Support Site For Distance Learning Students

Exam Proctoring for Totally Online Courses

Overview
 
To address the testing needs of students who are enrolled in a totally online course through the College for Professional Studies at Siena Heights University we have adopted a flexible proctoring model.
 
This proctoring document is a direct result of concerns about academic integrity in online courses.  The procedure is one of many alternatives for learning assessment in online courses.  It is voluntary for faculty and is not meant to be employed in every online course

This document outlines the relationship between the DL instructor and the Proctor, the criteria and procedures for proctor approval, mechanisms for students requesting proctors and related forms.

Student Proctoring Requests
 
If proctoring is implemented in a totally online course, students have the option of taking tests or completing projects by a variety of methods:

1. through an approved test proctor
2. through a SHU College For Professional Studies Distance Learning instructor
3. at a Siena Heights University degree completion center.

Proctors must be selected by a date established by the student’s DL course instructor. A proctor can be a faculty member, administrator, or other professional staff member of a school or college, a library staff member, a member of the clergy, or a supervisor at work. A proctor cannot be a family member or a co-worker. The student's DL instructor must approve requests for proctored tests and the individual proctor. The course instructor will reserve the right to contact a student's requested proctor and to reject requests for a specific proctor for any reason.
 
Students will be able to request proctor approval in two ways:

1. Students may submit a completed online Student Proctor Request Form and have their selected proctor fill out a corresponding online Proctor Agreement Form,  - OR -
2. Students may print the online Student Proctor Request Form  (PDF Format) and submit the completed form, along with the proctor's signature, to the course instructor.

DL Instructor Responsibilities
 
The Distance Learning instructor will handle the administration of tests for students requesting a proctor.  The criteria listed below will be used by the DL instructor for approving a proctor and the procedures will be used for administering tests to students through a proctor.

Proctor Responsibilities
 
Proctors will be requested to provide straightforward information regarding their relationship with the student and accurate contact information via a Proctor Agreement Form. Proctors will be responsible for providing an appropriate testing environment, keeping tests secure prior to and after test taking and must also agree to destroy electronic or original copies of tests (e.g., if test was faxed to instructor) upon notification by the course instructor of the test being received.  While taking the exam, students are not permitted to leave the testing area until the test has been completed.  Both the student and proctor will be required to sign the verification form sent with the test(s).   A proctor is not required to monitor the test taking, but is required to promptly return both taken and/or untaken tests to the course instructor. Proctors should be able to answer any questions on test taking procedures, not questions on test content.

Criteria for Approving a Proctor

1. Proctor relationship to student fits the following guidelines:
   •   faculty member, administrator, or other professional staff member of a school, or college
   •   educational counselor
   •   library staff member 
   •   member of the clergy
   •   student supervisor at work
2. No previous complaints/concerns regarding proctor.
3. No previous complaints/concerns regarding student.
4. Request received within the required time frame or change of student status warrants late request.
5. In cases of questionable requests, the proposed proctor is contacted by the DL instructor to confirm relationship to student.

Procedures for Administering Tests Through a Proctor

1. All requests will be confirmed for students within 72 hours of the receipt by DL instructor.
2. DL instructor will send all tests to the proctors at one time via email, fax and/or postal service as determined by the DL instructor. Additional information sent should include a letter and instructions, as well as a test/assignment receipt form and return information. (Students requesting proctored tests must provide the proctor with postage and envelopes necessary for return of paper tests.)
3. Returned tests will be graded and recorded by the DL instructor.

Expanded Proctoring Procedures for DLI
 
Step 1: Student submits the proctor request form to DL instructor.  Proctor request forms are located in the Doc Sharing section of each course that has a requirement for a proctored exam.

Step 2: DL instructor goes through steps to approve or disapprove the proctor. The
DL instructor (DLI) reviews the proctor request form noting the proctor, the relationship of the proctor to the student, etc. The instructor approves or disapproves the proctor requested based on the criteria outlined on the DLI Proctor Agreement Form.
 
In the case of a questionable request or process evaluation, the DLI contacts the proctor with a list of the following questions:

•   What is your relationship to the student?
•   Do you have a secure place to keep the test(s)?
•   Do you have access to an appropriate testing environment?
•   Will you be able to monitor the student during the test?
•   Will you have any problems returning the tests immediately upon completion?
•   Do you have any questions or concerns?

Based on the information obtained, and following the criteria for approving a proctor, the DLI approves or disapproves the proctor.
 
Step 3: Material is sent to the proctor by DL instructor.
The following material is sent to the proctor:

•   Test(s)
•   Test Receipt Form (one per test/assignment)
•   Instruction Sheet for test proctors (which includes a statement that all tests not taken by end date of the semester should be returned to the DL instructor and all tests taken and not in paper copy should be destroyed after notification of receipt by the DL instructor).
•   Contact and return information (address, phone, email, fax)
•   Letter confirming the agreement to proctor

Step 4: Completed tests are returned to DLI.
Proctors return the tests to the DL instructor using the return information and procedure established by the DL instructor.
 
Step 5: DLI notifies proctor and student within 72 hours of test receipt.
 
Step 6: DLI grades test(s) according to course specifications.

 
Step 7: DLI posts grades for student review and provides feedback via the student’s Gradebook in eCollege.
 
Step 8: Paper tests (taken and untaken) and electronic test files are destroyed by proctor.
Paper tests (taken and untaken) and electronic test files are returned to and filed with the Instructor of Record. Proctor destroys electronic copies or originals (e.g., if a test has been faxed to DLI) after notification by DLI of test receipt.

Copyright © 2008 Siena Heights University
Last modified: 06/28/08