Once you have finalized your exam paper, the next step is to incorporate it into an exam. First, select the Create Exam option under Exams in the left-hand side menu. You will then be guided through the remaining steps.

First, select the folder in which the exam should be saved. You can create a new folder for your exam or select one of your existing folders. It’s a good idea to organize exams by subject or by semester.

Next, enter a title for your exam and select either the Online Exam or Paper Exam option (see Fig. 2 and Fig. 3).

Depending on whether you are conducting an e-exam or a scanned exam, different options are now available to you.

When creating a paper-based exam, you can choose between three different types of scanned exams. You can choose between a question sheet that also includes the answers (Option 1), a question sheet with a separate answer sheet (Option 2), or creating only an answer sheet (Option 3).

If you select the “Paper-based exam” option when creating the exam, you can also choose between three different types of scanned exams at this point. You can choose between a questionnaire that also includes the answers (Option 1), a questionnaire with a separate answer sheet (Option 2), or creating only an answer sheet (Option 3).

• Option 1 allows you to include all question types, but has the disadvantage that the scanning process takes longer because more answer sheets need to be scanned.
• Option 2 allows you to include all question types except open-ended questions, segmented open-ended questions, and Kprim questions. However, this option saves time, since you only need to scan the answer sheets.
• If you choose Option 3, you create only one answer sheet for single-choice questions that have the same number of answer options. This option requires less effort during the scanning process than Options 1 and 2.

You can then choose between having participants enter their exam participant IDs themselves or using the participant import feature. We explain the purpose of these functions in the next section: Importing the Participant List and Generating the TAN Lists.

When creating an online exam, you can choose between online exam, online practice, and online quiz. Please note that only the online exam is suitable for conducting an exam process.

Next, configure the exam.

First, you can choose between having participants enter their exam participant IDs and importing participants. We explain the purpose of these functions in the next section: Importing the Participant List and Generating the TAN Lists.

We recommend creating the exam as a closed exam initially so that no one can access it prematurely. We also recommend setting a time limit at this stage. You should always specify a time limit for your exam; in most cases, this is determined by the subject-specific curriculum (FSA) of the degree program. Please always allow for a time buffer of 1–2 minutes, as the time limit cannot be paused (e.g., if a person experiences technical issues).

Next, select how the questions should be displayed within the exam:

• The “Overall” view displays all exam questions on a single page. Test takers can see everything at a glance but cannot highlight individual questions. They can also search for specific questions.
• If you select “Page by Page” or “Question Group by Group,” you can have the questions displayed to test takers organized by topic. Test takers can highlight sections.
• The “Question by Question” option allows test takers to highlight individual questions and makes it more difficult for them to discuss specific questions with one another.

Next, select the template that determines the visual appearance of your exam. If you choose one of the preconfigured “Leuphana” templates, the exam will be displayed in the gray Leuphana layout. In addition, the health, independence, and data protection prompts will already be included at the beginning. You can also design your own template and then select it here.

Now select an exam from the exam list that you created in advance. In the next step, you can create up to 10 different versions of an exam. Creating multiple versions can be helpful, for example, to make it more difficult for students to share answers with one another, especially in multiple-choice exams. You can choose whether to shuffle only the answer options within the questions, the questions within the question groups, or all questions regardless of their group affiliation.

For scanned exams, you will now need to specify the number of exam takers. After confirming the details, the exam will be made available for download as a PDF document. Now all you have to do is print the exam.

In the left-hand side menu in EvaExam under Exams, you’ll find a list of all the folders you’ve created so far. This allows you to access all your exams.

If you click on the exam name or the icon under “Details,” you’ll be taken to the exam’s details. There, you can create additional exam answer sheets, assign or adjust a grading key, view sample solutions, as well as rename, move, or delete the exam. Here you’ll also find Participant Management, which allows you to import or manually add examinees, as well as the Exam Dashboard, which displays a live overview during the exam.

For scanned exams, exam sheets that have already been printed cannot be retrieved again as a .pdf. This prevents duplicate exam sheet set numbers.
For an exam that has already been scanned, you can download the original scans and PDF reports here and verify that the exam sheets are complete.

You can choose between having participants enter their exam participant ID or using the participant import.

If participants enter their exam participant ID, the exam will not be personalized. The participants themselves enter their student ID number—that is, the exam participant ID—into the exam. (Student ID number). The exam results must be manually assigned to the participants here. Additionally, there is a risk that typing errors could complicate the assignment process.

With participant import, the exam is pre-filled with the data of the respective exam participants. To do this, the participant data must be imported after the exam has been confirmed. This data can either be added manually or uploaded via CSV import from the myStudy exam lists. For online exams, you can send personalized TANs to students via email before the exam. Alternatively, you can print out the TANs and assign them by name on-site, though this is only practical for small groups. For scanned exams, you must ensure that each person receives the exam paper assigned to them by name when distributing the papers.

To export participants from myStudy, click on the link after “Exam” in the Study Plan Context section of your course. There, in the 1st Exam Date section, you will find the link “Export for Import into EvaExam.” Download the .CSV file.

Now select the appropriate exam in EvaExam. Then open the Manage Participants option and re-upload the .CSV file using the import function at the bottom of the page.

By the way: If you export the participants via myStudy, you’ll find 10% “replacement participants” in the participant list. This is a remnant from an older version of EvaExam, in which it wasn’t yet possible to add individual participants later. You can delete these extra participants if you’d like, but it’s not necessary.

Once all the required data has been entered into the system, you can send the students their login credentials: To do so, click “Send TANs to Respondents via Email” in the Actions section of the exam details (see Fig. 4). All imported students will then receive an email containing their individual TAN. If you have not imported any students, you must enter the email addresses manually and separate them with a line break.

The default text for the email contains only the personal TAN, which the system inserts individually for the placeholder [SHORT_PSWD]. If you want to take a remote exam and include the link to the exam, you must customize the message and insert the placeholders for the information you need. An overview of this can be found in the Examiner’s Manual on p. 185.

The next steps depend on whether your exam is an online exam or a scanned exam.