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Guide to Proctoring

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 a community college, college or university at the student’s expense.

Guidelines for Supporting Proctored Examinations
Purpose: To establish a process and guidelines by which students enrolled in distance education courses through the UT TeleCampus may take proctored examinations as designated by the instructor. Participants included in these guidelines are; the instructor, the TeleCampus staff, the student and the proctor. Instructors and students should be familiar with each participant's role in this process. Individual responsibilities of each participant are described below.

Instructor Responsibilities
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 for changes in policy and procedures.

Include information in the course syllabus to inform students:

Set exam dates to have no longer than a two-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 up to 48 hours prior to that deadline. Please check the calendar closely before setting exam dates to take holidays into account.

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
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 the 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 of a 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.

Include a note to be posted in the “Instructor Notes” field of the UTTC Book List informing students that tests will be administered by proctor, and that students will incur additional fees for proctor services. (Not sure how to post this note? Call us at 1-888-TEXAS16.)

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, and test dates in the email.

Post at least two course announcements in the course management system to advise students of the deadline to select a proctor. It is suggested that one announcement be posted at the start of the course, and the second be posted 72 hours in advance of the deadline for the student to submit their proctor choice to UTTC warning of 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.

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.

Provide to the UT TeleCampus at least TWO WEEKS PRIOR to the earliest exam date:

  • a copy-ready exam in the form of a Word document or a .pdf, or if exam is computer based, the URL, (the UT TeleCampus will not edit exams);
  • instructions for the proctor;
  • instructions for the student; and
  • any instructor-required forms and materials, such as scantron sheets.

Send to telecampus@utsystem.edu and/or:

Attn: Proctor Services/Student & Faculty Services Department
UT TeleCampus
The Colorado Building
4th Floor
702 Colorado Street
Austin, Texas 78701

Approve all student-requested exceptions and communicate 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.

Inform the UT TeleCampus if assigned seating is required at the testing site.

Distribute grades to students.

If applicable, establish a procedure for returning graded exams to students.

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

TeleCampus Responsibilities

  • Make arrangements for up to two proctored tests per course per semester. These arrangements include; providing procedures for exam proctoring, receiving and verifying student's proctor choice, distributing exam material to proctor.
  • 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 at least four weeks prior to the exam date.
  • Pay any testing fees to the testing center, if applicable.
  • Read, sign, and return the Policy Statement to the proctor at time of exam.
  • Take the exam during the pre-arranged time.

Proctor Responsibilities

  • Confirm the arrangements with the student.
  • Receive the exam/credentials for accessing exam 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; having the student sign the Policy Statement; and completing the Certificate of Supervision.
  • 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 write an explanation of the situation on the Certificate of Supervision.
  • Return examinations, signed Policy Statements, and signed Certificates of Supervision to the faculty in the envelope provided.