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, including its system requirements and how to download the custom browser.

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 and a secondary device if required by your instructor.
3. Ensure you have a working microphone to record sound in your testing space.

During the Exam

1. You may be asked to present a valid, government issued photo ID or your Cardinal Card before the exam begins.
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. Note that some instructors will require you to show your scratch paper to the camera at specific points during your exam.

*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 will 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. Your instructor will provide a set of guidelines to help you identify your proctor. Once your instructor approves your choice of proctor, they will work together to determine how the exam will be distributed and submitted. 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 any instructional information to the proctor that is provided by your instructor.
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. You may be asked to present a valid, government issued photo ID or your Cardinal Card before the exam begins.
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 will 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 The Commission on Colleges and Universities, 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 of exams and/or 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
• Code of Federal Regulations 34 CFR § 602.17(g) and (h)
• 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. 

In addition to the ability to record the test taking event, Respondus includes other features to help secure the testing environment. These include the option to enable a visual identification method, the ability to limit copy/print capabilities, and the ability to restrict access to external resources on the computer.

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 and follow The Commission and federal regulations 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 and/or projects. 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 Code of Student Rights and Responsibilities [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. Review any tags or notifications generated by the Respondus system.
2. Determine follow up for any concerns regarding the academic integrity of the testing session.
3. Provide the student with their grade in a timely manner. 

*If a student missed the testing window, you must determine if the exam can be taken outside of the scheduled dates. If you give permission to reschedule the exam outside of the scheduled window, provide access to the exam accordingly.

2. Face-to-Face Proctoring

This process requires the student to select 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 The Commission and federal regulations 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 and 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. Provide clear guidelines for students to use to identify a proctor, particularly if they differ from the guidance provided on this webpage.
   • Provide the student with an eligibility and responsibilities agreement to be signed by everyone involved in the testing process. Proctors must complete and submit the form to the instructor to be an approved proctor. The Eligibility and Responsibilities Agreement Form [PDF] provides one example of this type of document. Although, units and departments may have alternative versions for use.
   • Students must schedule the exam with the proctor or testing center, during the approved exam time frame. Students should identify the exact time during the testing window when they will complete the exam.
   • Students must pay any associated fees with the proctored exam, including the mail tracking fee if required.
3. Carefully review the information to ensure the proctor was selected appropriately when you receive the Eligibility and Responsibilities Agreement Form [PDF] that was signed by the student and the proctor.
4. Inform both the proctor and the student of approval or denial of the proctor.
5. Provide the proctor with your exam instructions. A standard format will help to clarify the expectations for the student and the proctor. This sample Exam Instructions [PDF] may be useful when creating the version for your class.
   • It is recommended to send the exam and associated directions to business email addresses. If the proctor's business email is from a free service such as Yahoo, Google, or Hotmail, consider how you might verify that the email address is actually going to the proctor. One option is to ask the student to provide a piece of letterhead or a business card from the business that includes the email address.
6. Provide the student with the exam instructions and any additional information your course may require.
7. Provide the student and the proctor with any forms that you want them to complete before the testing event. You will want to ensure that the proctor understands the section on the Student Code of Rights and Responsibilities about academic dishonesty before the testing event. Below are some examples that you might use or modify for your exam:
   • 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. Keep documentation and paperwork for proctored exams and proctors.
2. Determine follow up for any concerns regarding the academic integrity of the testing session.
3. Provide the student with their grade in a timely manner.  

*If a student missed the testing window, you must determine if the exam can be taken outside of the scheduled dates. If you give permission to reschedule the exam outside of the scheduled window, provide access to the exam accordingly.

Proctor Role & Responsibilities

If students cannot come to campus for a testing event, some classes allow students to complete the exam under the supervision of an approved proctor. If you've been approved to serve as a proctor, please read below to make sure you understand the responsibilities associated with this role.

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.

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 any forms or agreements required by the instructor.
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. If you are provided with a physical copy of the exam, be sure that it is stored in a location where it is inaccessible by the student except during the testing window.

During the Exam

1. If necessary, verify the identification of the student by asking for a government issued photo ID or their university ID.
2. Review the instructions provided by the instructor. Ensure the student does not have access to resources that were not approved by the instructor.
3. Give the student no more than the allotted time to complete the examination.
4. Ensure academic integrity of the exam process on behalf of UofL. Ensure the integrity of the testing event:
   • Stop the exam if academic integrity is compromised.
   • Document and share this information with the course instructor.

After the Exam

1. Return any materials to the instructor per the guidance given.
2. Notify the course instructor if the exam was not taken during the scheduled time.

Securing a Suitable Proctor

If your examination requires a proctor, you are responsible for arranging an appropriate proctor in accordance with your instructor’s requirements.

Review the guidelines below to identify a suitable proctor and learn how to obtain approval. For online exams, ask your instructor whether online proctoring is available as an option.

The Proctor Eligibility and Responsibilities Agreement form [PDF] , or another agreement form if the instructor provides to you must be completed and returned to the instructor.

Students can get help finding a proctor through the free National College Testing Association (NCTA) website. 

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

What Makes Someone an Appropriate Proctor?

A proctor should be an impartial third party who can administer the examination according to the instructor’s instructions and help maintain the security and integrity of the examination.

An appropriate proctor should:

• Be independent of the student and have no personal, professional, or financial conflict of interest.
• Be able to verify the student’s identity before the examination.
• Be able to provide or arrange for an appropriate testing environment that is reasonably quiet, private, and free from unauthorized materials or assistance.
• Be able to monitor the student throughout the examination as required by the instructor.
• Be able to follow all instructions regarding examination materials, permitted resources, timing, and submission of the examination.

NOTE:
Relatives, coworkers, direct supervisors and others with a conflict of interest CANNOT serve as proctors.

Examples of Suitable Proctors

The following examples of people/roles are generally appropriate to serve as proctors. Students should follow the guidelines provided by their instructor. The instructor for each course will determine who can serve as a proctor.

• Faculty or Educational Administrator at UofL or an Accredited College/University
• K–12 Teacher, School Administrator or School Librarian 
• Faculty or Educational Administrator at an Accredited College or University 
• Librarian or Library Professional
• Military Officer or Senior Military Personnel

When You Are Unsure

If you are unsure whether someone is an appropriate proctor, contact your instructor before arranging your examination. The instructor is responsible for approving the proctor and may request additional information or documentation to verify the proctor’s qualifications.

Students who have difficulty identifying an appropriate proctor may use the National College Testing Association (NCTA) Proctoring Network, which provides information about testing locations and proctoring services.