ExamSoft Implementation at St. George’s University – A Recipe for Success

Presented by Sally-Ann Clement, Teah Cummings, Avril Best, Leisha Griffith-Mark, and Wayne Radix
Vertical- Medical

In an effort to find a user friendly and cost effective solution to administering examinations St. George’s University (SGU) researched several computer based options. After careful consideration, ExamSoft was identified as the best solution for its needs as it allowed for the easy handling of all major aspects of the exam process. The decision to transition was also based on the fact that computer based examinations have become the standard format for administering exams in higher education.

The rollout of the computer based exams at SGU was phased, with an initial pilot in three School of Medicine (SOM) courses. Through our ExamSoft Pilot, the University was able to identify key resources needed as well as resolve major issues in preparation for a university wide rollout of the software. The Course Directors/Pilot Users were not only instrumental in this process but also helped boost the confidence of their peers some of whom had reservations about the transition process. After successful completion of the Pilot, the university felt confident about extending the use of ExamSoft to other schools specifically the School to Veterinary Medicine (SVM) and later the School of Arts and Science (SAS).

Exam Managers found the unique capabilities of the software such as the use of categories, reports and the availability of certain security features for example exam password, snapshot etc. to be very useful. Additionally, the availability of the highlight features as well as the question review pane provides an enhanced exam experience. The development of student policies and guidelines for Exam Managers were beneficial as they provide clear procedures for the use of ExamSoft at SGU.

This proposal will not only focus on both the successes and challenges SGU faced during the implementation of ExamSoft but will also focus on how faculty and students were engaged throughout the process.

At the end of the session, participants will be:

Equipped with guidelines for the successful implementation of ExamSoft at an educational institution.

1. Session Title ExamSoft Implementation at St. George’s University – A Recipe for Success

2. Speaker Introductions Sally-Ann Clement, M.Ed. Educational Technology Specialist Leisha Griffith-Mark, MBA Examinations Services Coordinator Teah Cummings, M.S. Educational Technology Specialist

3. Contributors Avril Best, Ph.D. Training Supervisor, Educational Computing Team Wayne Radix, M.Sc., PMP Project Manager

4. St. George’s University

5. History and Schools School of Medicine (SOM) – 2588 Students School of Veterinary Medicine (SVM) – 569 Students School of Arts and Sciences – 661 Students Graduate Studies – 110 Students

6. Project Background

7. Project Background (2)

8. Project Management Approach to the Project Project plan and Schedule Working groups Communication to students

9. Project Management Approach to the Project Policies Pilot Facility upgrades Hiring of more proctoring staff

10. Project Management Approach to the Project Key Stakeholders

11. Do you use online testing Yes No

12. Do you currently use ExamSoft? Yes No

13. Is your institution thinking of moving to online testing? Yes No Already there 

14. What is your type of institution? Two year college Four year university Other

15. What is your largest class size? < 100 100-300 300-500 > 500

16. Implementation – Phased Approach

17. Implementation - Training Train the trainer program Training of pilot users Training of other users Exam Managers, Students and Proctors

18. Implementation – Pilot Long pilot Volunteers Non high stakes exams attempted first Allowed for necessary modifications before go-live Feedback informed the process

19. Implementation - Customization System Customization Identification of unique needs - use of university credentials for authentication

20. Challenges Loaner laptops Wireless connectivity Modification of physical facilities

21. Challenges (2) Misrepresentation of issues Late adopters Question Bank Conversion Timeline for Creation of Training Materials

22. Benefits for Faculty & Students Use of dynamic images More efficient exam creation process Scrambling feature

23. Benefits for Faculty & Students Reporting Track students learning and performance Inform course redesign based on category performance Immediate results Ease of question feedback

24. Project Successes Implementation was completed: Under budget Within the allotted time period for the project.

25. Guidelines for Successful Implementation A Project Management Approach Keeping within the timeline Keeping within the budget Keeping stakeholders focused Include persons with alternative views

26. Guidelines for Successful Implementation Training Trainers Admin Exam Managers Students Proctors

27. Guidelines for Successful Implementation Administration Policies for providing access Careful scheduling of import processes Development of other policies Making connections with existing ExamSoft clients

28. Guidelines for Successful Implementation Exam Managers Champions – peer support / championing the cause Phased pilot Timely creation of exams Use of mock exams Feedback from students

29. Guidelines for Successful Implementation Students Computer with minimum requirements Support Academic Orientation Online Support/Documentation Walk-in Support Download exam ahead of scheduled sitting

30. ExamSoft Champions 2012- Helping Others Three faculty members awarded for their selfless contribution – assisting and encouraging their peers through the implementation process Awarded an iPad mini from ExamSoft Highlight!

31. Guidelines for Implementation Discovery Activity Discuss additional guidelines which resulted in successful implementation at your institutions. What are some implementation challenges you anticipate and how would you overcome them? Report In 1 minute or less , share the most important discovery made during the discussion.