Using the take-home exam master

ONLINEPRUEFUNG 30-010

What you need to know

A take-home exam/course project is a form of examination that is carried out within a defined time frame, but is not bound to time and place. In this case, the exam is "taken home" from FELIX, so to speak, and worked on outside of FELIX. Students work on one or more complex examination tasks with individual solutions. In contrast to an eKlausur@home they do not necessarily do this at the same time (asynchronous). The processing takes place within a fixed processing period (e.g. within 48 hours). This digital form of performance review is particularly suitable for complex transfer tasks as well as the creation of deliverables such as texts, sketches or other files (Excel calculation, CAD models, programming code).

To perform a take-home exam, you need an exam course in which a task course element is integrated.  To configure the exam course, you can use our copy templates (so-called "master courses"). This helpcard guides you through the entire configuration of your exam course.

Note 1 - Copy template: every semester the copy template should be copied and configured. Please do not use your own exam courses from the previous semester. This may cause you to start a new exam run with outdated courses.

Note 2 - Consent form: you can only use our exam master course if you also collect the consent form for your take-home exam with it. The required consent forms are included as FELIX test in the copy templates. Thus, FELIX automatically checks whether the necessary conditions have been agreed to or not. Without appropriate consents in the "Consent form" area, students will not have access to the other course areas and thus also not to the take-home exam!
An automatic course reminder will remind students to complete the consent form the day after they enroll in the course.

Note 3 - Authoring rights: You need authoring rights in FELIX, which you can request from us via the service desk .

As long as you use this master according to our specifications, we can also double-check before your exam is administered.

What you have to do

  1. Select the link to the appropriate master course.
    It is mandatory for you to decide whether the exam will take place with or without video recording.

    Link to the German master courses
    External link opens in a new window:with video recording
    External link opens in a new window:without video recording

    Link to the English master courses:
    External link opens in a new window:with video recording
    External link opens in a new window:without video recording

    • The decision "With or without video recording" is relevant because students must explicitly consent to video recording. In the copy template "with video recording", this declaration is integrated in the FELIX test "Declaration of consent".

    • You will not see all the blocks of the master until you have copied it for yourself.

  2. Copy the course by clicking on "Copy" under "Administration" in the upper left corner.
    Name the course with your exam date using the following scheme:
    [instructor]_[comprehensible abbreviation for course name]_[yyyy]_[mm]_[dd]_EKLK
    Example: Meyer_BWL_2018 _07_14_EKLK

    • Do not use umlauts and avoid all other special characters except (),/ \,-_. Leave the "Execution Period" setting at "None".

    • The copied master course opens in "Settings" mode.

  3. Open the course editor at the top left via "Administration" and then "Course editor".

  4. To rename the course element, enter the title that is displayed in the course in the "Title" field. If necessary, abbreviate the title in the "Title in course menu" field.
    "Save" your entries.

    • The "Title in course menu" is displayed on the left side of the structure. Since the structure is fixed to a certain width, a maximum of 25 characters is recommended.

    • Under "Insert additional information" you can enter e.g. learning objectives and instructions for learners.

  5. Click on "Enrollment" in the course structure (left).

    • The "Enrollment" course element will open.

  6. Click on the "Access" tab and there on "Depending on date".

    • Now select a time period when your students can register for your eKlausur@home.

    • "Save" your entries.

    • By "closing" the enrollment in time (e.g. 24hrs) before the start of the take-home exam you prevent unauthorised persons from enrolling unnoticed by you shortly before the start, submitting the consent form and taking part in the exam. You can manually extend the period of enrollment at any time (See FAQ Internal link opens in the same window:EPRUEFUNG-2005).

    • Be careful when entering the desired date: If you want to ensure that the consents can be uploaded up to and including 31.01., for example, then you must enter 23:59 in the time (not 00:00).

  7. Click the "Visibility" tab and adjust the dates in the text in the "Information if visible and no access" field.

    • Your students will see - outside of the set time period - that you can only enroll in the take-home exam during the time period you have given.

  8. In the "Configuration" tab, leave all the default settings.

    • An (empty) group is already stored. Leave the default setting "Sign out allowed" deactivated.

  9. Under the "Enrollment" there is a "Single Page" with the title "Exam Information". There are initial instructions for your students to complete the consent form. These can be supplemented with your exam instructions.

    • We recommend that you edit this page directly in the course view at a later time.

  10. Use the "Consent form" course element to collect consent from your students to conduct the take-home exam.

    • Check 7 working days before the exam whether all students have agreed to the consent form (see Helpcard Internal link opens in the same window:40-010). If not, please remind students that without it, participation in the online exam is not possible.

    • Consent forms should be received 7 business days prior to the exam in order to organise any substitutions that may be necessary.

  11. In the course structure (on the left), click on "Take-home exam" within "To upload" and there in the tab "Visibility".
    Adjust the date in the text suggestion in the field "Information if visible and no access" to your circumstance and save your changes.

    • Your students will then be shown when they can access the take-home exam.

    • It is already preset to be visible only if the people to be examined have enrolled in the take-home exam examinees group within the defined enrollment period. This ensures that only the people who appear in your members list can see the take-home exam task.

  12. In the "Access" tab, select the start date of your take-home exam under "Depending on date" and save your entries.

    • Thus, the tasks of the take-home exam are accessible only to the people who are enrolled and from the defined time.

    • We recommend that you do not enter an end date for the exam, as this can mean increased effort if individual people need access to the exam for longer for specific reasons. The submission period is defined in the workflow (see below).

  13. Click on the "Workflow" tab.

    • Here is defined which components your take-home exam consists of.
      The default settings include the following scenario: You distribute the assignment(s) at a fixed, defined time and there is a fixed, defined submission date. The other components such as return and feedback, sample solution and assessment are disabled in this case.

    • If you do not want to distribute the assignment via FELIX, then uncheck the option "Provide and assign assignments to participants" and click "Save" at the bottom.

  14. Define the Workflow of the task: Set a time - if desired - by which your task will be available.

    • If you set a date in the field "Assignment / Assignment only available until ...", then the assignment is only available until this date and not beyond. This means that your students must have picked up the "Assignments" by a certain date, otherwise they will no longer be available.
      By entering a date at this point, you can ensure that the time frame you have defined is at least formally adhered to and that students pick up assignments by the deadline. If you do this, clearly communicate the fact that the assignments are only available until a certain date to your students.

    • Be careful when entering the desired date: if you want to ensure that the tasks must be picked up by 31.01. inclusive, for example, then you must enter 23:59 in the time (not 00:00).

    • However, the tasks cannot be picked up until the time window defined in step 12 is open.

  15. Define the workflow of the submission (the end of the exam, so to speak): define by what time the submission of the solution(s) must be done.

    • Be careful when entering the desired date: if you want to ensure that the solutions can be uploaded up to and including 31.01., for example, then you must enter 23:59 in the time (not 00:00).

  16. Click in the "Task" tab and upload the task(s) to be edited here. Configure the task according to your needs.

    • If your task has not yet been completed, leave the task empty. In this case, the course element is not yet published, but the structure element "To upload" is still visible.

    • Type of assignment: "Automatic assignment of a task" is already preset here. Leave this default setting.

    • Method of task distribution: the default setting here is that a task is assigned to several users. If you have prepared a separate task for each test item, then you must switch here to "Task is assigned to exactly one user / group".

    • Warning: only change the default setting for "Method of task distribution" to "Task is assigned to exactly one user / group" if you have prepared as many task settings as there are test items. For example, if you have prepared three tasks for 30 test items, leave the default setting. Otherwise FELIX cannot assign a task to each examinee.

    • Message to users: here you can - if desired - place editing notes for your students.

  17. Click in the "Submit" tab and configure the submission according to your needs. Save your entries.

    • The configuration of the submission is preset so that students can upload documents. FELIX basically also allows texts to be created directly in the assignment with the Open-Olat text editor (or with OnlyOffice: Word, Excel, PowerPoint). However, this option is "disabled".
      For the maximum number of documents, leave the default that it is unlimited.
      It is also set up for the students to receive a confirmation of submission.

  18. Below the "To submission" structure element you will find a forum that you can make available to students for questions (before) or during the exam. If you want to open the forum dependent on date (e.g. only during the take-home exam), you can configure date-dependency in the "Access" tab. Otherwise, leave the settings as they are.

    • If you do not want to use this forum, block it for students in the "Visibility" tab.

  19. Publish your changes by clicking on the red cross (top right). Select the "Yes, automatically" option to publish the change.

  20. Define sharing: Select the "Settings" under "Administration" and click on the "Sharing" tab. There, select the option "Open" for "Access for participants of the organisation". Furthermore, select the option "Never" for "Participants can leave by themselves". Save your changes.

    • Your course will then be freely accessible to students. However, this only takes effect when you later (for example, after we have double-checked) also set the status of the course to "Published".
      The exam will only become accessible at the set time.

  21. Close the administration with the red cross (top right).

  22. To edit the "Information about the exam" page, click (in the course view) on the element on the left. You can edit the page, with the pencil icon (right).

  23. If you want to use the forum, move the slider in the forum top right behind "Changes" to "On". This way you will be notified from FELIX as soon as a question is posted in this forum.

    • Write a welcome post and make it clear there how you will use the forum for your students.

  24. If you want to have your exam course double-checked by the Learning Services department before publishing, fill in the "Take-home master ready" email in the email templates (on the left side of the structure) with the appropriate information and click "Send" (at least 5 days before the exam is due).

    • If necessary, first close the course editor by clicking on the red cross in the upper right corner. The email templates are located in the course view.

  25. Publish the status of the course: before you send the course link to your students, you must publish the course. It is best to do this after the course has been checked by us.
    To do this, select the "Published" option above "Status" in your course.

  26. If enrollment is already active, send the course link to your students asking them to enroll in the take-home exam course , and to submit the consent form by the deadline (no later than 7 business days before the exam is scheduled).

    • You can find the link to the course when you click on "Course Info" (light bulb) in the top center.
      At the bottom of the screen under "External Link" you will find the direct link to this course.

  27. If necessary, enter other persons who should have access to the master or later to the exam results as co-owners.

    • Click on "Members management" at the top under "Administration" and then on the "Add Member" button at the top. Search for the corresponding person and enter him/her as "Owner" in the master course as well.

  28. After the exam:

    • Prevent students from still having access to this exam course afterwards by resetting the status (above) to "Preparation".

    • Archiving: please inform us via the email template in your examination course if you require archiving (you will find this under "Email formulation" > "Archiving"). To ensure that the correction made in FELIX can also be archived, you should request archiving from us promptly after correction.
      We can only archive for you if this request reaches us no later than one week after the official end of the exam period.

  29. Tip: the view of a course owner differs from that of a course participant. If you want to simulate the participant view, follow Helpcard Internal link opens in a new window:10-021.

Problems or questions?

ZLL | Learning Services
Your contact for innovative teaching

FU C1.10 | VS C1.01 | TUT A3.04

Contact us at the following number 07723 920 1382 or log a support request under "FELIX" at servicedesk.hs-furtwangen.de.