Proctored Exam Form and Email Templates

Proctored Exam Information for Earth Science online A proctored exam is an exam that is overseen by an impartial individual (called a proctor) who monitors or supervises the student while he or she is taking an exam. The proctor ensures the security and integrity of the examination process. You have two options for arranging your proctored exams for Earth Science online. Select the option that works BEST FOR YOU. If you live in or around Madison, you will be able to schedule an exam with your instructor. If you do not live in Madison or are unable to schedule your exam with your instructor, you will need to find an approved proctor. Each option is discussed in detail below: Option 1: Schedule your exams at Madison College If you are able to come to the Truax campus during the scheduled testing times, your instructor will be available to administer your exam. For each of the exams, you will need to select a testing time to take your exam. While most students complete their exams in 45-‐60 minutes, it is recommended that you schedule at least 1.5 hours to complete your exam. Your instructor is available to administer the exams at the following times:

Exam Covers Material from Testing Dates and Times

Exam 1 weeks 1 – 7 Wednesday, March 7th, 9 AM -‐11:00 AM Wednesday, March 7th, 5:00 – 7:00 PM

Exam 2 weeks 8 – 16 Wednesday, May 16th, 9 AM -‐11 AM Wednesday, May 16th, 5:00 -‐ 7:00 PM

Please select one day and time interval to take each exam and complete the Proctored Exam Application Form located in the Exam Information folder. This form must be submitted by Friday January 20, 2012. Your instructor will send you an email to confirm your scheduled exam times. NOTE: Failure on the part of the student to schedule the exam will result in a failing grade on the exam in question. Option 2: Schedule your exams with an approved proctor If you are unable to come to the Truax campus during the scheduled testing times, it is your responsibility to locate an approved proctor to administer your exams to you. Your instructor will need to review the individual’s contact information and qualifications to determine whether they meet the criteria for approval.

Who can be approved to serve as a proctor? An acceptable proctor is someone with no conflict of interest in upholding Madison College’s Student Code of Conduct (LINK). Relatives, friends, spouses, neighbors, and co-‐workers are NOT acceptable proctors. A proctor candidate may be from one of the following categories:

Educational administrator or librarian at a community college, university, or high school Librarian at a public library Military Education Officer College, university, or private testing center

What technology must the proctor have? Due to the nature of this course and the exams, the proctor must have:

a valid, work email address and telephone number Internet access for the proctor and student during the examination

What are the proctor’s responsibilities?

The proctor must ensure that all necessary technologies are available and working. Only the proctor may handle the actual exam prior to and following its completion. No copies of the exam other than the copy used for test-‐taking are to be made at any

time. No person other than the proctor and the student may view the exam. The student may have access to the exam only during the time period allowed by the

instructor. The proctor must follow the instructor’s requirements for administering the exam. These

may include a time limit, specific allowable equipment, etc.

How do I complete and submit the Proctored Exam Application? 1. Download a copy of the Proctored Exam Application from the Exam Information folder

in Blackboard. 2. Complete the form, making sure to include all of the proctor’s information on the form.

Check the spelling of your proctor’s name and email address. 3. Submit the completed Proctored Exam Application in the Exam Information folder. The

application must be submitted by Friday January 20, 2012. 4. Your instructor will send you an email after the application has been reviewed and

approved.

How do I schedule my exams? 1. Once your proctor has been approved by your instructor, you will need to schedule your

testing appointments with your proctor. 2. For each exam, your instructor has provided a testing window. You must schedule your

testing appointment with your proctor during this window. The testing windows for each exam are as follows:

Exam Covers Material from Exam Window Exam 1 weeks 1 – 7 March 7, 7AM – 8PM Exam 2 weeks 8 – 16 May 16, 7AM – 8PM

3. NOTE: Failure on the part of the student to assume these responsibilities will result in a

failing grade on the exam in question.

Proctored Exam Application STUDENT INFORMATION: Provide contact information so your instructor can contact you regarding questions and updates with the proctored exams. This information will be kept confidential.

Name: Madison College Email Address: Daytime Phone: Evening Phone:

A proctored exam is an exam that is overseen by an impartial individual (called a proctor) who monitors or supervises the student while he or she is taking an exam. The proctor ensures the security and integrity of the examination process. You have two options for arranging your proctored exams for Earth Science online. Select the option that works BEST FOR YOU. If you live in or around Madison, you will be able to schedule your exams with your instructor. If you do not live in Madison or are unable to schedule your exam with your instructor, you will need to find an approved proctor. Read through each option below and select the one that works best for you:

OPTION 1: Schedule your exams at Madison College Select this option if you are able to come to the Truax campus during the scheduled testing times. If you select this option, your instructor will act as your proctor. For each of the exams, select a test time to take your exam. While most students complete their exams in 45-60 minutes, you may want to schedule at least 1.5 hours to complete your exam. You can come to the exam at any point in the exam window as long as you are able to complete your exam BEFORE the end of the exam time. Please select the exam time from the list below for each exam.

EXAM 1 - Select a time to take your exam: Wednesday, March 7th, 9:00 AM - 11:00 AM Wednesday, March 7th, 5:00 - 7:00 PM

EXAM 2 - Select a time to take your exam:

Wednesday, May 16th, 9:00 AM - 11:00 AM Wednesday, May 16th, 5:00 - 7:00 PM

OPTION 2: Schedule your exams with an Approved Proctor Select this option if you are unable to come to the Truax campus during the scheduled testing times. If you select this option, it is your responsibility to locate an appropriate proctor. Your instructor will need to review the individual's qualifications to determine if they meet the criteria for approval. You need to read through the Proctor Requirements before completing this form. Proctor's Full Name: Type of Proctor: Proctor's Organization: Organization's Address: Proctor's Work Phone Number: Proctor's Work Email Address:

STUDENT SIGNATURE: By signing this form electronically, I agree to the following: (1) to locate an approved proctor or testing center for my course exams, (2) to set up an appointment for my course exams according to the published dates; (3) to notify my instructor at least 3 days prior to the scheduled exam if I need to reschedule my appointment.

Email Template for student coming to campus for Proctored Exam Hello, You are scheduled to take your first proctored exam for General Geology on Monday, October 24 between 10 AM and 12 PM. The exam will be held in room 141A on the Truax campus (3550 Anderson Street, Madison WI 53704). Exam Information: The exam takes most students an hour to complete. You must arrive during the proctored exam with enough time to complete your exam. All exams will be collected at the end of the proctored exam time slot, so make sure you arrive to the room with enough time to complete your exam. You are allowed ONE sheet of notes on ONE side of an 8.5x11 inch sheet of paper. This note sheet will be collected at the end of the exam by your proctor. You will also need to bring a pencil to the exam. The exam will consist of 85 multiple choice questions and 5 short essay questions. If you have any questions about the exam, please don’t hesitate to contact me! Jennifer -‐ Hello, You are scheduled to take your first proctored exam for General Geology on Monday, October 24 between 5 PM and 7 PM. The exam will be held in room 238 on the Truax campus (3550 Anderson Street, Madison WI 53704). Exam Information: The exam takes most students an hour to complete. You must arrive during the proctored exam with enough time to complete your exam. All exams will be collected at the end of the proctored exam time slot, so make sure you arrive to the room with enough time to complete your exam. You are allowed ONE sheet of notes on ONE side of an 8.5x11 inch sheet of paper. This note sheet will be collected at the end of the exam by your proctor. You will also need to bring a pencil to the exam. The exam will consist of 85 multiple choice questions and 5 short essay questions.

If you have any questions about the exam, please don’t hesitate to contact me! Jennifer -‐ Hi, I still do not know when you will be taking your exam. The form you submitted did not save your exam time selections. Please let me know when to expect you at the exam. Here is the basic information: EXAM TIMES: Monday, October 24 between 10 AM and 12 PM in room 141A. Monday, October 24 between 5-‐7PM in room 238. The exam will be held on the Truax campus (3550 Anderson Street, Madison WI 53704). Exam Information: The exam takes most students an hour to complete. You must arrive during the proctored exam with enough time to complete your exam. All exams will be collected at the end of the proctored exam time slot, so make sure you arrive to the room with enough time to complete your exam. You are allowed ONE sheet of notes on ONE side of an 8.5x11 inch sheet of paper. This note sheet will be collected at the end of the exam by your proctor. You will also need to bring a pencil to the exam. The exam will consist of 85 multiple choice questions and 5 short essay questions. If you have any questions about the exam, please don’t hesitate to contact me! Jennifer -‐

SAMPLE EMAIL TEMPLATE regarding Proctored Exam – Sent out one week (or more) prior to the exam To Student: Valerie, I just wanted to follow up with you on your first proctored exam for Earth Science online. By now, you should have scheduled an appointment to take your exam with PROCTOR NAME at the PRCOTOR LOCATION for a time between February 17 and February 19. At this time, I need to know the date you are planning on taking your exam. I will be making arrangements with PROCTOR NAME to get a copy of the exam to her. If you have any questions about the exam, please let me know ASAP! Jennifer To Proctor: You will be giving a proctored exam to STUDENT NAME for my Earth Science online class sometime between February 17 and February 19. The student should have contacted you to set up an appointment to take their exam. If they have not, please let me know ASAP. Next, I need you to read through the two testing options and decide which test format best suits your office. The requirements for each option will be explained. Option #1: Paper Exam How it works: The day before the exam, I will send you an email that will contain a PDF of the exam. You will need to print out the exam for the student prior to their scheduled exam time. The exam will take approximately one hour to complete. If the student needs additional time, they are allowed as much time as they need. The student will be allowed one sheet of notes while they take the exam. They cannot use any other items, including additional notes, books, calculators, headphones, computers, or any other electronic devices while they complete the exam. The student will write their answers directly onto the exam and return the entire exam to you when they are finished. You will then need to fax the entire exam (with the answers) to me at 608-‐246-‐6475. I would like you to keep the student’s completed exam in a secured location until I contact you to destroy it. This option requires a fax machine be available. Option #2: Electronic Exam How it works: The exam will be administered through our Blackboard course. The exam will take approximately one hour to complete. If the student needs additional time, they are allowed as much time as they need. The student will be allowed one sheet of notes while they take the exam. They cannot use any other items, including additional notes, books, calculators, headphones, computers, or any other electronic devices while they complete the exam. The student will need access to a computer to take the exam. The exam will be set up in the Earth Science online blackboard course. The exam will

be password protected, so I will be sending you the password by email the day before the exam. You will give the password to the student when they arrive to take the exam and are set up at a computer. The Blackboard course will log the start and finish time for the exam. While the student is completing the exam, you will need to occasionally check that they are not accessing websites or material other than the electronic exam. This option requires a computer be available for the student. Please take a moment to choose the option that best suites your testing situation. The exam will be the same regardless of how it is administered. Once you make your choice, please send me an email to let me know which option you prefer and whether or not the student has made their testing appointment. Finally, if you have any questions about the testing process, please let me know! Thank you, Jennifer

Proctored Exam Instruction Templates for Proctors and Students taking Proctored Exams: Electronic Exam: This email contains information for the proctored exam you will be administering for STUDENT on DATE. The exam will be an electronic exam administered through the Blackboard course used at Madison College. I have listed out what I expect to happen during the exam:

1. The student will check in with you prior to the exam. You need to check their ID to confirm they are the student listed above.

2. The student needs to have access to a computer for the exam. The student will want at least an hour to complete the exam. The computer needs access to the Internet. The exam will be administered through our course site, which the student knows how to use.

3. When the student is ready, they need to put away all materials (books, phones, calculators, etc.). The student is allowed ONE sheet of notes on one side of an 8.5x11 piece of paper. The student is also allowed a scrap piece of paper and pencil. Please collect and destroy the scrap paper after the exam is over.

4. After checking that the student is ready and has their note sheet out, please give the student the password for the exam. This will unlock the exam and allow the student to begin. The case-‐sensitive password for the exam is: pointloma

5. During the exam, you need to make sure that the student is not cheating. The student is not allowed to use additional notes or books (except for the one sheet of notes). The student is not allowed to use the Internet to look up answers or go through the Blackboard course. The only webpage they should be using is the exam.

6. The exam will not be timed, but must be completed in one sitting. When they are ready to submit the exam, they click the submit button in the exam and the exam will be stored and graded later.

7. If the student encounters any problems with the exam, please record the issue and call me at 608-‐246-‐6277. If I am not available by phone, please send an email. If I am unavailable, please call our HELP DESK at 608-‐246-‐6666 to see if they can fix the technology error. If neither of these options work, the student can leave and I will work something out with them individually.

Please let me know if you have any questions about this exam or testing information. Thanks! Jennifer

Paper Exam: I am attaching the PDF of the exam that you will be proctoring for STUDENT on DATE. You will need to print out the exam before the student arrives to take the exam. The exam is 9 pages long. The student may take as much time as needed to complete the exam. Please tell them to circle the correct answer and write all of their answers in the spaces provided on the exam. I have listed out what I expect to happen during the exam:

1. The student will check in with you prior to the exam. You need to check their ID to confirm they are the student listed above.

2. The student will want at least an hour to complete the exam. 3. When the student is ready, they need to put away all materials (books, phones, calculators,

etc.). The student is allowed ONE sheet of notes on one side of an 8.5x11 piece of paper. The student is also allowed a scrap piece of paper and pencil. Please collect and destroy the scrap paper after the exam is over.

4. After checking that the student is ready and has their note sheet out, please give the student the paper exam.

5. During the exam, you need to make sure that the student is not cheating. The student is not allowed to use additional notes or books (except for the one sheet of notes). The student is not allowed to use any electronic devices (cell phone, head phones, etc.) while taking the exam.

6. The exam will not be timed, but must be completed in one sitting. When they are done, please collect the exam from the student.

Once the student has completed the exam, please scan and email the completed exam to me at [email protected] OR fax the completed exam to me at 608-‐243-‐4027. If there is a problem with returning the exam to me, please contact me ASAP so we can make arrangements for returning the exam. Once the exam is faxed, please store the exam in a safe location. Do not return the exam to the student. Please send me an email to confirm that you have received the exam. Also, please let me know if there are any questions about the exam. Thank you for acting as a proctor for STUDENT NAME! Jennifer Instructions for Student for ELECTRONIC EXAM: This email contains the instructions for the proctored exam you will taking on DATE. The exam will be an electronic exam administered through our Blackboard course. I have listed out what I expect to happen during the exam:

1. You will check in with your proctor prior to the exam.

2. You will be given access to a computer during the exam. You should schedule at least an hour to complete the exam.

3. When you are ready, you need to put away all materials (books, phones, calculators, etc.). You are allowed ONE sheet of notes on one side of an 8.5x11 piece of paper. You are also allowed a scrap piece of paper and pencil. Your proctor will collect and destroy the scrap paper after the exam is over.

4. After checking that you are ready, your proctor will give you the password for the exam. This will unlock the exam and allow you to begin. The password is case-‐sensitive.

5. To access the exam, log in to our Blackboard course. Then, click on the Proctored Exam folder that is listed on the left side of the main entry page.

6. Do not start the exam until you are ready. The exam will not be timed, but must be completed in one sitting. When you are ready to submit the exam, click the submit button in the exam. This will store the exam until it is graded.

7. If you encounter any problems with the exam, please inform your proctor. They will record the issue and call me to get help.

If you have any questions about how the proctored exam will work, please let me know ASAP! Jennifer Instructions for Student for PAPER EXAM: This email contains the instructions for the proctored exam you will taking on DATE. The exam will be a paper exam. I have listed out what I expect to happen during the exam:

1. You will check in with your proctor prior to the exam. 2. You should schedule at least an hour to complete the exam. 3. When you are ready, you need to put away all materials (books, phones, calculators, etc.). You

are allowed ONE sheet of notes on one side of an 8.5x11 piece of paper. You are also allowed a scrap piece of paper and pencil. Your proctor will collect and destroy the scrap paper after the exam is over.

4. After checking that you are ready, your proctor will give you the paper exam. 5. You will write your answers directly onto the exam. For multiple choice answers, you will circle

the correct answer. For written questions, you will write in the space provided. 6. The exam will not be timed, but must be completed in one sitting. When you are done, return

the exam and your scrap paper to your proctor. They will return your completed exam to me. If you have any questions about how the proctored exam will work, please let me know ASAP! Jennifer

Proctored Exam Form and Email Templates

Education

Transcript of Proctored Exam Form and Email Templates