What is an external exam?
An external exam is used to record an exam, test, or practical assignment that was completed outside your online academy. This could include, for example, an on-the-job practical exam or a certificate obtained from an exam taken several years ago.
How can I use the external exam in my online academy?
You can use the external exam in various ways, but it is especially useful in the context of qualifications. Once you’ve created a qualification, users can submit proof of qualification to show that they meet the requirements. Examples include, for example, an Emergency Response Officer training or a HACCP certification.
By linking an external exam to a qualification, users can upload supporting evidence directly to the exam.
Once an administrator or manager approves the submission, the user is marked as qualified for that qualification in your online academy.
How do I create an external exam?
The external exam is one of the learning activities you can create within your academy.
From the menu bar on the left, go to "Content".
Click on “Add”.
Choose "Exam" and then click on "External exam" as the type of learning activity.
Add the general information.
Title: Give the learning activity a title so you can easily find it in the library.
Author: By default, the academy name is used as the author name.
Study time: Here you can enter an indication of the study time.
Themes: Add at least one theme.
Skills: Add up to five skills here that you develop with this learning activity. This is optional.
Click on "Create new learning activity".
Setting the validity
In some cases, certifications expire after a certain period. This is referred to as the validity of a certificate. You can set the validity by enabling the toggle "Does the certificate have a validity period?" under the "Validity" tab, and entering both an expiration date and a reminder date.
Expiration date
The expiration date indicates how long the certificate is valid from the moment it is awarded. For example, if you set an expiration period of six months, the certificate will be valid for six months after it has been obtained. Users can remove, adjust, or add an expiration date when uploading certificates. As an administrator, you must approve or reject these changes.
Reminder date
The reminder date determines how long before the expiration date the user will receive a reminder to upload a new certificate — for example, two weeks before it expires. The user is reminded when the activity is reopened and marked with the label "Action required". This encourages users to upload a new certificate while the current one is still valid, ensuring they remain certified without interruption. Users cannot adjust the reminder date themselves.
How does the external exam work in your online academy?
The user completes an exam or practical assignment at an external (physical) location.
An administrator creates the activity (either before or after the exam takes place) and enrolls the user. Read more here about how to do this.
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 the certificate was obtained and, if needed, adjust the validity period (expiration date). After uploading the first certificate, users can still add additional certificates if needed — regardless of the approval status of earlier uploads.
At this point, the user awaits a review from an administrator or manager.
The certificate will be marked as "Certificate under review".As soon as a certificate is uploaded, the administrator or manager receives a task to review it. They can approve or reject the file, the completion date, and the validity period (if modified).
The user will then see whether their certificate has been approved or rejected.
In both cases, the user can always upload a new certificate if needed.
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.'
