Appendix 4 A: Guidelines for Invigilators

The exam room servers and the examination network have been installed and tested:

• The school has installed and updated the exam room servers to comply with the versions specified by MEB. MEB announces the version information one month before the first examination day. The servers are installed using the school’s installation code, which the principal receives via the examination service (koe.ylioppilastutkinto.fi).
• The school has built the examination network in accordance with MEB regulations and guidelines (see Appendix 1: Technical arrangements of the exam room). The school has carried out technical testing of the servers used in the tests. If the school has permission to use a wireless examination network in the matriculation examination, it has carried out the checks specified in the permission decision.
• The school has connected the servers into a server cluster.

The MEB connection has been opened for the server cluster:

• The school has opened the MEB connection for the server cluster. Through this connection, data such as candidates’ enrolment information is transferred to the servers.
• The principal may authorise one or more persons to open the MEB connection. The authorisation is granted by the principal in the MEB examination service.
• If candidates from more than one general upper secondary school are present in the same exam room, the authorisation is granted by the principal of the school that has provided the installation code for installing the servers. The safest approach is to use only one installation code and authorisation in the premises.
• The person authorised by the principal opens the MEB connection from the server’s invigilator view. Opening the connection requires strong authentication.
• The MEB connection is opened from one server in the cluster. This opens the connection for all servers in the cluster.
• The MEB connection used in the matriculation examination remains open for 90 days after the connection has been opened.

Candidate applications:

• The school has informed candidates of the candidate application version information specified by MEB for the examination round.
• The school has updated the candidate applications on the candidate computers under its administration to the versions specified by MEB.
• The school has updated any operating systems on backup computers to versions maintained by the operating system manufacturer. The candidate applications on the backup computers must also be updated to the versions specified by MEB.
• The school has created the required number of candidate drives. The number of candidate drives must be sufficient also for those who retake tests or supplement their examination. The version of the candidate drive specified by MEB must be written to the candidate drive.
• MEB announces the version information one month before the first examination day.

Plan for the use of the server cluster:

The school may, if it so wishes, use all examination network servers for conducting the examination. In a cluster of two or more servers, candidates can be distributed evenly across the servers, minimising the load on any single server. 

Alternatively, the school may keep one server in the cluster unused as a “standby” server.

• The general upper secondary school has planned how candidates will be distributed among the servers in the server cluster.
• The general upper secondary school has prepared to instruct candidates arriving in the exam room on their server address, for example based on the exam room layout or seating plan.

• This instruction must be available in every exam room, either in printed form or electronically.
• The school has started all servers used in the exam room server cluster. The school has opened the invigilator view on at least one server in the cluster.
• The school checks that the time shown in the top-right corner of the invigilator view matches the actual time within a few minutes’ accuracy. The test system ensures that server clocks are synchronized when connecting the server cluster. The clock used in the exam is shown in the invigilator view and in the top-right corner of the candidate’s desktop. Any clocks present in the exam room must not be used to measure exam time.
• The school has loaded the test tasks onto one server in the exam room server cluster from a USB drive, onto which the principal has downloaded them well in advance of the examination day from the Matriculation Examination Board’s service. Loading the test from the USB drive to the server may take several minutes.
• The test system will request the test decryption code, but it must not yet be entered at this stage. The initial part of the code is in a sealed envelope sent to the school, which is only opened at the beginning of the test session. The additional part of the code is published on the examination day by 8:00 a.m.
• In addition to starting the servers, the following arrangements are made:
• In each exam room, there is one copy of the test record reproduced by the school for each invigilator participating in candidate identification. These copies are used only for identifying candidates. All entries related to the test session are recorded only in the electronic record available in the invigilator view, which is transferred to the Matriculation Examination Board together with the test submissions. After the test, the principal can review the record in the MEB examination service.
• The school has placed draft paper with the school’s details on the candidates’ desks for notes (see General Regulations and Guidelines, chapters 1.5.1 and 1.5.2).
• The school has reserved the required number of backup computers in the exam room (see Appendix 1: Technical arrangements of the exam room, subchapter 5.1 Backup computers) in accordance with the Board’s instructions. These must either have an up-to-date operating system version maintained by the OS vendor and the specified candidate application version, or be known to boot from the candidate drive. In addition, backup headphones must be available, known to work on the backup computers and tested with audio. The backup computers include instructions prepared by the school to allow the invigilator to start them if necessary. The school has placed the backup computers according to its own plan, for example at reserve workstations, and connected them to the examination and power networks.
• At its discretion, the school may start computers in the examination network for invigilators to monitor candidate status. The invigilators’ primary duty is to supervise candidates and prevent misconduct.
• The school has started any invigilator computers. An invigilator computer must have an operating system maintained by the OS vendor and an up-to-date web browser. Instructions for opening the invigilator view are available in the Naksu 2 software on the exam room servers.
• Invigilators may view the test tasks during the test. For this purpose, the school may start additional candidate computers in the examination network.
• Invigilators must log in to the computers using their own personal identity number and enter the name “Test Teacher”. On one candidate computer per server cluster, the identity number “010101-0101” may be used for login. No other fictitious identity numbers may be used. Each computer must use a different identity number.
• Invigilators viewing the test tasks must not enter anything in the answer fields, as such entries may be interpreted as candidate responses when submissions are transferred, causing unnecessary clarification work.
• The invigilator must focus primarily on supervising candidates.

The invigilators verify that the exam room server’s connection to the Matriculation Examination Board is active. This is visible at the top of the invigilator view. Internet connectivity can also be checked, for example, via the Naksu 2 application on the servers. If the connection is not functioning, candidates’ enrolment data will not be transferred to the server when they log in to the test system. This does not prevent the test from starting.

The server decryption code consists of an initial part delivered by post and an additional part published on the day of the examination at 8:00 a.m. The additional part is published in the following locations:

• ylioppilastutkinto.fi/koodi
• via an automated phone service at +358 295 331 251

The additional part of the decryption code can be retrieved, for example, using the principal’s computer or a mobile device in the exam room.

• Persons other than candidates, those involved in invigilation, or those providing technical or other support during the test must leave the exam room. See General Regulations and Guidelines, subchapter 2.3.4.
• The principal opens the test session.
• Candidates enter their first name, last name, and personal identity number into the test system.
• If the candidate’s enrolment details are found on the server, the candidate confirms the option offered by the system. If the enrolment details are not found or are incorrect, the candidate first selects the school’s language of instruction and then the test for which they have signed up for.
• Invigilators identify the candidates and verify, using ID or the test record, that the candidates have entered their personal identity number correctly in the system. At the same time, the invigilator may check that the candidate has selected the correct test and language version. See General Regulations and Guidelines, subchapter 2.3.4 (Starting candidates’ computers and identifying candidates).
• The information is confirmed using key code lists. This step takes approximately 10 minutes per 25 candidates for one invigilator.

Identification ensures that responses are saved under the correct candidate’s identity. Candidates must have proof of identity with them. If invigilators can reliably identify candidates, identity may be verified without ID. For this purpose, a copy of the test record must be available for each invigilator involved in identification. The invigilator must use this list to verify that the candidate has entered the correct personal identity number in the test system. At the same time, the invigilator checks that the selected test version is correct. If a candidate has entered incorrect details, the candidate application must be restarted.

The first two characters of the personal identity number entered by the candidate are masked.

To provide the correct key codes, the invigilator must check the identity number either from the candidate’s ID or from the test record. Asking the candidate for their personal identity number or date of birth is prohibited.

Depending on the test, special versions are available for candidates with visual or hearing impairments. If registration details are not found on the server, candidates with approved special arrangements can access their tests via the “Näytä erityisryhmien kokeet” (Show tests for candidates who have been granted special arrangements) option at the bottom of the login page. If the test is not available or no other instructions have been given by the Board, the school must contact the examination helpline.

After the candidate has been identified and the correct test version verified, the invigilator provides the codes requested by the system from the key code list. The invigilator checks on the candidate’s screen that the candidate enters the codes correctly as dictated.

After identity verification, candidates wait for the test to begin. The name of the selected test is displayed on the screen. If a candidate notices they have selected the wrong test, they must contact the invigilator. The test is changed by restarting the computer.

At the latest at this stage, the invigilators open the electronic record, which is available in the invigilator view. The names of the invigilators present and any observations made during identity verification that may be relevant for invigilation are entered in the record.

• Only candidates and invigilators, as well as any personnel providing technical or other support during the test, may be present in the exam room.
• Once all candidates have launched the candidate application and have been identified, the invigilator starts the test by clicking the “Aloita kokeet” (Start tests) button on the exam room server. The start time is recorded in the electronic record.

Late-arriving candidates are handled in accordance with the MEB regulations (see General Regulations and Guidelines, subchapter 2.3.4 Test session). The invigilator identifies late-arriving candidates in the normal way.

The test system displays the time but does not measure the duration of the test. Measuring the test time remains the responsibility of the invigilators.

The invigilator’s task is to supervise the candidates. Invigilators may move around the exam room. Each candidate’s screen must be visible at all times to one or more invigilators. Invigilators can also monitor potential issues via the exam room server or the invigilator view.

Invigilators respond to problems in accordance with Appendix 4b of these guidelines.

During the test, invigilators record events in the electronic record available in the invigilator view. Events can be linked to an individual candidate, the exam room, or all candidates in the server cluster. The following must be entered in the record:

• Changes in invigilators present in the exam room (departing and arriving invigilators).
• Any incidents, how they were resolved, and the duration of any compensated time or additional time granted. The total duration of compensated and additional time is entered in the designated field.
• A candidate leaving the exam room.

Other matters considered relevant by the school for invigilation may also be recorded. When making entries, it is useful to keep in mind that they may be read during the test session (for example, by invigilators arriving later, who need to see what has already occurred) and/or afterwards when reviewing events (for example, in connection with suspected misconduct).

If the technical monitoring of a candidate’s computer does not function or detects misuse, the test system may automatically terminate the candidate’s test. Further actions are described in Appendix 4b of these guidelines.

The test system warns the candidate if they are about to submit too many responses. The warning is displayed in the navigation on the test page and at the bottom of the page on a red background.

At the end of the test, the candidate can review their responses by clicking the “Siirry tarkastelemaan vastauksiasi” (Go to review your responses) button at the bottom of the test page. On this summary page, the candidate can see the responses they are about to submit for assessment.

The candidate ends the test by clicking the “Päätä koe” (End test) button at the bottom of the summary page.

When a candidate leaves, the invigilator must ensure that:

• the candidate returns all draft papers. The candidate’s name must be written on them (see General Regulations and Guidelines, 1.5.2). Draft papers are handled in accordance with the General Regulations and Guidelines.
• the candidate returns any USB candidate drive they have used
• the candidate has ended their test. If the candidate has not ended the test themselves, the invigilator ends it from the invigilator view before the candidate leaves the exam room.

The candidate’s identity is also checked when they leave, to ensure that their name on the returned draft papers is correct. The time of departure is entered in the electronic record.

In examination networks that use Ethernet cables, the invigilator should also check that the departing candidate has ended their test. This helps avoid unnecessary alerts related to technical monitoring. The invigilator can end the candidate’s test via the invigilator view.

The invigilator checks the test start time and any additional time granted to candidates during the test due to problem situations. The additional times are shown in the electronic record.

The test ends when six hours have elapsed from the start, except for those candidates who have been granted additional time. After the test time has ended, or after the last candidate has left, the invigilator carries out the following actions in this order:

• Open the invigilator view on each server in the server cluster. In the “Yhdistä palvelimet ryhmäksi”(Connect servers into a cluster) tab, check that all connections between the servers are green and that no data transfer is in progress.
• Perform this check in the invigilator view on all servers.
• If you find any non-functioning server connections, contact Abitti support. Do not send the test responses until the connections are working or Abitti support has given permission to proceed.
• Open the “Lähetä koesuoritukset” (Send test responses) tab in the invigilator view on any server in the cluster.
• If the connection to the Matriculation Examination Board is active, you can send the test responses by clicking the user interface button. This action can be performed by any invigilator.
• If the connection to the Board is not active, download the test responses to the server and transfer them to the Board’s examination service. This requires access rights granted by the principal in the Board’s examination service.
• Shut down the exam room servers.
• Prevent access to the exam room by unauthorized persons until the equipment used for the test has been dismantled.

• The principal of the school or an invigilator designated by the principal to be responsible for transferring the test responses logs in to the Matriculation Examination Board’s examination service. The principal or the designated invigilator transfers the file containing the students’ test responses from a USB drive to the MEB examination service. The principal or the invigilator receives a confirmation from the system that the test responses have been successfully transferred (see example below). The test responses can also be transferred to the MEB examination service directly from the exam room server without a separate USB drive.
• The principal grants the necessary access rights in the MEB examination service to teachers participating in the assessment.
• The Matriculation Examination Board publishes preliminary features of good answers on its website. Teachers participating in the preliminary marking can view the test tasks and materials in the MEB examination service. The MEB does not publish the test tasks or materials on its website. Printing or transferring the test tasks and materials outside the examination service is prohibited. Printing or copying candidates’ responses is also prohibited (see General Regulations and Guidelines, 1.7.2).
• Teachers may begin the preliminary marking. Guidelines for carrying out the preliminary marking are available on the MEB website.
• Teachers can view the candidate’s responses and their own notes in the MEB examination service until any request for an administrative review has been processed and the results of the examination round are final.
• The principal can view the test record in the examination service.