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Guidelines for Proctored Exams

This document contains the procedures for arranging, administering, sitting for, and returning a in-person proctored exam. Some instructors may offer the use of online video proctored exams.  Questions on the policy or procedures for proctored exams should be directed to your instructor.

Students in the Springfield, IL Area

Students may schedule exams with the UIS Learning Hub (formerly the Center for Teaching and Learning, or CTL) within the Center for Academic Success in Brookens Library, Room 460. Call (217) 206-6503 to schedule an appointment. Your instructor will need to leave the exam and instructions with the Learning Hub, so be sure to coordinate with your instructor.

Students Outside the Springfield, IL Area

Approval | Mailing the Exam | Administering the Exam | Rescheduling or Canceling the Exam


Approval

1. Find an Exam Site and a Proctor.

The student is responsible for securing an approved institution and proctor for the exam. In general, a telephone call to one or two of the sites listed below to request proctoring will be sufficient.

Approved Proctor Sites

  • Illinois students may take their exams at a local community college. A listing of these sites is available at http://www.uis.edu/colrs/proctoring-locations-in-illinois/.
  • Student living outside Illinois but in the United States may find Educational Testing Services helpful. To locate a testing service in the United States, the U.S. Territories, Canada, or Puerto Rico, try the National College Testing Association.
  • Other approved sites
    • Accredited institutions of higher learning.
    • Offices of the regional superintendent of schools.
    • Offices of the superintendent of public or parochial school districts.
    • Academic or public libraries.
    • Educational offices of the United States Armed Services.
    • Other sites may be proposed to the instructor if none of the above are available.

Approved Proctors

  • Exam center personnel of accredited institutions of higher learning.
  • Regional superintendent office personnel.
  • Superintendent of public or parochial school districts personnel
  • Head librarian at major public libraries.
  • Dean, academic department head, extension or correspondence administrator, registrar, librarian or official testing administrator of an accredited college or university.
  • Commanding officer in the United States Military
  • Other proctors may be proposed to the instructor if none of the above are available.

2. Submit Request Form

After making these arrangements, the student is required to submit a Proctored Exam Request Form, which must be completed and returned to the course instructor 2 weeks before the desired exam date.

The form may be printed or downloaded from the website and emailed, mailed, or faxed to the instructor.

When the instructor receives this form, he or she will verify that the student is eligible to take the exam, and approve the arranged site and proctor. The instructor should confirm the student’s contact with the proctor via e-mail, telephone, or mail.

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Mailing the Exam

When the exam site and proctor have been approved, the instructor prepares the exam materials to send to the proctor. The materials should include:

  • For paper exams, these items should be sealed in an envelope:
    • Exam
    • Exam support materials
    • Answer sheet/exam booklet
  • For Blackboard-based exams, provide these items in a sealed envelope:
    • URL of UIS Blackboard (http://bb.uis.edu)
    • Password to access the exam
  • Along with the sealed exam envelope, include:
    • 3 copies of the Proctored Exam Instructions (for instructor, proctor, and student)
    • Pre-paid, pre-addressed envelope for returning the exam
    • A copy of the Proctor’s Checklist.

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Administering the Exam

Student

  • Report to the exam site on the arranged day and time, bringing photo identification.
  • Students are not allowed to have any notes, textbooks, reference materials or manuscripts while taking the exam unless specified in the Proctored Exam Instructions.
  • Coats, backpacks and other personal belongings must be left at the door.
  • The student will have the amount of time specified on the exam envelope to complete the exam, as well as an appropriate level of comfort and quiet to complete the exam.
  • At the conclusion of the exam time, the student returns all testing materials to the proctor.

Proctor

  • The proctor checks that the exam is being given prior to the date indicated by the instructor on the exam packet. If the exam is scheduled to be given past the date indicated on the envelope, the proctor should contact the instructor to verify that the exam may still be given or receive new instructions/materials.
  • The exam packet is to remain sealed or securely contained until the time appointed for the exam. When the student arrives for the exam, the proctor will verify the student’s identity by checking a driver’s license or other form of photo identification. The ID number and name on the exam instructions should match those on the student’s ID.
  • Once the student’s identity is established, the proctor will open the exam packet and conduct the exam according to the Proctored Exam Instructions.
  • Time allotted for the exam must be enforced and an appropriate testing environment maintained.
  • At the conclusion of the exam time, the student returns all testing materials to the proctor.

Concluding the Exam

  • The proctor and student will sign the Proctored Exam Instructions in each other’s presence indicating the exam was given in an appropriate setting and in accordance with the Proctored Exam Instructions.
  • The proctor keeps one copy, gives one copy to the student, and returns one copy to the instructor with the exam questions, any exam materials, and the student’s answer sheet/exam booklet in the pre-addressed, postage-paid envelope that was provided.

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Rescheduling or Canceling the Exam

  • If the Exam is Cancelled or Rescheduled
    Should an exam need to be rescheduled, every effort should be made to notify all parties involved in the exam process, i.e. the instructor, the proctor and the student. If the rescheduled date is before the date specified on the Proctored Exam Instructions, the proctor and student may make arrangements without contacting the instructor. Only the instructor can give permission to reschedule the exam past the date specified or cancel the exam.If a student does not take an exam, it must be returned, along with all materials, to the instructor in the pre-addressed, postage-paid envelope included in the exam packet.
  • Specified Date Passes
    Exams must be given prior to the date specified by the instructor on the Proctored Exam Instructions.
  • Proctor Fails to Report to Administer Exam
    In the event a proctor fails to report to administer and exam at the agreed upon place, date, and time, the student should immediately contact the course instructor.

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University of Illinois Springfield
One University Plaza
Springfield, Illinois 62703-5407
217-206-6600

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