Proctored Online Exams: What Candidates Need to Know Before Taking an Exam on Nexam

This FAQ answers the most common questions candidates may have when they are asked to take a proctored online exam on Nexam.

More and more organizations use secure platforms to administer proctored online exams in order to ensure fair and reliable evaluations. Nexam allows candidates to take their exams remotely or in person in a structured and secure environment.

If your organization uses Nexam to administer an exam, it’s normal to have questions, especially about exam monitoring, the use of a webcam or microphone, screen recording, and how your personal information is protected.

This page answers the most frequently asked questions from candidates who need to take an exam on Nexam. It explains how exam monitoring works, how personal data is protected, and what measures are in place to ensure a secure and fair testing process.

Key Takeaways

Some organizations use monitoring measures during exams to help protect fairness in the evaluation process.

Depending on the settings chosen by the organization administering the exam, this may include:

• candidate identity verification
• screen recording
• webcam recording
• microphone recording during the exam session

Candidates must allow access to the required elements (screen, camera, or microphone) and the use of these features before the exam begins in Nexam. When biometric methods are used within the platform, explicit prior consent is requested from the candidate.

These measures may be used in certain exams to ensure a fair testing environment for all candidates. The data collected is protected and stored for a limited period in accordance with applicable privacy and data protection regulations.

The sections below answer the most common questions candidates have about exam monitoring, data privacy, and how the Nexam platform works.

Section 1 – Understanding Exams on Nexam

Why does my organization use Nexam to administer exams?

Organizations use Nexam to administer exams securely and ensure fair evaluations.

Nexam is an online exam platform that allows organizations to design, administer, and grade assessments in a digital environment. Depending on the organization’s needs, the platform may also include monitoring features designed to protect academic integrity during exams.

Using Nexam allows organizations to:

• provide a structured and secure exam environment

• ensure that all candidates are evaluated under comparable conditions

• simplify exam administration and grading

• provide feedback to candidates more easily

• reduce the risk of unauthorized tools being used during exams

These features allow organizations to manage their assessments more efficiently while maintaining high evaluation standards.

Is my personal data secure?

Protecting personal information is a priority for Nexam Solution.

The platform implements security measures designed to protect the data used during exams and restrict access to collected information. Nexam’s security practices are aligned with the requirements of the ISO 27001:2022 standard, an internationally recognized framework for information security management.

Only the data necessary for conducting and administering the exam is collected.

Information gathered during an exam is used solely for exam administration purposes, for example to review the exam session or allow instructors to grade submissions. Data is not sold and is not used for any other purposes.

Access to data is limited to individuals authorized by the organization responsible for the exam.

To learn more about how personal information is protected, you can consult Nexam’s privacy policy.

Does Nexam comply with privacy laws?

The Nexam platform is designed to comply with applicable privacy laws.

In Quebec, the platform notably takes into account the requirements of Law 25, which governs the protection of personal information and requires strict measures regarding data security, data management, and transparency.

Organizations that use Nexam remain responsible for administering their exams and managing the personal information related to their candidates.

In this context, the organization acts as the data controller, meaning it determines the purposes and means of processing personal data. Nexam acts as a data processor, providing the technology platform used to administer exams and processing personal information only according to the organization’s instructions.

For more details about how personal information is handled, you can consult Nexam’s privacy policy.

Section 2 – Exam Monitoring

Is my screen recorded during the exam?

The screen used during the exam may be recorded if the organization administering the exam determines that this measure is necessary to ensure the proper conduct of the evaluation.

Before the exam begins, candidates must allow access to the required elements (screen, camera, or microphone if these features are used).

Screen recording helps verify that only authorized tools are used during the exam. Recordings are accessible only to individuals authorized by the organization responsible for the exam.

Is my camera used during the exam?

The webcam may be used if the organization administering the exam determines that this is necessary to ensure the proper conduct of the exam session.

As with other features, access to the webcam must be authorized by the candidate before the exam begins.

It is used to verify that exam conditions comply with the rules established by the organization. In some cases, it may also be used to confirm the candidate’s identity.

Is the microphone recorded during the exam?

The microphone may be used if the organization administering the exam determines that this is necessary to ensure the proper conduct of the exam.

As with other features, access to the microphone must be authorized by the candidate before the exam begins.

If this option is enabled, sounds captured by the microphone may be recorded during the exam to verify that exam conditions comply with the organization’s rules.

Can Nexam see everything on my computer?

No. Nexam does not access personal files or documents stored on your computer.

Depending on the exam settings, the platform may record certain elements related to the exam session, such as the screen used during the exam, the webcam, or the microphone.

These recordings are used only to verify that the exam is conducted according to the rules established by the organization administering the exam.

What happens if I leave the platform during the exam?

During an exam, certain actions may be automatically detected by the Nexam platform.

For example, leaving the secure Nexam environment or using unauthorized tools may be flagged as an anomaly.

These events are recorded so the organization administering the exam can review the session and apply the rules it has established.

Can I be accused of cheating by mistake?

Monitoring systems may detect unusual situations during an exam, such as leaving the exam environment or using unauthorized tools.

These situations are flagged as anomalies but do not automatically constitute an accusation of cheating.

The organization responsible for the exam performs a human review of the recorded information before making any decision regarding the exam session.

Does monitoring continue after the exam ends?

No. Recordings made as part of exam monitoring are linked only to the exam session.

Once the exam is completed and the submission is finalized, screen, webcam, and microphone recording stops.

Section 3 – Data Management and Exam Rules

Who can view the monitoring recordings?

Recordings made during an exam are accessible only to individuals authorized by the organization administering the exam.

This may include exam administrators or individuals responsible for reviewing exam sessions.

Access to recordings is limited to what is necessary for exam administration and enforcing the organization’s rules.

How long are recordings kept?

Monitoring data is stored for a limited period on secure servers located in Canada.

For the majority of organizations using Nexam, monitoring recordings are kept for approximately 30 days. However, the exact retention period may vary depending on the parameters set by the organization administering the exam.

To learn more about data retention, consult:
https://help.nexam.io/en/articles/11805296-data-retention-in-nexam

Is monitoring mandatory to take an exam on Nexam?

Monitoring measures used during an exam are determined by the organization administering the exam.

Organizations choose Nexam as a platform to administer their exams. Depending on the parameters established for their evaluations, certain features may be activated, such as screen recording, webcam recording, or microphone recording.

Organizations are normally required to inform candidates in advance about the conditions under which the exam will take place, including any monitoring measures that may be used, and to provide alternative measures or accommodations when necessary according to their policies.

How can I prepare to take my exam on Nexam?

Before your exam, it is recommended to check your equipment and workspace to avoid technical issues during the exam.

Consult our guide Final checks before an online exam, which outlines the main steps to prepare your computer, verify your internet connection, and ensure your camera and screen sharing are working properly.