure.

It is your own responsibility to make sure that your computer’s set-up and internet connection are compatible with remote automated proctoring(facial recognition). You should test your equipment and connection well in advance of your exam and preferably in the same location from where you expect to conduct the actual exam or assessment. You also have to ensure that your own computer has all security patches installed.

How do I access the exam platform?

The University has set up a so-called Quicklink (top right) on the home page of its website, which takes you directly to UniWise at this address https://europe.wiseflow.net/login/de/uni-erfurt.

What do I as a student have to consider if I want to use the exam software?

The device you want to use for the test should be up to date: All operating system and program updates should be installed.

Test your device in conjunction with WISEflow: If everything works as it should, the camera will also work in the LockdownBrowser. Do not perform this test just before testing.

Familiarize yourself with the various tools in WISEflow: try out the various functionalities in trial or test sessions.

You should prevent analysis by GoogleAnalytics by installing the Google BrowserPlugin for opting out: https://tools.google.com/dlpage/gaoptout?hl=de.

Online remote testing with face recognition: The use of deceptive AI or facial AI, such as Deepfake, is not permitted and is considered an attempt at deception. However, technologies to blur your background are allowed. Alternatively, please ensure that you write the exam against a neutral background and if possible in a separate, quiet room.

Where can I find more detailed information on examination software?

For lecturers the university's "Taskforce Digital Teaching" has provided a topic block with all relevant notes, information and documents for the electronic examinations in the moodle room "Online-Lehre-Sommer-2020" (OLS2020) and is available for your questions.

In the course of the software introduction, workshops for lecturers were also held, which provided an overview of how to use the tool. For all those who missed them, the workshops were recorded and are now available in the moodle room OLS2020.

Students please use the forum in the moodle room UEDiStu for their questions.

Access to moodle room

Does the university provide laptops for the examinations?

If you do not have the appropriate hardware available for your exam, please contact the University Computer and Media Center. They have some equipment available for loan.

Where can I get help with questions and problems?

For lecturerers the Taskforce for Digital Teaching at the University of Erfurt has set up a telephone hotline which can be contacted Monday to Thursday from 11 a.m. to 2 p.m. on +49 361/737-5055. A Webex room is also available during this time at https://uni-erfurt.webex.com/meet/support.digitalelehre. (Attention: When entering the Webex room you will first be in the lobby. If necessary, please wait until you are unlocked.)

Students please use the forum in the moodle room UEDiStu for their questions.

Has the use of the software been checked for data protection?

Yes, the university has arranged for a corresponding Privacy Impact Assesssment (PIA) and submitted it to the Thuringian State Commissioner for Data Protection and Freedom of Information. From the university's point of view, the software is legally compliant. All data collected is necessary for the performance of the tests and is limited to the minimum necessary to ensure that only authorized persons have access to the system and the roles assigned to them in the system by the administrators and supporters.

Note: We have received feedback from students that they found the content of the privacy policy, which has to be agreed upon the first time they access WISEflow, sometimes is not easy to understand and confusing. The specific privacy policy of the University of Erfurt can now be found both on this website and in the moodle room UEDiStu.

Specific Privacy policy on use UniWise - WISEflow(German only)

On what legal basis is the data processing carried out?

The processing of data is based on the following laws, regulations and statutes:

- Art. 6 Abs. 1 lit. e GDPR in Verbindung mit § 11 ThürHG
- for biometrical data: Art. 9 Abs. 2 lit. g GDPR
- Thuringian law on the implementation of necessary measures in connection with the corona pandemic (Thür-CorPanG) of 11.06.2020, here § 6 of the Thuringian law on the mitigation of the consequences of the corona pandemic in the university sector (Thüringer Gesetz zur Umsetzung erforderlicher Maßnahmen im Zusammenhang mit der Corona-Pandemie (Thür-CorPanG), § 6 des Thüringer Gesetzes zur Abmilderung der Folgen der Corona-Pandemie im Hochschulbereich)
- Statute of the University of Erfurt for the extension and modification of the examination forms and forms of courses in examination and study regulations due to restrictions caused by the corona pandemic of 30.06.2020 (Satzung der Universität Erfurt zur Erweiterung und Änderung der Prüfungsformen und Formen von Lehrveranstaltungen in Prüfungs- und Studienordnungen aufgrund von Einschränkungen durch die Corona-Pandemie)
- Thuringian Higher Education Act (ThürHG) of 10.05.2018 (Thüringer Hochschulgesetz / ThürHG)
- Bachelor framework examination regulations in the version of 09.02.2012 (Bachelor-Rahmenprüfungsordnung)
- Master Framework Examination Regulations as amended on 23.06.2010 (Master-Rahmenprüfungsordnung)
- Master of Education Framework Examination Regulations in the version of 12. 02.2012 (aster of Education-Rahmenprüfungsordnung)

Privacy policy on use UniWise - WISEflow(German only)

What data is collected when using the exam software?

Through the University of Erfurt:

For registration via Shibboleth are transmitted:

  • name, first name;
  • e-mail address;
  • Shibboleth account name (downloaded from the university's user administration system)
  • and the role assignment associated with the account (assigned by the administrators).

The following data is processed in Wiseflow by teachers and employees:

  • name, first name;
  • university e-mail address;
  • Shibboleth account name;
  • unique system identifier;
  • role assignments in the system;
  • exam questions;
  • logging data;
  • comments and assessments of the examination performances.

The personal data of employees logged when using WISEflow are only checked within the scope of this data protection declaration; in this respect, a behavioral check is carried out. They are subject to the purpose limitation of this declaration and the relevant data protection regulations. Any performance and behavioral checks going beyond this are not permitted.

The following data of students are processed in WISEflow:

  •  name, first name;
  •  university e-mail address;
  •  Shibboleth account name;
  •  unique system identifier;
  •  role assignments in the system;
  •  photo of the face from which the biometric facial data is extracted, which serves as a reference for the automated photoproctoring system;
  •  examination results;
  •  comments and evaluations of the examiners on the exam performances;
  •  photos that are taken during monitored online exams during the automated proctoring for biometric face recognition;
  •  for monitored online exams, similarity values that correspond to the photos of the monitored online exams

Note on facial recognition with biometric data:
Automated facial recognition is used to identify students and reduce deception when conducting off-campus exams. In order to ensure high acceptance by lecturers and students, technical measures must be implemented to ensure this. To identify the examinee, a reference photo is taken when the examinee first registers for an exam with face recognition. This is stored on Wiseflow servers. Using Amazon Face Recognition, biometric values are determined from it. The accuracy of the values is limited to a medium level for reasons of data economy. During the test, photos of the test object are taken at irregular intervals and a specific value is calculated by means of an algorithmic comparison with the reference data. If the value is low, the initial suspicion of a deception attempt is obvious. All photos except the reference photo are deleted after six months at the latest. The intention is to shorten the deletion period to a period immediately after evaluation. Only the suspected cases would then be stored for a longer period until clarification (legal basis is Art. 9 para. 2 lit. g) DSGVO).

The use of deceptive AI or facial AI, such as Deepfake, is not permitted and is considered an attempt at deception. However, you are entitled to use technologies to blur your background in order to reduce the processing of information that is not relevant. Alternatively, please ensure that you write the exam against a neutral background and if possible in a separate, quiet room.

Privacy policy on use UniWise - WISEflow(German only)

How long will my data be stored?

The data for identity management and access control is stored for as long as the person concerned is a member or relative of the University of Erfurt. At the beginning of the following semester, this data is deleted during the semi-annual comparison for exmatriculated students, staff who have left the university and lecturers who have not been given a new teaching position.

The examination performances including the assessments by the examiners are deleted five years after their performance.

The data for facial recognition (progress photos during the examinations and corresponding similarity values) are deleted six months after the examination date.

The reference photo is deleted together with the registration data no later than six months after de-registration.

Logging data is regularly deleted (after 1 year at the latest).

Privacy policy on use UniWise - WISEflow(German only)

How will I be informed about the processing of my data?

The university management provides information on the introduction of the new system by means of a circular letter and on the intranet. You will also be informed upon admission to the examination system.

The correction of incorrect identification data can be requested from the data controller (vpsul@uni-erfurt.de). Examination performances cannot be changed after the examination has been completed. Comments and evaluations cannot be changed after the grading has been completed. The data will be deleted after the retention period stipulated in the Corona Statutes and the examination regulations. The University of Erfurt's privacy policy provides specific information on this.

Are students obliged to take the online exams (from home)?

If students are concerned about the security of their data connection at home, it is possible to take the online exam on the premises of the university and, if necessary, on university equipment. If students have fundamental doubts, they can write the exam at a later date when the pandemic restrictions have been lifted.

There are various possibilities for students to take part in the so-called distance exams:
1. You write the distance exam on WISEflow with face recognition from home.
This does not result in any special registration activities for you. The teachers assign you to the exam via WISEflow and you will be notified by e-mail.

2. You write the distance exam via WISEflow with face recognition on campus.
During the examination weeks (13.7. to 25.7.2020) the sports hall is available for this purpose without prior registration from 8 a.m. to 8 p.m. with 99 seats and guarded entrance and exit. You cannot register for a place. Please arrive in front of the sports hall about 20 minutes before the start of the exams. Security guards in front of and inside the gym will make sure that the Corona rules are observed and that you sign a list of attendance. These security guards cannot answer any questions about the exams or WISEflow. If, contrary to expectations, the 99 places are not sufficient, You can ask in the computer center (phone: 0361/737-5454) whether free places in the computer pools can still be used.

3. You write the online exam without face recognition under supervision on campus.
This form of examination takes place in the room assigned to the course in the course catalogue. The lecturer must be aware of this, as places are very limited.

4. You write the distance exam via WISEflow with face recognition on campus with a computer of the University of Erfurt in the pool rooms of the computer center.
There are 30 seats available for this purpose from 8 am to 8 pm in the computer centre. Registration must be made as early as possible, but no later than one working day before the examination, by sending an e-mail to rz@uni-erfurt.de. You will receive an e-mail confirmation of your reservation as soon as possible. The telephone number of the Service Desk is 0361/737-5454. On the day of the exam, please register for your reservation at the service desk of the URMZ in the KIZ room 0.11 about 20 minutes before the exam. Disinfectants are available on site for your use. The supervisory staff will make sure that the Corona rules are observed and that you sign a list of attendance. This personnel cannot answer any questions about the exams or WISEflow.