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Guide to Proctoring

Faculty Guide to Proctoring: Effective for classes beginning Spring 2009

Questions? Contact telecampus@utsystem.edu

Policy Statement
Approved Proctors
Proctor Fees
Guidelines for Supporting Proctored Examinations
Purpose
Instructor Responsibilities
Course Developers Responsibilities
TeleCampus Responsibilities
Student Responsibilities
Proctor Responsibilities

To facilitate finding secure testing environments, the UT TeleCampus has established guidelines and procedures by which students enrolled in courses through the UT TeleCampus may take proctored examinations. Instructors determine whether proctored examinations are required for their course.

Questions regarding test proctoring may be directed to Student and Faculty Services at 1-888-TEXAS-16 or telecampus@utsystem.edu.

Policy Statement
Evidence of scholastic dishonesty related to examinations in a UT TeleCampus course may result in a grade of "F" on the examination and an "F" in the course. In this regard, scholastic dishonesty includes, but is not limited to:

  • copying from another student's exam;
  • using materials not authorized by the professor;
  • possessing materials such as lessons, books, or notes which are not authorized by the professor;
  • knowingly using or soliciting in whole or part the contents of an unadministered test;
  • collaborating with or seeking aid from another person during the test without authority;
  • substituting for another person, or permitting another person to substitute for one's self, to take a test.

Approved Proctors
Proctored exams must be taken and supervised at an official testing center at an accredited community college, college or university in which computerized testing is available.

Proctor Fees
Proctor fees must be paid by the student.

Guidelines for Supporting Online Proctored Examinations
Purpose: To establish a process and guidelines by which students enrolled in UT TeleCampus courses may take proctored examinations as required by the instructor. Responsibilities include those pertaining to the instructor, course developers, the UTTC staff, the student and the proctor. Instructors and students should be familiar with each participant's role and responsibilities in this process. Critical deadlines are defined. Individual responsibilities of each participant are described below.

Instructor Responsibilities
Note: If this is your first time using proctor services, read this page thoroughly to assure you know the requirements and restrictions of the service offered by UTTC. If you have used the proctor services previously, review this page before each offering of your course for changes in policy and procedures.

Work with Campus Staff to create tests in Blackboard
Note: Proctoring services may not be used unless this step is completed by the campus’ course completion deadline.

Before deciding to proctor tests, you must have worked with your campus staff to design online testing instruments in your course. Your campus staff can help you to create instruments that achieve your assessment goals and function well in the online environment. These assessment instruments must be in place and password protected when you contact UTTC two weeks prior to the first class day to initiate the proctor services process.

Communicate with UTTC
Notify UT TeleCampus staff by email (telecampus@utsystem.edu) two weeks before the first class day that proctor services will be used. Include course name and course number, semester, faculty name, test dates and test passwords (provided to you by your course developer) and simple instructions for navigating to the exam location within the course (provided to you by your course developer) in the email.

Communicate with Students
Include information in the course syllabus to inform students:

  • that proctoring will be required for those unable to come to campus for the exam(s);
  • of the specific date by which the student must complete each proctored exam (they will be allowed a one week window prior to that date to schedule their proctor session at the testing center);
  • that students must submit their proctor choice within the first week of class to assure the proctor will have space available for them;
  • that they must follow the detailed instructions for selecting and submitting their proctor choice found on the proctor information page on the UTTC website (http://telecampus.utsystem.edu/learningresources/otherresources/testproctoring.aspx). Please do not copy these instructions into your course, rather refer students to this url as these instructions are updated from time-to-time; and
  • that the student will incur extra expense in proctor fees for each proctored exam.

Set exam dates to have no longer and no less than a seven-day window. This means that you set and announce the date and time by which a student MUST complete the exam and the student can schedule the exam at his/her convenience within those dates as the testing center’s availability allows. Please check the calendar closely before setting exam dates to avoid holidays when testing centers are likely to be closed.

If applicable, faculty should include a statement similar to the following in the syllabus to inform the students about the proctoring process (Note: up to two exams per course per semester may be proctored):

Testing
Online proctored examinations are a part of this course and ____ exam(s) is/are scheduled for this semester. For the convenience of students who live in the surrounding area of the university and desire to come to campus, I will schedule an exam period on campus and act as the proctor for the exam(s). The date, time and location of the on-campus exam(s) are provided in this syllabus.

Students who do not wish to come to campus, or who live far away, can make arrangements to be proctored at a testing center that offers computerized testing at an accredited community college, college or university. Students will be responsible for any fees charged by the testing facility. Students should review the proctoring guidelines and procedures at: http://telecampus.utsystem.edu/learningresources/otherresources/testproctoring.aspx. Be aware that your proctor choice must be submitted the first week of class and will not be accepted late.

After notifying students of proctoring, we will add a notification to their course description on the UTTC website to inform them of the proctoring requirement.

Post one announcement at the start of the course, and the second announcement in the middle of the first week of class reminding the student to submit their proctor choice to UTTC during the first week or to be required to make arrangements through you, the instructor to take the exam on campus. Be specific in stating the approaching deadline.

Post one course announcement when the deadline arrives stating that, if the student has yet to submit their proctor choice to UTTC, the option is no longer available to them, that they must now make arrangements through you, the instructor to take the exam on campus.

If applicable, arrange an on-campus test date and time for students who prefer to come to campus to take the test or who fail to submit their proctor selection to UTTC by the deadline. Be clear that if they choose to take the exam on campus, they must make arrangements through you, the instructor.

Provide via email to the UT TeleCampus at telecampus@utsystem.edu at least TWO WEEKS PRIOR to the first day of the semester:

  • course name, course number, faculty name, passwords, testing date (the date by which the test must be completed);
  • instructions for navigating to the exam area in the course (this should have been provided to you by your course developer).

Consider and approve/disallow all student-requested exceptions and communicate your decision with the UT TeleCampus.

Inform students how long it will be before they can expect to receive their exam grade and where the grade will be posted (consult with your course developer to determine if all exam grading will be done automatically or if your intervention will be necessary for students to know their grade).

If applicable, distribute grades to students.

If applicable, establish a procedure for offering feedback to students.

Handle all grievances or cases of scholastic dishonesty (to include communicating with student and proctor).

Course Developer Responsibilities

Work with interested faculty to develop online assessment instruments that meet instructor assessment goals by campus course deadlines.

Insert the following Policy Statement at the start of each proctored exam:

Policy Statement

Evidence of scholastic dishonesty related to examinations in a TeleCampus course may result in a grade of “F” on the examination and an “F” in the course. In this regard, scholastic dishonesty includes, but is not limited to:

  1. copying from another student’s exam;
  2. using materials not authorized by the professor;
  3. possessing materials such as lessons, books, or notes which are not authorized by the professor;
  4. knowingly using or soliciting in whole or part the contents of an unadministered test;
  5. collaborating with or seeking aid from another student during the test without authority;
  6. substituting for another person, or permitting another person to substitute for one’s self, to take a test.

By entering the online exam area, I confirm that I understand the policy statement above.

Set a secure password (six or more characters, no special symbols, at least one number and at least one alpha character. Do not include the course name, course number, semester, section or instructor name in the password.);

In conjunction with faculty, determine the window of availability for the exam (our policies require a one week window);

Set those dates for the instructor in Bb using 12:01am and 11:59pm to open and close the window;

Remind the instructor to change, or change for the instructor, the course announcements related to the availability of exams so that dates and times of availability are accurately presented to the students;

Write simple instructions for navigating to the exam location within the course and provide those to the instructor and to the UT TeleCampus at telecampus@utsystem.edu;

Provide password for each exam to instructor.

TeleCampus Responsibilities

  • Make arrangements for up to two proctored tests per course per semester. These arrangements include; providing procedures for exam proctoring, receiving and vetting student's proctor choice, distributing exam password and instructions for how to navigate to the exam within the course to proctor via email, providing proctor with instructions.
  • Inform instructor of student proctor choices as requested.
  • Notify instructor if the exam procedure may have been compromised.

Student Responsibilities

  • Access the UT TeleCampus webpage for proctoring information.
  • Make arrangements with a proctor that meet testing window defined by instructor.
  • Submit proctor choice to the UT TeleCampus for approval during the first week of class.
  • Pay any testing fees to the testing center, if applicable.
  • Take the exam during the pre-arranged time.
  • Be prepared to access and login to the UTTC Bb site where the online test is located.

Proctor Responsibilities

  • Confirm the arrangements with the student.
  • Receive the password and simple navigation instructions for accessing exam within the course from UT TeleCampus and keep in a secure place.
  • Supervise the student taking the exam. This supervision includes: following all exam instructions; identifying the student with a photo ID; assisting the student in contacting technical support as described in the email from UTTC staff in the event that an online exam is interrupted, and reporting any problems to the UTTC staff at telecampus@utsystem.edu.
  • Terminate the exam if the testing procedure is compromised due to the student's improper conduct. Notify the UT TeleCampus as soon as possible by email at telecampus@utsystem.edu and by calling toll-free 1-888-TEXAS-16.
  • Judge whether or not an exam should be terminated based on extreme testing environment irregularities, such as the room is too hot or cold or too noisy, that are not resolvable. If the student wishes to continue with the exam, allow this, but send an email with an explanation of the situation to UTTC staff at telecampus@utsystem.edu.
  • Assure that the student logs off and closes the browser after completing the test.