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Roles & Responsibilities

Proctored exams are most easily defined as tests where students are monitored while taking an exam. Traditionally, proctored exams are done under direct supervision of the instructor or in a testing center. In an online course, those options are not always feasible or practical. For online students, there are two forms of proctored exams: face-to-face proctoring and online proctoring.

Depending on your role in the proctoring process, your responsibilities and guidelines will change. Please select one of the roles below to review the related procedures and requirements.

As an online student, there are two proctoring options your instructor may utilize instead of requiring you to physically come to UofL’s campus.


Face-to-Face Proctoring

Face-to-face proctoring allows you to take exams in a quiet setting at a location convenient to you. As a quick overview, you will select a proctor based on a set of guidelines, have them approved by your instructor, and then your instructor will work with the proctor directly in order to distribute and receive the exam. The approved proctor will then be present while the exam is completed to ensure compliance and honesty.

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

Student Responsibilities


  • Before the Exam
    1. Identify a proctor based on information provided by your instructor:
      • Start the process of securing a proctor at least three weeks before the scheduled exam
      • See Securing a Suitable Proctor below
    2. Submit any required supporting documentation when you submit your proctor for approval;
    3. Provide the following instructions and information to your approved proctor:
    4. Pay necessary fees, including the mail tracking fee, if required;
    5. 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
  • During the Exam
    1. Present a valid, government-issued photo ID
    2. Bring pencils or other writing utensils, unless prohibited by the instructor
    3. Bring other aids (e.g. calculator, scratch paper), if permitted by the instructor
    4. If you are unable to take your exam during the scheduled exam dates, please notify your proctor (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)
    5. If you did not take your exam on the scheduled date, your proctor is required to contact your instructor

Securing a Suitable Proctor

IMPORTANT: Be sure to alert your proctor of their responsibilities (see the “Proctor” tab on this page for more information). You can forward them a PDF version as well found here.

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): https://ncta.memberclicks.net/cctc-listings-narrow-search#/.


  • Types of Suitable Proctors

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


    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
    • Please note that only superintendents, principals, and intermediate unit administrators are listed in the directory (found here: https://education.ky.gov/comm/contacts/Pages/default.aspx)

    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: https://ncta.memberclicks.net/cctc-listings-narrow-search#/

    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.


Online Proctoring

Online proctoring uses the Respondus Monitor service to monitor cheating and transparency in lieu of a face-to-face proctor.

What is Respondus Monitor Online Proctoring?

Respondus Monitor test proctoring is a free service allowing you to take an online test anywhere, as long as you have a computer, webcam, Lockdown Browser and internet connection. This option will only be available if your instructor has chosen to activate this feature in Blackboard. If this has not been activated, you can request your instructor to activate it.

You must download Lockdown Browser to use Respondus Monitor for proctoring. Access the install file here.

Once you start the proctored test recording, you and your computer desktop will be recorded. This recording will be automatically uploaded through your course site to the Lockdown Browser Dashboard for your instructor to view once you have completed your exam. No other student will have access to your exam recording.

What are my responsibilities as a student?


  • Before the Exam
    1. Review the Respondus Monitor Student Overview Video
    2. Ensure you have a working webcam
    3. Ensure you have a working microphone in order to record the sound in your testing space
  • During the Exam
    1. Present a valid, government issued photo ID
    2. Record a 360° screen capture of the room in which you are taking the exam
    3. Bring pencils or other writing utensils unless prohibited by the instructor
    4. Bring other aids (e.g. calculator, scratch paper), if permitted by the instructor
    5. If you are unable to take your exam during the scheduled exam dates, you must notify your instructor and get permission to reschedule the exam; your instructor can determine whether the exam can be taken outside of the scheduled dates and provide access to the exam accordingly

Faculty have two proctoring options for students that don’t require them to physically come to UofL’s campus.

Face-to-Face Proctoring
Face-to-face proctoring requires the student to obtain a proctor on their own. The student will take their exam in the presence of the proctor and the proctor will submit the exam back to the instructor. Review the Face-to-Face Proctoring information below for more details and forms.

Online Proctoring
Online proctoring utilizes Respondus Lockdown Browser to monitor your students taking an exam online. The student will take their exam online with Respondus Lockdown Browser/Monitor recording the process. Note: this option is only available for exams administered online and may not be used with paper exams. Review the Online Proctoring information below for more details, guides, and forms.


IMPORTANT!

SACS requires students to be informed of any fees associated with the verification of student identity, such as proctoring fees or the purchase of a webcam. You must include the following statement in your Schedule of Classes course listing, as well as your syllabus: “This course will have [number of proctored exams/projects] proctored exams. Students may incur a fee depending on the proctor selected.”


Face-to-Face Proctoring

Face-to-face proctoring allows the student to take exams in a quiet setting at a convenient location instead of coming to UofL’s campus. This process requires the student to obtain a proctor on their own. You will then work directly with the proctor in order to distribute and receive the exam.

Instructor Responsibilities


  • Before the Exam
    1. Notify students of the proctored exam requirement prior to registration.
      • Include the following statement in both the course listing in the Schedule of Courses and in your syllabus: “This course will have [number of proctored exams/projects] proctored exams. Students may incur a fee depending on the proctor selected.”
      • Note: SACS requires students to be informed of any fees associated with the verification of student identity, such as proctoring fees, prior to registering for the course.
    2. Inform students about their responsibilities as listed below. See the Student Responsibilities tab for a complete list.
      • Students must identify a suitable proctor according to specific guidelines
      • Students must provide the proposed proctor with the Eligibility and Responsibilities Agreement Form [PDF]. Proctors must complete and submit this form to the Instructor to be approved as a proctor
      • Students must schedule the exam with the proctor or testing center, during the approved exam time frame
      • Students must pay any associated fees with the proctored exam, including the mail tracking fee if required
    3. Verify the student’s proctor choice upon receipt of the completed Proctor Eligibility and Responsibilities Agreement Form [PDF] to be completed by the chosen proctor.
    4. Inform both proctor and student of approval or denial of the proctor. See Securing a Suitable Proctor to learn what qualifies.
    5. Complete and email your Exam Instructions [PDF] to approved proctors. Send examinations only to the proctor's approved business email address. If the proctor's business email address is a Yahoo, Gmail, Hotmail, or other similar free email address, the student will need to provide documentation that this is the proctor's business email address, such as a business card or letterhead.
    6. Provide the student with the exam instructions and any additional information your course may require.
    7. Provide student with the necessary proctor forms (or links to forms) listed below.
    8. Submit the exam to the proctor along with any specific test-taking instructions, including the Student Code of Conduct – Academic Dishonesty [PDF] documentation.
  • After the Exam
    1. Determine appropriate action if there is an incident regarding academic integrity
    2. Give permission to reschedule the exam if it is to be outside the scheduled exam dates:
      • Determine whether the exam can be taken outside the scheduled dates
      • Provide access to the exam accordingly
    3. Provide the student with their grade in a timely manner
    4. Keep documentation and paperwork for proctored exams and proctors

Online Proctoring


What is Respondus Monitor Online Proctoring?

With Respondus Monitor test proctoring, students can take exams and quizzes right from their computers as long as an internet connection, Respondus Lockdown Browser and a webcam are available. Using Lockdown Browser and Monitor allows the student to be recorded while taking the exam. Additionally, Respondus Monitor includes a number of different secure test-taking features, such as a visual identification method and the disabling features such as Printing and using external websites on the computer while the test is in progress.

You must use Respondus Lockdown Browser to enable the Monitor functionality for online proctoring. Please direct your students to download and install the computer file here.

What are my responsibilities as an instructor?


  • Before the Exam
    1. You must include the following statement in your Schedule of Courses course listing as well as your syllabus: “This course will have [number of proctored exams/projects] proctored exams. Students may incur a fee depending on the proctor selected.” SACS requires students to be informed of any fees associated with the verification of student identity, such as the purchase of a webcam
    2. Review the Respondus Monitor information video
    3. Enable the testing feature in your course
    4. Copy and paste the provided Student Code of Conduct: Academic Dishonesty [PDF] language in the test-taking policy a student will have to read and accept before beginning the test
  • During the Exam

    Load the exam into your Blackboard course.

  • After the Exam
    1. Determine appropriate action if there is an incident regarding academic integrity;
    2. Give permission to reschedule the exam if it is to be outside the scheduled exam dates:
      • Determine whether the exam can be taken outside the scheduled dates
      • Provide access to the exam accordingly
    3. Provide the student with their grade in a timely manner.

Face-to-Face Proctoring

During instances where students are not able to come to UofL’s Testing Center, students can complete their exam under the supervision of an approved proctor. If you’ve been chosen for the role of proctor, please read below to make sure you understand the requirements and responsibilities involved.

IMPORTANT NOTES:

  • You must be approved by the instructor before any exams can be taken
  • 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

Proctor Responsibilities


Before the Exam

  1. Provide necessary documentation to the instructor to certify your eligibility as a proctor
  2. Complete the Eligibility and Responsibilities Agreement form [PDF] provided by the student
  3. 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
  4. 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
  5. 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
  6. Store the examination where it is inaccessible by the student

During the Exam

  1. Complete UofL Examination Certificate [PDF]
  2. Verify identification of the student by government-issued photo ID
  3. 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)
  4. Give the student no more than the allotted time to complete the examination
  5. 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;
  6. Secure the examination after completion and before mailing it to the instructor
  7. 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

After the Exam

  1. 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.)
  2. Notify the course instructor if the exam was not taken during the scheduled time
  3. 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

Online Proctoring

Online proctoring is completed using the Respondus Monitor service. In-person proctors are not required.