Remote Proctoring Setup Instructions

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Remote Proctoring Setup Instructions

Introduction

Learn how to best set up and launch an exam prior to and the day of a test. The instructions below are for approved third party remote proctor services and temporarily allowed for web conference services. Use the instructions below, combined with the proctor checklist, to ensure a stable test taking environment.

For optimum test-day performance, we provide a list of browser recommendations and a compatibility test page.

Focus on the following:

  • Exam planning: Planning for the exam should happen before the day of the exam.
  • Support: Have PAEA and your institution’s IT department contact information available.
  • Be familiar with ExamDriver: Understand the functions and alerts so that the proctor is prepared for the exam.
  • Have space reserved before the day of the exam: There should be a strong internet connection to allow the proctor to fully monitor behavior.
  • Send instructions out before exam day: Tell the test taker(s) what they can and cannot bring to the exam. Remind the test taker(s) to test their browser and ExamDriver account.
  • Arrive early: The test taker(s) and proctors need to ensure that problems with their computers are solved and that environment scans and identity checks be done in advance of the exam start time.
  • Have a sufficient number of proctors. We recommend one proctor for approximately six to ten test takers. This is to ensure enough proctors are available to monitor the environment and answer questions as they arise.

Active Proctoring

  • Clear your schedule. Commit to active proctoring. No email, texts, grading, or other distractions.
  • Monitor the proctor screen at all times. Review information about which test taker(s) are taking which exam, the time remaining, and notifications/alerts/messages to the proctor.
  • If you observe something, investigate. Proctors responding to an alert must click the Investigate button, inquire with the test taker(s) about the alert, and document their findings.
  • Always follow the program’s academic integrity policy. If it is believed that a test taker viewed other content, investigate their computer, browser history, and recycle bin. Make sure screenshots are completely deleted from the computer’s recycle bin.

1. Prior to Test Day

ExamDriver Pre-Test Setup

  1. If your program intends to use proctors who would not normally have access, you may create a Remote Proctor user who only has access to the proctoring session to which they are assigned. Here is how to create Remote Proctor users in an ExamDriver account:
    1. Login to ExamDriver.com.
    2. Go to the Users tab.
    3. Click on Add a New User in the upper right.
    4. To create an account in ExamDriver, use an email address that you have access to that is not already in the system. This can be a non-human or “shadow” email address. A password setup email will be sent to this inbox.
      1. A shadow email address is a similar email address. This adds a character to the existing address. If the real email is exams@PAEAonline.org, the shadow could be exams+1@PAEAonline.org. The “+1” simulates a new account. Emails sent here still go to exams@PAEAonline.org, but avoid a duplicate check.
      2. Not all institutions allow these types of accounts. Create a non-human inbox or a free external account (e.g., Gmail, Yahoo). If it is a real email address, it will work.
      3. Accounts for each proctor are an additional security measure. This allows for proctor flexibility. The account manager(s) can make informed scheduling decisions.
    5. Designate this the Remote Proctor. This account will only be allowed to view the My Proctor Schedule. We suggest “Remote Proctor” for the account name.
    6. When the password link email arrives, create a password.
  1. Schedule the exam in ExamDriver in the usual way.
    1. Full instructions can be found here.
    2. Consider assigning additional program faculty/staff to monitor the video conference chat session on exam day.

Zoom, WebEx, and Microsoft Teams

Proctors should instruct test taker(s) to run the session on a secondary device pointed at the testing area, capturing them and their computer screen(s) in frame.

2. Test Day

Launch the proctor solution prior to the browser in ExamDriver. Use the third-party proctor solution (ProctorU, Examity, or MonitorEDU) or a teleconference solution (Microsoft Teams, WebEx, or Zoom). Then review the list of browser recommendations and use the compatibility test page to confirm whether the proctor and test taker(s) have a sufficient browser.

Test Day Setup and Tips for Web Conferences

  • No backgrounds: The proctor needs to ensure they see the test taker(s) actual environment.
  • Additional monitors: Test taker(s) working on additional monitors will trigger an alert, so a proctor needs to see additional monitors are shut off and in the camera’s view.
  • Audio: Don’t let the test taker(s) mute their audio. The proctor needs to hear that the test taker(s) isn’t collaborating.
  • Lobby: The proctor allows the test taker(s) into the meeting environment. This helps avoid uninvited participants.
  • Launch the third-party proctoring service:
    1. ProctorU, Examity, MonitorEDU.
    2. ONLY ACTIVE DURING COVID-19: Zoom, WebEx, Microsoft Teams.

Zoom, WebEx, and Microsoft Teams

Run the session on the secondary device pointed at the testing area, capturing the test taker(s) and their computer screen(s) in frame.

3. ExamDriver Test Day

Once the test taker(s) have launched one of the above solutions, the proctor will be able to see and hear them (if their microphones are unmuted).

If the proctor need the test taker(s) to perform any troubleshooting actions on their device, they must first pause ExamDriver. This will prevent them from losing testing while the proctor engages in troubleshooting problems.

Go to http://www.examdriver.com/Account/LogOn

  1. Log in using the following information:
    1. Username: <Username email>
    2. Password: <Password>
  2. Read the Sample Proctor Script to the student.
  3. Review the proctor acknowledgement in the center of the screen.
    1. Click the box to the left of “I have read and understand the above terms and conditions.”
    2. Click the button to the right marked Launch Proctoring Session.
  4. In the proctoring session, find the name of the test taker(s) in the session. After the ID, system, and environment checks are complete, mark the test taker(s) as Present using the box. Click Authorize to allow them to begin the exam. The test taker(s) will see a link allowing them to begin.

System Alerts

For general information about alerts, review the “Alerts and What to Do About Them” document.

There are three alerts the proctor may receive regarding the test-takers’ exams:

  1. Viewing Other Content Alert.
    This indicates another page or program is active on the test taker(s)’  computer. First, pause the exam (before using the chat box in the bottom corner) or an alert will be triggered. Ask them to show their screen and close any other programs that may be running. If no inappropriate behavior has taken place, resume the exam.
    When investigating the alert, the proctor should look for signs of inappropriate behavior: other browser windows or tabs, the browser history, and other applications. Triggers include using the search box, adjusting browser settings, or chatting with the proctor. After THREE alerts, the exam will be auto-paused. After TWO additional alerts (FIVE TOTAL), the exam will auto-end. They cannot continue. See if an exam is auto-ended.
  2. Inappropriate Key Stroke Alert.
    This indicates whether a Mac user pressed the Command + Shift keystroke combination, creating benign (zoom, logout, center align, page set-up, accessing the Help menu) or inappropriate (screen capture, opening spelling & grammar, switching windows, selecting text, pasting & matching style) actions. Timely and thorough investigation must clarify the action as either benign or inappropriate.
    After ONE alert, the exam will be auto-paused. While investigating, if the test taker(s) is found to have taken screenshots, which may be placed in the desktop or the pictures folder, the files must be deleted from the computer and permanently deleted from the recycle bin. Immediately notify Exam Support so PAEA can investigate.
    After TWO additional alerts (THREE TOTAL), the exam will auto-end. They cannot continue. See if an exam is auto-ended. Proctors must again determine whether screenshots or documents were created, and if so, destroy them and notify PAEA so they may investigate further.
  3. Screen Capture Detected.
    This indicates a student hit the Print Screen key. This may send a document to a networked printer. Check the computer’s printer queue for exam content, the desktop, and pictures folder for files.
    After ONE alert, an exam will be auto-paused. While investigating, if found to have taken screenshots, the files must be deleted from the computer and permanently deleted from the recycle bin. Immediately notify Exam Support so PAEA can investigate.
    After TWO additional alerts (THREE TOTAL), the exam will auto-end. The student cannot continue. See if an exam is auto-ended below. Proctors must again determine whether screenshots or documents were created, and if so, destroy them and notify PAEA so they may investigate further.

If an Exam is Auto-paused

  1. Click the red Investigate button in the upper left corner to claim the alert and activate a pop-up.
  2. Use the following language to inform the test taker(s):
    “Your exam has been auto-paused due to multiple system alerts, which I will need to investigate. Please remain calm and stay connected with me as I complete my investigation.” These alerts can be triggered by both appropriate and inappropriate actions. If my investigation does not uncover inappropriate behavior, you do not need to be concerned. I will be able to resume your exam with all exam answers and time intact.”
  3. After investigating the alert’s cause, add all findings to the Proctor Comments box. Specific things related to each alert can be found in the System Alerts section.
  4. Resume or End the exam depending on the results of the investigation. If resumed, they can restart the exam immediately from where they left off with all time and data intact.

Notes on an Auto-paused Exam

  • Using the proctoring chat feature will trigger a Viewing Other Content alert. If the proctor or the test taker(s) need to communicate for any reason, Pause the exam first. Instruct the test taker(s) to wave at the camera to prompt the proctor to pause in this case.
  • If proctors have issues during the exam, click the orange Chat button in the bottom right corner of the ExamDriver screen. This will appear on all screens and tabs on the website.
  • Proctors should remain on my proctor schedule tab at all times (do not view any other tabs).
  • The proctor is able to pause, stop, or reauthorize individual exams (the buttons are to the right of the individuals’ name). To pause or resume a proctoring session for an individual, click Pause or Resume by their name. Do this first, as using the chat box will trigger an alert.

If an Exam is Auto-ended

  1. Click the red Investigate button in the upper left corner to claim the alert and activate a pop-up.
  2. Use the following language to inform the test taker(s): “Your exam has been auto-ended due to additional system alerts, which I will need to investigate. Please remain calm, and stay connected with me as I complete my investigation. As with the auto-pause, both appropriate and inappropriate actions can trigger these alerts. If the investigation does not uncover inappropriate behavior, you do not need to be concerned. Your program will be alerted, and your exam will be resumed or rescheduled as soon as possible with all exam answers.”
  3. After investigating the alert’s cause, add all findings to the Proctor Comments box and click Save and Close. Specific things related to each alert can be found in the System Alerts
  4. Clicking Save and Close will send an email to PAEA and the the test taker(s)’ program. Based on these comments, the exam may be resumed or permanently ended. Stay connected to the test taker(s) unless the proctor hears otherwise from the program faculty.
  5. If the test taker(s) is allowed to proceed, the proctor may need to Reauthorize their exam. If not, end the session.

Notes on an Auto-ended Exam

  • Stopping an exam prevents it from being started again and automatically invalidates all scores. Only use this in cases where it is impossible for the test taker(s) to complete the test.
  • To stop a proctoring session, click Stop next to that individual’s name. In the dialog box, select a reason: Illness, Power Outage/Inclement Weather, Academic Integrity Issue, or Other (give reason in the text box that appears). Click Save when finished.
  • If the test taker accidentally closes their exam window, the proctor needs to reauthorize the exam so they can restart it:
    • On the Proctor Session tab, click Reauthorize next to the test taker(s)’ name. The Launch Exam Now link will appear on their exam portal. Their status in the Proctor Session tab will be Reauthorized.
    • Click OK to reauthorize the exam for the test taker(s). An email will automatically inform them of re-authorization to start the exam. Their status is Confirmed.
    • When the test taker(s) clicks the Launch Exam Now link, their status will change from Confirmed to Started.

Tips and Troubleshooting

PAEA has made a number of proctoring tips available. The PAEA Assessment Exam Policies and this proctor’s guide can provide additional guidance.

More Questions? Exam Support is available 8:00 a.m. – 8:00 p.m. ET, Monday – Friday.

866-749-7601 (toll free) • 301-617-7820exams@PAEAonline.org

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