Face-to-Face Proctoring

Face-to-face proctoring allows you to take exams in a quiet setting at a convenient location instead of coming to UofL’s campus. You will select an approved proctor, and your instructor will work with the proctor directly in order to distribute and receive the exam.

What are my responsibilities as a student?

PRE-EXAM:

  • Identify a proctor based on information provided by your instructor:
  • Submit any required supporting documentation when you submit your proctor for approval;
  • Provide the following instructions and information to your approved proctor:
  • Pay necessary fees, including the mail tracking fee, if required;
  • Schedule the exam with the proctor or testing center, if necessary, during the approved exam time frame;
    • Students who wish to come to UofL’s campus should contact the Testing Center to arrange an exam time

THE EXAM:

  • Present a valid, government-issued photo ID
  • Bring pencils or other writing utensils, unless prohibited by the instructor
  • Bring other aids (e.g. calculator, scratch paper), if permitted by the instructor
  • If you are unable to take your exam during the scheduled exam dates, please notify your proctor. More importantly, you need to contact your instructor to get permission to reschedule the exam, if it is to be outside the scheduled exam dates. Your instructor can determine whether the exam can be taken outside the scheduled dates and provide access to the exam accordingly
  • If you did not take your exam on the scheduled date, your proctor is required to contact your instructor

IMPORTANT NOTES:

  • Your proctor must be approved by your instructor before any exams can be taken
  • You are responsible for paying any expenses incurred in retaining a proctor
  • The proctor services may be terminated at any time by any or all three active parties (student, proctor, UofL) with written notice to all parties involved



What are the responsibilities of the proctor?

Be sure to alert your proctor of the responsibilities below. You can forward them a PDF version as well found here.

PRE-EXAM:

  • Provide necessary documentation to the instructor to certify your eligibility as a proctor;
  • Complete the Eligibility and Responsibilities Agreement form [PDF] provided by the student;
  • If required, request proctor payment from the student. UofL does not pay fees associated with proctor services. UofL has the right to contact a designated proctor to establish credentials. UofL may at any time request additional verification or mandate an alternate proctor;
  • If you are a proctor at a Professional Testing Center (e.g. public library, university testing center) and delegate the proctor role to another staff member, you assume the responsibility that all standards are met;
  • The examination must take place at a business address and not a residential address. The testing room should be an enclosed, professional environment that is comfortable, quiet, and free from distractions;
  • Store the examination where it is inaccessible by the student.

THE EXAM:

  • Complete UofL Examination Certificate [PDF];
  • Verify identification of the student by government-issued photo ID;
  • Make sure the student did not access notes, books, or other materials to complete the examination, unless previously approved by the instructor (verify what additional test-taking instructions have been left by the instructor);
  • Give the student no more than the allotted time to complete the examination;
  • Secure the sealed examination until it is opened in the student’s presence at the beginning of the examination session and prevent copies of the examination being made during your tenure as a proctor;
  • Secure the examination after completion and before mailing it to the instructor;
  • Ensure academic integrity of the exam process on behalf of UofL. Tasks you will be required to complete:
    • Stop the exam if academic integrity is compromised
    • Report the incident to UofL if the exam has stopped
    • Document and share this information with the course instructor

POST-EXAM:

  • Return the Exam Certificate, the examination questions, the completed examination, and any scratch paper the student may have used within four (4) hours of examination completion to the instructor via email or mail using a tracking service. (Note: Student photocopying or taking notes from any examination paper is not permitted; Proctors may make a copy of the exam to hold until it is verified the instructor has received the completed exam.)
  • Notify the course instructor if the exam was not taken during the scheduled time;
  • If the rescheduled exam has not been taken within two weeks after the scheduled date, you are instructed to return the exam to the instructor;

IMPORTANT NOTES:

  • You must be approved by the instructor before any exams can be taken
  • The proctor’s services may be terminated at any time by any or all three active parties (student, proctor, UofL) with written notice to all parties involved



Securing a Suitable Proctor:

If you are unable to take your examination(s) at the University of Louisville’s Testing Center, you must arrange to have your examination(s) supervised by an appropriate proctor, or request online proctoring from your instructor, if the exam is online. The Proctor Eligibility and Responsibilities Agreement form [PDF] must be completed and returned to the instructor.

Students can get help finding a proctor from the free service offered by the National College Testing Association’s (NCTA): http://www.ncta-testing.org/cctc.

Suitable proctors are listed below:

UofL Faculty or Educational Administrator:

  • A full-time member of the teaching faculty or an educational administrator of UofL;
    • Faculty members or administrators may also designate other individuals in education as a proctor; such designation must be submitted in writing to the instructor.

High School Superintendent, Supervising Principal, Principal, or Intermediate Unit Administrator:

  • For Kentucky residents, a high school superintendent, supervising principal, principal, or an intermediate unit administrator whose name appears in the Kentucky Department of Education;

Regionally-Accredited Faculty or Educational Administrator:

  • A member of the teaching faculty or an educational administrator of any regionally-accredited institution of higher education;
    • The student must submit a page from the institution’s directory or catalog listing, not only the proctor’s name and title, but also the institution’s name;
  • A photocopy of the catalog or directory page is adequate. The photocopy must show the institution as well as the name and title of the proctor;
    • It is acceptable to submit a letter on official letterhead verifying the position of the designated faculty member or educational administrator. Such documentation must accompany the Proctor Eligibility and Responsibilities Agreement form;
    • To find a qualified institution near you, visit the National College Testing Association’s (NCTA) website: http://ncta-testing.org/cctc/index.php

Elementary or High School Teacher, or School Librarian:

  • You must submit a letter on official letterhead from the individual’s principal or superintendent verifying their position;
    • NOTE:
      • A photocopy of a teacher’s certification is not sufficient;
      • Currently employed teachers may not request a fellow teacher to proctor their examinations. Superintendents or principals from the same school district are acceptable.

Librarian:

  • A librarian who holds a library science degree may act as a proctor;
    • Submit a letter written by this individual’s supervisor on official letterhead from the library system in which they are employed;
      • The letter must include verification of the proctor’s employment, highest degree earned, and job title.

Military Superior:

  • For personnel of the Armed Forces, any commissioned officer of higher rank than the student, a base commander, a noncommissioned officer in command of a military post, an educational officer, or a base librarian;
    • The exam request must be accompanied by a letter on official letterhead from the base commander (or an authorized representative) verifying the proctor’s position.

NOTE: RELATIVES, COWORKERS, AND DIRECT SUPERVISORS ARE NOT PERMITTED TO PROCTOR EXAMINATIONS

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