SDS Exam Proctoring Policies
Exam Accommodations Implementation Process
Students should notify their instructor of any approved accommodations as early in the quarter as possible using the steps outlined below. Students are encouraged to discuss the use of any testing accommodations with their instructor or designee. After sending the electronic Faculty Notification Letter, students should follow up with their instructor to receive additional testing details. If the instructor requests that SDS proctor on their behalf, students should submit an exam request to SDS at least 7 days prior to an exam. Unless otherwise specified by the instructor, these steps should be followed for each exam.
Whenever possible, instructors are encouraged to implement the exam accommodations for their students. Exams may be administered remotely by SDS during Autumn Quarter 2021. Instructors may request that SDS proctor an exam that will be administered in person in cases where a scribe or use of assistive technology is required.
Exams administered electronically through an online learning management system, such as Canvas, allow an instructor to update the exam settings to reflect accommodations such as extended time. Extended time for individual students can be provisioned for published Canvas quizzes using the “Moderate This Quiz” function. Additional information is available in the Canvas Instructor Guide Once I publish a timed quiz, how can I give my students extra time?
Alternative Testing Agreement/Contract
If there may be updates during an exam or changes to an exam, students with accommodations should also receive the updates or changes made to the exam. This may include but is not limited to the ability to ask questions to the instructor/TA during the exam or to receive exam updates/corrections during an exam. Instructors who would like SDS to live monitor a remote exam and/or proctor exams in-person for students with accommodations for a scribe or use of assistive technology may complete the Alternative Testing Agreement. The Alternative Testing Agreement will provide SDS with information about the dates of the exam and any relevant testing details. Instructors who do not have pre-determined exam dates should email SDS at least 7 days prior to an exam in order to confirm SDS availability to proctor an exam.
Exam Rescheduling Requests
Instructors that request assistance from SDS with proctoring exams may note that SDS may not be able to proctor an exam at a particular date/time due to capacity. In the event that SDS is unable to proctor an exam at a requested date/time, SDS will contact the instructor(s) to discuss potentially rescheduling the exam at a date/time that SDS is available. Additionally, SDS can discuss on-campus resources available to assist with exam proctoring if an instructor would like to make arrangements to proctor an exam.
Students who would like to request a different exam date and/or time should contact both their instructor and SDS to discuss what options may be available. In some cases, a rescheduled exam date or time may not be approved by the instructor due to test security or in cases where it would constitute a fundamental alteration to the core requirements of the class.
Late Exam Requests
Currently, SDS may be unable to make arrangements for exam requests submitted less than 7 days in advance of an exam date. It is recommended that students contact SDS as soon as possible to discuss what alternative options may be available. Alternative options such as taking the exam at an alternative date/time due to a late request must be approved by the instructor.
If the instructor is unable to make arrangements or does not approve alternative arrangements due to not receiving timely notice, the student may complete the exam under standard testing conditions.
For questions or to discuss SDS’s upcoming availability, please contact firstname.lastname@example.org or 773-702-6000.
- Prior to starting an exam, students should check the allotted time listed, particularly within Canvas. If they believe there is an error or that it does not reflect the accommodation, students should email their instructor and CC email@example.com. SDS will follow up with the instructor to clarify the testing details. In the event that a student starts or completes an exam and there was an error in the implementation of testing accommodations, students should email their instructor and CC firstname.lastname@example.org. SDS will discuss what options may be appropriate to address the discrepancy with the instructor and student. This may or may not include the following options, pending instructor approval: allowing the student to complete the remaining questions with extended time, providing additional questions to earn points, or altering the grading of the exam.
Remote exams with live proctoring (i.e. Zoom monitoring)
- Students will receive an e-mail by 7:00 PM CST on the business day prior to the exam with a Zoom link and the proctoring appointment details.
- Students are encouraged to access the Zoom meeting approximately 5 minutes prior to the start time of the exam to allow for check-in. The SDS proctor will admit students from the Zoom Waiting Room and will provide exam instructions per the information provided by the instructor in the Alternative Testing Agreement.
- Students will need to turn on their video feed for the duration of the exam. Students will also need to mute their microphone for the duration of the exam.
- Students should access the exam via the instructions provided by their instructor for the class (i.e. logging in to Canvas, etc.).
- Students are encouraged to communicate exam administration questions or concerns with the proctor via the Zoom Chat feature in a private message. This may also be applicable to students who may be taking breaks during the exam.
- Once students have completed the exam they should alert the proctor using the Chat feature in Zoom. Alternatively, at the end time of the exam, the proctor will inform the student that the exam time has ended using the Chat feature and may follow up with a verbal announcement regarding the end of the exam. In those cases, students should follow the exam submission instructions provided by their instructor. Instructors will receive written notice from SDS regarding the conclusion of the exam.
In-person exams (scribe/AT only)
COVID-19 In-Person Exam Proctoring Policies
- All students will be required, unless otherwise approved, to wear a mask during exam administration.
- Students may not access food and beverages during exam administration. Students that may require food and/or beverages during an exam should notify the proctor and will need to exit the testing space to an approved area.
- Students will be expected to comply with required University health protocols.
Exam Proctoring Check-In Process
An SDS proctor will complete the exam check-in process and monitor testing.
- Students will receive e-mail notification from SDS of their testing location 1 business day prior to their scheduled exam.This information will also be made available through the AIM Student Portal.
- Students should arrive approximately 10 minutes prior to the exam for check-in.
- Students should bring their student ID for the check-in process.
- The proctor will inform the student of any instructions and allowed materials indicated by the instructor in the Alternative Testing Agreement.
- The SDS proctor will provide students with any green/blue book and scratch paper items for testing. Students may only use the green/blue books and scratch paper provided by SDS.
- Students will be instructed by the proctor to leave all personal items in a designated area.
- Testing will start and end at the approved times listed in the exam request confirmation. SDS cannot authorize additional time outside of the length of the scheduled exam. Students that arrive late to an exam will not be provided additional time to compensate for tardiness. Students that arrive late to an exam and would like to request the exam to be rescheduled should contact their instructor for permission, as SDS cannot authorize the rescheduling of an exam without the instructor’s approval. Please note that the approval of an exam rescheduling request is at the discretion of the instructor and instructors may not approve a request to reschedule an exam.
Due to limited availability, SDS may be unable to place students in a preferred testing location. Nevertheless, students will be provided a testing accommodation that meets their accommodation needs as indicated by their accommodation determination letter. During testing, students should avoid behaviors that are disruptive to the testing environment. A proctor may address a student’s disruptive behavior and request that they refrain from repeating the behavior.
Questions During Exams
At check-in, the proctor will notify the student if the instructor has indicated on the testing agreement whether students may ask questions during exams. Students may also ask the proctor to confirm if the instructor has given approval for students to ask questions during exams. If the instructor has given permission for questions to be asked during exams, the proctor will contact the instructor based on behalf of the student. This may be by email, phone call, or other instructed method of contact.
Completed Exam Return Process
Exams will be returned/submitted per the instructions provided by the instructor for the entire class.
Remote exams with live proctoring (i.e. Zoom)
- Exams will be returned/submitted per the instructions provided by the instructor for the entire class. For in-person exams administered remotely by SDS, exams will be returned via e-mail to the e-mail address(es) indicated in the Alternative Testing Agreement.
- SDS will notify instructors of relevant testing details (i.e. prolonged breaks, attendance, academic dishonesty, etc.).
In-person exams (scribe/AT only)
- The SDS proctor will collect all exams and testing items (green/blue book, scratch paper, etc.) at the scheduled end time. Students that complete the exam prior to the scheduled end time should inform the proctor they will be submitting the exam and give them the testing items.
- Students will collect all personal items and exit the testing space at the conclusion of their exam. Once the exam has been turned in to the proctor, students may not request to make any additional changes.
- The exam will be returned to the instructor by e-mail within 48 business hours after the conclusion of the exam. Due to space availability, exams will not be available for in-person pick up from the designated testing space.
- Students may not access electronic devices into the designated testing rooms or use unapproved devices during a remote exam. These devices may include cell phones, smart watches, personal laptops, and tablets.
- Upon check-in, students may no longer access unapproved devices for the duration of the exam.
Students engaging in behavior and/or accessing unapproved devices or resources during an exam may be notified by the proctor that the instructor will be contacted. Instructors may request that SDS stop testing immediately after being contacted if there may be concerns with academic dishonesty. Written notice from SDS regarding the observed behavior and the exam will be provided to the instructor.
Students should contact their instructor for additional information following the exam if they have any questions regarding the exam or their status in the class.