Exam Proctoring Guidelines
Verification of Job Responsibilities
As part of the application, applicants are required to email a memo to UNC Online Exam Proctoring (firstname.lastname@example.org) from your senior manager/school principal/department head (on official letterhead). The memo should explain in detail the following:
The memo should address your job responsibilities, as they relate to UNC Online Exam Proctoring qualifications (https://online.northcarolina.edu/exams/become.php). Specifically, the memo should address your role and should verify that this role is your primary responsibility (e.g., A K-12 testing coordinator must be primarily responsible for testing administration at the school/school system).
The memo should state how long you have been in this role.
The memo should also verify that proctoring exams for UNC Online students does not present a conflict of interest for your job, for the location where you work as well as the location where you will proctor.
The memo should include contact information for your senior manager/school principal/department head in order for UNC Online Exam Proctoring to follow up if necessary.
The memo should be signed by your senior manager/school principal/department head.
Proctoring Site Requirements
The proctoring site cannot be a private residence. The proctor's exam proctoring license will be summarily revoked if UNC Online Exam Proctoring determines that a proctor is using a private residence or any location other than the one listed on their application as the "official place of business."
Some examples of acceptable proctoring locations are: testing centers, proctoring centers, libraries, university office. NOTE: Faith based organizations are not considered public locations. Coffee shops/restaurants/eating establishments of any type are not considered acceptable locations to proctor.
If the proctoring location is your work office then please email a memo to UNC Online Exam Proctoring (email@example.com) from your senior manager/school principal/department head signifying that your office may be used to proctor exams for UNC Online students.
If the location is not your work office (e.g., a public library) then please email a memo to UNC Online Exam Proctoring (firstname.lastname@example.org) from the manager of the location (on official letterhead) signifying that you are allowed to use the library's physical location to proctor exams for UNC Online students. (NOTE: Some libraries do not allow independent proctors to utilize their space, especially if the library is already a proctoring site for UNC Online students. This is because students can become confused whether the library is proctoring their exam or an independent proctor.)
Proctoring Location Security
The proctoring site cannot be a private residence.
The proctor is responsible for maintaining security at the proctoring site. The students must feel safe in the proctoring site at all times. If, at any time, security becomes an issue the proctor should immediately dial 911.
The proctoring location must be one that allows for all testing materials to be kept secure and confidential at all times. Exam passwords must be stored in a location inaccessible by examinees (e.g., in a locked cabinet or password protected e-mail account).
The location, space, and layout of the proctoring location are vital to the accomplishment of its mission. At the proctoring location, the proctor must:
1. Anticipate outside factors that could divert the attention of examinees, and take action to avoid them.
2. Consider room temperature and attempt to correct as needed.
3. Ensure adequate lighting (using established guidelines).
4. Provide adequate test room(s)/space for given volume.
5. Provide seating/writing surfaces appropriate for test volume, test materials, candidate characteristics, ADA, and other special requirements.
6. Examinees should be seated in order to limit their view of others’ work.
7. Check facility to ensure readiness for testing.
8. Have backup plans in case of emergency or problem, if possible.
9. Ensure adequate parking is available and ADA requirements are met.
Equipment and Space
Personal laptops: Students may take an exam on a personal laptop if close and constant supervision is provided by the proctor and if the test instructions specifically allow for such. In the absence of specific permission to use a personal laptop, the proctor must not allow its use.
Faculty members cannot requirement/request for proctors to download special software (e.g., Respondus Lockdown Browser) for exam appointments. Hardware and software requirements for computerized testing will be set at a basic level that allows usage by multiple testing programs.
Proctoring space may be utilized by multiple examinees, either simultaneously or at different times, as desired by proctoring centers, provided that exam requirements meet basic standards for its use and proctoring centers comply with given instructions.
The proctor will keep the exam secure and confidential at all times.
Once a proctor has agreed to proctor an exam, the instructions and exam materials will be available through UNC Online Exam Proctoring. The proctor will also receive system-generated reminders about upcoming exam appointments from UNC Online Exam Proctoring.
Exam appointment information automatically appears in a proctor's appointment schedule immediately after a student schedules an exam appointment via UNC Online Exam Proctoring.
4 days prior to the opening of the exam window, exam materials and exam passwords automatically appear for download in proctors' appointment schedule (and immediately if a student schedules their exam appointment within an active exam window).
Proctors must download exam materials 1-2 business day prior to exam appointments and store exam materials in a secure location. Downloading the exam materials in advance ensures the following:
1. If a download error occurs or questions arise, there will be time for the proctor to reach out to the faculty member so the issue can be corrected and/or the proctor's questions can be answered.
2. If UNC Online Exam Proctoring is unavailable (i.e., system goes down) students will still be able to take their exams because the proctor already has the exam materials available (i.e., downtime for UNC Online Exam Proctoring does not impact the university's learning management system such as: Blackboard, Moodle, etc.).
If an online exam requires a password, proctors must not share exam passwords with students. Proctors must request for student to turn away from the computer screen when passwords are entered.
Download exam materials 1-2 business day prior to exam appointments and store exam materials in a secure location.
Perform check of proctoring facilities and equipment for operating condition and security. Check rest rooms for security, if feasible.
Ensure that all necessary equipment is in proper working order.
Complete necessary forms and prepare scratch paper packets.
Communicate necessary information to examinees, including faculty instructions to the student.
Collect payment if a fee is charged for proctoring services.
Request that examinees be prepared to leave unnecessary personal items (including cell phones and iPods) in their car, home, or in a bag that can be placed in a secure location while the exam is in progress.
Administering the Exam
Admit and sign in examinees according to exam instructions, collect required forms, and check the identification of the examinee.
Abide by given instructions and read any instructions clearly and verbatim
Observe examinees without being obtrusive.
Call faculty member immediately to resolve questionable situations.
Manage and report irregularities when they occur.
If a suspected academic integrity violation occurs:
1. Permit the student to complete the exam; do not confront the student.
2. If possible, ask a co-worker to witness the suspected academic integrity violation.
3. If possible, for online exam types, save the computer’s history and share with the faculty member.
4. If your location records exam appointments, provided footage of the appointment to the faculty member.
5. Report your observations to the faculty member (via the “Finalize” feature) immediately after the appointment is completed.
Post Exam Instructions
The proctor should verify that the exam materials are available before the student’s scheduled appointment and return the completed exam materials per instructions outlined by the faculty member.
After the exam is complete the proctor should:
1. Finalize the exam appointment.
2. Complete forms and send materials according to given instructions.
3. Follow up on payments from students, if necessary
4. Lock facility.
Test centers must make all special accommodations when necessary, meaning test centers will provide testing to persons with disabilities, with accommodations approved by the faculty member, if possible.
Proctors are not obligated to charge fees; however, if a proctor chooses to do so, all fees must be reported on their UNC Online Exam Proctoring application (students can view fees in a proctor’s details).
Individuals wishing to proctor at their place of employment, must receive permission from supervisors to use company resources, space, and equipment for fee-related proctoring services.
Proctor must collect fees at the start of each exam appointment.
Students are responsible for payment of all proctoring fees.
If a UNC system faculty member opts to charge a proctoring fee, the fee must be waived for students enrolled in their courses.
It is at the sole discretion of each proctor/proctoring site as to whether they will proctor a given student’s exam/s.
As a separate part of the application process, applicants will be asked the below questions.
Who invited you to complete an application for consideration as an exam proctor?
What is the UNC Online student’s full name, university email? (Please share the names of all the UNC Online students who invited you to proctor their exams)
What is your relationship with the student/s you plan to proctor?
Will you be proctoring exams for co-workers, relatives, friends and/or other individuals with whom you have a personal relationship?
Describe the location where you will proctor exams? Is this your work office? Are you going to proctor at any location other than the address on your application?
Do you agree to only proctor at the official place of business listed on your application?
Where will you store students' personal belongings (including tablets, laptops and cell phones) while they take their exams?
Will you require students to present a current/legible government issued photo ID prior to each appointment?
Will you keep your UNC Online login password and exam passwords secure from students?
If you indicated that you can provide close and constant supervision during exam appointments (NOTE: libraries are not allowed to provide close and constant exam supervision):
How will you provide close and constant supervision for paper-based exams?
How will you monitor a computer you provide to ensure un-authorized sites aren’t being accessed (i.e., students google searching answers)?
Will students be required to use the computer you provide or will they be allowed to use their own laptop? If their own laptop then how will you ensure students do not access un-authorized sites/files?
If the proctor is unable to follow these guidelines then UNC Online Exam Proctoring reserves the right to revoke the exam proctoring license.