Exam Proctoring Policy and Procedure
This document aims to clarify roles and responsibilities of proctors during an examination and to explain to the students the rules of testing at ACK. It does not attempt to catalogue specifics of any departmental procedures, which are determined by each area in accordance with the general principles outlined here.
This document applies to all faculty and students.
- ACK requires that all examinations are carried out in accordance with the below guidelines:
- Proctoring of examinations, and assisting in proctoring, is part of the academic duties of every faculty member. Faculty members are expected to proctor their own examinations when possible.
- At least one proctor is assigned for every 30 students taking an exam in one room. Proctors observe all examinees without being obtrusive.
- Exam locations should provide adequate space for given number of students, allowing examinees to be seated with no view of other’s work. Accordingly, the auditorium is not to be used as an examination room. Computer labs can be used for computer-based exams only.
- Students without a student identification card (ID) will be barred from entering the exam if they cannot be identified by the proctor.
CONTROL OF PROCESS
Before the day of the exam:
- Proctors should prepare an envelope for the exam labelled with the instructor’s name, unit name, the date, location and the duration of the exam. The envelope should contain information on the items needed for the exam, including copies of Exam Incident Reporting Template (ACK.FO.VPAC.12.01) and an attendance sheet. If the exam requires a formula sheet or another form of aide, this should be prepared by the instructor and not brought in by the student.
On the day of the exam:
- Proctors should arrive at the exam venue in advance of the scheduled exam initiation time to confirm the readiness and cleanliness of the room and to provide students any needed instructions before the exam starts. If there are any students in the room, they should be asked to leave until they are officially permitted in.
- Proctors should remind the students that only items listed in the instructions for the exam will be allowed in the exam area and that all other items (including cell phones, smart watches, earphones) need to be left in the designated area in the exam room or outside the exam venue. Students should be reminded to use the restrooms as they will not be allowed to leave the room once the exam starts. In exceptional emergency circumstances; if a student needs to leave the exam room and return back, he/she should be accompanied at all times by a staff member. No extra time is allowed for these students regardless of their excuse.
During the exam:
- Proctors should identify each student by their student IDs placed on each desk and take attendance. Students should be asked to sign next to their names. Students are not allowed to leave the exam before the first 30 minutes. Late students may be permitted in until the first student who has taken the exam leaves the room. Stricter rules may apply within different departments and will be announced to students in advance of the exam. No extra time is allowed for late students regardless of their excuse.
- Proctors should distribute the exams, reminding students to complete all required details on the first page of the examination booklet and write their names and student ID numbers on the exam paper.
- Proctors should read all instructions clearly and verbatim. Students can start the exam only when instructed by the proctor. Students not complying with this rule are considered to have obtained “Unfair Advantage” and will be considered in violation of the Code of Academic Integrity (ACK.PLR.VPAC.09).
- Proctors are allowed to take questions only during the first 15 minutes of the exam.
- Proctors have the right to change seating of the students or take other reasonable measures to ensure the integrity of the examination process. Students not cooperating will be in violation of the Student Code of Conduct (ACK.PLR.SA.01).
- Using or attempting to use cell phones or any unauthorized electronic device during an exam is considered cheating and will be dealt with in accordance with the terms of Code of Academic Integrity.
- Students are responsible to track their own time. Proctors however should give regular reminders of the time during the exam.
- No students will be permitted to leave the exam room in the last 10 minutes. Students who are finished with their exams before that may submit their paper and leave subject to clause 4.1.4 of this document. The proctors should ensure that students have filled out the first page of the examination booklet and have written their name and student ID number on the exam paper. If a student tries to return because of an item left in the exam room, they should be asked to retrieve it after testing is complete.
- Students should put their pens down when the exam time is finished. Students not complying with this rule are considered to have obtained “Unfair Advantage” and will be considered in violation of the Code of Academic Integrity.
- Proctors should report all incidents occurring during the exam administration at first instance to the Head of Department All incidents should be recorded using the Exam Incident Reporting template. Incidents include, but are not limited to the following:
- Defective or Missing Exam Materials
- Misplaced student exam papers
- Equipment problems;
- Student illness;
- Academic Misconduct;
- Student misconduct/ Student dismissed due to misconduct;
- Student found to have a cell phone or another prohibited device during the exam;
- Student removed/ attempted to remove exam materials; and
- Interruption or disturbance (fire alarm, power outage, construction noise, etc.) that compromised student’s ability to conduct the exam.
Violation of Code of Academic Integrity:
- If a proctor has reasonable grounds to believe that a violation of Code of Academic Integrity occurred during an examination, the proctor will collect all available evidence and record the incident using the Exam Incident Reporting Template. The case will be reported to the Head of Department who will take action in accordance with the terms of the Code of Academic Integrity. The student will be notified that an incident report is being raised and an investigation will take place. In all instances, student will be allowed to complete the exam.
Before the exam:
- Students should arrive on time for the exam with the items required to take the exam, including their student ID. Only items listed in the instructions for the exam will be allowed in the examination area. Students are responsible for securing all other items and personal belongings (including cell phones) before the exam begin. No food or drinks are permitted in the examination area with the exception of water in clear bottles.
- Students should use the restroom before the exam. Students are not permitted to leave the examination area once the exam starts. This applies also to students who leave behind an item after an exam; the students must wait until the exam is finished to retrieve it. In exceptional emergency circumstances if a student needs to leave the exam room and return back, he/she should be accompanied at all times by a staff member. No extra time is allowed for these students regardless of their excuse.
- Students should be familiar with all requirements of this Exam Proctoring Policy and Procedure and its relevant documents and must fully comply.
During the exam:
- All instructions provided by the proctor should be followed strictly.
- Students should display their student ID on their desk at all times.
- Students should fill out the coversheet of the examination booklet as required and write their names and student ID numbers on the exam paper. The exam paper must be inserted into the booklet at completion of the exam and submitted to the proctor.
- Students should read over their exam when they first receive it. The proctor will take questions only during the first 15 minutes of the exam.
- Students are not allowed to leave the exam before the first 30 minutes.
- Late students may be permitted in until the first student who has taken the exam leaves the room. Stricter rules may apply within different departments and will be announced to students in advance of the exam. No extra time is allowed for late students regardless of their excuse.
- Students should be aware of the time limits of the exam and track their time. No extra time will be allowed.
- Answers should be provided in clear writing. Illegible answers will affect grades.
- Students are not allowed to talk among each other under any circumstances or share supplies. It is the responsibility of the students to bring their own supplies.
- Any unusual circumstances should be reported to the proctor promptly.
TERMS AND DEFINITIONS
- Cheating: Using or attempting to use unauthorized means of information (study aids, notes, textbooks, mobile phones, copying answers from another student, smart watches, etc.) during an assessment.
- Exam: A formal assessment that a student is required to complete to provide a record of achievement or competence in a unit which include classroom tests and computer-based examinations.
- Proctor: A staff member that administers an examination in accordance with the rules and responsibilities set by this document. Maybe also be referred to as Invigilator.
- Unfair advantage: Undertaking any form of activity with the purpose of obtaining unfair advantage over other students, including gaining unauthorized access to instructor’s teaching and examination materials; stealing, damaging or otherwise depriving other students from public sources of information; interfering with another student’s academic efforts; giving false reasons to obtain make-ups; carrying on writing during an exam when time is up and any other attempt to afford oneself unfair advantage over other students.
- Exam Incident Reporting Template (ACK.FO.VPAC.12.01)
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