DEPC Policies and Procedures for Proctors
Note: The DEPC is only available to students enrolled in SSC
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
Keep the DEPC documents orderly by returning them neatly to their
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 th
eir 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
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
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
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 (firstname.lastname@example.org)
if you have questions or trouble accessing a form.
Seminole State College has partnered with
ProctorU to provide in-home proctoring for a fee.
For information on
using ProctorU, go to SSC's
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)
- Yes (need approval)
(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.
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.
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
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 (email@example.com).
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.