Using the WISEflow Device Monitor

This article has been updated to reflect the enhancements that will be available after Friday 6 December as part of the December Release 2024.

The Device Monitor is available upon request for an additional charge. Please reach out to UNIwise if you wish to learn more about the module.

The Device Monitor is a software application which is made by UNIwise and can be used on flow types where the lockdown browser is disabled. This includes

• FLOWassign,
• FLOWhandin,
• FLOWlock without the lockdown browser,
• FLOWmulti without the lockdown browser.

When enabled, the Device Monitor can be set to capture screenshots at random intervals on each participant's device during the participation period of the flow. It can also be set to capture a log of any application opened on a participant's device during the same period as well as setting a list of prohibited applications. The screenshots and application list will be available to managers and invigilators for review. You may set the Device Monitor to capture any or all of these sets of information. The Device Monitor enables an invigilator/manager to detect behaviour that does not conform to the rules of the exam.

All the above data is compiled within the participation period of a flow. You can determine whether participants should have access to the assignment and screenshots after the end of the participation period. 

When the Device Monitor is enabled on a flow, the option for participants to withdraw their submission on FLOWassign and FLOWhandin is automatically disabled. You can enable this setting manually in the flow specific settings under the Advanced tab of the flow.

Setting up WISEflow Device Monitor

The Device Monitor can be set-up at the licence level meaning that all newly created flows will inherit the settings created. Please see the article on Setting Up the Device Monitor at the Licence Level to find out more.

The Device Monitor is set up and enabled on a flow via the participation settings. Once set up, if the flow is copied, these settings will be inherited and shown in the new flow.

Click on Set up Device Monitor to control the default settings of the Device Monitor on the flow.

1. Screenshot capturing: Screenshots of each participant's device screen are taken at random intervals.
2. Applications tracking: A list of applications running on a participant's device is displayed. 
3. Prohibited applications: Set up on the licence by the licence administrator, the manager can select pre-determined applications that cannot be used during the assessment, and/or add any additional applications applicable to the current flow.
4. Search categories: Prohibited applications are grouped into categories by the licence administrator and can be searched by the manager.
5. Category: Prohibited applications are grouped into categories by the licence administrator, and displayed in the table.
6. Category added to the flow: The icon denotes that the category, and therefore all included prohibited applications, have been added to the flow.
7. Add application: Additional applications relevant to the flow but are not already included in any of the pre-determined categories, can be added individually.
8. Manage category: The category name and description can be updated. Each category can also be added or removed from the flow.

Participant Engagement

Participants need to have the latest version of the Device Monitor installed in order to take part in the flow.

Once enabled, participants will need to start the Device Monitor first in order to gain access to an assignment and being able to upload and submit their paper. The Device Monitor must remain turned on throughout the participation phase for the monitor to continuously capture screenshots and/or compile the application list. A red frame around the screen will show participant that the Device Monitor is actively running and capturing screenshots/processes. The participation monitor will display if there are gaps between screenshots. More information on gap analysis can be found below.

You can read through the article WISEflow Device Monitor - Introduction for participants for more information. The video below shows the use of the Device Monitor on a FLOWassign flow type:

 

Loss of Internet Connection

If a participant's internet connection fails during the exam, the Device Monitor will continue taking screenshots and those will be stored on their device temporarily until connection to the internet is re-established.

Invigilation Features in the Participation Monitor

Screenshots and application process lists can be accessed by invigilators and managers on active flows. Managers can access this data after the end of the participation period. Any data that is captured via the Device Monitor will no longer be accessible after 180 days.

The Device Monitor will start capturing screenshots and/or compiling the application process list from a participant's device, when the monitor has been started by a participant and the participation period has begun. Data will be captured until the end of the (individual) participation period or when a participant has submitted their paper.

The information can be reviewed by managers and invigilators in the participation monitor. Columns in the participation monitor contain more detailed information for each participant:

1. Live Status: Indicating whether the Device Monitor is offline, online or actively running.
   • : The Device Monitor has not been opened
   • : The Device Monitor has been opened but is not monitoring
   • : The Device Monitor is monitoring on a participant's device
2. Gaps detected: Number of gaps that have been registered. The default time gap is 90 seconds. Clicking on the number will open up a more detailed gap analysis between screenshots that indicates that the Device Monitor has not been running constantly. The gap between two screenshots is displayed in seconds and can be adjusted. 
3. Screenshots recorded: Number of screenshots that have been recorded. Clicking on the number will open a full timeline with a list of all screenshots captured from a participant's device, including a date and timestamp as well as picture ID and unique device ID. The list can be filtered to only show a certain time period when the Device Monitor was started by the participant and when it was ended. Clicking on a image will display it in a new tab in full screen mode for a better view.
4. Prohibited applications: Number of prohibited applications accessed by the participant on their device during the participation period. Clicking on the numbered box opens a window displaying the list of prohibited applications for the flow and identifying those that have been accessed by the participant.
5. Pauses: On a FLOWmulti or a FLOWlock it is possible for the participant to pause their participation. The number of times this is done is recorded here.
6. Unique IP Address: The unique IP address of the participant is recorded. The presence of more than one unique IP address could indicate an issue where they participant had to use a second device to complete their assessment.

There could be three reasons why screenshots of a participant's device have not been captured:

1. The (individual) participation period has ended.
2. The participant has submitted a paper and, if available, appendix material.
3. The participant has manually ended the Device Monitor.

The log also contains information when a screenshot was received or when the live status of the Device Monitor has changed.

The Device Monitor will only start capturing screenshots when the monitor has been started by a participant and the (individual) participation period has started. The Device Monitor will capture screenshots of active sessions that are open on a participant's device. It is the participant's responsibility to ensure that no sensitive data is displayed on their screen while the Device Monitor is running. Institutions should instruct their participants accordingly.

 

Flag Participants

It is possible to set the time for when a participant should be shown as inactive (1) and create custom flags (2) based on one or more conditions. It is also possible to filter the participation monitor overview to only show participants how meet the chosen condition(s). The setup will be remembered on the flow until removed. Clicking the X will remove all flags.

When the Device Monitor is used on flows, it is possible to choose from the following conditions (in addition to general conditions that are available on all flows): 

1. The live status of a participant's Device Monitor
2. Detected gaps
3. Recorded screenshots
4. Prohibited applications