CCP PROCTOR MANUAL OUTLINE

Page

What is a proctor? 2

How do I become a proctor? 2

How does a proctor log into their course? 3 - 4

How do students log into their courses? 5 - 7

eLearn Proctor Permissions 8

Proctor Communication 8

Proctor Responsibilities 9 - 11

a. Syllabus

b. Sinclair’s Academic Calendar

c. Textbooks

d. Adding or Dropping students from courses

e. Grades

Proctor Best Practices 11

Tips & Tools for Proctors 12

Proctor: Day ONE 13

Trouble Shooting/Contacts 13

Appendix A – Required Proctor Information 14

Appendix B – Getting Started with your Network Account 15

Appendix C – Academic Calendar 16

Appendix D – Requirement for Taking Sinclair Online Courses 18 - 19

Page 1

What is a Proctor?

High School College Credit Plus proctors serve as the liaison between the student,

Sinclair faculty member, parents, and school administration. Effective proctors work

with their students on a daily basis, provide them with support, and hold them

accountable to the expectations of their Sinclair course(s).

How do I Become a Proctor?

Proctors are typically designated by a high school administrator. Once your school

has selected you to be a proctor you will need to complete the CCP Proctor

Application with Sinclair Community College in order to gain access to the course

that you will be proctoring:

Complete the CCP Proctor Application. (A copy of this application is referenced in

Appendix A.) This application can be obtained from your school’s College Credit

Plus Coordinator. If you do not know who your school’s CCP Coordinator is, please

contact the CCP office at 937-512-5188 or by email at ccplus@sinclair.edu.

Completed applications will be emailed directly to your CCP Coordinator or to

ccplus@sinclair.edu.

Once your coordinator receives and processes your application, Sinclair will provide

you with your username and password to access the online Learning Management

System (eLearn). You will also be provided with the name of the Sinclair Community

College faculty member that you will be working with.

***It is important to note that your access to Sinclair’s system expires after one year.

Upon the expiration of your access, you will need to submit a new Proctor

Application***.

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How does a Proctor log into their course?

Your account provides you with access to the tools routinely used to conduct

Sinclair business, including: Outlook (the email, calendar, and scheduling software),

College web resources, and eLearn to access course information.

To log into eLearn, go to my.sinclair.edu and follow steps 1 – 3 in Appendix B:

“GETTING STARTED WITH YOUR NETWORK ACCOUNT AT SINCLAIR”.

After completing those steps you will arrive at the screen below and you will choose

the eLearn Courses button.

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You will be able to see the course(s) you are proctoring on a screen similar to the

one below. By choosing your course you will have access to the course information.

The access dates listed in the “Note” section beneath the course link applies to

students only. The course is accessible to faculty and proctors prior to the course

start date.

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How do Students Log into Their Courses?

LOGGING IN TO MY.SINCLAIR.EDU

Students will be able to access their course through their my.sinclair.edu account:

Student usernames and passwords are mailed to students once they have

completed the application process.

o A student’s username is typically FirstName.LastName. Although,

students with more common names may have numbers listed at the

end of their username.

o A student’s password is initially Pass**** (**** represents the last 4

digits of a student’s SSN and the P in Pass is case sensitive.)

o If a student is unable to login using the above process they can utilize

the “forgot username/forgot password” links that are located under

the login boxes.

o If a student is still unable to login, please have them contact the

Sinclair Help Desk at (937) 512-4357.

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ACCESSING COURSES

To access their courses, students will click on eLearn Courses on the left side of the

screen (see screen sample below).

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Once students click on eLearn Courses, their course(s) will be listed on the left side

of the screen (see screen sample below). If students do not see their course(s),

please contact the Help Desk at (937) 512-4357.

If users do not see their course(s), confirm that the Semester Filter is set to “ALL”. If

a user still cannot see their course(s), please contact your CCP coordinator.

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eLearn Proctor Permissions

Once Proctors access their course(s) in eLearn, they will be able to:

Use Class List Tool

View course content

Access discussions

Access email

Access Chat Tool

Access & Submit files to Dropbox

Take quizzes

See Rubrics

If your course is restricted to students in your school, you will also have these

permissions:

See Grades

Switch roles between proctor & student

See user progress

Use Quizzing tool

Proctor Communication

Proctors should be in contact with the assigned faculty member prior to the start of

the semester to review the processes for the semester. If you have not been

provided with the name of the Sinclair faculty member, please contact your CCP

Coordinator for more information.

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Proctor Responsibilities

Syllabus

Proctors should have all students print the syllabus for the course and review the

syllabus with the students so they are aware of their responsibilities and deadlines.

Sinclair’s Academic Calendar

College Credit Plus courses that are taught by a Sinclair faculty member will follow

the Sinclair calendar.

When Sinclair's campus is closed, faculty are not required to teach CCP courses,

even if the high school is open during that time period. For a list of Sinclair campus

closures, please reference the 2016-2017 Academic Calendar in Appendix C.

All students taking online courses must adhere to the due dates and deadlines for

assignments, tests, projects, etc., even when the high school doesn't have class on

days such as:

High school holidays (for example, President's Day weekend)

High school spring break

High school snow days

High school teacher in-service days, etc.

Proctors should ensure through syllabi and course announcements that these timing

issues are addressed to avoid any confusion on the part of the students.

Alternate arrangements will need to be made by students if they do not have

computer access at home when their high school is closed.

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Textbooks

Proctors should assure that textbooks are in the classroom prior to the first day of

class. Ordering of textbooks will be arranged prior to the start of the course with

the College Credit Plus Coordinator after the course roster has been received. If you

need additional textbooks, please contact your College Credit Plus Coordinator.

Adding or Dropping students from courses

All Sinclair add/drop dates must be followed for College Credit Plus courses

delivered by a Sinclair Faculty Member. Important dates are available on the

2016-2017 Academic Calendar found in Appendix C.

If you need to add a student to your existing course please ensure that the student

has completed all required CCP enrollment steps; additional information can be

found at www.sinclair.edu/ccp . Once a student has successfully completed all CCP

steps, contact your College Credit Plus Coordinator to register the student for this

course.

If a student changes their high school schedule or needs to withdraw from the

Sinclair course, the high school must notify the CCP Coordinator of the drop via

email. When requesting student drops please abide by the DROP and Withdrawal

Deadlines found in Appendix C.

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Grades

Proctors who will be assisting in course sections that are restricted to their

students only will be able to view the grades through their course access in eLearn. 

Other proctors will need to have their students print or display their assignment,

quiz and test grades through eLearn. 

Proctors can also view their students’ final course grades by having the students

print or display them from their Web Advisor in the Unofficial Transcript link of the

Academic Profile section.

Proctor Best Practices

Monitor student progress weekly and help the student submit assignments

on time

o Ask students to check their User Progress or their Grade tab to ensure

they are on track

o Meet one-on-one as needed

Establish rapport with students and ensure that students are on task

Issue reminders about assignment due dates

Communicate with online instructor via email and/or phone

Check your course email daily and respond to instructors in a timely manner

Encourage communication between your students and their course

instructor

Teach and encourage students to be self-directed, independent learners

Review assignment sheets and criteria for grading

***You may receive additional guidelines or instructions from the Department Chair

or Course Instructor. Please abide by the Department policies.

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Tips & Tools for Proctors

eLearn Email:

Email in eLearn is not an external email package.

This means that:

a) Users can only send mail to other eLearn users while in eLearn.

b) While users can forward their eLearn mail to an external address to

notify them that they have received email within eLearn, they cannot

respond to it.

Folder Filtering:

o Inbox: The inbox mail can be filtered by either “ALL” or by the course

from which it was sent.

o Sent: To see sent mail, be sure to filter by “ALL”. If you attempt to

filter by course, no mail will show (this is a known bug).

o Draft: To see mail in the draft folder, filter by “ALL”. If you attempt to

filter by course, no mail will show (this is a known bug).

Quiz Security Option Can Lock Course Mail:

There is a setting in quizzes that allows faculty to “disable pager and alerts” while a

user is taking a quiz. If this setting is set in a quiz and the user begins but does not

complete the quiz, email will no longer be available. Unfortunately, if you create a

quiz in the content area, the setting will be checked by default.

User Progress:

User progress tab allows students to see and access certain “restricted” content

items. For example, if an item is left in “draft mode” the student can see it under user

progress. In order to truly restrict content by date, be sure to use the “start” and

“end” dates.

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Proctor: Day ONE

Ensure that all students are able to login (high priority)

Ensure that all students are able to see their course (high priority)

If the course is an online course, please make sure that all students have

completed the How to Succeed in an Online Course. (high priority) See

Appendix D for a flyer that can be printed, cut into four mini-flyers and

distributed to students.

Introduce the details of the course and show students how to access the

syllabus

Allow students time to navigate through eLearn

Encourage students to email the instructor and introduce themselves

Go over due dates for the semester

Ensure students have textbooks when applicable

Troubleshooting

For additional information please visit the College Credit Plus website:

www.sinclair.edu/ccp

For immediate technical assistance, contact the Sinclair Help Desk (937) 512-

4357

For course related issues, contact either the assigned Sinclair Faculty or

College Credit Plus Coordinator if there are issues in the following areas:

Contact SCC Faculty Contact CCP Coordinator

Deadline dates Textbook

Syllabus Log in issues/Accessing courses

Rubrics Add/drop a student

Grades Unable to reach SCC faculty

Appendix A

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Required Proctor Information 06.1.2015

All individuals who are interested in becoming a High School Proctor for College Credit Plus must complete the following application in order to be provided with access to Sinclair’s online Learning Management System (E-Learn).

Date: ________________________________________

First Name: __________________________________Last Name: __________________________________

Date of Birth: _______________________________ Social Security Number: __________________

Title: _________________________________________________________________________________________

Email: ________________________________________________________________________________________

Home Address: _____________________________________________________________________________

City, State, Zip Code: _______________________________________________________________________

Primary Phone Number: ____________________________________________

Secondary Phone Number: __________________________________________

Additional High School Contact Name: _________________________________________________

Additional High School Contact Phone Number: ______________________________________

Associated High School: ___________________________________________________________________

Courses to be proctored: __________________________________________________________________

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Appendix B

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Appendix C

Academic Calendar 2016 - 2017

Fall 2016 Full TermAug 22 - Dec 11

A TermAug 22 - Oct 16

12-Week TermSep 19 - Dec 11

B TermOct 17 -Dec 11

On-time registration begins April 18On-time Registration ends Aug 15 Aug 15 Sep 14 Oct 12Payment due for on-time registration by 7:00pm Aug 15 Aug 15 Sep 14 Oct 12Late Registration Aug 16 - 21 Aug 16 - 21 Sep 15 - 18 Oct 13 - 16Audit registration Aug 16 - 19 Aug 16 - 19 Sep 15 - 16 Oct 13 - 14Classes Begin Aug 22 Aug 22 Sep 19 Oct 17Last day to withdraw with refund and without record Aug 29 Aug 26 Sep 26 Oct 21Last day to withdraw Nov 18 Oct 4 Nov 23 Nov 29Classes end Dec 11 Oct 16 Dec 11 Dec 11

CAMPUS CLOSE DATES:

Sep 5: Labor Day holiday—all campuses closed Nov 11: Veterans' Day holiday—all campuses closed Nov 23: Thanksgiving holiday—all campuses close at 5 p.m.; classes

beginning at 5 p.m. and later do not meet Nov 24–25: Thanksgiving holiday—all campuses closed Dec 26–30: Holiday Break—all campuses closed

Spring 2017 Full TermJan 9 - May 7

A TermJan 9 - Mar 5

12-Week TermFeb 6 - May 7

B TermMar 13 -May 7

On-time registration begins October 31On-time Registration ends Jan 3 Jan 3 Feb 1 Mar 8Payment due for on-time registration by 7:00pm Jan 3 Jan 3 Feb 1 Mar 8Late Registration Jan 4 - 8 Jan 4 - 8 Feb 2 - 5 Mar 9 - 12Audit registration Jan 4 - 6 Jan 4 - 6 Feb 2 - 3 Mar 9 - 10Classes Begin Jan 9 Jan 9 Feb 6 Mar 13Last day to withdraw with refund and without record Jan 17 Jan 13 Feb 14 Mar 17Last day to withdraw Apr 7 Feb 23 Apr 18 Apr 25Classes end May 7 Mar 5 May 7 May 7

CAMPUS CLOSE DATES:

Jan 16: Martin Luther King, Jr. holiday—all campuses closed Mar 6-12: Student Spring Break—all campuses open regular hours

 NOTE: This registration calendar schedule is subject to change.

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NOTES

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