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Online home exam policy

Last update: 12 November 2024

Please read the Online Home Exam Policy in conjunction with the applicable Rules and Requirements and the General Terms and Conditions for Accreditation and Certification (consult here)

1. General

Your compliance with the Online Home Exam Policy is essential to participate in and complete the online exam. ESHRE can thus never be held liable – direct nor indirect – for your inability to comply with the Online Home Exam Policy or any non-conformity of the exam with the Online Home Exam Policy (in both cases irrespective whether this non-compliance is non-intentional, caused by a technical incident or due to your negligence or wilful misconduct).
You must accept this Online Home Exam Policy by accepting each article individually via opt-in and this upon receipt of the invitation letter whereby you will need to confirm its content in order to get access to your exam login data. Without your acceptance, you will not be able to access your exam login data and participate in the exam.

By accepting, I warrant to comply with this Online Home Exam Policy at all times during the exam procedure (i.e. from application to receipt of your exam results). I acknowledge that any non-conformity of the exam with this Online Home Exam Policy may result in the invalidity of the exam (irrespective of the cause of the non-conformity).

 

2. Privacy

The processing of your personal data by ESHRE within the context of the online exam shall take place in accordance with the provisions of ESHRE’s privacy declaration. This privacy declaration includes information about the personal data collected by ESHRE, as well as the manner in which ESHRE uses and processes this personal data (see section “You are a participant or involved with ESHRE®’s certification & accreditation programmes” in Title 3). The privacy declaration can be consulted on the ESHRE website and must be read together with the cookie policy.
Furthermore, given the online format of the exam, ESHRE appeals on a third party software provider which is specialised in remote online examinations. This implies that said third party software provider shall process your personal data as a processor on behalf of ESHRE. In this respect, ESHRE – as controller – undertakes to conclude a data processing agreement with the third party software provider, which will contain the necessary guarantees in respect of the confidentiality and privacy of your personal data.

I acknowledge and agree explicitly that ESHRE shall process my personal data in accordance with the ESHRE privacy declaration (as published on the ESHRE website).

 

3. Preparation for the online exam

ESHRE will send you timely an invitation letter to initiate the preparation required to participate in the online exam, including instructions to get access to your exam login data.

I acknowledge and agree explicitly that it is my sole responsibility to read the preparation information carefully and thus be fully prepared before the  deadline stated in the invitation letter.

 

4. Installation of Google Chrome

Once you have confirmed the content and receipt of the invitation letter as well as have accepted the Online Home Exam Policy, you will get access to your exam login data.

Please note that you have to complete the installation of Google Chrome before the deadline stated in the invitation letter or you will not be able to participate in and complete the online exam, without any right of compensation from both ESHRE and the online exam software provider.

It is your sole responsibility to have read and comply fully with the following essential instructions (non-exhaustive list):

  • To take your exam, you need a computer as the Chrome’s plug-in required to share your screen is only compatible with a laptop or desktop;
    The installation of software on your computer is not necessary. However, you are strongly advised to use Google Chrome so you can run the latest version of the required screen sharing extension;
  • Your computer requires a functioning camera.
  • You will be required to use the camera of your smartphone or tablet to provide an extended view of your exam room. You will need to download an app which is compatible with any Android 8+ or higher and iOS (Apple) 15.8+ or higher.
  • Your computer needs to be updated to one of the following operating systems: Windows 10 11 (64-bit) / Mac 10.14 or later.
  • You have full user rights to install software on your computer (when using a work computer, check with your IT department).

    Your computer has a stable internet connection (wifi will be required for mobile streaming) with a minimum upload speed of 1,5 Mbps (careful! This is not your download speed).  We strongly recommend you use an ethernet cable to ensure a stable connection.

  • Close all other programs potentially running on your computer .

    In the event you experience problems accessing your online exam, which cannot be addressed by the specific installation instructions from the third party software provider, you should always contact the third party software provider via the tech support chat window or your proctor during a live proctored exam. . Any request for support not submitted via the proper communication channel of the third party software provider shall be considered non-existent and shall thus not be resolved.

    As ESHRE cannot provide you with support in this matter, you may not contact ESHRE. Any request related herewith shall be considered by ESHRE as non-existent.

    I acknowledge and agree explicitly that:

  • It is my sole responsibility to fully comply with the installation instructions;
  • ESHRE can never be held liable for any direct or indirect damage resulting from my inability to fully comply with the installation & preparation instructions before the preparation deadline (irrespective whether this non-compliance is non-intentional or due to your negligence or wilful misconduct); and,
  • any non-compliance with the installation instructions may render the exam invalid.

 

5. Preparation of the exam room

On the day of the online exam, your desk should be empty, except for:

  • Your computer (any additional screens to the computer are not allowed and should thus be removed);
  • Your mobile phone (which can only be used in accordance with art. 9);
  • A clear bottle of water.

Use proper lighting as it is important for our human observers (proctors) and the examination software (AI technology) to have a clear image of your face in order to execute the enhanced security (in accordance with art. 7). Your room should be equipped with proper power outlets. Hence, ESHRE nor the online exam software provider can be held liable for your inability to participate in or complete the online exam due to a lack of (electric) power.

There is no need to empty the whole room, however no pictures of people’s faces should be on the wall behind you as they could be perceived as other persons in the room by the examination software. No other person but you is allowed to enter or to be present in the room during the full duration of the examination.

I acknowledge and agree explicitly that I have to prepare my room in accordance with the abovementioned instructions as it concerns prerequisites for a fair examination for all.

 

6. Attending the online exam

You have to be present in the virtual exam room at the timing specified in the invitation letter (sent via the online application platform). Attending the online exam shall no longer be possible if you are not present in the virtual room before the set deadline, irrespective of the reason (e.g. lost track of time, the  laptop/desktop was not timely and/or properly prepared (cf. art. 4), etc.).

It is essential to remain present in the virtual exam room throughout the full duration of the exam. If you leave the virtual exam room during the exam – for any reason whatsoever – ESHRE cannot guarantee that you will be able to re-enter the virtual exam room to finalise your exam. In case of re-entry in the virtual exam room, it will be decided at ESHRE’s sole discretion if the exam result can be validated or not, based on objective facts resulting from the post-exam analysis. ESHRE, nor the online exam software provider, can be held liable for your inability to re-enter the virtual exam room.

I acknowledge and agree explicitly that being present in the virtual exam room on time and during the full duration of the exam is essential to participate in the exam and that I will thus not be entitled to any refund or other compensation from ESHRE if I am not present on time in the virtual room on time or during the full duration of the exam.

 

7. Enhanced security during the online exam

Due to the online format of the exam the security of the exam is of utmost importance for ESHRE to maintain the high standards of the ESHRE certifications, additional security measures were taken by ESHRE.

During the online exam you will remotely be monitored by proctors through your computer.

Therefore, it is thus essential that:

  • No other people are in the room once you attend the virtual room;
    No pictures of people’s faces should be visible on the wall behind you as they could be perceived as other persons in the room;
    You do not have access to any additional computer equipment during the online exam, other than the computer to participate in the online exam.
    The camera is functioning and switched on during the whole exam. If proctors are not able to monitor the applicant (due to any reason whatsoever: technical error or incompatibility, by intent, negligence…), the exam can be considered invalid.

Furthermore, it is strictly forbidden during the online exam to:

  • Access the internet, any technology devices, any information sources (such as but not limited to books, journals, notes, research) or any other methods that improve your results beyond your own un-assisted knowledge.
  • Take any pictures of the questions (including screenshots).
  • Take notes (pen and paper are not allowed on your desk)
  • Use any video recording equipment;
  • To switch off the cameras used to monitor you during the exam
  • Communicate with any other person, except when you are contacted by the support team of the third-party software provider (cf. art.9).
  • Hinder the proper working of the examination software in any manner;
    Ignore or fail to abide by the reasonable instructions of a proctor or other exam official (whether addressed to you directly/specifically or to all applicants);

Finally, any irregularities occurring during the online exam will be reported to ESHRE.

It is your responsibility to ensure the proper functioning of your computer (by complying with the rules in this article and the preparation instructions specified above (cf. art. 4). If you identify any disruption of the software or any other peculiarity during the exam, you shall notify the helpdesk immediately (cfr. art. 4 & 9). Any breach of the above security rules is considered grounds for disqualification and can be qualified as fraud (without prejudice to the stipulations of the ESHRE General Terms and Conditions for Accreditation and Certification on fraud and inappropriate behaviour). In the event you breach one or more of these security rules, the exam board reserves the right:

  • To notify the regulatory body and/or national society of the country/countries you are working in and/or your employer(s);
  • To prevent you for participating in exams at a future timepoint;
  • To disqualify your participation in the online exam and/or consider your exam results as inadmissible;
  • To revoke the awarded certification following your participation in the online exam if the breach/fraudulent actions are only detected after the certification has been granted.

Instances of fraud will result in exclusion from ESHRE, whereby this decision shall be published on the ESHRE website.

Monitoring of the exam is a prerequisite for the validity and conformity of the examination. You therefore acknowledge that only exams that could be adequately monitored during the entire examination (i.e. monitored to a level that eliminates doubt on the occurrence of any inappropriate behaviour or fraud) shall be considered completed in accordance with this Online Home Exam Policy. Exams not meeting those standards (due to whatsoever reason: technical disruption, by intent, negligence, etc.) can be considered invalid by ESHRE (either on grounds of fraud, as stipulated above, or on grounds of non-conformity with the Online Home Exam Policy). ESHRE can never be held liable for any direct or indirect damage (including the impossibility to participate in and/or complete the online exam, or acquire the certificate) resulting from said non-compliance, irrespective whether this non-compliance is non-intentional or due to your negligence or wilful misconduct.

I acknowledge and agree explicitly that adequate monitoring of the exam and my compliance with the security rules is a prerequisite to be able to participate in and complete the online exam in conformity with the Online Home Exam Policy. Any form of non-compliance/fraud can lead to disqualification and/or the inadmissibility of my exam results and – where appropriate – to the withdrawal of my certification (if already granted by ESHRE), without any right of compensation from ESHRE.

 

8. Live monitoring and data processing

As part of the enhanced security, participants will be monitored by proctors during a live proctored exam.  The proctors will be briefed on the exam procedure, and will have the authority to disqualify any participant who does not abide by the stated rules of the Online Exam Home Policy.  For the processing of personal data, we refer to ESHRE’s privacy declaration on the ESHRE website (cfr. art. 2).

I acknowledge that live monitoring and data processing by ESHRE is essential to safeguard the high standards of the ESHRE certification and detect any non-compliance with this Online Exam Home Policy or fraud in general. ESHRE shall be entitled to undertake such monitoring and processing activities based on the contractual basis between myself and ESHRE regarding the online exam.

 

9. Support during the online exam

In case you (i) have performed all the required preparation on time and in accordance with the installation instructions, and (ii) are in the virtual room on time (cf. art. 4 - 6) but still encounter issues to enter the virtual room or during the online exam (such as problems with the exam software, compatibility, connectivity or similar), you must contact the helpdesk of the third-party software provider via the tech support chat window or your proctor during a live proctored exam. Any request for support not submitted via the proper communication channel of the third party software provider shall be considered non-existent and shall thus not be resolved.
As ESHRE cannot provide you with support in this matter, you may not contact ESHRE. Any request related herewith shall be considered by ESHRE as non-existent.
However, in case of non-compliance with paragraph 1, point (i) and/or (ii) , you will not be able to participate in and/or complete the online exam. ESHRE can never be held liable for any direct or indirect damage (including the impossibility to participate in and/or complete the online exam) resulting from said non-compliance, irrespective whether this non-compliance is non-intentional or due to your negligence or wilful misconduct.

I acknowledge and agree explicitly that any non-compliance with the preparation instructions and/or not being on time in the virtual room (cf. art. 4-6) shall imply that I will not be able to participate in and/or complete the online exam. In this respect I will not be entitled to any refund from ESHRE nor can ESHRE be held liable for any direct or indirect damage resulting from said non-compliance, irrespective whether this non-compliance is non-intentional or due to your negligence or wilful misconduct.

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I explicitly acknowledge to have read the Online Home Exam Policy and accept the Online Exam Home Policy in its entirety.