Standards and Guidelines
UNC Online Proctoring Network
The UNC Online Proctoring Network certifies qualified individuals to proctor exams for students taking courses through the UNC Online System. A UNC Online Proctor must agree to follow all of the guidelines in this manual in order to become certified.
All proctor applicants must provide a professional e-mail account and physical work address to verify her/his title.
*Graduate level UNC System students who hold one of the above titles may proctor only if they are part of a formal proctoring office run by an administrator and staffed (in part) by graduate assistants; they cannot proctor students in their degree program. As well, they must provide a verifiable professional e-mail account and physical work address.
**If a UNC system professor opts to charge a proctoring fee, the fee must be waived for students enrolled in his or her courses. Additionally, professors must adhere to campus policies in regards to using university space and resources for fee related services.
Agreeing to proctor an exam
Proctors must download exam materials at least one business day prior to appointments and store exam materials in secure locations.This action will ensure the following:
- If a download error or questions arises, there will be time to correct the issue and/or release the exam materials to the proctor
- If UNC Online is down, students will be able to take their exams (downtime for UNC Online does not impact course management systems (Blackboard, Moodle, etc.).
Appointment information automatically appears in proctors’ accounts immediately after a student schedules an appointment via the UNC Online website. Exam materials (exam passwords) automatically appear for download in proctors' accounts 4 days prior to exam windows (and immediately if a student schedules his or her exam appointment within the active exam window). A “Download” option will appear in proctors’ accounts under the “Actions” column when exam materials (exam passwords) are available.
If an online exam requires a password, proctors must not share exam passwords with students. Proctors must request for student to turn away from the computer screen when passwords are entered.
If the proctor is unable to fulfill the required duties, it is his/her responsibility to notify both the student and the instructor immediately. If possible the proctor will find another qualified proctor in their location using the UNC Online website (http://online.northcarolina.edu/find) and suggest this proctor to the student.
- Proctors are not obligated to charge fees; however, if a proctor chooses to do so, all fees must be reported on their UNC proctoring application (students can view fees in proctors’ details).
- Individuals wishing to proctor at their place of employment, must receive permission from supervisors to use company resources, space, and equipment for fee related proctoring services.
- Proctor must collect fees at the start of each exam appointment.
- Students are responsible for payment of all proctoring fees.
- If UNC system professors opt to charge a proctoring fee, the fee must be waived for students enrolled in their courses.
Proctoring site security
- The proctoring site must not be a private residence.
- The proctor is responsible for maintaining security at the proctoring site. The students must feel safe in the proctoring site at all times
- All testing materials must be secure
- Test and exam passwords will be stored in a location inaccessible by examinees (preferably in a locking cabinet or password protected e-mail account)
Proctoring Site Requirements
The proctoring site cannot be a private residence. Some examples of acceptable proctoring sites are:
- Testing centers
- Proctoring centers
- Public libraries
The location, space, and layout of the proctoring site are vital to the accomplishment of its mission. At the proctoring site, the proctor must:
- Anticipate outside factors that may divert the attention of examinees, and take action to avoid them
- Consider room temperature; attempt to correct as needed
- Assure adequate lighting (using established guidelines)
- Provide adequate test room(s)/space for given volume
- Provide seating and writing surfaces appropriate for test volume, test materials, candidate characteristics, ADA, and other special requirements
- Examinees should be seated in order to limit their view of others’ work
- Check facility to assure readiness for testing
- Have backup plans in case of emergency or problem, if possible
- Access to the proctoring site requires that adequate parking is available and ADA requirements are met
Equipment and space:
- Hardware and software requirements for computerized testing will be set at a basic level that allows usage by multiple testing programs.
- Proctoring space may be utilized by multiple examinees, either simultaneously or at different times, as desired by proctoring centers, provided that exam requirements meet basic standards for its use and proctoring centers comply with given instructions
- Personal laptops:
- Students may take an exam on a personal laptop if close and constant supervision is provided by the proctor and if the test instructions specifically allow for such. In the absence of specific permission to use a personal laptop, the proctor must not allow its use.
Before the exam, the proctor must:
- Download exam materials at least one business day prior to appointments and store exam materials in a secure location.
- Perform check of proctoring facilities and equipment for operating condition and security. Check rest rooms for security, if feasible.
- Assure that all necessary equipment is in proper working order
- Complete necessary forms and prepare scratch paper packets
- Communicate necessary information to examinees
- Collect payment if a fee is charged for proctoring services
- Request that examinees be prepared to leave unnecessary personal items (including cell phones and iPods) in their car, home, or in a bag that can be placed in a secure location while the exam is in progress
While administering the exam, the proctor must:
- Admit and sign in examinees according to exam instructions, collect required forms, and check the identification of the examinee
- Abide by given instructions and read any instructions clearly and verbatim
- Observe examinees without being obtrusive
- Call professor immediately, if necessary, to resolve questionable situations.
- Manage and report irregularities when they occur
- If a suspected academic integrity violation occurs:
- Permit the student to complete the exam; do not confront the student
- If possible, ask a co-worker to witness the suspected academic integrity violation
- If possible, for online exam types, save the computer’s history and share with the instructor
- If your location records exam appointments, provided footage of the appointment to the instructor
- Report your observations to the instructor (via the “Finalize” feature) immediately after the appointment is completed
Following the exam, the proctor must:
- Lock facilities
- Complete forms and send materials according to given instructions
- Follow up on payments from students, if necessary
- Perform end of day procedures
Test centers must make all special accommodations when necessary:
- Test centers will provide testing to persons with disabilities, with accommodations approved by the instructor, if possible
Obtaining Test Materials
- The student will contact the proctor to schedule a date for testing; the proctor is not required to initiate contact between students and/or professors.
- Once a proctor has agreed to proctor an exam, the instructions and exam materials will be available through UNC Online Academic Services website (http://services.northcarolina.edu). The proctor will also receive reminders about upcoming appointments from UNC Online Academic Services website. These appointment reminders will be accompanied by instructions on how to login and access exam materials and exam instructions through the UNC Online website.
- The proctor should verify that the exam materials are available before the student’s scheduled appointment and return the completed exam materials per instructions outlined by the faculty member. The proctor will keep the exam confidential at all times.