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--DEPC Schedule

--DEPC: Scheduling an Exam

--DE Plans & Procedures

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DEPC Policies and Procedures for Proctors

Note: The DEPC is only available to students enrolled in SSC online classes.

On-Campus DEPC Proctor Responsibilities

The DEPC proctor will:

  • Be a professional staff or faculty member of SSC.

  • Arrive early and ensure the DEPC is open during all hours of operation.

  • Keep the DEPC documents orderly by returning them neatly to their proper location.

    • The Student Reservations list is in the center desk drawer in a 3-prong report folder with a clear cover.

    • The list of faculty exams is kept in a 3-prong report folder. This list does NOT include passwords.

    • Bring your own list of faculty exam passwords or have access to it (for example, you might have a PDF on your smart phone or you might write them down on a piece of paper). Keep this list confidential.

    • Makeup Exam Forms: Faculty needing to extend test dates for students must submit a form to the DEC. That form will be printed and placed in a hanging file in the lower, left drawer of the check-in desk. There will be a current folder and an expired folder. It is the responsibility of all proctors to keep the DEPC printouts neat and orderly, so please file these if you use them in the correct place. If you give a makeup exam to the student listed on the form, please file the form in the expired file. If more than 1 student is listed on the form, put a checkmark by the name of the student you give the exam to. If all other names have been checked, put the form in the expired file. If some are not checked, put the form back in the current folder.

  • Be prepared to administer the exams as scheduled. At the beginning of each week, we will print the SignUp Genius list of scheduled exam reservations. However, students sign up at the last minute, so this list not always reflect current reservations. Process the students not on the printed list by:

    • Ask for the printed confirmation page of their reservation. This must also have their instructor's name and class number written on it (SIgnUp Genius does not include this data on the confirmation email, so students must add it)

    • Confirm the student's identity by asking for their SSC photo ID or driver's license.

    • Record their name and sign in time on the print list. After you have all students started on their exams, you can add the instructor and class information to the list. You do not need to add student ID # since this is already in SignUp Genius.

  • Maintain a quiet atmosphere while students test.

  • Keep watch on the lab as students are testing to ensure no cheating occurs. This could include walking around the lab periodically or positioning the check-in desk chair so that it faces the lab and watch students (just as you would in a regular classroom).

  • Direct questions concerning the exam/assignment first to the specific instructor and second to the Coordinator of Distance Education. Instructor contact information will be printed out on a separate form and kept in the proctor's desk. Please CC the DE Coordinator on any email.

  • Address problems that arise during the time that the student is taking the exam/assignment, by first trying to contact the instructor or, by taking note of the problem and what measures were taken to resolve the problem. This report should be emailed to the instructor and the Coordinator of Distance Education. Some examples of problems are:

    • Suspected cheating: make note, continue observing, and email concerns to the faculty. Do not confront the student.

    • Using materials not allowed during the exam: tell the student to put these away, then let the instructor know of this violation.

    • Non-testing students who want to use the lab: the lab is only for students taking online exams. Students can use the lab if the DEPC is not open for testing or there is not a class in the room.

  • Not extend time to students unable to complete the exam/assignment because of technical problems or who run out of time. These students must contact their teacher to resolve the issue.

  • Arrange for a qualified person to cover for them in the DEPC should they not be able to make their scheduled time. For last minute emergencies, they can contact the DE Coordinator for help in reaching out to other proctors. When making these arrangements, please CC the DE Coordinator.

 

Off-Site Proctor Responsibilities and Procedures

A proctor is a professional who administers and monitors student exams. To ensure academic integrity, students and proctors must follow certain guidelines.

  • Proctors must be objective people who have no personal relationship with the student requesting the exam/assignment.

  • All proctored exams must be taken in suitable, public locations.

  • The proctor must stay in the area during the entire exam time. Students must NOT be left unsupervised.

  • No exam/assignment may be given in a personal home. 

  • Students must submit the New Proctor application form at least two weeks before the scheduled assessment. The Coordinator of Distance Education will verify that the suggested proctor meets DEPC guidelines and notify the student of approval or concerns.

  • Students choosing someone from the list of pre-approved proctors or someone who is a profession staff or faculty member of a K-12 school or college need only submit the request to take an exam/assignment off-campus and list the name of the approved proctor on that form. This must be submitted no later than one week before the scheduled assessment to the instructor only.

  • Forms are available online. Contact the Coordinator of Distance Education (m.schnell@sscok.edu) if you have questions or trouble accessing a form.

ProctorU

  • Seminole State College has partnered with ProctorU to provide in-home proctoring for a fee.

  • For information on using ProctorU, go to SSC's ProctorU Portal.


 

Who Can and Cannot Act as a Proctor?

The following list provides the most common types of proctors. However, the chosen proctor cannot have a personal relationship or direct association with the student.

  • Educators and Administrators - Yes (pre-approved)

  • Testing Centers at other accredited institutions - Yes (pre-approved)

  • Business Professionals - Yes (need approval)

  • Professional Librarians (not on a school campus) - Yes (need approval)

  • Proctors cannot be related to the student, a current SSC student, or an immediate supervisor or friend

 

How to Approve a Proctor

SSC students are responsible for setting up off-site proctoring. They should check with the DEPC or their instructor for a list of already approved proctors that they can contact and schedule an exam/assignment time with. Students must submit a request to use a pre-approved off-campus proctor at least one week before their scheduled exam/assignment (or as arranged with the instructor). Students must have new proctors complete the Proctor Application form and submit it for approval to the Coordinator of Distance Education at least two weeks before the exam/assignment is to be given.

 

Proctoring Charges

Students are responsible for paying any fees charged by their chosen proctor. They should make sure what the proctor charges before gaining approval for that proctor.

  

Technical Requirements

Proctors must check that the computer and Internet set-ups students will be using meet SSC technical requirements.

 

Rescheduling an Off-Site Proctored Exam/assignment

If the scheduled proctor for an off-site exam/assignment has to cancel, students should try to find another approved proctor if possible. If not, they should contact their instructor for guidance.

 

Proctoring Electronic Exams/Assignments

Seminole State College uses a learning management system (LMS) to provide on-line courses and course content.  To access the online exam/assignment, proctors should follow the steps below:

  • Provide access to the Internet, computer equipment that meets the minimum requirements, and a quiet atmosphere appropriate for testing. Some exams may require the use of a word processing program. Proctors should read the faculty instructions to make sure that the student completes all steps of the exam, such as uploading documents, hitting submit/finish when prompted, etc.

  • Read SSCís Academic Integrity policy in order to accurately monitor exams and be present while the student takes the exam. Monitoring includes checking that the student uses only approved materials for the exam, only accesses exam areas online, and does not use electronics such as cell phones or USB drives unless the faculty has listed these as approved materials.

  • Follow instructions as provided by faculty, which may include secure passwords and having students navigate to a specific location. Passwords must not be shared with students, and the proctor must be the person who types in the password for students to access exams. Note: Not all faculty will require passwords.

  • If the student gets a pop-up blocker error and cannot access their exam after clicking in Assessments, have the student go back to that assessment and hold down the SHIFT key while clicking on the assessment. This should override the error.

  • We recommend that you return to the screen behind the exam screen and close it.  This will not log the student out of their exam but will help prevent them from going back into the course to look up answers in the course content.

Issues or Questions

  • Questions concerning proctoring or the proctor approval process should be directed to the Coordinator of Distance Education (m.schnell@sscok.edu).

  • Questions concerning the exam/assignment should be directed first to the specific instructor and second to the Coordinator of Distance Education.

  • If a problem arises during the time that the student is taking the exam/assignment, and the instructor cannot be contacted, the proctor should note the problem and what measures were taken to resolve the problem. This report should be emailed to the instructor and the Coordinator of Distance Education.

  • Students unable to complete the exam/assignment because of technical problems must contact their teacher to resolve the issue.

Seminole State College empowers people for academic success, personal development, and lifelong learning.

COMPASSION          -          OPPORTUNITY          -          RESPECT          -          EXCELLENCE

last updated February 2017

For information about SSC's Distance Education program, contact Michael Schnell, the Coordinator of Distance Education

Web site: Kelli McBride