Proctor Application and Renewal Process
Taken from the UNC Online Proctor Licensing Agreement.
UNC Online is responsible for reviewing proctor applications and renewals. All proctor applicants/renewals are subject to approval.
The initial term of this Agreement shall be for a period of two (2) years commencing on the date when the proctor applicant was approved by UNC Online, unless earlier terminated in accordance with the provisions contained in this Agreement. After the expiration of the initial term this Agreement may be renewed bi-annually.
Current licenses do not automatically renew. UNC Online sends out renewal notices via email (to the email address on file) ninety (90) days prior to the license deactivation.
Proctors are responsible for informing UNC Online if their contact details need to be edited. Contact details include: name, email, phone number, address.
Proctor applications/renewals should allow at least thirty (30) days for UNC Online to review and process proctoring applications. The review process may take longer if the proctor does not respond to follow up questions or is located outside the U.S.
Background Check. Proctor applicants and licensed proctors may be required to undergo a background check. Licensed proctors are subject to background check upon renewal of their proctoring license, at the discretion of UNC Online.
Conflict of Interest. Proctors are responsible for understanding that they cannot proctor students if a conflict of interest exists. Examples include but are not limited to: relative, spouse, or partner of the UNC System student or of the UNC System student’s family; co-worker, supervisor, or business associate of the UNC System student or of the UNC System student’s family; friend, roommate, or peer of the UNC System student or of the UNC System student’s family; current or previous athletic coach/trainer/administrator or any member of an athletic staff or personnel who support student athletes (Includes K-12, recreational and/or organized leagues, community college, and college/university athletics); etc.
NOTE: UNC System students may not be UNC Online proctors as this creates a conflict of interest.
In addition, instructors must conform to their campus’ conflict of interest policies with regards to using university space and resources. UNC System employees/instructors cannot charge a fee for proctoring.
Proctoring Fees. Proctors are responsible for understanding UNC Online’s requirements regarding proctoring fees and for keeping proctoring fees as low cost as possible. Free proctoring is strongly encouraged. When evaluating new applications or renewal applications, UNC Online take fees into consideration.
Proctors may charge a proctoring fee and proctors are responsible for the collection of these fees. Fees are a transaction between the proctor and student. UNC Online does not play a role in disputes with regard to fees.
NOTE: UNC System employees/instructors cannot charge a fee for proctoring.
UNC Online does not charge proctors a fee to be a member of the UNC Online Proctoring Network.
Proctor Fee Chart – Face-to-Face Proctors
Maximum Proctoring Fee Per Hour
Maximum Flat Proctoring Fee
Disability Support Services Fee Policy. Proctors are prohibited from charging additional fees to students who are allowed extended time to take their exam or for other requirements related to the student’s disability, as determined by the instructor and the university’s Disability Support Services in compliance with federal regulations. Proctors are able to view which of their scheduled students receive extended time in the UNC Online system.
Fee Changes. In order to protect students from fee changes during the term, fee changes may only occur twice a year. Fifteen (15) days prior to the beginning of the fall term and spring term, proctors are able to edit their fees in UNC Online. UNC Online will inform all proctors via email when the fee change period is in effect.
UNC Online evaluates these edits and either approves or denies the fee changes. NOTE: Proctors are responsible for understanding UNC Online’s requirements regarding proctoring fees and for keeping proctoring fees as low cost as possible. Free proctoring is strongly encouraged.
When evaluating fee changes, UNC Online takes fees into consideration and reserves the right to deny a fee change or deactivate a license as a result of a fee change.
If the fee change is approved then the fee change will be published five (5) days before the beginning of fall term and five (5) days before the beginning of the spring term. Proctors are strictly prohibited from changing their fees at any other time of the year. NOTE: Proctors are prohibited from charging the new fee to students who have already scheduled their exam appointments with the proctor, because those students scheduled prior to the published fee change.
If UNC Online determines proctors are charging fees different than those listed in the UNC Online System then the proctor’s license may be deactivated.
Types of Licenses. There are two (2) types of license available with UNC Online: individual and organizational.
- Individual licenses are reserved for those who provide exam proctoring solely as an individual.
- Organizational licenses are reserved for registering an entire organization (e.g., a testing center, library, or business) that provides exam proctoring. An organizational license has one person designated as the primary licensee. If more than one person will be proctoring exams then the license must list those persons as helpers on that license. The organization’s name and its main contact information, not its individual proctor’s information, will be visible in search results.
Proctor Primary Licensee. The primary licensee is the person who completed the UNC Online proctor application either on behalf of an organizational proctoring license or as an individual proctor license. The primary licensee is the main point of contact for the proctoring license.
Proctor Helper. A proctor helper is someone, by permission of the primary licensee, who has access to student exam appointments, has access to exam materials/passwords, and can schedule/reschedule/cancel/finalize exam appointments. NOTE: Organizational licenses are strongly encouraged to have at least one (1) proctor helper on the license.
Proctoring Privacy Options. There are two (2) proctoring privacy options: listed and unlisted.
- A listed proctoring license means the proctor is available through the proctor search function in UNC Online. This type proctor is available for UNC System students. Only when UNC Online students are logged into UNC Online will they be able to see listed proctors.
- An unlisted proctoring license is hidden from the proctor search function when the student is logged into UNC Online. This type of proctor is available only to students that have the proctor’s email address. Proctors are only able to be unlisted under special circumstances such as military facilities and university disability support offices.