Global access and seamless support: Digital assessment at Vienna University of Economics and Business
Context
Adopting WISEflow for entrance exams, Vienna University of Economics and Business (WU Vienna) enhances accessibility for international students while ensuring academic integrity and cost savings.
In an increasingly digital academic landscape, WU Vienna has taken the lead in transforming how entrance exams are conducted by implementing WISEflow, a digital assessment platform. Initially adopted for its benefits to international students, and following a successful pilot of WISEflow back in 2020, WU Vienna expanded its use to manage entrance exams for the German-language bachelor's program in 2024.
Helena Nekola, with 15 years’ experience as WU Vienna’s vice rectorate for academic programs and student affairs, coordinated the initiative. Helena explains that WU Vienna’s approach goes beyond just using digital tools; it's about creating a seamless, supportive experience for applicants.
WHY WU VIENNE CHOSE WISEflow
The 2020 pilot of WISEflow was initiated in part because around 60% of the applicants for the Business and Economics degree program were international students. Helena believes that the pilot’s success made expanding WISEflow a logical next step. She explains:
The shift to digital assessments began before COVID-19, which later accelerated the move for many institutions. Helena recalls, “We had already discussed moving to a digital platform before COVID. The benefits for our international students just made sense.”
Increasing reliance on generative AI further influenced WU Vienna’s decision to adopt WISEflow for large-scale entrance exams.
The platform’s scalability was key, with around 4,500 candidates taking the German business and social science entrance exam and up to 3,000 candidates sitting the business and economics exam. Helena notes:
DRIVING POSITIVE CHANGE WITH SMART SOLUTIONS
“Aspects like the multiple-choice question types were very important to us. And we really appreciated the usefulness of the user roles in WISEflow. We were able to handle the process from the view of the invigilator, the participant and the manager. It is paramount that our candidates cannot cheat during the exam. So, we also use WISEflow's proctoring elements - voice detection and video facial comparison.”
Data protection compliance was also critical, given the institution’s DACH-region location. Helena shares, that it was important for them that WISEflow complies with the many data protection guidelines required of the institution. That was a central reason why we decided to go for the WISEflow platform.
Students are able to sit the exams from anywhere in the world, and the assessments are protected against academic integrity, all of which brings immense value to WU Vienna and its administration. But these are not the only advantages of sitting exams online via WISEflow. Helena says:
“We saved about a third of previous costs since renting venues in Austria is costly. Fewer staff are required for exams now; we have a team of five support staff, all senior students, rather than 30 tutors. It’s a significant difference.”
Like any digital transition, WU Vienna faced challenges, particularly with high applicant volumes that affected loading times which makes it difficult to download all candidate results at one time. However, as Helena points out, there are always alternative solutions:
“From 2024, we divided the candidates into three flows, which start two minutes apart, so we avoided the overloading of the system. We see significantly fewer error messages now, and standard loading times. We found a solution within the platform.”
WORDS OF WISDOM FOR INSTITUTIONS CONSIDERING THE DIGITAL SWITCH
Coordinating the transition to a digital assessment platform is not for the faint of heart. It is a big project and has to be handled accordingly. WU Vienna’s experience was that having one central figure or body, that can draw on expertise from around the institution, is the best possible method of handling the process.
“There are lots of stakeholders involved, and I’m the main point of contact for all these departments. I think it works best like this, because they all have a great understanding of their specific areas, and then I can coordinate this expertise in a centralised way.”
Once the project is up and running, there are multiple ways for institutions to streamline and simplify the examination process for everyone involved, including applicants. At WU Vienna, staff make it a priority to maintain consistent communication with those preparing for their entrance exams.
“From our experience in recent years, email communication has proven to be the most efficient method with our applicants. We believe it’s essential to keep them informed at every step, so they’re always aware of their progress in the selection process.”
However, communication alone isn't enough to prepare applicants for an unfamiliar platform. WU Vienna supports applicants in several ways before their exams, including providing extensive information about WISEflow on their website. Helena explains:
“We created a ‘Get Started’ guide covering topics like installing the Lockdown Browser and navigating WISEflow. We also provide mock exams so applicants can try out the platform. I recommend all institutions using a digital platform for entrance exams do this—it's crucial for applicants to familiarise themselves with relevant tools beforehand.”
Most preparatory resources are created by WU Vienna, not UNIwise. Helena believes this is essential:
“You want WISEflow to feel like a tool implemented by the institution. The goal is for students to receive guidance directly from us, not UNIwise. I believe that’s the best approach.”
FREQUENTLY ASKED QUESTIONS
A pilot helps identify needs, test workflows, and confirm that the chosen solution fits institutional requirements.
The platform enables digital handling of written, audio, and oral assessments, allowing recordings, structured feedback, and secure submission workflows.
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