What is an external exam?
An external exam is used to add an externally administered exam, test or practical assignment to your online academy. Think, for example, of a practical exam on the work floor or a certificate you received from an exam a few years ago.
How do I create an external exam?
The external exam is one of the learning activities you can create within your online academy.
Go to 'Courses' in the menu bar.
Click on 'Add'.
Choose the learning activity 'Exam' and click on 'External Exam'.
Add the general information. Fill in the title, study time, theme(s) and, if necessary, a description. Then click on 'Create new activity'.
Title. Give the external exam a title so you can easily find it in the library.
Author.
Study time. Here you can give an indication of the study time.
Themes. Add at least one theme.
Description. Here you can add additional information about the learning activity, such as its main purpose.
Skills. Add at least one skill and up to five skills.
Setting validity
In some cases, certifications expire after a certain period. This is called the validity period of a certificate. You can set the validity by turning on the slider at 'Does this certificate have a validity period?' and entering an expiration date and reminder date.
Expiration date
The expiration date indicates how long the certificate is valid from the moment of passing, for example, six months. Users can remove, modify or add the expiration date when they upload certificates. As an administrator, you must approve or disapprove these changes.
Reminder date
The reminder date determines how long before the expiration date the user receives a reminder to upload a new certificate, for example, two weeks before the expiration date. A user is reminded because the activity is reopened and labeled 'Action required.' This way, you can encourage users to upload a new certificate while the previous certificate is still valid so that they remain certified uninterrupted. Users cannot modify the reminder date.
How does the external exam work in your online academy?
The user takes an exam or practical assignment at an external (physical) location.
An administrator creates the activity (possibly after the exam) and enrolls the user in it.
Under 'Upload new certificate,' the user can upload one or more files to prove that the exam or practical assignment has been completed. On the same page, the user can indicate the date on which the certificate was obtained and optionally adjust until when the certificate is valid (expiration date). After the first certificate is uploaded, multiple certificates can be added if necessary. The assessment status of previously uploaded certificates is not important here.
The user now waits for an evaluation from the administrator or manager; the certificate receives the caption 'Certificate is being checked.'
Once the user has uploaded a certificate, the administrator or manager receives a task to evaluate it. The administrator or manager can approve or reject the file, the date the certificate was obtained, and the optionally modified validity date.
The user then sees whether the certificate has been approved or rejected. In both cases, a user can always upload a new certificate.
Approved a certificate by accident? You can correct this by revoking the certificate. When you revoke a certificate, you can add the reason for doing so. The user receives an email with the message that their certificate has been revoked and the given reason. The status of the learning activity changes from 'Completed' to 'Open.'
How can I use the external exam for my online academy?
You can use the external exam in various ways, but it can be most applicable to qualifications.
When you create a qualification, users can provide proof to demonstrate that they are qualified. This may include, for example, an Emergency Response Officer training or HACCP certification.
By adding an external exam to a qualification, a user can upload evidence to this exam by themselves. When an administrator or manager approves it, the user is qualified for the qualification in your online academy.
