Online Course Proctoring Procedure

Purpose

To ensure students enrolled at the College have access to secure and quality online testing environments and proctoring services.

Definitions

Student/Examinee

The individual taking the exam.

Staff/Proctor

The individual identified to initiate and supervise the student/examinee during the exam.

Faculty/Examiner

The individual providing the examination information/parameters and to whom the exam result is returned.

In-Person Proctoring 

A method of supervising online exams at a designated physical location, where staff or proctors directly observe student behavior to ensure academic integrity.

Remote Proctoring

A method of supervising online exams from a distance using software to monitor behaviors that may indicate academic misconduct. Currently, the College utilizes Respondus Monitor, with a lockdown browser and test monitoring service.

Procedure

1. The College identifies a site proctor for each campus location and lists hours of operation and directions to request proctoring services at www.minnesota.edu/academicsupport/proctoring.
2. The student/examinee schedules the test with the proctor at least 24 hours in advance. Proctored testing options are based on availability during regular business hours. The College cannot guarantee proctored exams on a drop-in basis. The College will make reasonable efforts to meet specific test requirements, but students may be directed to alternate proctoring options if the College is not able to meet the requirements.
   1. The student/examinee uses the link at www.minnesota.edu/academicsupport/proctoring to schedule the test. The following information must be provided:
      • Contact information
      • Name of the class
      • Instructor contact information
      • Proctoring agreement paperwork (if required by instructor)
   2. Upon test registration, the student/examinee receives an automated email confirming testing date, time, expectations and location.
   3. If the student/examinee cannot make the scheduled test, they are encouraged to cancel the appointment online through the confirmation email.
3. The faculty/examiner provides the following information to the proctor:

Contact information:

• Name 
• Email 
• Phone 
• Any dates and times when the faculty/examiner may not be available (optional) 
• Alternative directions/directives if the proctor is unable to contact the faculty/examiner (optional) 

Requirements of test administration:

• Time limit
• Exam allowance (e.g. books, notes, calculator, other electronic devices)
• Any other requirements (e.g. additional instructions for online testing, password, etc.)
 

Instructions on where to send the completed test:

• How to send the results (email, mail)
• Who to address the results to (name)
• Email or address

4. If the faculty/examiner chooses to use physical exam materials, they verify the testing location with the student/examinee and send materials to the campus where the proctor is located:

Detroit Lakes Student Services
900 Hwy 34 E Detroit Lakes, MN 56501

Fergus Falls Library
1414 College Way Fergus Falls, MN 56537

Moorhead Library
1900 28th Ave S Moorhead, MN 56560

Wadena Library
405 Colfax Ave SW Wadena, MN 56482

5. The student/examinee checks in with the proctor at the scheduled time and is responsible for:
   • Providing a valid photo ID
   • Knowing their Star ID and password
   • Navigating the online exam
   • Placing personal belongings/devices in a designated, secure area
6. The proctor verifies the student’s identity by reviewing the photo identification and signs a completed proctoring agreement form, if requested.
7. After the student’s identity is verified, the proctor initiates the exam following the requirements established by the faculty/examiner.
   1. If a physical exam is being proctored, the following guidelines will be met:
      1. The proctor provides a warning to the student/examinee when 10 minutes remain.
      2. The proctor scans and emails the exam results to faculty/examiner as an attachment or as per instructions.
      3. The faculty/examiner communicates with the proctor that the exam was received, and the proctor deletes or destroys the exam.
      4. The student/examinee contacts the faculty/examiner to ensure the exam was received.
         1. If no confirmation is received by the end of the business day (5 p.m.) on the 10th day following the exam, the proctor will permanently delete/destroy the exam.
   2. If an online exam is being proctored, the following guidelines will be met:
      1. The proctor ensures the student/examinee is navigating to the correct exam.
      2. The proctor ensures the student/examinee is using the Lockdown Browser, if required.
      3. The proctor enters the passcode to initiate access into the test; the passcode will not be shared.
      4. The proctor will ensure the student/examinee has entered the exam and will continue to monitor the testing process until the student has completed the exam.

Additional Proctoring Information

• The student/examinee must arrive at their designated testing time and will need to conclude the exam by the end of the allotted timeframe.
• The student/examinee is responsible for contacting their instructor if the exam is closed, and for arranging a makeup exam, if allowed.
• The College reserves the right to refuse proctoring services if testing requirements exceed proctor availability and/or software, special equipment or facility capabilities.
• Staff works to ensure the assessment site is quiet; however, this is not always possible to guarantee.
• Proctor is not responsible for institution or library website, email or internet access malfunctions.
• In the event of a drill, the student will comply with the drill and resume testing when the drill has ended.
• Proctor does not keep copies of completed exams.
• Proctored exam schedule may vary due to holidays, weather, or staff illness/absence. Exam schedules can be found at www.minnesota.edu/academicsupport/proctoring
• Questions on proctoring, rescheduling or cancelling can be directed to the following email addresses by campus:
  • Detroit Lakes: dlproctoring@minnesota.edu
  • Fergus Falls: fergusproctor@minnesota.edu
  • Moorhead: mhdproctor@minnesota.edu
  • Wadena: wadenaproctor@minnesota.edu
• Students who have accommodation approved by the College’s Accessibility Resources Office must adhere to the Accessibility Resources testing procedure(s). For more information, visit www.minnesota.edu/accessibility-resources.

Responsibility

College

• Identify a site proctor for each campus and ensure in-person and remote proctoring options are available for students enrolled at the College.

Student/Examinee

• Schedule the test with a proctor at least 24 hours in advance, utilizing the scheduling link found on the proctoring services webpage.
• Provide contact information, name of the class, any necessary proctoring agreement paperwork (if required by instructor) and instructor contact information at the time the exam is scheduled.
• Present a valid photo ID at the time of the test.
• Arrive at the designated testing time and conclude the exam by the end of the allotted timeframe.
• Follow up with the faculty/examiner to ensure the completed exam was received.

Faculty/Examiner

• Provide contact information (name, email and phone number) to ensure quick access to answers should problems arise during the exam.
• Provide optional information to assist with effective administration of the exam (e.g. dates and times not available, alternative directions/directives for the exam if there is a conflict of dates and times or the faculty/examiner is unable to be reached).
• Provide written requirements of test administration, such as, but not limited to: time limit, exam allowances (e.g. books, notes, calculator, other electronic devices) and instructions on how, where and to whom the completed test should be sent.
• If using physical exam materials, the faculty/examiner will send the materials to the campus library where the proctor is located and exam arrangements were made.
• Communicate make-up exams or cancellations to the proctor.
• Confirm receipt of the exam with the proctor. 

Staff/Proctor

• Verify the student by reviewing the photo identification.
• Follow the exam requirements established by the faculty/examiner for taking the exam.
• Initiate and start the exam.
• Monitor the student and return the completed test, if necessary.

Related Policies and Procedures

Minnesota State Community and Technical College Online Course Proctoring Policy