Proctoring Guidelines

Contents: Student Request Form | Proctor Agreement Form | FAQs

Overview

To address the testing needs of a growing number of Virginia Tech students participating in distance and distributed learning offerings, the Institute for Distance and Distributed Learning has adopted a scalable and flexible proctoring model. This model is applicable to most any distance learning scenario and has been integrated with the IDDL program delivery pilot that utilizes Distance Learning Instructors (DLIs) to provide extensible and economically viable distance learning programs and courses.
 
This proctoring document is a direct result of faculty requests and the concern from some faculty about academic integrity in online courses.

The procedure is one of many alternatives for learning assessment in online courses. It is voluntary for faculty and is not meant to be employed in every online course or to be used in a manner conflicting with the Virginia Tech Graduate Honor Code or Undergraduate Honor Code.

This document outlines the relationship between the DLI instructor, Proctor and Instructor of Record, the criteria and procedures for proctor approval, mechanisms for students requesting proctors and related forms.

Topics:

• Student Proctoring Requests
• Proctor Responsibilities
• Criteria For Approving A Proctor
• Procedures For Administering Tests Through A Proctor
• Expanded Proctoring Procedures For DLI

Student Proctoring Requests

If proctoring is implemented in a distance or distributed learning course, students have the option of taking tests or completing projects by a variety of methods:

1. at testing centers (e.g., commercial or institutional),
2. through an approved test proctor (recommended),
3. through their distance learning instructor, or
4. at University Libraries (Virginia Tech campus, 540-231-6170) or at a VT extended campus location.

Proctors must be selected by a date established by the students course instructor. A proctor can be a faculty member, administrator, or other professional staff member of a school or college, an employee of a commercial testing center, an educational counselor, a library staff member, a member of the clergy, or a supervisor at work. A proctor cannot be a family member or a co-worker. The student's instructor must approve requests for proctored tests and the individual proctor. The course instructor will reserve the right to contact a student's requested proctor and to reject requests for a specific proctor for any reason. Students must submit the online form for proctor approval.

Proctor Responsibilities

Proctors will be requested to provide straight-forward information regarding their relationship with the student and accurate contact information via a Proctor Agreement Form. Proctors will be responsible for providing an appropriate testing environment, keeping tests secure prior to and after test taking and must also agree to destroy electronic or original copies of tests (e.g., if test was faxed to instructor) upon notification by the course instructor of the test being received. While taking the exam, students are not permitted to leave the testing area until the test has been completed. Both the student and proctor will be required to sign the verification form sent with the test(s) A proctor is not required to monitor the test taking, but is required to promptly return both taken and/or untaken tests to the course instructor. Proctors should be able to answer any questions on test taking procedures, not questions on test content.

Criteria for Approving a Proctor

1. Proctor relationship to student fits the following guidelines:
   • faculty member, administrator, or other professional staff member of a school, or college
   • employee of a commercial testing center
   • educational counselor
   • library staff member
   • member of the clergy
   • student supervisor at work
2. No previous complaints/concerns regarding proctor.
3. No previous complaints/concerns regarding student.
4. Request received within the required time frame or change of student status warrants late request.
5. In cases of questionable requests, the proposed proctor is contacted by the course instructor to confirm relationship to student.

Procedures for Administering Tests Through a Proctor

1. All requests will be confirmed for students within 72 hours of the receipt by instructor.
2. IDDL will be notified of proctor declines.
3. Instructors will send all tests to the proctors at one time via email, fax and/or postal service. Additional information sent should include a letter and instructions, as well as a test/assignment receipt form and return information. (Students requesting proctored tests must provide the proctor with postage and envelopes necessary for return of paper tests.)
4. Returned tests will be graded and recorded by the instructor.
5. Problems or concerns related to proctoring will be shared with IDDL for evaluation and improvement of proctoring process.

Expanded Proctoring Procedures for Instructors

Summary of Steps:

1. Student submits the proctor request form to instructor.
2. Instructor goes through steps to approve or disapprove the proctor requested based on approved criteria.
3. Material is sent to the proctor by instructor.
4. Completed tests are returned to instructor.
5. Instructor notifies proctor and student within 72 hours of test receipt.
6. Instructor grades tests according to course specifications.
7. Instructor posts grades for student review and provides feedback, test files, etc. as appropriate.
8. Paper tests (taken and untaken) and electronic test files are returned or destroyed by proctor.

Step 1: Student submits the proctor request form to instructor.

Proctor request forms are located online at http://www.iddl.vt.edu/instructors/proctors/.

Step 2: Instructor goes through steps to approve or disapprove the proctor requested based on approved criteria

Instructor reviews the proctor request form noting the proctor, the relationship of the proctor to the student, etc. The instructor approves or disapproves the proctor requested.

In the case of a questionable request or process evaluation, the instructor contacts the proctor with a list of the following questions:

• What is your relationship to the student?
• Do you have a secure place to keep the test(s)?
• Do you have access to an appropriate testing environment?
• Will you be able to monitor the student during the test?
• Will you have any problems returning the tests immediately upon completion?
• Do you have any questions or concerns?

Based on the information obtained, and following the criteria for approving a proctor, the instructor approves or disapproves the proctor

IDDL is notified of any proctors not approved.

Step 3: Material is sent to the proctor by instructor.

The following material is sent to the proctor:

• Test(s)
• Test Receipt Form (one per test/assignment)
• Instruction Sheet for test proctors (which includes a statement that all tests not taken by end date of the semester should be returned to instructor and all tests taken and not in paper copy should be destroyed after notification of receipt by instructor).
• Contact and return information (address, phone, email, fax)
• Letter confirming the agreement to proctor

Step 4: Completed tests are returned to instructor.

Proctors return the tests to the instructor using the return information and procedure established by the instructor.

Step 5: instructor notifies proctor and student within 72 hours of test receipt.

Step 6: instructor grades test(s) according to course specifications and submits grades.

Step 7: instructor posts grades for student review and provides feedback, test files, etc. to students as appropriate.

Step 8: Paper tests (taken and untaken) and electronic test files are returned or destroyed by proctor.