Needs Assessment & Planning: The process starts with a consultation to identify the organization’s assessment objectives, technical requirements, and integration needs. This ensures Nexam is configured to fit specific workflows and goals.
Account Setup & Configuration: Nexam’s support team creates and configures the organization’s account, including user roles, permissions, and any required system integrations. Branding and security settings are also applied at this stage.
Technical Prerequisite Check: Institutions and candidates verify that their devices are compatible with Nexam’s browser-based platform. Diagnostic tools and practice simulations are provided to confirm readiness and avoid technical issues on exam day.
User Onboarding & Training: Administrators and candidates receive onboarding emails with login credentials and links to user guides. Practice exams and training resources help users become familiar with the platform’s interface and features before live assessments.
Exam Content Creation & Scheduling: Educators or exam managers use Nexam to build assessments, upload reference materials, and set up exam parameters (timing, question types, supervision level, etc.) tailored to their needs.
Candidate Registration & Mock Testing: Candidates are registered on the platform and complete a practice test or simulation to ensure they are comfortable with the exam environment and all technical requirements are met.
Nexam is designed to provide a flexible and adaptable digital assessment environment, allowing organizations to tailor the platform to their specific business and educational requirements. Below are the main ways Nexam can be customized to fit unique needs, supported by detailed data points:
Flexible Question Types: Nexam supports a wide range of question formats, including multiple-choice, essays, fill-in-the-blank, true/false, video responses, and attachments. This enables organizations to design assessments that match their pedagogical or business objectives1.
Customizable Exam Layouts: The platform allows modification of the exam interface, including split-view for reference materials (text, images, PDFs, videos, websites), and the ability to attach supporting content to the entire exam or specific questions1.
Weighted Scoring Grids: Managers can adjust and configure weighted scoring grids, enabling precise control over how different sections or question types contribute to the final score.
Individual Accommodations: Nexam makes it simple to add extra time, modify layouts, and adjust question-and-answer formatting for individual candidates, supporting accessibility and compliance with accommodation requirements2.
Bilingual Interface: The platform is available in both English and French, allowing organizations to select the preferred language for their users and assessments1.
Customizable User Interface: Organizations can adapt the interface to align with their branding and user experience preferences, ensuring a consistent look and feel for candidates and graders.
API and Export Features: Nexam offers integration capabilities through its API and export tools, allowing connection with LMS platforms (such as Moodle, Canvas, Blackboard), ERP systems, and custom web portals for automated candidate management, exam scheduling, and data reporting1.
Data Import/Export: Exam results and documents can be exported in CSV or PDF formats for further processing, analysis, or integration with other business systems3.
Adjustable Security Settings: Organizations can configure security parameters such as screen and webcam recording, random question sorting, and similarity scoring to match the required level of exam supervision and integrity1.
Custom Supervision Levels: The platform allows selection of different supervision levels for each exam, ranging from basic monitoring to advanced proctoring, based on the sensitivity of the assessment.
Collaborative and Anonymous Grading: Nexam supports collaborative grading with customizable grids and annotation tools, and can anonymize submissions to reduce bias and ensure fairness1.
Role-Based Access and Permissions: User roles and permissions can be configured to control access to different platform features, supporting organizational hierarchies and data privacy3.
Practice Simulations and Diagnostics: The platform provides practice simulations and technical diagnostic tools to ensure all users are prepared and devices are compatible, minimizing disruptions and supporting inclusivity.
Nexam provides a structured onboarding process to ensure new users can confidently navigate and use the platform from the start. Upon registration, users receive an email with a unique access code and a link to activate their account. The onboarding sequence includes:
Account Activation: Users follow a secure link, enter their access code, and set up a password that meets security criteria.
Acceptance of Terms: During the first login, users review and accept the Terms of Use and Privacy Policy.
Personalized Dashboard: After logging in, users access a dashboard displaying upcoming and past exams. A practice simulation is available—often mandatory for first-time users—to help them familiarize themselves with the Nexam environment, including validating their device’s compatibility and understanding the exam interface.
Practice Simulations: These simulations allow users to experience the exam process in advance, reducing anxiety and technical issues on exam day. Users can also access reference materials and test platform features in a risk-free environment.
Nexam offers comprehensive support channels to assist new users at every stage:
Help Desk and Email Support: Users can contact Nexam’s support team via email or help desk for technical issues, account setup, or general inquiries. The support team is available Monday to Friday, 9:00 am to 4:00 pm, and during exam periods for urgent needs.
Phone Support: Direct phone support is available, especially during exam sessions, to resolve urgent technical problems quickly.
Chat and FAQ Widget: An integrated widget provides instant access to frequently asked questions and allows users to contact the support team directly from the platform.
Knowledge Base and Documentation: Nexam provides user guides, FAQs, and detailed documentation to help users understand platform features, troubleshoot common issues, and optimize their exam experience.
Nexam employs a comprehensive, multi-layered approach to data security, ensuring the confidentiality, integrity, and availability of all information processed on its platform. The following outlines the key security measures in place:
Encrypted Data Storage: All personal and exam data are stored primarily in Canada at a trusted third-party provider, using the Advanced Encryption Standard (AES). This ensures data is protected both at rest and in transit.
Strict Data Retention: Personal information is retained only as long as necessary for exam administration or legal compliance. Once no longer required, data is securely destroyed to prevent unauthorized access.
No Data Selling: Nexam does not sell or use personal information for advertising or unrelated purposes.
ISO/IEC 27001:2022 Certified: Nexam’s Information Security Management System (ISMS) is certified to this international standard, reflecting robust controls for data security and risk management.
Canadian and International Compliance: Data handling aligns with Canadian privacy laws (PIPEDA), and Nexam’s data center meets EU adequacy requirements, supporting GDPR-compliant data transfers.
Privacy Impact Assessment: Regular assessments ensure that data hosting and processing meet the highest legal and regulatory standards.
Role-Based Access: Access to personal data is strictly limited to authorized personnel based on necessity, supported by security clearances and regular staff training.
Physical Security: Office access cards, visitor registration, and identification protocols are enforced at all physical locations where data may be accessed.
Technological Controls: Use of strong, frequently changed passwords, firewalls, and regular device updates. Two-factor authentication (2FA) is activated to further secure user accounts.
Risk and Vulnerability Assessments: Nexam conducts periodic risk and vulnerability assessments, as well as data privacy and security compliance audits to identify and address potential threats.
Incident Response Plan: There is a written incident response plan for prompt notification and mitigation in the event of a data breach, including direct communication with affected users and clients.
Confidentiality Incident Log: All incidents are documented and reviewed as part of the ongoing security management process.
Screen and Webcam Recording: For exam integrity, Nexam enables screen and webcam recording to detect anomalies, with all monitoring conducted in compliance with privacy regulations.
Randomization and Similarity Scoring: Random question sorting and similarity scoring are used to prevent cheating and maintain the integrity of online assessments.
Anonymized Grading: Grading is performed in a way that preserves candidate anonymity, reducing the risk of bias and unauthorized data exposure.
User Control: Users may request account deletion, data export, or rectification at any time, subject to client authorization and contractual terms.
User Notification: When updates are available, Nexam typically notifies users through email or platform alerts, especially before major exam sessions. This ensures all users are aware of the need to use the latest version for optimal performance and security.
Browser-Based Deployment: As a 100% browser-based platform, Nexam does not require users to download or install updates manually. All new features and security patches are deployed centrally, so users automatically access the most current version when they log in.
Pre-Exam Checks: Before important exam sessions, users may be prompted to verify their device compatibility and confirm that their browser and system meet the latest requirements. Diagnostic tools and practice simulations are provided to help users test readiness and avoid technical issues.
Support for Updates: Nexam’s support team provides guidance and troubleshooting for any issues that arise during or after updates. Documentation and user guides are updated alongside new releases to ensure users can quickly adapt to changes.
Nexam’s policy is designed to ensure that users and client institutions retain control and ownership over their personal and exam data. The platform acts as a processor, collecting and handling information solely to administer and manage assessments on behalf of its clients (such as educational institutions or exam administrators). Key points include:
Ownership and Purpose: All personal and exam data remain the property of the user or the contracting institution. Nexam only collects, stores, processes, or shares information as necessary for assessment administration and does not sell or use personal data for advertising or unrelated purposes.
Consent-Based Processing: Data is collected and processed with the user’s consent, either obtained directly from the user or through the client institution. Users have the right to refuse or withdraw consent at any time, although this may impact their ability to participate in exams.
Access Controls: Only authorized staff at Nexam and the client institution can access personal data, and always on a strict need-to-know basis for technical support, exam administration, or legal compliance.
No Data Selling: Nexam does not sell user data or use it for behavioral targeting of advertisements.
Nexam supports data portability in line with privacy regulations and client needs, providing mechanisms for users and institutions to access, export, and manage their data:
Right of Access and Deletion: Users may request account deletion, data export, or rectification at any time, subject to client authorization and contractual terms. Requests can be made by contacting Nexam, typically with the approval of the client institution for whom the exam was taken.
Data Export: Exam results and related data can be exported in machine-readable formats (such as CSV or PDF) for backup, analysis, or transfer to other systems, supporting institutional needs for compliance and business continuity.
Retention and Deletion: Personal data is retained only as long as necessary for exam administration or legal compliance. After this period, or upon request, data is securely destroyed to prevent unauthorized access. Retention periods may be set by the client institution and are honored by Nexam by contractual agreements.
Nexam is designed to offer organizations flexibility as their assessment needs evolve, supporting both growth and contraction without major disruption. Here’s how Nexam addresses scaling requirements:
Subscription-Based Licensing: Nexam operates on a subscription model, allowing organizations to select a plan that matches their current size and usage needs. This model supports easy adjustments as user numbers or exam volumes change.
No Long-Term Lock-In: The subscription structure typically does not require long-term commitments, making it straightforward to adjust or cancel as organizational needs shift.
User Management: Administrators can add or remove users (candidates, graders, or managers) as needed, directly from the platform. This self-service approach ensures organizations can quickly adapt to increases or decreases in staff, student, or candidate numbers.
Scalable Plans: Nexam’s plans are suitable for a range of organization sizes—from small teams to large institutions, making it easy to scale up for peak periods or scale down during quieter times.
Upgrade or Downgrade: Organizations can move between subscription tiers to access additional features or accommodate more users, or downgrade to reduce costs. These changes can usually be made at the end of a billing cycle, ensuring cost-effectiveness and operational flexibility.
Pricing Transparency: While specific pricing details may not be publicly listed, Nexam’s subscription approach is designed to provide value for money and flexibility to suit changing needs.
Data Ownership: Organizations retain full ownership of their data, and can export or delete it at any time, even when scaling down or transitioning away from the platform. This ensures compliance and business continuity.
No Data Loss on Scaling: Adjusting user counts or subscription levels does not impact access to existing data, supporting seamless transitions.
Dedicated Support: Nexam provides support via email, phone, and chat to assist with scaling up or down, onboarding new users, or managing transitions during periods of organizational change.
Automatic Renewal: Nexam subscriptions are typically structured to renew automatically at the end of each billing cycle (monthly or annually), unless the client provides advance notice of non-renewal. This ensures continuous access to the platform and its features.
Advance Notice for Non-Renewal: Clients wishing to terminate their contract at the end of a term must notify Nexam in writing before a specified deadline, which is often set at 30 days before the renewal date. Failure to provide timely notice usually results in automatic renewal for the next term.
Review and Adjustments: Before renewal, organizations can review their subscription level, user count, or service requirements and negotiate changes. Adjustments to the contract, such as upgrading or downgrading the plan, can generally be made before the new term begins.
Price Changes: If Nexam adjusts its pricing for the upcoming term, clients are typically notified in advance (commonly 30–60 days before renewal). This allows organizations to review new rates and decide whether to continue, renegotiate, or cancel their subscription.
Contract Amendments: Any changes or renegotiations to the contract terms must be agreed upon by both parties before the new term takes effect.
Cancellation Before Renewal: To avoid renewal and associated charges, clients must submit a cancellation request in writing before the contract’s notice period (often 30 days ahead of the renewal date). Late cancellation requests may not prevent the next term’s renewal and billing.
No Pro-Rata Refunds: If a contract is canceled after a new term has started, access to Nexam typically continues until the end of the paid period, but no refunds are issued for unused time within that term.
Access After Cancellation: Upon cancellation, clients retain access to the platform and their data until the end of the current billing cycle. After the cycle ends, access to subscription-based features is terminated unless the contract is renewed.
Data Ownership and Portability: Even after cancellation, organizations retain ownership of their data. Nexam allows clients to export or delete their data at any time, ensuring compliance with data protection and business continuity requirements.
Termination by Nexam: Nexam reserves the right to terminate or suspend access to the platform immediately, without notice or liability, for any reason, including breach of agreement. Upon termination, the right to use the platform ceases immediately, but obligations and liabilities incurred before termination remain in effect.
Custom Contracts: For enterprise or custom agreements, renewal and cancellation terms may be negotiated individually and specified in the contract. These may include longer notice periods, custom billing cycles, or additional conditions for termination.
Nexam is engineered to meet rigorous international and Canadian compliance standards, ensuring the security, privacy, and integrity of data for educational institutions, certification bodies, and organizations using its online exam platform.
Nexam’s Information Security Management System (ISMS) is certified to the ISO/IEC 27001:2022 standard. This internationally recognized certification demonstrates that Nexam has robust information security controls and risk management processes in place, covering data confidentiality, integrity, and availability throughout the platform’s operations.
Nexam complies with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada’s federal privacy law governing the collection, use, and disclosure of personal information. This ensures that all data handling practices meet strict requirements for user consent, data minimization, and user rights.
Although Nexam is based in Canada, its data hosting and processing practices meet the European Union’s adequacy requirements for data protection. This means Nexam’s Canadian data centers are recognized as providing an adequate level of protection for the personal data of EU residents, supporting GDPR-compliant data transfers and processing.
Nexam has received CyberSecure Canada certification, a federal cybersecurity standard that validates the platform’s implementation of best practices in cybersecurity, including risk assessments, incident response, and ongoing security training for staff.
Nexam regularly conducts privacy impact assessments to ensure that its data hosting, processing, and security measures remain compliant with evolving legal and regulatory standards in Canada and internationally.
Nexam
By Nexam Solution inc
