New Procedures for Project and Thesis Exams, Summer 2017

Initiation
All students need to sign up for projects and theses together with the rest of their mandatory 30 ECTS study activities in the sign-up period the previous semester.

Please note, that a project/thesis can only be initiated in this period.


Spring project/thesis
Fall project/thesis
Task(s) supervisor
December
May/June
Students sign up for project and/or thesis. A project agreement is created in the project base.
January
August
Students send invitation from the project base to a supervisor, for supervision to be accepted.*

  • When you accept to be supervisor for a project, you commit to giving the needed supervision for the project(s). SAP will find the external examiner and plan the date of the exam in collaboration with you. The oral exam will be held within 3 weeks of the submission deadline for bachelor’s projects and theses, and 4 weeks of the submission deadline for all other projects.

Planning
Projects and theses have the following submission deadlines*:

Spring semester projects
Fall semester projects
Deadline 1st. attempt: May 15
Deadline 2nd. attempt: August 15
Deadline 3rd. attempt: December 15
Deadline 1st. attempt: December 15
Deadline 2nd. attempt: February 15
Deadline 3rd. attempt: May 15
Spring semester thesis and final projects
Fall semester thesis and final Projects
Deadline 1st. attempt: First weekday after January 1
Deadline 2nd. attempt: April 1
Deadline 3rd. attempt: July 1
Deadline 4th attempt: 1 October
Deadline 1st. attempt: June 1
Deadline 2nd. attempt: September 1
Deadline 3rd. attempt: December 1
Deadline 4th attempt: 1. March

  • If the date is not a weekday, the submission deadline will be the first following weekday.

Deadline
Task(s) supervisor
Mid February and August
SAP will send you an overview of the expected submissions for the coming deadline and request a suggestion of 3-5 external examiner names prioritized according to each project.

The exam is to be held within the dates set be SAP.

After receiving the information, SAP will proceed to book an external examiner and room for the exams
After submission deadline
You will automatically receive a link to the exam submission.

SAP will send you an overview of students who have not submitted.
After the oral exam
The examination record should be returned to SAP directly after the exam to either the grey mailbox outside the 3D wing or by mail to SAP@itu.dk.

Please make sure, that the examination record has the date and grade noted and is signed by both you and the external examiner. If a secondary supervisor is present for the oral exam, he or she should also sign the examination record. Is the secondary supervisor registered but not present, please note this on the examination record as NOT PRESENT.

  • Read more about the external examiner here.
  • There is 40 min. allotted for project exams and 50 min. for thesis exams (incl. voting and feedback) for each student. If planning a group exam, the same times apply, i.e. you should allot the same amount of time for a group exam of 2 students as for 2 individual exams.
  • If due to unforeseen circumstances, you or the external examiner cannot be present for the planned exam, you must hold the exam as a video conference.Read more about video conference exams here.
  • If you have special equipment needs for the exam or the room, you should inform SAP of this as soon as possible (minimum a month/2 weeks up to the exam).
  • Should you wish to use a green cloth for the oral examination, you are solely responsible for picking it up at the information desk.
  • If the project/thesis is marked as confidential by the student, the link will be sent as a secure mail to the external examiners e-boks.dk

Spring 2018

As decided by the study board ( and discussed by Education Group) from Spring 2018 oral group exams for projects must be held in one of 4 possible ways - mixed exam 1, 2, 3 or group exam.

Type of examination
Description
Student presentation
Students dialogue/Q&A with examiners
Pro
Con
Learning Support’s recommendations
Mixed exam 1
The students make a joint presentation followed by a group dialogue. Subsequently the students are having individual examination with presentation and / or dialogue with the supervisor and external examiner while the rest of the group is outside the room.
Individual and joint presentation
Individual dialogue and group dialogue
Valid ground for individual examination.

Allow students to demonstrate skills both as a group and individually.

Alignment between learning activity and communication form in exam
We do not see any disadvantages in this form.
Strongly recommended
We recommend this type of examination since it allows for the benefits of group examination AND ensures individual examination.
Mixed exam 2
The group makes their presentations together and afterwards the students participate in the dialogue individually while the rest of the group is outside the room.
Joint presentation
Individual dialogue
Valid ground for individual examination

It is less complex to examine the individual student.
Lack of alignment between the learning activity (communicating and designing in groups) and the communication form in exam
Not recommended
We advice against this type of examination, since the students are not really examined as a group
Mixed exam 3
The students make individual presentations while the rest of the group is outside the room. When all students have presented the whole group participate in the following dialogue.
Individual presentation
Group dialogue with examiners
Allow students to demonstrate skills both as a group and individually.
Risk for unfair grading due to strategic student behavior and students influencing each other.

It is a complex task for the examiner to ensure valid ground for individual examination in the long group dialogue.
Recommended with reservations
With groups of more than two students the examiner ought to be extra careful to make sure that all students are examined individually in the dialogue.

Due to its complexity, we do not recommend inexperienced examiners to use this type.
Group exam
All the students are present in the examination room throughout the examination.
Joint presentation
Group dialogue
Alignment between the learning activity and the communication form in exam. Can provide a “safe” environment for the students.
It is a achievable but rather complex task for the examiner to ensure valid ground for individual examination solely besed on group examination.

Risk for unfair grading due to strategic student behavior and students influencing each other.
Recommended with reservations
With groups of more than two students the examiner ought to be extra careful to make sure that all students are examined individually.

Due to its complexity, we do not recommend inexperienced examiners to use this type.

Re-exams

A student has three exam attempts for a project or thesis. All students will automatically be registered for their second exam attempt by SAP if they fail the exam or do not submit the project/thesis on the set deadline. The deadline for second exam attempt implies an additional three months until next deadline for submission. For theses second and third attempt a new problem statement must be prepared, approved by the supervisor and sent to SAP within a set deadline.

For a project, the students themselves needs to register for the third exam attempt. For a thesis exam, SAP will automatically register the student for the third attempt.

For planning of a re-exam, please refer to the deadlines described above.