West Virginia State

Community and Technical College

Exam proctoring Procedure

 

 

 

  1. Instructor notifies the class that an exam will be given. The instructor must give the students at least a one week lead time so that the students will have enough time to set up the proctor.
  2. The student will select a proctor. Several students may go together and use the same proctor, providing the proctor agrees. However, no more than six students per proctor may be used because of the difficulties the proctor would have handling a large group, maintaining security, and being able to certify all the various aspects required by these procedures. (Exception: proctors that are also instructors at WVSCTC can monitor up to 25 students taking the exam.) The student must accept to pay their fee or their portion of the fee for the proctoring service, if one is charged.
  3. Each student will send the Proctor's Affidavit form to the proctor and ask the proctor to send the completed form to the instructor. This procedure starts the proctor approval process.
  4. The instructor will fill out the Instructor's Requirements form.
    1. Hardcopy exam. The instructor will put the Instructor's Requirements form in an envelope along with the hard copy of the exam (one for each student) and a copy of the Proctor's Affidavit from, and mail it (or deliver it personally) it to the proctor.
    2. Electronic exam. This procedure will be used for proctors that are on campus. The course instructor will e-mail or deliver in person a copy of the exam instructions and a digital copy (floppy disk, USB drive, or e-mail) of the exam in electronic format (Microsoft Word, for example) to the proctor.
    3. On-line WebCT exam. The instructor will e-mail the Instructor's Requirements form and the Proctor's Affidavit form to the proctor. The password for the exam may either be provided in that e-mail, or supplied later by e-mail or phone.
  5. The proctor will fill out the Proctor's Affidavit and mail it back to the instructor. Optionally, the proctor may electronically sign it and e-mail it back to the instructor. The instructor must have this confirmation of the proctor's responsibility before proceeding. Only one of these documents is required per block of students (up to six) taking the same test on the same date and at the same time.
  6. If the instructor feels like the proctor is not qualified or otherwise acceptable, the instructor must inform the student or students so that they can select another proctor.
  7. The student or students will go to the specified examination location on the specified date, one-half hour before the test time. The proctor will verify that each of the students are the correct students to take the exam via some kind of photo ID – a driver’s license or DMV ID card is acceptable.
  8. The proctor will administer the exam per the instructions provided by the instructor. The proctor will be cognizant of the fact that he/she has signed an agreement to monitor all aspects of the exam as agreed to on the Proctor's Affidavit.
  9. The proctor will stop the test at the prescribed time interval, collect all hardcopy materials (if any) and secure the test by sealing up all collected materials in a return envelope.
  10. The proctor will mail back (or deliver in person) the secured testing materials to the instructor. The proctor will provide this envelope and postage; the cost should be included in the fee charged. The envelope should be large enough to contain all the materials with out the need of cramming or excessive folding.
  11. At the completion of the test, each of the students will sign their Students's Affidavit form and return it to the instructor. For distant learning students, the document may be electronically signed and mailed back to the instructor.