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Remote Proctoring Instructions

Remote Webex Proctoring

There are a few methods of remote proctoring, but these instructions will only explore Webex proctoring for exams held in Learning Management Systems (LMS). Please note, our procedures and methods of online exams may be subject to change because we are actively testing out the best practices. We will update these instructions as needed.

Webex proctoring for LMS refers to exams that take place on Canvas, Sakai, Blackboard, Moodle, etc. This means the professor has to extend the time through the LMS and student’s responses are automatically submitted online.

Remote Webex Proctoring for exams in LMS

Before the scheduled exam date, a Senior Office Assistant will send you a comprehensive email, detailing the exam instructions, student’s name and contact info, and specific accommodations for the student. In the meantime, you MUST activate your Rutgers Webex account.

You must activate Webex. To activate the service:
1. Go to: Netid.rutgers.edu
2. Click on 'Service Activation' on the left-hand side. It will then ask you to log in using your netID and password.
3. You'll see a list of options, please click the check box next to WebEx.
4. Click Activate service at the bottom of the page.
After activating Webex, you will send an introductory email to the student. Typically, we will ask you to do this 1-2 days before the exam date. This introductory email will serve to introduce yourself and to notify them that you will be their proctor for their exam. You need to CC ODS exams on the email (ods.exams@echo.rutgers.edu). Here is the template you must use:
- Hello [student name],
- I hope this email finds you well. I will be proctoring your exam for [insert course subject] on [date]. Please log in at [15 mins before exam start time] on Webex through the invitation I will be sending to you, to make sure everything is working properly before the exam starts. I will send the Webex invitation shortly.
- Please let me know if you have any questions. Thank you!
- Regards,
- [Your Name]
Then, schedule the Webex invite with the student for 15 minutes before the start of the exam. You can do this by going to https://it.rutgers.edu/webex/, hitting “Schedule,” and entering all the information. If the exam is scheduled to start at 1:00 pm, schedule it to start at 12:45 pm. The student may not join you until 1:00 pm, but this allows for them to join early and iron out any potential technical issues. Send a copy of the meeting link and password to proctor@echo.rutgers.edu.

On the Scheduled Date of the Exam

You will enter the Webex meeting 15-20 minutes prior to the exam start time, to give enough time to send a Webex reminder to the student.
To send a Webex Reminder:
- Go to https://it.rutgers.edu/webex/ and hit the “Start” icon next to your meeting
- Hit the three dot icon on the bottom that is next to the chat option
- Click "Invite and Remind"
- Click the "Remind" option and send the reminder
Once you are both in the Webex room and visible to each other, have the student show you their ID. Acceptable forms of ID include:
- Rutgers Student ID
- Driver’s License
- Passport
Then, have the student show you their work station.
- Make sure there are no materials on their desk or in their vicinity.
- In addition to their work station, ask the student to give you a 360 view of the room they are in.
- Make sure there are no other monitors, people, or materials that could be used for the exam.
Read the relevant instructions to the student. The instructions may include, but are not limited to: the exam is closed book/note, no calculators, scratch paper allowed, etc. We will send you a comprehensive set of instructions in an email, before the exam--with the specific exam requirements as provided by the professor.
Let the student know they will not be permitted to mute their microphone or turn off their camera during the exam. The student does not need to share their screen with you during this mode of exam administration - unless there are technological issues or exam integrity concerns.
The exam can now begin. Make sure the student starts at the scheduled time. For example: if the exam starts at 9:00 am, please make sure they start exactly at 9:00 am - unless there are technological issues.
- Once the exam start time begins, make sure to mute your microphone but keep your camera on and remain observant.
- If you need a break, please email proctor@echo.rutgers.edu. Someone from the office will use the link you sent us to join the meeting and proctor until you return.
- Students are permitted to take bathroom breaks if need be, but if they are gone for more than 15 minutes, please contact us.
- In the event of any questions from the student, technological issues, or issues with the exam, contact the professor directly. We will provide you with their contact information.
- Please note: You do NOT need to set a timer or remind the student that they have 15, 10, or 5 minutes because the LMS will give the student that information and time out automatically.
If at any point, you suspect the student is cheating, you are to ask the student about your concern (i.e. ask them if there is someone in the room or if they are in possession of any prohibited materials, such as a cheat sheet).
- Once you suspect cheating, you are start recording the exam for us to review after the exam is completed.
- If the student confirms your suspicion, you CANNOT stop them from continuing the exam, but you must tell them to remove the prohibited item and that we will be informing their professor of the issue.
- If the student denies your suspicion, you CANNOT argue/accuse them of cheating or stop them from continuing the exam. Just include your suspicions and the recording in your report (see below).
Once the exam ends, leave the Webex meeting and send us a report of the exam at proctor@echo.rutgers.edu. Report should include:
- Actual start and end time
- Any significant events that occurred during the exam. For example:
- People leaving/entering the room
- Suspected cheating
- Technological difficulties, and whether or not they were resolved by the professor
- If you were instructed to record the exam, send the recording with the report
- If no significant events occurred and everything went smoothly, let us know that as well.
- Keep in mind reports may be shared with faculty, please keep them professional and factual.

Remote Webex Proctoring with Lock Down Browser

There are a few methods of remote proctoring, but these instructions will only explore Webex proctoring for exams held in Learning Management Systems (LMS) with Lockdown Browser (LDB). Please note, our procedures and methods of online exams may be subject to change because we are actively testing out the best practices. We will update these instructions as needed.

Webex proctoring for LMS refers to exams that take place on Canvas, Sakai, Blackboard, Moodle, etc. This means the professor has to extend the time through the LMS and the student’s exam responses are automatically recorded and relayed to the professor. Once the student opens the exam, it will open LDB, which closes all other programs open on the student’s computer and prohibits the student from viewing any other tabs on their web browser.

Remote Webex Proctoring for exams in LMS with LDB

You must activate Webex. To activate the service:
1. Go to: Netid.rutgers.edu
2. Click on 'Service Activation' on the left-hand side. It will then ask you to log in using your netID and password.
3. You'll see a list of options, please click the check box next to WebEx.
4. Click Activate service at the bottom of the page.
After activating Webex, you will send an introductory email to the student. Typically, we will ask you to do this 1-2 days before the exam date. This introductory email will serve to introduce yourself and to notify them that you will be their proctor for their exam. You need to CC ODS exams on the email (ods.exams@echo.rutgers.edu). Here is the template you must use:
- Hello [student name],
- I hope this email finds you well. I will be proctoring your exam for [insert course subject] on [date]. Please log in at [15 mins before exam start time] on Webex through the invitation I will be sending to you, to make sure everything is working properly before the exam starts. I will send the Webex invitation shortly.
- Please let me know if you have any questions. Thank you!
- Regards,
- [Your Name]
Then, schedule the Webex invite with the student for 15 minutes before the start of the exam. You can do this by going to https://it.rutgers.edu/webex/, hitting “Schedule,” and entering all the information. If the exam is scheduled to start at 1:00 pm, schedule it to start at 12:45 pm. The student may not join you until 1:00 pm, but this allows for them to join early and iron out any potential technical issues. Send a copy of the meeting link and password to proctor@echo.rutgers.edu.

On the Scheduled Date of the Exam

You will enter the Webex meeting 15-20 minutes prior to the exam start time, to give enough time to send a Webex reminder to the student.
To send a Webex Reminder:
- Go to https://it.rutgers.edu/webex/ and hit the “Start” icon next to your meeting
- Hit the three dot icon on the bottom that is next to the chat option
- Click "Invite and Remind"
- Click the "Remind" option and send the reminder
The student MUST open Webex through their web browser, not the desktop app. If they are in the desktop app, LDB will automatically close Webex when opened and you will lose the connection with the student. Once you are both in the Webex room and visible to each other, have the student show you their ID. Acceptable forms of ID include:
- Rutgers Student ID
- Driver’s License
- Passport
Then, have the student show you their work station.
- Make sure there are no materials on their desk or in their vicinity.
- In addition to their work station, ask the student to give you a 360 view of the room they are in.
- Make sure there are no other monitors, people, or materials that could be used for the exam.
Read the relevant instructions to the student. The instructions may include, but are not limited to: the exam is closed book/note, no calculators, scratch paper allowed, etc. We will send you a comprehensive set of instructions in an email, before the exam--with the specific exam requirements as provided by the professor.
Let the student know they will not be permitted to mute their microphone or turn off their camera during the exam. The student does not need to share their screen with you during this mode of exam administration - unless there are technological issues or exam integrity concerns.
The exam can now begin. Make sure the student starts at the scheduled time. For example: if the exam starts at 9:00 am, please make sure they start exactly at 9:00 am - unless there are technological issues.
- Once the exam start time begins, make sure to mute your microphone but keep your camera on and remain observant.
- If you need a break, please email proctor@echo.rutgers.edu. Someone from the office will use the link you sent us to join the meeting and proctor until you return.
- Students are permitted to take bathroom breaks if need be, but if they are gone for more than 15 minutes, please contact us.
- In the event of any questions from the student, technological issues, or issues with the exam, contact the professor directly. We will provide you with their contact information.
- Please note: You do NOT need to set a timer or remind the student that they have 15, 10, or 5 minutes because the LMS will give the student that information and time out automatically.
If at any point, you suspect the student is cheating, you are to ask the student about your concern (i.e. ask them if there is someone in the room or if they are in possession of any prohibited materials, such as a cheat sheet).
- Once you suspect cheating, you are start recording the exam for us to review after the exam is completed.
- If the student confirms your suspicion, you CANNOT stop them from continuing the exam, but you must tell them to remove the prohibited item and that we will be informing their professor of the issue.
- If the student denies your suspicion, you CANNOT argue/accuse them of cheating or stop them from continuing the exam. Just include your suspicions and the recording in your report (see below).
Once the exam ends, leave the Webex meeting and send us a report of the exam at proctor@echo.rutgers.edu. Report should include:
- Actual start and end time
- Any significant events that occurred during the exam. For example:
- People leaving/entering the room
- Suspected cheating
- Technological difficulties, and whether or not they were resolved by the professor
- If you were instructed to record the exam, send the recording with the report
- If no significant events occurred and everything went smoothly, let us know that as well.
- Keep in mind reports may be shared with faculty, please keep them professional and factual.

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