Exam Proctoring

Student Role & Responsibilities

1. Online Proctoring

Your instructor may opt for online proctoring for their exams. The University of Louisville uses Respondus Monitor as our online proctoring solution.

Respondus Monitor test proctoring is a free service allowing you to take an online test anywhere, as long as you have a computer, webcam, Respondus Lockdown Browser and internet connection. This option will only be available if your instructor has chosen to activate this feature in Blackboard. If this has not been activated, you can request your instructor to activate it.

UofL courses require an institution-specific version of Respondus to complete your online exams. Learn more about Respondus LockDown Browser  how to download and its system requirements. 

Student Terms of Use for Respondus Monitor

If your institution or instructor permits you to use Respondus Monitor at a non-university location, you agree to select a location that meets any and all university guidelines. If the location you choose is a home or personal environment, you agree to allow your activity and surrounding workspace to be recorded by video and audio and then analyzed by the Respondus Monitor system. The course instructor may also analyze the video and audio.

• Once you start the proctored test recording, you and your computer desktop will be recorded.
• This recording will be automatically uploaded through your course site to the Lockdown Browser Dashboard for your instructor to view once you have completed your exam.
• No other student will have access to your exam recording.

What are my online exam responsibilities as a student?

Before the Exam

1. Review the Respondus Monitor Student Overview Video
2. Ensure you have a working webcam
3. Ensure you have a working microphone to record sound in your testing space

During the Exam

1. Present a valid, government issued photo ID
2. Record a 360° screen capture of the room in which you are taking the exam
3. Bring pencils or other writing utensils, unless prohibited by the instructor
4. Bring other aids (e.g. calculator, scratch paper), if permitted by the instructor

*If you are unable to take your exam during the scheduled exam dates, you must notify your instructor and get permission to reschedule the exam. Your instructor can determine whether the exam can be taken outside of the scheduled dates and provide access to the exam accordingly.

2. Face-to-Face Proctoring

Face-to-face proctoring allows you to take exams in a quiet setting at a location convenient to you. You will select a proctor based on a set of guidelines, have them approved by your instructor and then your instructor will work with the proctor directly in order to distribute and receive the exam. The approved proctor must be present while the exam is completed to ensure compliance and honesty. 

Important Notes

• Your proctor must be approved by your instructor before any exams can be taken
• You are responsible for paying any expenses incurred in retaining a proctor
• The proctor services may be terminated at any time by any or all three active parties (student, proctor, UofL) with written notice to all parties involved
• To learn more about finding a suitable proctor, please check out "Securing a Proctor" tab on this page.

What are my face-to-face exam responsibilities as a student?

Before the Exam

1. Identify a proctor based on information provided by your instructor:
   • Start the process of securing a proctor at least three weeks before the scheduled exam
   • To learn more about finding a suitable proctor, please check out "Securing a Proctor" tab on this page.
2. Submit any required supporting documentation when you submit your proctor for approval
3. Provide the following instructions and information to your approved proctor:
   • General Instructions to the Proctor [PDF] 
   • Eligibility and Responsibilities Agreement Form [PDF]
4. Pay necessary fees, including the mail tracking fee, if required
5. Schedule the exam with the proctor or testing center, if necessary, during the approved exam time frame; students who wish to come to UofL’s campus should contact the testing center to arrange an exam time

During the Exam

1. Present a valid, government-issued photo ID
2. Bring pencils or other writing utensils, unless prohibited by the instructor
3. Bring other aids (e.g. calculator, scratch paper), if permitted by the instructor
4. If you did not take your exam on the scheduled date, your proctor is required to contact your instructor

*If you are unable to take your exam during the scheduled exam dates, please notify your proctor and contact your instructor to get permission to reschedule the exam. Your instructor can determine whether the exam can be taken outside the scheduled dates and provide access to the exam accordingly

Faculty Role & Responsibilities

Please note The Commission on Colleges and Universities (The Commission) and federal requirements for proctoring, as detailed in UofL's Identity Verification of Students Enrolled in Online Courses policy:

Per federal law, institutions offering online or remote education (hereinafter referred to as distance education) must have processes to establish that the student who registers in such courses is the same student who participates in and receives academic credit.

The University meets the federal requirement by authenticating student identities through an individual secure login and password (i.e. User ID and password). 

The University may also authenticate student identities through a combination of the following methods:

• Proctored examinations through Respondus Monitor
• Pedagogical and related practices that are effective in verifying student identity (faculty review, questioning students, etc.)
• Other technologies approved by the University that have been shown to be effective in verifying student identification.

Institutions failing to comply with verification of student identity requirements could potentially be required to return financial aid disbursed for courses found in violation and may be responsible for covering all costs for verification of student identity (ex. proctored exams) for a course that does not notify students of such charges prior to enrollment

Associated Fees

The University is required, through federal regulations and Southern Association of Colleges and Schools Commission on Colleges (SACS), to notify students of any additional student charges associated with the verification of student identity at the time of registration or enrollment. Federal regulations also require the University to make readily available to enrolled and prospective students the cost of attending the institution (34 CFR § 668.43).

The University notifies all students of projected additional costs in the Schedule of Classes as follows:

“Additional Costs for Your Course: You may incur additional charges for your course, such as fees for textbooks, other materials, proctored exams, and technology. Please check with your course instructor for a list of possible additional items or services you will need. You may also click on the title of class for the section you have selected. This will take you to the Course Catalog page where you can click on the "View Required Books" button.”

The University recommends educators notify students of any projected additional student charges associated with verification of student identity (such as proctoring fees or the purchase of a webcam) in the course syllabus or the course shell in Blackboard.

Instructors who do so may include the following statement in the course syllabus or course shell in Blackboard:

“[Indicate the number exams/projects that will be proctored.] Students may incur a fee depending on the proctor selected or whether they already own the required equipment.”

Policy Information and Resources

• Policy: Identity Verification of Students Enrolled in Online Courses
• Procedure: Notifications of Charges and Other Fees Associated with Verification of Student Identity
• Federal regulations (34 §602.17(g))  
• The Commission Policy Statement [PDF]
• The following article from WCET, a leading higher education policy organization, details the importance of providing proper notification for extra costs associated with verification of student identity: “UNLV Pays a Cost for Not Notifying Students about Charges for Proctoring Services” 

 1. Online Proctoring 

With Respondus Monitor test proctoring, students can take exams and quizzes right from their computers as long as an internet connection, Respondus Lockdown Browser and a webcam are available. Using Lockdown Browser and Monitor allows the student to be recorded while taking the exam. 

Additionally, Respondus Monitor includes a number of different secure test-taking features, such as a visual identification method and the disabling features such as Printing and using external websites on the computer while the test is in progress.

You must use Respondus Lockdown Browser to enable the Monitor functionality for online proctoring. Please direct your students to download and install UofL’s specific file of Respondus LockDown Browser.

If you have questions regarding your exam design or using Respondus, please schedule a consultation with the Delphi Center for Teaching and Learning.

What are my responsibilities as an educator?

Before the Exam

1. Review and follow through the Comission and federal guidelines regarding the verification of student identity and fees, indicated above 
   • Include the following statement in your syllabus: “This course will have [number of proctored exams/projects] proctored exams. Students may incur a fee depending on the proctor selected.”
2. Review the Respondus Monitor information Video
3. Enable the testing feature in your course
4. Copy and paste the provided Student Code of Conduct: Academic Dishonesty [PDF] language in the test-taking policy a student will have to read and accept before beginning the test
5. Load the exam into your Blackboard course

After the Exam

1. Provide the student with their grade in a timely manner
2. Determine appropriate action if there is an incident regarding academic integrity
3. Determine whether the exam can be taken outside the scheduled dates
   • Give permission to reschedule the exam if it is to be outside the scheduled exam dates and provide access to the exam accordingly

2. Face-to-Face Proctoring

This process requires the student to obtain a proctor on their own. You will then work directly with the proctor to distribute and receive the exam.

Before the Exam

1. Review and follow through with the Comission and federal guidelines regarding the verification of student identity and fees, indicated above  
   • Include the following statement in your syllabus: “This course will have [number of proctored exams/projects] proctored exams. Students may incur a fee depending on the proctor selected.”
2. Inform students about their responsibilities included below. See the Student Responsibilities tab for a complete list.
   • Students must identify a suitable proctor according to specific guidelines
   • Students must provide the proposed proctor with the Eligibility and Responsibilities Agreement Form [PDF]
   • Proctors must complete and submit this form to the Instructor to be approved as a proctor
   • Students must schedule the exam with the proctor or testing center, during the approved exam time frame
   • Students must pay any associated fees with the proctored exam, including the mail tracking fee if required
3. Verify the student’s proctor choice upon receipt of the completed Proctor Eligibility and Responsibilities Agreement Form [PDF] to be completed by the chosen proctor
4. Inform both proctor and student of approval or denial of the proctor; see Securing a Suitable Proctor tab to review qualifications
5. Complete and email your Exam Instructions [PDF] to approved proctor(s)
   • Send examinations only to the proctor's approved business email address. If the proctor's business email address is a Yahoo, Gmail, Hotmail or other similar free email address, the student will need to provide documentation that this is the proctor's business email address, such as a business card or letterhead.
6. Provide the student with the exam instructions and any additional information your course may require
7. Provide student with the necessary proctor forms, or links to forms:
   • General Instructions to the Proctor [PDF]
   • UofL Examination Certificate [PDF]
8. Submit the exam to the proctor along with any specific test-taking instructions, including the Student Code of Conduct – Academic Dishonesty [PDF] documentation.
    

After the Exam

1. Provide the student with their grade in a timely manner
2. Keep documentation and paperwork for proctored exams and proctors
3. Determine appropriate action if there is an incident regarding academic integrity
4. Determine whether the exam can be taken outside the scheduled dates
   • Give permission to reschedule the exam if it is to be outside the scheduled exam dates and provide access to the exam accordingly

Proctor Role & Responsibilities

1. Online Proctoring

Educators may opt for online proctoring in lieu of face-to-face proctoring for their exams. UofL uses Respondus Monitor as our online proctoring solution.

2. Face-to-Face Proctoring

During instances where students are not able to come to UofL’s Testing Center, students can complete their exam under the supervision of an approved proctor. If you’ve been chosen for the role of proctor, please read below to make sure you understand the requirements and responsibilities involved.

Important Notes

• You must be approved by the instructor before any exams can be taken
• Proctor services may be terminated at any time by any or all three active parties (student, proctor, UofL) with written notice to all parties involved

For types of suitable proctors, review the Securing a Proctor tab on this page.

Before the Exam

1. Provide necessary documentation to the instructor to certify your eligibility as a proctor
   • UofL has the right to contact a designated proctor to establish credentials. UofL may at any time request additional verification or mandate an alternate proctor.
2. Complete the Eligibility and Responsibilities Agreement form [PDF] provided by the student
3. If required, request proctor payment from the student. UofL does not pay fees associated with proctor services
4. If you are a proctor at a Professional Testing Center (e.g. public library, university testing center) and delegate the proctor role to another staff member, you assume the responsibility that all standards are met
5. The examination must take place at a business address and not a residential address. The testing room should be an enclosed, professional environment that is comfortable, quiet and free from distractions
6. Store the exam where it is inaccessible by the student

During the Exam

1. Complete UofL Examination Certificate [PDF]
2. Verify identification of the student by government-issued photo ID
3. Verify what additional test-taking instructions have been left by the instructor; make sure the student did not access notes, books or other materials to complete the exam, unless previously approved by the instructor
4. Give the student no more than the allotted time to complete the examination
5. Secure the sealed exam until it is opened in the student’s presence at the beginning of the exam session; prevent copies of the exam being made during your tenure as a proctor
6. Secure the exam after completion and before mailing it to the instructor
7. Ensure academic integrity of the exam process on behalf of UofL. Tasks you will be required to complete:
   • Stop the exam if academic integrity is compromised
   • Report the incident to UofL if the exam has stopped
   • Document and share this information with the course instructor

After the Exam

1. Return all of the following within four (4) hours of exam completion to the instructor via email or mail using a tracking service. (Note: student photocopying or taking notes from any examination paper is not permitted; proctors may make a copy)
   • Exam Certificate
   • Exam questions
   • Completed examination
   • Any scratch paper the student may have used of the exam to hold until it is verified the instructor has received the completed exam).
2. Notify the course instructor if the exam was not taken during the scheduled time.
3. If the rescheduled exam has not been taken within two weeks after the scheduled date, you are instructed to return the exam to the instructor.
    

Securing a Suitable Proctor

Students, if you are unable to take your examination(s) at the University of Louisville’s Testing Center, you must arrange to have your examination(s) supervised by an appropriate proctor or request online proctoring from your instructor, if the exam is online. 

For face-to-face proctoring, students can receive help in finding a proctor through the free service offered through the National College Testing Association (NCTA) website. 

The Proctor Eligibility and Responsibilities Agreement form [PDF] must be completed and returned to the instructor.

NOTE:  Be sure to alert your proctor of their responsibilities. See the “Proctor Responsibilities” tab on this page for more information.

Types of Suitable Proctors

NOTE: Relatives, coworkers and direct supervisors ARE NOT PERMITTED to proctor examinations. Suggested proctor types include the following:

UofL Faculty or Educational Administrator

• A full-time member of the teaching faculty or an educational administrator of UofL
• Faculty members or administrators may also designate other individuals in education as a proctor. This designation must be submitted in writing to the instructor
   

High School Superintendent, Supervising Principal, Principal or Intermediate Unit Administrator

• For Kentucky residents: a high school superintendent, supervising principal, principal or an intermediate unit administrator whose name appears in the Kentucky Department of Education
  • Please note that only superintendents, principals and intermediate unit administrators are listed in the KY Department of Education Open House directory.
     

Institutionally-Accredited Faculty or Educational Administrator

• A member of the teaching faculty or an educational administrator of any institutionally-accredited institution of higher education
• The student must submit a page from the institution’s directory or catalog listing, not only the proctor’s name and title, but also the institution’s name
• A photocopy of the catalog or directory page is adequate. The photocopy must show the institution as well as the name and title of the proctor
• It is acceptable to submit a letter on official letterhead verifying the position of the designated faculty member or educational administrator. Such documentation must accompany the Proctor Eligibility and Responsibilities Agreement Form [PDF] 
• To find a qualified institution near you, visit the National College Testing Association’s (NCTA) website
   

K-12 Educator or Librarian

• You must submit a letter on official letterhead from the individual’s principal or superintendent verifying their position
  • NOTE: A photocopy of a teacher’s certification is not sufficient. Currently employed teachers may not request a fellow teacher to proctor their examinations. Superintendents or principals from the same school district are acceptable.
     

Librarian

• A librarian who holds a library science degree may act as a proctor
• Submit a letter written by this individual’s supervisor on official letterhead from the library system in which they are employed
  • The letter must include verification of the proctor’s employment, highest degree earned and job title.
     

Military Superior

• For personnel of the Armed Forces, any Commissioned Officer, Senior Noncommissioned Officer or Noncommissioned Officer of higher rank than the student may act as a proctor

The exam request must be accompanied by a letter on official letterhead from the student’s commander (or an authorized representative) verifying the proctor’s position