Communicating with Carlee, Eliana, and The Team

On the regular, Eliana or Carlee will communicate with everyone via Teams. Communication will include important items such as the weekly schedule, room updates, exam information/pickup updates, and more. It is imperative that you have access to the Teams App, and that you are reviewing posted activity daily. We highly recommend downloading the Teams app to your phone for easy access and live updates.
- Before exam sessions, you can message on Teams to find coverage for your shift(s).
- During exam sessions, you can ask general team questions here for immediate team guidance (whoever sees it can respond).
  - Preferred contact info for OUE ACTS staff during exam sessions is included in the proctor packet.
If you are not already added, please join the Team here.

Shift Scheduling & Exam Material Pickup-Dropoff

On Wednesday or Thursday of the week before, OUE ACTS staff will reach out to everyone (via Teams) sharing that the tentative schedule has been posted for review. At this time, take a look at your shift(s) assigned. If you are unable to attend any scheduled shift, comment in Teams to see if anyone could take your shift, or swap.
On Friday of the week before, the schedule will be solidified and you will receive a calendar invite to your scheduled shift that also shares the location and pickup instructions (see examples below):
- Evening Exams
  
  Please arrive 15-20 minutes early for your shift.
  
  Exams and supplies will be in the drop box for pick up (code will be provided). When complete, place the exams and supplies back inside the drop box. Make sure the box is locked securely and scroll through the numbers so the code isn’t visible.
After receiving calendar invites, you are locked into your shift. If you are suddenly unable to make your shift, you will need to message in Teams to locate alternate coverage. Ensure OUE ACTS saw/is aware of the swap.
At each exam pickup, you can expect to retrieve a proctor folder of exam supplies (bio break sheets, testing signage, scantrons, blue books), a check-in sheet, and exam supplies (either in a pencil pouch, or ziplock bag --pencils, pens, ear plugs, tape, expo marker, post it notes, name cards). Please be sure to treat all materials with care, and ensure their neat return to the drop box after exam sessions.
- In the case that you have an audio exam, you can also expect to find headphones, and an iPad, with your materials. It is imperative that these items are returned safely in their designated area.
There is a key to Candler Library 115 located in the Right-side Blue Drop Box. These keys are not to be distributed to any other persons and should only be used if absolutely needed.
In case the drop box is full, utilize the hallway benches of Suite 119 to return exam supplies. All identifying information (e.g., check-in sheets), and exams, should always be placed inside the locked drop box.

Arriving & Preparing

1. Arrive 15-20 minutes early (you should clock this time).

If you know in advance that you cannot arrive early, please let OUE ACTS staff know. We understand that life happens, and Atlanta traffic is no joke. So, if something is holding you up, the earlier you can communicate that, the better! It is way easier to problem-solve with advanced notice. If you suddenly cannot make your shift, communicate in Teams to locate coverage for your shift, and contact OUE ACTS staff immediately.

Exam materials and supplies will be available for pick-up at the blue drop boxes outside of Candler Library (CL) 115.

2. Find a space at the front of the room to set up and check students in.

3. Project the Honor Code display slides and time.

Instructions:

Check out the Exam Time Display Slides in "Files". (Also linked here: Proctors_Exam Time Display Slides.pptx Download Proctors_Exam Time Display Slides.pptx)

For visual help changing the projector mode from "duplicate" to "extend" with Windows. See the video below:

5. If time permits, check the restrooms for any hidden test materials. Scan the room and check aisles to make sure students haven't hidden test materials.

6. Check the environment.

Are there distracting noises coming from outside the room? In the event that there are loud neighbors, please tape up the "Testing in Progress" signage (provided in your proctor folder), and remind students that there are optional ear plugs available. Email oue.testing and document the instance.

Is the room a comfortable temperature? In the event that the room is excessively cold or warm, contact OUE ACTS staff. There may be another room available, and we can look to see what is available.

Experiencing technical difficulties? EC-CTS is available by email: echelp@emory.edu or by phone: (404) 727-6853.

Having issues accessing your room? Contact Campus Services. They are at (404) 727-7463. You MUST have your confirmation email on hand for access (contact OUE ACTS staff).

7. Do your best to provide a calm and composed presence. Testing is stressful, if the proctor appears stressed or arrives late, that can add undue stress to the situation.

From time to time, human error will be a factor. For example, we don't have an access code to an online exam or the professor emailed the wrong test version (all things that have happened). In such instances, utilize your problem-solving skills. For example, you may contact the instructor (contact info included on the Room Report) to ask for the access code. Or, notify OUE ACTS staff immediately, and reassure the student that we will make sure they receive their full time; or, if things get too delayed, they can reschedule.

Proctoring Exams

Proctors	Students
Check Emory Card or Government issued ID If a student does not have either on them, they must pull up their OPUS account.	Arrive quietly with a photo ID ready for checking.
Direct students to ‘turn off’ or ‘silence’ all electronic devices (unless required for the test) and place them in their bags at the front of the room. Please watch each individual student place their phone in the bag. If they do not have a bag, you can have them place their phone at the front of the room (take note of student name and phone - remind them to take it with them after their exam).	All personal items not needed for the exam will be placed at the front of the room. Students must present evidence of empty pockets/person. Students should bring their own writing utensils and other permitted exam supplies. Phones, and all electronic devices (including smart watches), must be placed with personal items at the front of the room.
Students can arrive any time within the exam session as long as they can finish their exam by the end of the session. You are not obligated to stay late if a student arrives late (but you are welcome to if you want). You will get paid for the whole session even if all students complete their exams early. Utilize provided Excel sheet to confirm course details, student accommodations, and allowed exam materials. Physically check students in by placing check marks on Excel spreadsheet where indicated. Use the "time allowed" column of the spreadsheet to calculate the end time for each student as they check-in. Write the end time on a provided dry erase tent card (or name tag) and ask the student to place the tent card on their desk (or wear their name tag). When ready, log into College Connect to check students in online (instructions provided via in Teams or Outlook calendar).	Only take required items to their seat (i.e., exam folder, writing utensil, any other allowed exam materials, and name card/tag).
Depending on the room, you are welcome to direct students to sit at least 3 seats apart, to sit 1 per table, or otherwise place them per your best discretion. Be aware of where students with the same test are sitting. It may be required to ask students to move to a new seat to be further away from their peers. Whenever possible, it may be helpful to draw out the seating chart to recall who is sitting where (this is particularly useful in case we need documentation).	As much as possible, students should be facing the same direction to reduce distractions. However, if the room is maneuverable, and it makes more sense to face them in differing directions - use best discretion in maintaining an academically integral environment.
Be cognizant of when exams should be completed and give 30 and/or 15 min warnings if you can do so without being disruptive.	Turn exam and all exam materials in by the end of the allotted time.
If a student begins a test late because of an issue on our end, please note when the test began and allow them the full time. If you are unable to afford the full time, and there is no one else available to cover, you may instruct the student to reach out to OUE ACTS staff to reschedule their exam (cc their instructor). If a student is unable to access/begin their exam due to unclear/incomplete instructor instructions: Contact the instructor via email (cc oue.testing) or preferred contact method and request the information necessary for the student to begin their exam. If the information is not provided in a timely fashion (20 minutes); or, if the proctor is unable to stay for the full exam time (assuming a delayed start), instruct the student to reach out to OUE ACTS staff to reschedule their exam (cc their instructor).	If a student arrives late, it is your discretion as proctor. You may cover the additional time; or, you may instruct the student to reach out to OUE ACTS staff to reschedule their exam (if the instructor allows - not guaranteed).
Students who are not checked in online (via Slate/College Connect) will automatically receive (along with their instructor) a no-show email with instructions. You do not need to reach out to students who do not show up to their exam session on your own.
Actively monitor the room. This should include: Walking around the room. Altering seating arrangements to ensure academic integrity. Checking student belongings (e.g., calculator casing/writing materials, water bottle, etc.) for any academically dishonest material. Allowing bio breaks only one at a time, while following bio break protocol; or, not affording permission for a bio break altogether.	Our proctors are not TAs, nor course subject experts. This exam setting assumes the incapacity for students to ask exam-related questions. However, where provided, students may be able to ask questions through proctor-led correspondence with the course instructor (response is not guaranteed).

Requirements

The Honor Code reminder slide and digital clock ("Exam Time Display Slides") must be projected on the screen in the room.

Proctoring Computer Accommodated & Audio Exams

There will be cases where students have accommodation to utilize their computer for an Essay Exam. In those cases, proctors should follow these procedures:

- Please note our standard procedures below:
  - The student will type their exam responses in a blank word document. This typically means the student will need to have/download the Word Doc app to their computer. Internet must remain OFF. The student's computer must remain positioned with the screen facing the proctor.
  - Once the student has completed their exam, they must:
    - Email the exam file to their instructor in front of the proctor (cc oue.testing@emory.edu).
    - Delete the email from their "Sent" and "Deleted Items" folder(s).
    - Delete the file from their computer and computer trash bin.
- If the instructor has a department laptop they would rather have the student complete the exam on, it will be provided (with log in instructions), and must be used. Contact the instructor, cc oue.testing, if you run into any issues. Do not allow the student to take the exam on a personal device.

Please be sure any time you have a computer accommodation exam in your session/room, that you are vigilantly abiding by these guidelines and watching closely for any (alleged) academically dishonest behavior.

There will be cases where students have exams that entail an audio component. In those cases, follow these procedures:

1. 1. These students will be asked to bring their own wired headphones. The iPad has a regular aux input, so most headphones will work (an additional wired pair will be provided in case the student fails to bring wired headphones - these should be a last resort).
  2. When checking the student in, instruct them to take their seat, but approach for audio when the rest of the students have checked in.
  3. Plug into the iPad and play the audio for the student when they approach. All audio files will be saved under "Files", "Course Number".

- - - Do not allow the student to take the iPad back to their seat for an unlimited amount of time. Instructors will indicate how many times an audio file can be played. So, allowing a student to take the ipad to their seat, and listen an unlimited amount of times, would provide them with an unfair advantage.

1. 1. The student should listen and complete the listening section of their exam, and then return to their seat.

Bio-Breaks

Exam Session Bio Break Protocol

Bio breaks may only be taken one at a time.
Students must sign out, and back in, with their proctor (Bio Break Sign Out Sheet).
- Upon re-entry, proctors should ask students to present evidence of empty pocket/person again.
Bio breaks that exceed 5-10 minutes will result in the initiation of honor code documentation.
Unless specified in the student’s accommodation(s), exam end time will remain the same regardless of length of bio break.

We strongly suggest ensuring bio matters are addressed before entering the exam room.

Proctors must be vigilant about time passed and thoroughly follow documentation protocol when breaks exceed 5-10 minutes.

- See Academic Integrity Section (3): Bio Breaks Exceeding 5-10 Minutes Documentation Protocol

Special Case Examples

A student states that they have additional exam resources other than those than listed on the Excel sheet and Exam Packet.
- Resource: Ask them if they have permission in writing (such as an email or Canvas post) from the instructor allowing that resource. Call or text OUE ACTS staff if unsure.
  - Watch out for multiple students taking the same exam. If the additional resource is not provided to all others, this often serves as a good indicator. There have been situations of academic dishonesty in relation to unlisted resources, and even accommodations - so always be mindful and vigilant in these situations.
- Accommodation: In most cases, afford the student the accommodation, and practice best judgement. The accommodation information on your excel sheet is pulled directly from a DAS report, so it should be accurate. However, sometimes students have accommodations changed or added and that communication to us is usually delayed. You can also ask students to show you a copy of their Accommodation letter.
  - If the student is stating that they require a private space, this will take a bit more time to coordinate so they may need to reschedule. However, double check their accommodation on the Excel sheet and/or their Accommodation letter. Sometimes students think "Reduced Distraction" equates to a "Private Room" accommodation, but they are distinct.
A student is pushing their exam end time.
- Always ensure you are providing reminders of end time(s). Something as simple as walking in front of the student, getting eye contact, and whispering/gesturing "10 minutes" is very helpful.
- Provide one last reminder (e.g., "It's time to finish your last thought and conclude your exam").
  - If the student continues working past 1-2 minutes, you have the authority to state "It is time to hand me your exam, your exam time has concluded", and then collect the exam.
    - If the student remains noncompliant, make note and contact OUE ACTS staff. We will contact the instructor.
If there is an active shooter during an exam session?
- Here is a link to Emory CEPAR's active shooter info: https://emergency.emory.edu/preparedness/just-in-time/active-shooter.html

Notes

These are our normalized procedures/protocol for all proctors in all testing rooms.
- Staying consistent helps students know what to expect.
- At all times, use your best judgement. You have the authority to make reasonable decisions. Feel free to reach out to OUE ACTS staff if support is needed.
- Whenever possible, students should be faced in the same direction. This is practical as it reduces potential distractions of seeing other people's facial expressions. It is also a safeguard against cheating as students can mouth answers or give ques to one another. From time to time, we will need to use rooms on campus that have circular or rectangular tables with chairs around them. In these instances, please advise the students of where to sit (e.g., all students facing the board and no more than two students per table). At all times, please ensure students cannot see the screen of another computer-using test taker. When possible, place these students at the back of room, or generously space them out. This helps you monitor their screens as you walk around, and ensures that no other students can see their screen(s).