Proctoring Procedure

Proctor Preparation

• Always have your ID, Proctor Script (download), your cell phone charged, and a backup copy of the exam details with you.

• Review the accommodation details and the notes ahead of time. Contact DSP or the person who created the accommodation if you have questions.

• Research exam locations ahead of time by referencing map.ucsb.edu or Scenarios and Locations. If you need to arrive earlier to allow transportation time between exam pick-up and exam location, please do so.

• Use the restroom before your shift.

• You are not required to bring any exam response materials (blue books, etc.) or accommodations to the exam. Students are required to request necessary exam equipment (i.e. laptops, four function calculators, spellcheckers) from the DSP office prior to the exam.

Exam Pick-Up

• Be on time and have photo ID ready. Introduce yourself as the proctor for [course name]. Remove headphones before arriving at the exam pick-up location. 

• Obtain contact info so that students may ask questions during the exam. Ask, “How should I contact you/the instructor if students have questions during the exam?” 

• Verify the allowed materials. Ask, “What materials are students allowed to use on the exams?” If students are allowed scratch paper, please verify who should be providing the scratch paper – the student or the instructor. Make a note in the DSP Portal if there is an update.

• Count the number of exams/provided materials (scratch paper, formula sheet, etc.) to make sure you have enough for each student on your list.

• Students will meet you at the exam location. Studying is not permitted inside the exam location. If students are studying, inform them they cannot do this in the exam room.

• Read from the Proctor Script a few minutes before the start time.

• Verify ID for each student if required by the professor for the entire class.

• Observe cell phones/smart devices go away into students’ backpacks, then have them place backpacks against a wall away from you and the student. 

• Make sure that only the approved materials are out. 

• If there is a conflict between the exam instructions and what the student says the examination accommodations and permitted materials should be, contact DSP immediately. Inform the student that the exam may proceed based on the exam accommodations detailed in the instructions OR the student may decline their services and contact DSP when staff are available.

• Start the exam at the start time, not any earlier. Spread out exam versions and student seating if possible. All students should be facing you as space allows. 

• If students would like updates on the time remaining during the exam, you may give them.

• Call DSP immediately if a student shows up that is not on your list or an instructor/TA places an unknown student in your exam location. This should never be permitted. 

Late Students

• If the student(s) are late, no extra time is to be given. The exam must be finished by the student’s scheduled end time listed in your exam instructions.

• Students may arrive late if there is time remaining UNLESS the professor has specified that there is a cut-off time that applies to the entire class equally.

• Make note of each student’s individual start and end times. When students arrive late, note their name or if you do not know it, note where they are sitting so you can match their arrival time with their name when the exam is turned in.

• If the exam starts late due to another reason (i.e. professor tardiness, problem with pick-up location, etc.), the student should receive their full allotted time for the exam. Please notify DSP if this happens. We may need to contact someone to adjust the room reservation.

• No-shows: If no students arrive within 60 minutes of the exam, you may turn in the exam and leave. Mark your time worked on your timesheet.

Restroom Breaks

• Students may only go one at a time. They should hand you their exam (+ materials) and leave all belongings in the room. 

• Make notes of bathroom breaks – include name & time. Be specific!

• Students may not leave exam location for any other reason (water, food, etc.) once they have started the exam. 

• If bathroom breaks seem unusually long (15+ min.) or excessive, please let DSP know. 

• If you as the proctor need to use the restroom, please contact DSP by text or call. Do not leave students unattended.

Student Questions

• Never assist students with exam content in any way, including clarifying questions, defining vocabulary, or assisting with spelling/grammar. The role of the proctor is to supervise the exam, not assist with the exam. Doing so will result in immediate termination of employment.

• Contact the professor in a timely manner by using the contact information you obtained at the beginning of the exam. 

• Do not allow students to call their instructor from their phone or from your phone and do not give the student the instructor contact information.

• You and/or your student should not leave the room to ask a question even if the professor is nearby. 

• If there is no response from the instructor, suggest to the student that they write a note on their exam and follow up with the instructor afterward.

• Please contact DSP if there are not enough seats in the exam room or if there is some other issue with the room. Don’t start the exam if there are not enough seats.

• If students complain of noise in the room, notify DSP. We will see if it is possible to relocate the accommodation, but it is not guaranteed. 

• Overlapping Exams: Exams should generally not overlap outside of OLDGM / Testing Center. Please contact DSP if exams are overlapping. It is okay to read your script in the exam room if there is no other exam going on or if the other exam is getting started at the same time. Please be mindful of the volume and frequency of the time remaining updates that you might be providing to students. Only you are responsible for your students so do not share responsibilities with other proctors who are not assigned to your students.

• OLDGM / Testing Center: Please check in at Room 1208 for shifts in OLDGM. A student worker will hand you a badge to wear during your shift and you should wait for your student(s) in this room and read your script when they are there. Then, walk over to the exam room together where you will quietly get the exam started. Make sure to secure phones and bags! If a student needs to use the restroom they can pick up a key from OLDGM 1208 or 1207.

• All students should be in your field of vision, especially in OLDGM rooms where other exams may take place at the same time. Ask students to sit together. 

• Remember, if your student requires a 'private exam setting' (click on their name to view their requested services) you should never share an exam room. Notify DSP if this happens.

• Students should not bring in any animals other than certified service animals or approved Emotional Support Animals. Contact DSP to confirm if a student has an approved ESA.

Exam End Time & Drop-Off

• Collect each exam from the student(s) at their exam end time. 

• If the student does not turn in their exam to you at their end time, notify DSP right away and include it in your notes. Follow up with an email to the Proctor Coordinator

• As each exam is returned to you, make sure that all student names are accounted for and exams are turned in at the correct time. If something is inconsistent, email the Proctor Coordinator.

• You are solely responsible for returning the exam(s) to the return location; the student or fellow proctor MAY NOT do it for you.

• Never hold exams overnight or for more than 2 hours before/after the exam. If asked to do so, contact DSP. 

• If you physically hand the exam to someone, note their name in the portal.

• If the drop-off location is inaccessible, contact DSP. It may be appropriate to return the exam to the secure DSP Dropbox outside of the DSP office. 

Exam Notes

Exam notes, or system notes, should be entered into each accommodation within 24 hours of the shift’s end, just like your timesheet. Your notes must be detailed so that we have a clear understanding of how the exam proceeded.

Always include: Names, Times, Breaks, Events, Etc. You should note every student’s arrival and exit times. Be specific! Also, try to use gender neutral pronouns (they/their) if you do not know a student’s pronouns.

Do not include: Opinions, Unprofessional language. 

Example: 

“Two students out of four began exam on time at 9:30am. Casey arrived at 9:45am. Dylan restroom break 10:02-10:05. Instructor came by to answer questions at 10:43. Casey restroom break 10:57-11:03. Quinn finished at 11:06. Casey asked for a water break at 11:09 – told them no. Dylan finished at 11:10. Casey finished at 11:50am. Charlie was a no-show. Handed exams to Nat at 12:18pm.”

Proctor Activities During Exams

• During non-active shifts, you may quietly study, read, or write on the side while proctoring as long as your main focus is on monitoring the students.

• During all shifts, the following are prohibited: sleeping, social media/texting, personal phone conversations or voicemail review, headphone use, music playing, video streaming, laptop use, typing, visitors and/or eating (small, quiet snacks are okay for long exams).

• You may use your phone to communicate with DSP or for academic purposes such as reviewing notes/lecture slides, but there should be no audible sounds emanating from your device or from typing/tapping. The main focus should be PROCTORING, not your own personal activities. 

Distressed Students Response Protocol

As a DSP Proctor you are a link in the chain of communication between students and DSP staff. Due to the fact that you work with students with a wide range of disabilities and stress levels, it is likely that you will occasionally encounter a distressed student. It is important that you are prepared to deal with such students in an empathetic and professional manner. In the event that you encounter a distressed student whether through phone or in person, it is important that you contact the DSP office at any of the phone numbers available to you. Remember, your reaction time is key in resolving an incident!

If a student is a danger to themselves or others, please call 911 and then call DSP. If a student is not dangerous but they are distressed in some other way, please stay in the exam room while calling DSP until you get a response. Never leave students unattended. If you need to leave the exam room, take all exam materials with you.