Best Practices for Virtual Proctors

The following content outlines guidelines and best practices for conducting one-on-one online virtual assessment proctoring via Zoom or Teams.

The steps for arranging and executing a virtually proctored assessment include:

• Scheduling the meeting
• Sending an email to student(s)
• Attending and proctoring the scheduled assessment
• Troubleshooting any problems

Some departments and/or instructor may also ask you to complete an exam monitoring form. You can use the template provided here (see Appendix A) or one supplied by the department.

Scheduling the Meeting

As the proctor, you are responsible for setting up the Zoom or Teams meeting that the student will join to complete their online assessment.

Scheduling a Meeting on Zoom

Important: Only Zoom for Healthcare has been approved for proctoring use. To request a Zoom for Healthcare license, complete the Zoom for Healthcare Request form at least one week prior to the proctorign session and ICT will be in touch to get you set up.

1. Log in to your Zoom account via Sign In link at zoom.wlu.ca.
2. Select Schedule a Meeting.
3. Enter under Topic: <Course Code & Section> Online Assessment.
4. Enter Description: Virtual Proctoring.
5. When: set date as exam date time as 15 minutes prior to start of exam.
6. Duration: set to align with assessment length, including any time accommodations.
7. Time zone: Eastern Time.
8. Do not check recurring meeting.
9. Registration not required.
10. Meeting ID: set to generate automatically.
11. Meeting passcode: uncheck.
12. Require authentication: set to Laurier Users Only.
13. Video: host and participant set to on.
14. Audio: set to both.
15. Meeting options: only check mute participants upon entry.

Note: Do not check waiting room and do not check enable participant to join before the host. Meetings may not be recorded.

Once you have set up the meeting room, confirm the following with the student at least 72 hours prior to the assessment: date, time, duration, link Zoom meeting, allowable aides permitted, student accommodation details (if applicable).

Scheduling a Meeting on Teams

1. Open Outlook and go to your Calendar.
2. Click on New Meeting in the top left corner.
3. In the meeting invite window that opens, enter the following information:
   • "To" – Your Laurier email so you can send the meeting invite to yourself
   • "Subject" – <Course Code & Section> Online Assessment
   • "Location" – Click on the "Join Teams Meeting" icon in the top row of the meeting invite window. The Location will then say "Microsoft Teams Meeting". You will need to copy this link to send to the student
   • "Start time" should bet set to 15 minutes before the start of the assessment and "End time" to align with assessment length, including any time accommodations.
4. Click on "Send" to send the invitation to yourself. Copy the "Click here to join the meeting" link to send to the student.

Communication with Students

Proctors need to communicate relevant meeting details and assessment protocols to students in advance of the scheduled assessment.

The email template provided (see Appendix B) may be adapted to send to students in advance of the virtual proctoring session. Bolded portions in the email template should be replaced with student, course and assessment details.

Attending and Proctoring the Exam

On the scheduled date and time of the assessment, start by launching your Zoom or Teams meeting and wait for the student to arrive. You should monitor your @wlu.ca email for any potential access issues or technical problems by student. Once the student arrives, complete the following:

Confirm session is not recorded

The proctor must verbally confirm to the student that exam session is not being recorded but that notes about internet connectivity and movement may be recorded on the proctor sheet.

Identification and environment scan

First, have the student show their identification (OneCard, WatCard). Tell the student that cell phones, smart watches (any electronic device) should be put away and not on their person.

Second, in the case where an environment scan is required, ask the student to perform a 360-degree environment scan of the environment in order to capture the top, middle and bottom of the room and to ensure their test-taking environment is free from unapproved aids or other people. Every part of their test space must be scanned slowly (ceiling, floors, the surface of your desk, etc.).

Provide assessment instructions

Provide the student with additional instructions, as applicable. Instructions could include:

• Questions and Issues: Tell the student they can use the chat feature or mic at any time if they have a question.
  
  • Internet issues: Inform the student that in the event of an internet issue, they are to try to rejoin the meeting if the internet becomes available again. If the student is still in the meeting but has a MyLS issue, you can work with examquestions@wlu.ca to resolve the issue.
• Permitted Aids: Advise the student that if they intend to use permitted aids eg. calculator, scrap paper - the student will need to show this to the camera so the proctor can ensure there are no notes or risk of academic misconduct. If scrap paper is designated as a permitted aid:
  
  • Student must clearly number each piece of scrap paper (e.g. Scrap Paper Sheet 1, Scrap Paper Sheet 2) at the top of each page.
  • Prior to starting the exam, student must show each piece of blank scrap paper in full (both front and back) to the webcam.
  • Scrap paper must be 8 1/2 x 11" white paper; student must use blue/black ink or dark pencil so that markings are easily viewable to the camera.
  • Upon completing the exam, student must once again show each piece of scrap paper to the webcam (e.g. if student initially showed 3 blank pages but only used 2, all 3 pages need to shown to the webcam). Student must destroy each sheet of scrap paper in full view of the camera, which may include ripping pages into small pieces or another method previously agreed upon with the course instructor.
  • Student should then do a scan of the desk on the webcam to demonstrate all scrap paper has been destroyed
• Screen sharing: Ask student to share their screen with their test. Tell the student they will need to share their screen with the proctor at all times during the test. Please ensure no other windows are open in the background.

Troubleshooting

Technical Issues

• If the student loses internet access, stay online for thirty minutes in case the student is able to regain access. After thirty minutes, the proctor can then email the student to contact their instructor to tell them that they lost connectivity during the exam and were not able to finish
• If the meeting stops unexpectedly, resend the invite, if that doesn't work, try to set up a new zoom meeting and send a new meeting invite 
• If the student experiences any technical issues throughout the exam that causes the student to lose time: email instructor, examquestions@wlu.ca and they will add extra time to the student’s test. The time will be added to the student’s “time remaining” after they reach 0.00. 
• If a student started late/had difficulty signing in, please email the instructor or examquestions@wlu.ca so they can adjust the time (only if there is a hard start time for the exam).

In Case of Illness

If the student informs you before the exam begins that they are too unwell to write, you will say to the student, "What do you think you need to do?" The student will make the decision to either write the exam or not. If the student chooses not to write the exam, inform them to refer to the relevant deferral policy and email their instructor. Record this information on the exam monitoring form if requested (see Appendix A).

Appendix A: Exam Monitoring Form

Please add details for each bullet field of the Exam Monitoring Form:

• Date of exam:
• Student name:
• Course Code:
• Start time:
• End time:
• Proctor name:
• Aids used (please indicate which ones):
  
  • A
  • B
• Accommodations used (please indicate which ones):
  
  • A
  • B
• Any irregularities (student had trouble logging in, any relevant student comments, student had question for instructor):
  
  • A
  • B
• Other comments:

Appendix B: Virtually Proctored Assessment Student Email Template

Hello Student Name:

Below is some important information about writing your upcoming online assessment for Course Code and Section on Date, Time and Duration of Test.

The test will take place on Zoom or Teams. Here is the link to access your virtual proctoring session: Paste link here

Prior to signing on to your meeting (which is scheduled to start 15 minutes prior to your exam), please ensure the following:

• your OneCard is easily accessible
• your workspace/desk is totally clear on top of/underneath/beside it
• others in the house are aware that you will be writing an exam and cannot disrupt you
• your cell phone and other devices which are not required for the exam are inaccessible
• your computer is fully charged and/or plugged in to a power source

Please note: Only the following tabs/programs should be open on your computer:

• MyLearningSpace
• Zoom or Teams

Prior to the exam, you will be asked to:

• provide a 360-degree scan of your area, including your desk
• show your OneCard to the camera
• ensure you have no electronic devices within reach
• share your screen and audio/video

If you have any questions during the exam, you can vocalize them or use the chat feature.

If you experience any internet issues during the exam, try to reboot and attempt to re-access the exam (and we ask that you re-join the meeting). Notes about internet connectivity and movement through the exam are recorded on the proctor sheet to verify these incidents.

For any issues, please contact examquestions@wlu.ca.

Thank you,

Proctor Name